ILT-Classoom Courses: Managing Users in Classroom Courses

Enroll and manage users in classroom courses

Last Updated

August 2nd, 2018

Reading Time

6 min

Introduction

Docebo’s ILT­-Classroom App allows you to use your LMS to manage instructor-­led training as well as self­-paced, web-­based training. This app is best used in two scenarios:

  • Pure instructor-­led training scenarios
  • 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 managing users in a classroom course. To learn about setting up classroom courses and sessions, refer to this article.

Enrolling Users to Classroom Sessions

To learn how to enroll users into classroom courses, refer to this article. To enroll users into specific sessions for a classroom course, access the main Courses Management page, then find the course in the list. In the course’s row, press the Sessions Management item.

On the course’s Sessions and Enrollments page, find the session for which you want to enroll users in the list, then press the item in the session’s Enrolled column. On the session’s Enrollments page, press the Enroll Users item.

ilt enroll session

In the pop up box, select the users that you want to enroll in courses. Flag the check box in the user’s row to select the user. You can also flag entire groups or branches using the corresponding tabs in the pop up box. Then, select which level the users will have in the course: Learners, Tutors, or Instructors. Most of your users should be learners. When finished, press Confirm.

You can also import users from another session of the course by pressing the corresponding button at the top of the session’s Enrollments page. In the pop up box, type the name of the session into the Session search field, then select the session as it appears below the text box. Using the dropdown menu, define which level the users will have in the course: Learners, Tutors, or Instructors. When finished, press Confirm.

Once users are enrolled into the session, you can manage them using the list on the Enrollments page. Press the pen and paper icon in a user’s item to edit the user’s level or status in the session. By flagging multiple users, you can unenroll users from the session, send an email to users, or change the user status in one bulk action via the action dropdown menu below the search bar.

The On Selected dropdown menu may also show a link to an external website; when selecting this option, the website will open in a pop up window, and you will be able to operate on the external website, for example to mark in a third party system that the user has completed the course. Links to external websites must be created as enrollment IFRAME additional fields. Refer to the Adding Enrollment Additional Field chapter of this article for further information on how to create and manage enrollment additional fields.

To unenroll an individual user from the session, press the X icon in the user’s item. Please note that you cannot delete a user from the session if the classroom course is part of a learning plan.

Evaluation and Attendance

To manage the evaluation and attendance of a classroom session, access the course’s Session and Enrollments page. In the session’s row on this page, select the menu icon, then press the Evaluation and Attendance item from the dropdown menu. You will be redirected to the Attendance Sheet and Evaluation page for the session. On this page, you can provide feedback to your learners and mark their attendance when the session has ended.

At the top, of the page, you can choose whether to view all users, users waiting to be evaluated, or users that have already been evaluated. If many users are enrolled in this session, you can use the search bar to search for a specific user in the list.

ilt enroll eval

To evaluate a user, press the Evaluate button in the user’s row. In the pop up box, type the evaluation for the user into the corresponding text box. You can edit the text as necessary. Then, use the Score text box assign a score to the user. You can also attach a file (such as a certificate) if desired.

In the Status section, mark whether the user has passed (the green check mark button) or not passed (the red signal icon). When you’re finished, press Confirm. Now, in the attendance column in the user’s row, mark whether the user attended the session or not by pressing the user icon. It will then turn from grey to green, confirming the attendance status.

You can also manage a user’s effective time in a session when marking the attendance. When viewing the list of users in the session, the press the item in the column displaying the session time. Then, in the pop up box, you can manually evaluate the hours and minutes of the user’s effective time in the session.

Remember, the effective time 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. The effective time of a user can be more than the actual total time of the session, perhaps because the user stayed to work after the session was completed. When finished, press Confirm.

Printing the Attendance Sheet

The Superadmin or Instructor can also print the attendance sheet in order to create a physical registration page for the session. This way, students will sign the sheet to mark their attendance.

Begin by accessing the course’s Sessions and Enrollments page. Find the session in the list, then press the menu icon. Select the Print Attendance Sheet item in the dropdown menu. In the pop up box, select the session date from the dropdown menu at the top, then press the Generate button next to the menu.

ilt enroll print sheet

You can also download the attendance sheet as a PDF file, or create custom columns in attendance sheets by pressing the Configure Sheet button in the top right corner. Now you want to flag the option to Enable custom attendance sheet settings for this course. The columns for the attendance sheet below will no longer be greyed out, and you can set them as necessary.

If you are creating an attendance sheet using custom columns, the first field selected for the attendance sheet will be the sorting field, and sorting will be in ascending alphabetical order. Please note that this order is only possible for standard default fields of your LMS: username, first name, last name, email and language. Custom fields that you’ve created will not be ordered alphabetically.

Superdmins can also create a customized attendance sheet to apply to all ILT course sessions. To do so, select the Settings item in the Classroom section of the Admin Menu. Now, you can select which information you would like in each column. Please note that for every attendance sheet, you can have a maximum of 5 columns. When you’re finished, press Save Changes.

Learner View

To view a course or session from a learner’s perspective, access the course’s Sessions and Enrollment page. Then, press the Learner View button in the section of action buttons at the top of the page.

ilt enroll learner view

You will be redirected to a page that shows you what the session page looks like for a learner. On this page, the learner can view information for each session in which he or she is enrolled. When they press the arrow icon in the session’s row, they will see the location information and the map preview. There is also a section dedicated to training materials, if any materials are uploaded into the course.

Managing the Waitlist for an ILT Course

If you have enrolled users into a classroom course, but you have not yet assigned them to a specific session within that course, you will see a small red box in the top right corner of the Waitlist button in the action bar at the top of the course’s Sessions and Enrollments page. The number in the red box will indicate how many users are waiting to be assigned to a session.

Press the Waitlist button. On the Waitlist page, you will see a list of users waiting to be assigned. If you want to assign them all to the same session, flag the box at the top of the Username column to select all of the users at once.

ilt enroll waiting list

Then, in the action dropdown menu, select Assign to a Session (you can also delete the users in bulk if you wish to un-enroll them from the course). Then, in the pop up box, flag the circle the session’s row, then press Confirm. If you want to assign one user at a time, press the Assign item in the user’s row, then repeat the process as described above.