Managing sessions in a batch means organizing all the classes or meetings for a group of learners in a clear way. When sessions are planned well, learners get the right information at the right time. Managing sessions helps avoid timing problems and makes sure that teachers and resources are used properly.

It also helps trainers keep track of how the batch is doing and make changes if needed. When sessions are managed carefully, learners stay interested and learn better. This makes the whole learning program run smoothly. That’s why managing sessions is important for a successful learning experience.

Through this documentation, we will walk you through the process of managing the learner section in a batch for the curriculum.

Let’s get started 🚀

Prerequisite

Before proceeding, please read the “Batches Overview” document. It provides the necessary steps for setting up your course structure, which is required before adding a batch.

Export the Session

A session export feature allows the educator to download session data, including attendance, learner participation, and session details, in a structured file format. This allows the educator to maintain record-keeping, reporting, and analyzing learner engagement over time.

Carefully follow the instructions below that will guide you on how to export a session from your organization’s online learning platform.

Click on the “⬇️ Export” button, as shown in the illustration below.

Subject Dropdown

Click on the subject dropdown to choose a specific subject whose session you want to analyze.

Date Range

Click on the date range calendar bar to select the specific range of dates for which you wish to analyze the batch's sessions.

Session Tracking View

This tracking view section allows the educators to view the status of each session, including whether it's scheduled, canceled, or attended on time. It helps the educators monitor session participation and attendance and ensure better management of the learning process.

Sessions List View

The session list view includes the session time, attendance, status, and associated topics that help track the participation and attendance of learners for each scheduled session.

Completed Session’s Actions List View 

You can manage the completed sessions from the options available in the Actions. Options are to view attendance, download the attendee report, upload & replace the recording, and reset the session. The instructions are explained below.

View Attendance

Keeping track of learners’ attendance is important to see who is joining the classes regularly. When you check attendance, you can notice if someone is missing often and help them stay involved. This guide will show you easy steps to look at the attendance records and understand how learners are doing.

Carefully follow the instructions below that will guide you on how to efficiently view the learners’ attendance in your organization’s online learning platform.

Click on the 3-dots menu, then click on the “View Attendance” option.

Session Attendance Summary

In the View Attendance option, you can view the Mark Attendance window, where the session topic is “Cibil”. It also displays the total number of learners present, absent, and those with leave or excused status.

Learner Search Bar

The Learner Search Bar lets you quickly find announcements by typing in words or phrases. This helps you save time because you don’t have to look through all the announcements one by one. Using the search bar makes it easier to find important messages and stay updated with what matters most.

Carefully follow the instructions below that will guide you on how to efficiently use the learners’ search bar in your organization’s online learning platform.

Click on the Learner’s Mark Attendance search bar to search for a specific learner and check out their details.

Add Topic Taught

Adding a topic taught in the curriculum ensures that all course content is accurately documented and organized for easy reference. This helps maintain clarity in the syllabus, supports effective tracking of learning progress, and enables better communication between instructors and students about what has been covered.

Carefully follow the instructions below that will guide you on how to efficiently add the topics taught in the curriculum to your organization’s online learning platform.

Click on the “+ Add Topics Taught” button to add a topic taught in the session.

Filter Status

The Filter Status helps you organize announcements by showing only the ones you want, like unread or read messages. This makes it easier to find important updates quickly. Using the filter helps you save time and focus on the announcements that matter most to you.

Carefully follow the instructions below that will guide you on how to efficiently filter the sessions by status in your organization’s online learning platform.

Click the “Filter By Status” dropdown to filter the session as Present, Absent, Late, Leave, Excused, and Clear Filter.

Bulk Update Status

Bulk updating means changing the status of many sessions all at once instead of one by one. This saves you time and makes your work easier. You can use this feature to quickly mark sessions as completed, canceled, or rescheduled. It helps keep all session information correct and up to date without extra effort.

Carefully follow the instructions below that will guide you on how to efficiently bulk update the session status in your organization’s online learning platform.

Click the “Bulk Update Status” dropdown to filter the session as Present, Absent, Late, Leave, and Excused. Then click on the “Save Attendance” button at the top-right corner of the screen.

Individual Learner Status Filter

The Individual Learner Status Filter helps you see announcements based on how each learner is doing. You can use this filter to find learners who need help or have not finished their work. This way, you can send the right messages to support them and help them learn better.

Carefully follow the instructions below that will guide you on how to efficiently use the individual learner status filter in your organization’s online learning platform.

Click on an individual learner’s status filter, as displayed in the GIF below.

Download the Attendee Report

Downloading the Attendee Report lets you see a list of people who joined the event. You can use this report to keep records, check who attended, and plan better for future events. It helps you understand how many people participated and follow up with them if needed.

Carefully follow the instructions below that will guide you on how to efficiently download the attendee report in your organization’s online learning platform.

Click on the 3-dot action button, then choose the “Download Attendee Report” option.

Sign in to a Session

Signing in to a session lets you join meetings or events safely and easily. When you sign in, your presence is recorded, and you can see special content made for that session. It also lets you talk and work with other people in the session. Signing in helps keep the session secure and makes sure you have a personal experience.

Carefully follow the instructions below that will guide you on how to efficiently sign in to a session in your organization’s online learning platform.

Step 1: Click on the “Sign In” button for the session you want to start, then click on the “Sign In” button again to confirm.

Step 2: A new window will open in the browser with the Zoom interface. Click on the “Launch Meeting” button to start the session.

Upload & Replace the Recording

You can upload and replace the recording to update the session's content. This will allow the educator to add the latest version of the recording and allow learners to access the current material. Follow the instructions to upload & replace the recording.

Carefully follow the instructions below that will guide you on how to efficiently upload & replace the recording in your organization’s online learning platform.

Step 1: Click on the 3-dot action button, then choose the “Upload and Replace Recording” option. 

Step 2: Click on the “Upload Video” icon to upload the session recording (“.mp4” or “.webm” format with a maximum of 500 MB size), choose a file from your device, then click on the “Replace” button.

Reset the Session

Sometimes, the app or website may stop working properly, or you might get logged out automatically. Resetting the session helps fix these problems by starting a fresh connection with the system. This way, you can continue working smoothly without having to sign out and log back in.

Carefully follow the instructions below that will guide you on how to efficiently reset the session in your organization’s online learning platform.

Click on the 3-dot action button and choose the “Reset Session” option. Then a window will open where you must click on the “Reset Session” button.

Future Session’s Action View List

You can send reminders to the learners & edit the session, reschedule & add a session to the calendar, and cancel the session by following the instructions explained below.

You can analyze the date & time of the session to know that it will be conducted on a future date, not on the current date.

Send Reminder

Sending reminders for a session helps people remember and get ready on time. It lowers the chances of anyone missing the session. Reminders also share important information so everyone knows what to expect. In this guide, you will learn easy steps to send reminders for a session.

Carefully follow the instructions below that will guide you on how to efficiently send a reminder of a particular session in your organization’s online learning platform.

To send a reminder, click on the 3-dot action button, choose the “Send Reminder” option, then click the “OK” option in the confirmation window.

Edit

You can edit the current session, future sessions, and any custom session by following the instructions below.

Edit the Current Session

You can update the details of the current session to ensure everything is correct and up to date. Sometimes, you need to edit the session if the time changes, the topic is different, or the teacher is replaced. Editing helps you manage the class better and share the right information with students.

Carefully follow the instructions below that will guide you on how to efficiently edit the current session in your organization’s learning platform.

Step 1: Click on the 3-dot action button, hover over the “Edit” dropdown, and click on the “This Session” option.

Step 2: Make changes in the necessary fields, and then click on the “Save Session” button. Analyze the table below to understand how you can fill in all the fields.

Edit the Current & Upcoming Sessions

You can edit the current and upcoming sessions to make sure everything is correct for your learners. Sometimes, you may need to change the session time, update the topic, or assign a new instructor. Editing the sessions helps you keep the class plan clear and avoid any confusion.

Carefully follow the instructions below that will guide you on how to efficiently edit the current as well as the upcoming sessions in your organization’s learning platform.

Step 1: Click on the 3-dot action button, hover over the “Edit” dropdown, and click on the “This and Upcoming Sessions” option.

Step 2: Make changes in the necessary fields, and then click on the “Save Session” button. Analyze the table below to understand how you can fill in all the fields.

Edit Custom Sessions

You can edit custom sessions to make sure all the details are correct. Sometimes, you may need to change the date, update the teacher, switch between online and offline mode, or fix the topic. This helps students get the right information and keeps the session running without any confusion.

Carefully follow the instructions below that will guide you on how to efficiently edit the custom sessions in your organization’s learning platform.

Step 1: Click on the 3-dot action button, hover over the “Edit” dropdown, and click on the “Custom” option.

Step 2: Make changes in the necessary fields, and then click on the “Save Session” button.

Reschedule

You can reschedule the session to adjust it to a more convenient time for all the learners. It helps ensure all learners can attend and be on time.

Current Session Only

You can change the date or time of the current session without changing the whole schedule. This is helpful if the teacher is not available, students have other plans, or there are any technical issues. Rescheduling makes sure that the session runs smoothly and more students can attend.

Carefully follow the instructions below that will guide you on how to efficiently reschedule the current session in your organization’s learning platform.

Click on the 3-dot action button, click on the “Reschedule” option, select the ”This Session Only” option, and then click on the “Reschedule Session” button.

All the Sessions

There are times when you may need to change the session schedule, like if there’s a holiday, the teacher isn’t available, or the course plan has changed. In such cases, you can reschedule all sessions together instead of changing them one by one. This helps keep the learners updated and makes sure everyone follows the new timetable easily.

Carefully follow the instructions below that will guide you on how to efficiently reschedule all the sessions in your organization’s learning platform.

Click on the 3-dot action button, click on the “Reschedule” option, select the “This and all upcoming sessions” option, and then click on the “Reschedule Session” button.

Add Session to Calendar

You can add a session to the calendar to keep your classes organized and easy to follow. This helps both teachers and students know when the session will happen and reminds them of the time. It also prevents confusion or missed classes, so everyone stays on track with their learning.

Carefully follow the instructions below that will guide you on how to efficiently add the session to the calendar in your organization’s learning platform.

Click on the 3-dot action button, click on the “Add to Calendar” dropdown, then choose a platform where you want to reschedule the session.

Cancel the Session

You might need to cancel a session if the teacher is not available, only a few students are attending, or there is a change in the timetable. Cancelling the session helps avoid confusion and keeps the class schedule correct. It also makes sure that all students get the right information on time.

Carefully follow the instructions below that will guide you on how to efficiently cancel a particular session in your organization’s learning platform.

Click on the 3-dot action button, click on the “Cancel” option, select the session to cancel, and then click on the “Cancel Session” button.

Live Session’s Action View List

Viewing the Live Session’s action list helps to see all the actions taken during the session. This helps educators to track important tasks and decisions. It also allows educators to follow up on any actions after the session.

Carefully go through the following section to understand the live session’s action view list in a better way.

The “🔴 LIVE” icon represents that the particular session is live. You can click on its 3-dot action view button to view attendance and add it to the calendar.

View Attendance

You can check attendance on the online learning platform to see who joined the session. This helps you know which students are attending regularly and who might be missing classes. By looking at attendance often, you can keep records up to date and give support to students who need help.

Carefully follow the instructions below that will guide you on how to efficiently view attendance in your organization’s online learning platform.

Click on the 3-dot action button, then click on the “View Attendance” option.

Session Attendance Summary

In the Session Attendance, you can see that the session topic is “Cibil”. It also displays the total number of learners present, absent, and those with leave or excused status.

Learner Search Bar

You can click on the Learner Search Bar to search for a specific learner and check out their details.

Add Topic Taught

You can click on the “+ Add Topics Taught” button to add a topic taught in the session.

Filter Status

You can click the “Filter By Status” dropdown to filter the session as Present, Absent, Late, Leave, Excused, and Clear Filter.

Bulk Update Status

You can choose multiple learners and click on the “Bulk Update Status” dropdown to filter the session as Present, Absent, Late, Leave, and Excused. Then click on the “Save Attendance” button at the top-right corner of the screen.

Individual Learner Status Filter

You can change the Status of any individual learner by clicking on its Status Filter, as displayed in the GIF below.

Download the Attendee Report

You can download the attendee report to see who joined the session and how long they stayed. This helps you keep a record of attendance and know which students may need help. It's also useful for checking if everyone is keeping up with the course.

Carefully follow the instructions below that will guide you on how to efficiently download the attendee report in your organization’s learning platform.

Click on the 3-dot action button, then choose the “Download Attendee Report” option. It will allow you to view the attendee report in offline mode as well.

Upload & Replace the Recording

You can upload or replace a class recording to make sure students get the correct and complete video. Sometimes, the first recording may be missing, unclear, or have some issues. In such cases, adding a new or better recording helps students learn without confusion and keeps the class content up to date.

Carefully follow the instructions below that will guide you on how to efficiently upload & replace the existing recording in your organization’s learning platform.

Step 1: Click on the 3-dot action button, then choose the “Upload and Replace Recording” option. 

Step 2: Click on the “Upload Video” icon to upload the session recording (“.mp4” or “.webm” format with a maximum of 500 MB size), choose a file from your device, then click on the “Replace” button.

Reset the Session

Resetting a session helps you clear the current details and set it up again from the beginning. This is useful when something was added incorrectly, like the date, time, or instructor. Resetting the session will also allow you to fix these mistakes without creating a new one.

Carefully follow the instructions below that will guide you on how to efficiently reset the existing session in your organization’s learning platform.

Click on the 3-dot action button, then choose the “Reset Session” option. Then a window will open where you must click on the “Reset Session” button.

If you have any queries, please feel free to reach out to us at support@edmingle.com. We will be happy to help you! :)