Creating sessions with several timeslots
Required permissions: Session administration for own capsules or Session administration for all capsules.
Create sessions with multiple time slots
Required permissions: Session administration for own capsules or Session administration for all capsules.
A single training session can be organized into several sessions or meetings, for example a full day split into two parts or a training course spread over several days.
These different sessions are called time slots. They are configured under Animation › Sessions.
To learn more about how sessions work in general, see Training sessions.
Multiple time slots, one registration
A session with multiple time slots corresponds to one registration for all time slots.
When a learner registers for the session, they are therefore registered for all its time slots, including any added after their registration.
However, attendance information is not carried over to newly added time slots. A time slot added later therefore starts with no attendance recorded.
Want to offer several dates to choose from?
Time slots cannot be used to offer several dates for learners to choose from.
If you want to offer three different dates and let each learner choose the one that suits them, create three separate sessions from the same capsule.
If the same learner should be able to register for several of these sessions, enable:
Settings › Social Learning › Session › Registration settings › Allow learners to register for multiple sessions of the same lesson
⚠️ Capacity is defined at the session level, not for each time slot.
A session limited to 10 participants therefore remains limited to 10 participants, even if it contains several time slots.
Create time slots
From Animation › Sessions, select Create a session to create a session from an existing capsule.
The Create a session capsule option allows you to create the capsule associated with the session first.
The creation panel contains two tabs:
- General
- Time slots
Once the session has been saved, a third Translation tab appears when you edit it.
Configure a time slot
Each time slot appears as a block that you can expand, such as Time slot 1, Time slot 2, with its period displayed below.
Enter the required information for each time slot.
When?
Enter:
- the date
- the start time
- the end time
- the Counted duration
By default, the duration is calculated automatically from the start and end times.
The field then displays Counted duration (auto).
If you enter a duration manually in hours or minutes, automatic calculation is disabled. A reset button then appears next to the fields to return to automatic calculation.
Note: the Counted duration is used in participant exports.
Where?
Choose the participation mode:
- In person: enter the Venue name
- Remote: enter the External virtual class link, either by pasting it directly or using Generate link
The Presenters section must also be completed when the session includes a live session or requires participants to sign in.
Watch out for time zones
A time slot time corresponds to a specific point in time. It is stored based on the time on the machine used to enter it, without storing a time zone with the time slot.
This means the time may be displayed differently depending on where the session is viewed.
- In the back office and the application, the displayed time corresponds to the time zone of the device viewing the session.
- In session-related emails and exports, the time is displayed according to the time zone defined at account level under Default local time settings. Paris is used by default if no specific setting has been configured.
It is always the same point in time, but its display may therefore vary depending on the time zone.
💡 If participants are located in different time zones, specify the reference time zone in the session description.
Add a time slot
The Add a time slot button lets you quickly create a new session based on the last time slot.
The new time slot copies:
- the duration
- the presenters
- the venue
Its date is automatically shifted by one day. If this falls on a weekend, the weekend is skipped: for example, a Friday time slot is followed by a Monday time slot.
⚠️ Always check the proposed date before publishing, especially when time slots are several days apart.
The virtual class link is not copied
For a remote session, the virtual class link is not copied from the previous time slot.
Each time slot must have its own meeting link.
If you add a remote time slot, remember to enter its link before publishing the session.
There is also no automatic recurrence system: each new time slot must be added manually.
What multiple time slots cannot do
A time slot cannot cover two days
A time slot has a single start date and a single end date.
For a session spanning two days, create two separate time slots.
The first time slot cannot be deleted
The delete button only appears from the second time slot onward.
The first time slot is therefore always kept in the session.
Add a time slot to a session that has already started
You can add a time slot to a session that has already started.
If an existing time slot ends in less than two hours, a warning message appears:
“You are about to add a time slot to a session that has already started”
You can then confirm the addition.
Bulk editing does not modify all time slots
When you select several sessions to edit them at the same time, some settings can be changed in bulk:
- Status
- Access groups
- Maximum number of participants
- Registration start
- Registration end
- Signature
- Language
Start date and End date are also available for bulk editing.
⚠️ For sessions with multiple time slots, these dates apply only to the first time slot of each session.
A Date changes for multi-time-slot sessions warning reminds you of this before you confirm.
To modify the other time slots, open each session individually.
Publish a session with multiple time slots
Once the session is configured, select Next step, then Publish session.
The session then changes to Online.
You can save a session as a draft as soon as the capsule and session name have been entered. Time slots only become mandatory when you publish the session.
⚠️ You cannot publish the session until all required conditions are met.
The Publish session button remains disabled. Hover over it to see a tooltip explaining what is missing.
To publish a session with multiple time slots, you need at least:
- one time slot
- an end date later than the start date for each time slot
- no overlap between time slots
- a presenter when the time slot requires one
- a venue for in-person time slots
- a virtual class link for remote time slots