Creating an Event

Overview

This guide walks you through creating and customising an Event in Learn Amp. Whether you're scheduling a one-off workshop or a recurring training series, you'll find all the settings and options you need here.

Pre-requisites

Before creating an event, ensure you have the necessary permissions and that Events are enabled for your company.

Role Requirements

To create an event, you'll need one of the following roles:

💡 Tip: If you can't see the option to create events, check with your administrator about your role permissions.

Quick Start Guide

1. Navigate to Manage → Events in the sidebar

2. Click New Event (or use the + icon in the top navigation and select Event)

3. Choose your event type:

   • All Sessions – Learners enrol to all sessions at once

   • Selected Sessions – Learners choose which sessions to attend

   • Unscheduled – Gather interest before setting dates

4. Enter your event details and save

Creating a Basic Event

Step 1: Event Details

1. Click New Event from the Events management page

2. Enter a Title for your event

3. Add a Description to explain what the event covers

4. Optionally, add a Thumbnail image to make the event visually distinctive

5. Set the Total Time using the preset options or select Custom for a specific duration

Step 2: Choose Event Type

⚠️ Important: Once an event has past sessions, you cannot change the event type from "All Sessions" to "Selected Sessions" (or vice versa). Plan your event type carefully before creating sessions.

Session Details

Adding a Session

After creating your event, you'll add one or more sessions:

1. Set the Start Date and Time

2. Set the End Date and Time

3. Choose a Location (see Location Types below)

4. Configure session-specific settings

Choosing a Host

Select the person hosting or running the session. The host:

• Appears on the event details page (if display host is enabled)

• Can receive attendance marking notifications

• Can mark attendance (if attendance type is set to "Host marks attendance")

💡 Tip: You can also assign an External Contributor as a host if your company has this feature enabled.

Session-Specific Details

Add any extra information specific to this session. This text appears in reminder emails—for example: "Please bring your laptop" or "Join 5 minutes early for setup."

Choosing an Event Location

Select the location type that best fits your event:

Link

Best for online meetings or webinars hosted on external platforms. Enter the URL and optionally add a display name.

Map Location

For physical venues. Enter an address and Learn Amp performs a Google Maps lookup, displaying the location on a map for attendees.

Free-text

For internal locations that don't have a standard address. Simply type the location, such as "Meeting Room 2" or "Building A, 3rd Floor, Room 301."

Zoom

If your company has the Zoom integration enabled:

1. Select Zoom as the location type

2. Choose the Zoom host whose meeting room will be used

3. Optionally enable automatic recording

4. The Zoom link automatically becomes available to attendees 5 minutes before the session starts

MS Teams

If your company has the MS Teams integration enabled:

1. Select MS Teams as the location type

2. Choose the host (who must have MS Teams access)

3. The meeting link is automatically generated and appears to attendees before the session

Google Meets

If your company has the Google Meets integration enabled:

1. Select Google Meets as the location type

2. Choose a host who has authorised Learn Amp to access their Google Calendar

3. The meeting will be created in their calendar with an automatic meeting link

⚠️ Note: Google Meets requires individual user authorisation. If you're not in the host list, click the link to authorise access to your calendar.

Preset Location

Select from frequently used company locations that have been saved by administrators. This ensures consistency and saves time when scheduling events at regular venues.

Scheduling Sessions

One-off Sessions

1. Select the Start Date and Time

2. Select the End Date and Time

3. The session is created for that single occurrence

Recurring Sessions

1. Enable the Recurring toggle

2. Choose the frequency:

   • Daily – Every X days

   • Weekly – Every X weeks

   • Monthly – Every X months

3. Set end conditions (end date or number of occurrences)

4. Optionally, restrict to Workdays only

Learn Amp automatically creates all sessions at the specified intervals. This is ideal for regular meetings, weekly training sessions, or ongoing events.

Managing Capacity

Unlimited Capacity

Select Unlimited when there's no restriction on attendance. Suitable for webinars or large online events.

Limited Capacity

1. Select Limited

2. Enter the Total Spaces available

3. Optionally, set Admin Reserved Spaces

For example, if you have 50 spaces but want to reserve 10 for specific attendees you'll enrol manually, set Total Spaces to 50 and Admin Reserved Spaces to 10. Learners will see 40 available spaces for self-enrolment.

Enabling Waitlists

When capacity is limited, you can enable waitlists:

1. Toggle on Enable Waitlist

2. When the session is full, learners can join the waitlist

3. If a space becomes available (through cancellation), the next person on the waitlist is automatically enrolled

Enrolment Settings

Self-Enrolment Options

Who Can Enrol Users

Configure which roles can enrol learners into this session:

• Admins (default)

• Managers (can enrol their direct reports)

• Learning Designers

• Curators

Who Can Approve Self-Enrolments

When approval is required, configure who can approve:

• Admins (default)

• Managers (can approve their direct reports)

• Learning Designers

• Curators

Enrolment Cancellation

Control whether learners can cancel their own enrolment:

Enrolment Deadline

Set a deadline after which learners can no longer enrol themselves. Helpful when you need a final headcount for venue booking or catering.

Attendance Settings

Choose how attendance will be tracked:

Advanced Settings

Click Advanced Settings to access additional configuration:

Visibility

Control who can see your event:

• Entire company – Visible to everyone

• Specific teams – Only members of selected teams can see it

• Specific groups – Only members of advanced groupings can see it

💡 Tip: For team visibility, you can also include sub-teams.

Notifications

Configure notification recipients:

• Notify on new enrolment – Who receives notifications when someone enrols

• Notify on cancellation – Who is notified when someone cancels

• Notify on waitlist join – Who is notified when someone joins the waitlist

• Notify on completion – Who is notified when someone completes the event

Reminders

Set up automatic email reminders:

1. Click Add Reminder

2. Select when to send (e.g., 1 week before, 1 day before, 2 hours before)

3. Optionally add a custom message

4. Add multiple reminders as needed

⚠️ Note: If an event is scheduled sooner than a reminder's lead time, that reminder won't be sent.

Time Window

• Go Live Date – When the event becomes visible and accessible

• Expiry Date – When the event is no longer shown in listings

CPD Points

If your company has CPD tracking enabled, you can assign points to the event:

1. Enter the CPD Points value

2. Select whether points are Formal or Informal

Points are awarded when learners complete the event (attendance marked).

Skills

Tag the event with relevant skills to help with discoverability and skill-based reporting.

Certificates

Automatically issue certificates upon completion:

1. Enable Auto-assign certificate

2. Choose the certificate variant

3. Optionally set certificate validity period

Adding Supporting Materials

You can attach supporting materials (files, documents, links) to your events:

Event-Level Attachments

1. Navigate to the Event's edit page

2. Scroll to the Attachments or Supporting Materials section

3. Upload files or add links

4. All enrolled learners can access these materials

Supporting Content Before Enrolment

Currently, supporting content is only visible after a learner enrols. If you need learners to see materials before enrolling, include links directly in the event description.

Session-Specific Information

For materials that only apply to specific sessions, use the Session specific details field. This text appears in reminder emails, so you can include links to pre-reading or preparation materials.

FAQs

Can I edit an event after it's been created?
Yes, you can edit event details, add or modify sessions, and change settings at any time. Enrolled learners will be notified of significant changes.

How do I cancel an event?
Archive the event from the event menu. All enrolled learners will automatically receive cancellation notifications.

Can I duplicate an existing event?
Yes! Use the duplicate option from the event menu to create a copy with all the same settings, which you can then modify.

What's the difference between archiving and deleting?
Archiving retains the event for historical records and reporting. Deleting permanently removes it.

Can I have multiple hosts for different sessions?
Yes, each session can have its own host. This is useful when different trainers run the same course at different times.

Can I change the event type (All Sessions / Selected Sessions) after creation?
No, once an event has past sessions, the event type cannot be changed. You would need to create a new event with the desired type and migrate enrolments.

Can a session's URL be regenerated (for Zoom/MS Teams)?
Yes. Edit the session and change the host, save, then change the host back to the original person. This will regenerate the meeting link.

How does Learn Amp handle time zones for events?
Events display in the learner's local time zone. The session time is stored centrally and converted automatically based on each learner's profile settings. Reminders are sent based on the company's default timezone.

Can I share supporting materials with specific attendees?
Currently, supporting materials are visible to all enrolled learners. To share materials with specific individuals, consider using the messaging feature or a separate communication channel.

Can learners see supporting content before they enrol?
No, supporting content is only available after enrolment. Include essential pre-enrolment information in the event description instead.

Troubleshooting

Related Articles

Getting Started

• Draft Events

• Managing Event Sessions

• Setting Up Recurring Events

• Event Benefits and Learning Outcomes

• Event Short Description

• Event Estimated Duration

Locations and Virtual Meetings

• Setting Up Preset Locations

• Preset Locations

• Virtual Meeting Integrations for Events

• Google Meet Integration

• Zoom Recording to Video Item

Enrolment and Capacity

• Batch Enrolling Learners into an Event

• Enrolment Permissions

• Admin Reserved Spaces

• Enrolment Cancellation Settings

• Managing Event Waitlists

Attendance and Completion

• Attendance Tracking and Marking

• Bulk Mark Attendance

• CPD Points for Events

• Completion Notifications

• Auto-Assign Certificates for Events

Event Configuration

• Go Live Date for Events

• Event Expiry

• Visible to Sub-teams

• Related Resources and Attachments

• Session Specific Details

• Event Tags

• Tagging Events with Skills

• External Contributors as Session Hosts

Notifications and Communication

• Event Notifications

• Event Notification Settings

• Custom Reminder Messages