Creating an ILT Activity

Instructor Led Training (ILT) Activities can be live classroom-based training events or virtual events.

During an ILT activity, an instructor works through training material with students, or a speaker/ facilitator presents information. When you create an ILT activity, you provide details about the event and then schedule sessions with specific locations, instructors, and times.

To create a new ILT Activity, do the following:

Go to Activities and Learning > Learning Activities.
Click Create.
Choose Instructor Led Activity.

General Details tab

From the General Details tab, enter the following information:

Code – Enter a unique identifier for the activity (for example, ILT_LOC_FY13).
Title – Enter the name of the activity as it should appear to learners.
Partition – Select the partition that determines which users and administrators have access to this activity.
Associated Image – Upload or select an image to display for the activity in the catalog.
External ID – Enter an identifier used for reference in external systems, if applicable.
Source – Indicate the source of the activity (for example, “TopClass,” “Imported,” or a third-party provider).
Description – Provide a brief summary of the activity. The description is included in keyword searches and helps learners find the course in the catalog.
Course/Activity Information – Enter the learning objectives or course overview. This information appears in the catalog and helps learners understand what they will gain from the activity.
Minimum Capacity - Enter the default minimum capacity which will be used when setting up sessions. It can be overridden on a session-by-session basis.
Maximum Capacity - Enter the default maximum capacity which will be used when setting up sessions. It can be overridden on a session-by-session basis.
Training Hours – Enter the average amount of time it takes to complete the activity. This is displayed in the catalog for informational purposes only.
Disable Waitlist - Select to disable the waitlist.
Credits Claimed At - Choose where credits are setup: ILT Level or Session Level
Owner - Choose the owner of the activity. By default, the person creating the activity is selected.
Handouts - Enter the URL of the ILT Shared Resources.
Enroll in multiple sessions at the one time - When enabled, learners can enroll in multiple sessions of the ILT activity (for example, several different dates or times). When disabled, learners are allowed to enroll in only one session of the ILT activity at a time.
Default Policy – Choose how the next certification cycle should begin:
Recertify Within – Enter the number of days a learner has to re-certify after their certification from this activity expires.

Save the ILT Activity to surface the remaining tabs.

Catalog Options

The Catalog Options define how a learning activity is displayed and made available for enrollment in the catalog. You can assign an activity to one or more categories, configure enrollment rules, and set pricing options. Pricing options are only available if your organization uses the eCommerce module.

See Catalog Options for Learning Activities.

Resources

Configure the list of ILT instructors for the class, manage attachments that students can access after enrollment, and set whether learners can print a certificate for the ILT from their Completed tab in the Learning Center. If certificates are enabled, you can upload a background image. Because the certificate fields are fixed in position, use the provided boilerplate example as a guide when designing your background.

Prior to Enrollment – You can add documents that are relevant to the activity here, e.g. promotional brochures or syllabus outlines.
- To add a document to the offering, click Choose File to open a window where you can browse to and select a document, then click Save. To hide a document associated with the offering, select Yes from the Hidden drop-down for that offering. You might use this option if, for example, you want to upload next year’s syllabus for a course as soon as the document becomes available, but not display it in the catalog until enrollment for the current year is complete.
- To remove a document from the offering, select the check box beside the document, click Remove and confirm when prompted.
- Any documents added under Prior to Enrollment will only show for the activity in the catalog. Users will not be able to view this document once they have enrolled in the activity.
After Enrollment - To make documents associated with this offering available to users after enrollment, add them here. For each document, you can specify whether users should be able to access them through their Learning screen after enrollment or through their Completed Learning screen after activity completion.
- To add a document to the activity, click Choose File to open a window where you can browse to and select a document, then click Save.
- From the Availability drop-down:
  1. Select Current Activities to specify that the document can be accessed from their Learning screen while they are enrolled in the activity.
  2. Select Completed Learning to specify that the document can be accessed from the users Completed Learning screen only after they have been completed the activity.
  3. Select Both to specify that the document be available after a user has successfully enrolled in the activity. In this case, the document can be accessed from the users Learning screen while they are enrolled in the activity and from the users Completed Learning screen after they have completed the activity.
  4. To hide a document associated with the offering, select Yes from the Hidden drop-down for that offering. You might use this option if, for example, you want to upload all background reading for a course at the start of a semester, but not display certain items on the Learning screen until other material has already been covered.
- To remove a document from the offering, select the check box beside the document, click Remove and confirm when prompted.
Use Certificate - To award a printable certificate to users who complete the online activity turn on the Use Certificate option and click Choose to pick from your selection of previously created certificate templates.

Schedule

From the Schedule tab, define the schedule for the ILT Activity.

Click Create Session:
- Type – Choose one of the following:
  - Standard Session – Choose if the ILT Activity is not recurring and is happening only once.
  - Recurring Session – Select this option if the session should repeat on a regular schedule:
    - Period – Select how often the session should recur: Daily, Weekly Monthly, or Yearly.
    - End After – Specify the number of occurrences before the recurring session ends. For example, selecting Monthly and entering 12 means the session will occur once a month for 12 months before ending.
- Title – Enter the full display name of the ILT Activity.
- Virtual ILT – Enable to designate the ILT Activity as a virtual session.
- Virtual Type – Choose one of the following:
  - Generic Virtual ILT – Use this option for virtual instructor-led sessions hosted on platforms other than Zoom (for example, Microsoft Teams, Webex, or GoToMeeting). Manually enter the meeting link in the URL field.
  - Zoom Webinar – Use this option for presentation-style sessions where only designated panelists and hosts can present, while attendees join in view-only mode. Best suited for large audiences or lecture-style events. Select the Webinar Host.
  - Zoom Meeting – Use this option to host an interactive virtual session where participants can see, hear, and engage with one another. Ideal for training sessions, workshops, or small group discussions. Selecting the Meeting Host.
- Start Date – Enter the start date and time for the ILT session. If the session is recurring, enter the start date and time for the first occurrence.
- End Date – Enter the end date and time for the ILT session. If the session is recurring, enter the end date and time for the first occurrence.
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Note
All recurring sessions use the same start and end times defined here. Subsequent sessions are scheduled based on the selected Recurring Session Period. For example, if you select Monthly and set the start date to January 1, the next session will automatically occur on February 1.
- Time Zone – Select the Time Zone of the session.
- Location – Select the session location. If the session is virtual, do not choose a location.
Click Create to save the session schedule.

Notifications

Setup custom text which is embedded into the notifications which are sent relating to this learning activity. The text will be specific to this Learning Activity. Also configure the rules for when reminder/re certification and pre/post work notifications are sent.

Modifying existing notifications

Do the following to modify notifications for a certification program:

Go to Activities and Learning > Learning Activities.
Select the ILT Activity.
Click the Notifications tab.
To suppress all notifications for the program, enable Suppress notifications. Users for this activity will not receive any notifications.
Choose the Language of Notification to send all notifications for the activity in the specified language, regardless of the user’s preference. Alternatively, choose Not Set to send the notification in the language that each user has specified as their preference. If there is no notification in the user’s preferred language, they will receive the default notification.
To revert a notification back to its original state after making changes, click Reset next to the notification
Search through the list of notifications for this activity. It is possible to edit notifications for this activity by selecting the notification and clicking Edit.

Creating a notification

Do the following to create a notification:

From the Notifications tab, click the Create tab.
Enter a Title for the notification.
Select the trigger for the notification.
Click Create.
Additional fields become available.
Save the changes.

Advanced Options

See Advanced Options for Learning Activities.