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Intellum

Intellum lets platform administrators assign the Facilitator role to Student users in the platform, giving those users access to assist in the creation or management of learning Events.

In the platform, an Event represents a scheduled occurrence of an in-person or virtual - class, meeting, check-in, etc. Events are connected to learning content in the platform. Users enroll in Events in the platform to access learning content and register to attend the Event in-person or virtually.

Facilitator Type


There are two types of Facilitators in the platform. Administrators assign a facilitation type based on the access and assistance needed.

Activity Facilitator

  • As an Activity Facilitator you assist by creating new events for the scheduled activities assigned to you, and managing the events you create as an Event Facilitator.

Heads Up!

Contact your Customer Success Manager or an Intellum Representative to enable Activity Facilitators for scheduled activities.


Event Facilitator

  • As an Event Facilitator you assist by managing the details, information, and specific aspects of the user registrations for events assigned to you.

Acting as a Facilitator


Find and access the activities and/or events you've been assigned to facilitate conveniently in one place - My Events.

  1. Navigate to Events in the nav bar.
  2. Click on My Events tab.

Your Facilitator role determines which facilitation options you have access to.

1. Activity facilitators use the New button to create new events. 2. Activity and Event facilitators manage events by clicking on the linked events they are facilitating.

If you are an - Activity Facilitator - you can:

Add new events to the activities you facilitate using the New button
Edit, update, or cancel the events you facilitate
Assign users as Event Facilitators for the events you create


If you are an - Event Facilitator - you can:

Edit, update, or cancel the events you facilitate

Activity Facilitator


Create a New Event

  1. Navigate to My Events.
  2. Click New.
  3. Click on the drop-down menu in the Activity field to search for or select the activity to which the event will be added.
  4. Set the date of the event and select a Start Time and Time Zone.
  5. Set the event Duration in minutes.
  6. Give the Event a Name. Learners see the Event Name listed after the Activity name on events in the catalog
  7. Choose the event Type:

The default meeting type is Physical.

  • Physical Meeting Fields
    • City - Enter/edit the name of the city hosting the event
    • Location - Enter/edit the location of the event
    • URL - Enter the launch URL for any online meetings
    • Instructor - Enter/edit an Instructor(s) name
    • Details - Enter/edit any details related to the event
    • Restrict Join access up to 30 minutes before start - checking this box will prevent learners from seeing a Join button on the event page until 30 minutes before the start time of the event.

If you have set up and select the Web Conference meeting type, you'll see the following options.

  • Web Conference Fields
    • URL - Enter the launch URL for the web conference
    • Instructor - Enter/edit an Instructor(s) name
    • Details - Enter/edit any details related to the event
    • Restrict Join access up to 30 minutes before start - checking this box will prevent learners from seeing a Join button on the event page until 30 minutes before the start time of the event.

8. Set the number of Maximum Participants. If set, once the maximum                  number is met, a waitlist will be created for users requesting to join.

9. Click Save.

After creating an Event, you are taken to the Event page - which gives you access to the facilitation options for that specific event.

Heads Up!

When you create new events as an Activity Facilitator, the platform automatically makes you an Event Facilitator for those events.


Assign Event Facilitators

After creating a new Event, you can use the Manage Event Facilitators link to assign a user in the platform as an Event Facilitator for your new Event - as seen below:

Event Facilitator


Navigate to My Events. You'll find any Events you are facilitating listed and tagged with Facilitating.

The Type filter on the My Events page gives you options to narrow your events list to only those events you are facilitating - as seen below:

Click on a linked Event name to open the Event's page. For events you are facilitating, you'll see options to manage Resources, Participants, the Wait List - and cancel or edit the Event.


RESOURCES

  • Upload Files or add Links associated with the event (e.g. any pre-work or supplementary material) Links open in a user's browser while files are downloaded and opened on a user's device.

PARTICIPANTS

  • Select a user, or users, and use the Update Status dropdown to change a participant's enrollment status to Passed, Failed, or No Show.
    • Assessments, eLearning and Paths can only be marked as No Show.
  • Enroll or Unenroll participants - via email invitation.
  • Communicate with Letters or resend Calendar Invites.
  • Evaluate (aka grade) manually graded assessments connected to an event via the Evaluate button in the Status column - if applicable.
  • Review participant evaluations - if applicable.
  • Download the event roster in PDF or CSV format

WAITLIST

  • If an event has a maximum participant limit set, and that limit has been exceeded, you can access the event's Waitlist to approve or deny user requests to join the event.

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