Live Event is an important part of a training and on-boarding process. Using the Live Event in a Huddle, participants can be invited to attend a live session in order to develop a stronger and effective experience.
Live Event is a Huddle Module which can be added to both Open and Scheduled Huddle to have a better participation experience. A Live Event may be a virtual meeting, webinar, in-person training session, etc.
(Screenshot of a Live Event Module)
Key Characteristics of the Live Event
- Currently Live Event is only supported in the Classic View of the Huddle
- Live Event can be added in both Open and Scheduled Huddles
- Only One Live Event can be added in each Huddle
- Live Event is always an Optional Module
- The Post Work Modules of the Live Event Huddle can be made optional for those who attended the Live Event
- The Post Work Modules can be also be made available before the end of the Live Event
How to add a Live Event
Live Event can be added while creating a new Open/Scheduled Huddle or into an existing Huddle.
- Go to the Huddle Overview page
- Check on the Include Live Event box under the Huddle Options
- Click Save
Setting up a Live Event Module
The Prerequisite of Setting up a Live Event Module is the inclusion of the Live Event in a Huddle per the above section.
Once a Live Event has been added to the Huddle, the next step includes setting-up the Live Event.
The Live Event Module page is very easy to navigate and the user needs to fill out the basic info such as:
- Module Name: Name of the Live Event Module
- Date: Enter the Live Event Date
- Event Start: Live Event Start Time
- End Time: Live Event End Time
- Link: The Live Event URL (if virtual)
- (Optional) Location, Description, Comments Section Title
Include a Pre-Work and/or a Post-Work in the Live Event
Pre-Work and Post-Work Module are nothing but the Huddle Modules that can be added in the Huddle containing the Live Event. These Modules can be completed by the users before and after the Live Event respectively.
When the Live Event is added in a Huddle, the Pre-Work and Post-Work Modules boxes are available automatically.
The Huddle creator can click on the “Add pre-work module” or “Add post-work module” to add any Huddle Modules or Exercise Templates
Make the Post-Work Module available before the Live Event ends
By default, the participants of a Huddle with the Live Event module is not able to access the Post-Work modules until the Live Event has ended.
However, the Huddle creator may chose to make the Post-work modules available before the end of Live Event. This can be accomplished by checking the box “Post-work modules are available before the end of Live Event”
Once this option is enabled, the users will be able to access the Post Work Module even before the Live Event has ended.
Make the Post-Work Module(s) optional for the participants who attended the Live Event
Making the Post Work Module(s) optional allows the participants who attended the Live Event to not go through that module. With just one click, the platform will automatically mark the Post-Work Module complete for the Live Event attendees.
Every Post-Work Module comes with an option “Automatically mark this module as completed for attendees of the Live Event”. Selecting this box will mark the Live Event attendees Module completion without having them go through the Module.
Live Event Attendees
After the Huddle is Published, the Huddle Creator can add the event attendees by going to the Live Event Module and clicking on the Add Attendees.
Add Attendees feature allows you to keep a track of all the participants who attended/will be attending the Live Event without doing any manual work. You may add the attendees prior to the Live Event day.
There are two ways to add attendees:
1. Add Attendees Manually
To add the attendees manually, simply click on the Add Attendees option and select + Add Attendees Manually.
Next, a Box Add Attendees Manually will appear in which you can add the attendees names or email. You can also add multiple attendees names/emails separated by new line. You may also paste a spreadsheet column into the box. Once the names/emails have been added, click on the Review.
In the “Review Attendee List” window, you can review the attendees before adding them. Also, if you want to Remove any Attendee before they’re added, hover over to the right and click Remove icon.
Special Note: In case the system identifies multiple matches with same name(s), the rich functionality of the platform allows you to select the correct attendee from the “Review Attendee List” itself. You can click on the “Select correct match” and select the right attendee.
2. Add Attendees using a File Upload
The platform allows you to add the attendees to the event using a File Upload as well. If you have a large number of attendees this option works best by simply uploading the file containing attendee’s information.
Click on the Add Attendees and select Upload File
Once the file is uploaded, the system will automatically read and match the names/emails of the attendees in the instance.
- Drag the Name or Email columns into the Map Columns to have the system match the attendees based on their names/emails from the instance
- Review Attendee List and click Ok
The attendees will then be added to the event.
Removing Attendee(s) from the Live Event
It is possible to remove a single, multiple or all the Live Event attendees after they have been added through the above methods.
The Huddle Creator can go to the Live Event Module and hover over the delete icon beside the user to remove them as the Attendee. Should all users needs to be removed as the Attendees, select all users and click on the Delete icon at the top.
Add Live Event to the Calendar
The Live Event can also be added to the users calendar. The Live Event and all its information gets added to the calendar by clicking on the Add to your calendar option and selecting the preferred calendar.
The Supported Calendar options include
- Google Calendar
- Outlook Calendar
- Apple Calendar
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