ILT-Classroom Courses: Classroom & Session Management

Create and manage classroom courses in your platform.

Last Updated

March 27th, 2019

Reading Time

10 min


The Docebo’s ILT­-Classroom management allows you to use your LMS to manage instructor-­led training as well as self­-paced, web-based training. This option is best used in two scenarios: pure instructor-­led training scenarios and blended learning scenarios. All classroom courses are tracked for transcript and certification purposes, allowing users to have full visibility to how their performance was evaluated. A classroom course is made up of one or more sessions, and each one of these can have various pre-set dates.

Locations and classes must be created before you are allowed to add a session. You can plan, manage and track a course that will be delivered in different sessions and locations. This article outlines how to create and manage classroom sessions in your LMS. To learn about managing users in a classroom course, refer to this article.

This functionality is a core feature of Docebo, available to all clients.

Creating a New Location

In order to assign a session to a specific classroom, you need to first create a location. Access the Admin Menu, then click on the Classroom Locations in the E-Learning section. On the main Locations page, you will see an action bar at the top, where you can add locations. You will also see a list of locations below the action bar. To add a new location, Select the New Location button.

Input details and information relevant to the location. Provide as much information as possible so that your learners know exactly where to attend the course. Assign the Address and Contacts info to the location using the corresponding tabs. The Name and Country fields are mandatory.

ILT new location

Complete the Address info in the following format: Street name, 10 – 12345 City. This way, the address will be tracked on Google maps, thus viewable on the Map Preview. Location, phone number, and Email address may also be useful information if you need to get in touch with the location’s supervisor.

Then, move to the Details tab and insert additional details such as suggested accommodations, advice on the best route to reach the location, along with other useful information. Finally, move to the the Location Photos tab to add pictures of the location. Press the Upload file(s) button and choose the picture(s) from your computer. Please note that you can upload a maximum of 10 photos.

Press Confirm to complete the process. You’ve now created your new location. It will appear in the list of locations on the main Locations page. You can also import a set of locations using a CSV file. In order to do so, select the Import from CVS file button.

Insert the following columns into your CSV file: Location name, Address, Country, Telephone, E-mail, Contact info, Accommodations, and Other info. You can download a sample of the .csv file, if necessary. Select the Upload File button, then choose your file. Select the Separator and File Charset, then press Next.

classroom import locations

Once uploaded, you can proceed with the association of each column to the related field. Then select the Next button. Once created, you can manage the location through the corresponding icons: add a classroom, view map location, edit location information, or delete the location. Please note that locations can only be deleted if they are not associated to a future classroom course.

Creating a Classroom

Once the new location has been created, you can start adding new classrooms. Select the Add Classroom(s) item in the location’s row. You will then be redirected to the classrooms page for the specific location. At the top of the page, press the New Classroom button to add a new classroom.

classroom create classroom

In the pop up box, add the classroom name, details, available seats, and equipment into the corresponding text fields. Please note that classroom name and number of available seats are mandatory to complete.

When you’re finished, press Confirm. The classroom will now show up in the list of classrooms, and you can edit or delete it as necessary. You can add as many classrooms as needed to the same location. You can also import a set of classrooms via .csv file. To do so, select the Import from CSV file button in the action bar at the top of the classrooms page.

You need to insert the following columns into your .csv file: classroom name, details, available seats, and equipment. You can download a sample of the .csv file via the related link, as shown in the picture below.

classroom import classrooms

When you’re ready, select the Upload File button and choose your file. Select the separator and file charset, then press Next.

Once uploaded, you can proceed with the association of each column to the related field. Then select the Next button. The system will give you feedback regarding changes that you may need to make, if necessary. Once classrooms are successfully uploaded, they will appear in the list of classrooms for the location.

Creating a Classroom Course

To create a new classroom course, access the Admin Menu, press the Courses item from the E-Learning area. Then, select the New Course button at the top of the page.

classroom add course

Type in the course’s name and specify which kind of course you want to create by selecting the Classroom Course option. Assign a thumbnail and add a description and course code, the press Confirm.

Creating a New Session

In order to create a new session, select the Sessions Management link in the course’s row in the list of courses on the Course Management page. You will then be redirected to the Sessions and Enrollments page for the course. Select the New Session button in the action bar at the top of the page.

In the pop up box, you will see three tabs: Details, Session Date(s), and Evaluation/Completion. Begin by filling out the information in the Details tab. The Name and Maximum Enrollments fields are required, but the rest of the options are optional. Double-check the classroom capacity when you set up maximum enrollments. Then, press the Setup Dates button.

classroom add session

Begin by pressing the Add button to add your first session date. Now you can add the session details: select the date (mandatory), give a name for the day of the session, assign a specific time (mandatory) and a break time, select a timezone, assign a location using the dropdown menu (mandatory), and choose a classroom from the selected location.

You can also set the session date effective time, which is the total time of the session minus the total break time. Your platform will auto-calculate the effective time, but you can manually change it as you see fit (in case there is more than one break). Please note that the session effective time can be greater than the total session time.

Please note that when you press the calendar icon in the Date section of this tab, both dates selected in both calendars of the pop up box will correspond, and you can edit the dates using either calendar.

When you’re finished creating the session date, move to the Evaluation/Completion tab and choose the appropriate option:

  • Automatic completion based on test: The course will be completed as soon as the user passes a test training material that must be included among the training material of the course. Remember that users will not be able to complete the course if there is no test linked to the course as a training material.
  • Evaluation score base: The evaluation must be manually performed by the instructor of the course. In this case, you need to specify a value to use as the maximum score for the evaluation.

When finished, press Save Changes.

Please note that you cannot save the session unless you set up at least one session date.

Making a Copy of a Session

If you want to replicate a classroom session, access the course’s Sessions and Enrollments page. Find the session in the list on this page, then press the menu icon in the session’s row.

Press the Make a Copy item in the dropdown menu. Now, type in the name of the copied session and select how many copies you want to create. In order to select the repetition frequency, flag the box to Duplicate Session Dates and use the corresponding dropdown menus to select the frequency. Then, press Confirm.

classroom copy session

When a session is copied, he duplicated session will now copy all of the details of the original session except for the classroom assignment and enrollments. You will need to go into the new session’s details to assign a classroom location to it.

Importing ILT Sessions via CSV

To import several ILT sessions at one time, access the Admin Menu, find the Classroom section, then press the Courses subitem. On the main Courses page, press the Import ILT Sessions button in the action bar at the top of the page.

On the new page, upload a file in the CSV file section by pressing the Choose File button. We recommend keeping the settings for the Choose Separator and File Charset sections the same, unless you need to configure them according to the file you upload.

classroom import sessions

Please Note: Importing ILT sessions via CSV requires the date format to be as follows: YYYY-MM-DD (with dashes [–] instead of slashes [//]). Microsoft Excel often reformats the data to MM/DD/YY, so please double check before uploading the file into the LMS. When you’re ready, press Next.

On the next page, use the dropdown menus to match the column names to the columns of the imported file. Then, press Submit. Please note that the following columns are mandatory: course name, session name, language, session info, maximum enrollments, date, session hour begin, session hour end end, timezone, and location name. The rest of the columns are optional.

Once the sessions are successfully imported, they will appear in a course’s Sessions and Enrollments page.

Adding Training Materials to ILT Sessions

To add training materials to classroom courses, access the Sessions and Enrollments page of the classroom course, then press the Training Materials button in the section of action buttons at the top of the page.

classroom add LO

On the training materials page, press the Add Training Materials button, then select which kind of training material you would like to upload from the dropdown menu. For classroom sessions, you can add videos, files, assignments, slides converter (presentations), HTML Pages, surveys, and tests.

Please Note: If you create a test for a classroom course and you want the test to be used as the final method of evaluation for learners, you must flag the Online Test option in the Evaluation/Completion tab when creating or editing sessions for the course.

Widgets for ILT Classroom Courses

You can also add course widgets to your classroom courses so learners can see various course information when viewing the course’s page in their platforms. To do so, access the Sessions and Enrollments page of the course, then press the Add Course Widgets button at the bottom of the page.

classroom add widgets

In the pop up box, select which widget you want to add to the course using the corresponding drop down menu, then flag which width you would like for this widget. You can learn more about course widgets here.

Select from the following widgets: Course Info, Course Description, File Repository Area, Web Conferencing, Forum, Iframe, Instructor(s), Session Info, Comments, or Learning Plan Navigation.

Managing a Classroom Course in a Learning Plan

You can also add a classroom course to Learning Plans. To learn how to add courses to a learning plan, please refer to this manual.  Once you’ve added the course into a learning plan, you will then need to assign the users enrolled in that learning plan to specific sessions of this course.

You will find the users in the waitlist in the Sessions and Enrollments page of the classroom course. Please refer to this article regarding the process for assigning users to sessions.

Managing a Classroom Course in an External Catalog

You can also add your classroom courses to an External Catalog and sell them using Docebo’s E-Commerce App. Please refer to the this article to learn how to set up external catalogs. Check this article regarding how to flag a course to sell as well as flagging the option to show a catalog to non-authenticated users.

Users can subscribe themselves to a classroom course from an external catalog by finding the course in the catalog then pressing Subscribe.

Please Remember: Users must be registered in the LMS to be able to enroll themselves into a course or buy the course. Learners can refer to this article regarding how to purchase courses.

Days of Validity Functionality

For classroom courses, you can add the Days of Validity feature, which allows users to access the course on the platform for only a specific number of days after the end of the last session in which they are enrolled.

Please Note: This feature is active by default, with the default number of days being 0, meaning there is no set validity period unless configured by the Superadmin.

Once the days of validity have expired, the course will be locked (therefore inaccessible) to the user. This includes course materials and certificates for the course.

classroom days of validity

To configure this option, access the main Course Management page in the platform (Admin Menu, Courses item). Find the course in the list of courses, then press the menu button at the end of the course’s row. Press the Advanced Settings option in the dropdown menu.

In the Advanced Settings menu, access the Time Options tab. In the Days of Validity section, insert the number of days for which users will have access to the course after the end of the last session in which they are enrolled. You cannot add negative or partial numbers in this field (-4, 7.5, 10.3).

When you’re finished, press Save Changes. A user is able to access the course, including certificates and training materials, during the validity period. Once the validity period has expired, users will see that the course is locked, therefore inaccessible.

Preventing Overlapping Classroom Sessions

In your platform, you can flag the option to prevent creating a session in a classroom that is already booked on a specific date and time.

prevent overlapping classroom sessions

This option is not active by default, so you will need to manually activate this option if you want your platform to prevent you from double booking a classroom. To do so, access the Admin Menu from the gear icon in the top right corner of your platform. Then, select the Advanced Settings option in the Settings section. On the Advanced Settings page, select the ILT-Classroom tab and then flag the option to prevent overlapping of classroom sessions, then press Save Changes.

Now, if you try to create a classroom session in a class that is already booked, your platform will not let you save the session until you either change the date, time, or location of the session.

Please note: This behavior is intended for Power Users only. Superadmins can always edit a classroom without any block.

Viewing Session Statistics

To view statistics related to the different sessions of the course, access the course’s main page, press the ellipsis icon in the top right corner, then press the Sessions Statistic button that appears below. On the top of this page, use the Session dropdown menu to select which session you want to view.

instructors sessions

Once you’ve selected the session, statistics related to it appear below, including:

  • Percentage and total number of users that have passed the session.
  • Total number of enrolled users.
  • Total session hours.
  • Basic webinar information, including the tool, date, time, and duration.
  • A list of every user enrolled into the session, with their status, attendance, and final score.