How to Create a Classroom Session in Apex
1. Click Classroom Sessions. /2. Single-click a course that you want to add a session for.
3. Once the course is highlighted blue, click Add New Session.
Fill out the required information in the Add Classroom Session box…
Content – The name of the course is pre-selected for you. /Location– Pick a classroom from the list.If you don’t see your classroom, to add it to the list.
Start Date – You can type in this field or use the calendar function.
End Date – It is required, even though it looks optional. For a 1-day class, it’s the same as the Start Date.
Register by Date – Students must register themselves before this date. On the date you select, they won’t be able to register.
Hours Per Day – How long the session lasts each day it’s being held.
Total Seats – Maximum number of students.
Open Registration – Check this box to open your session for self-enrollment. Leave it un-checked if you want only admins to enroll their people.
*Later, if the session gets full, you can un-check this box to prevent further enrollments.
/ Session Code – A unique code that you create. It must be different than every other session’s code. Use today’s date. For example, if you’re creating the session at 8am on Halloween, make the code 201210310800.
Instructor – Pick from the list. If the instructor you need is not there, email and ask them to add the person to the list.
Start Time – The time of day the session begins.
End Time – When the session finishes.
Timezone – only necessary if the session is outside Arizona.
Days – the number of days the session lasts.
Per Seat Cost – The price of the session.
Attendance Verification Code – Not necessary.
You can choose to create one, and then give this code to the participants. They would enter the code on their Apex Home Page, which would mark them “Attended”. You would still need to mark them “Completed”.
User Group Admin can register students – Managers can sign up their employees. If you uncheck this box, managers won’t be able to sign people up.
Notes – Additional information about the session that enrollees need to know. Only people enrolled in the session will be able to see this text.
Click Add Session to create the session.
See below for next steps…
After you create the session…
Re-open the session you just created, and click the Register Students tab. /Assign Students – Add people to the session.
Send Reminder Email– Apex will automatically send the participants and the instructor an email before the session date.
# Days Before Start Date – Seven calendar days before the session date, the reminder email will be sent.
Include Template – Leave this as “None” to send a basic reminder. If you want to create your custom reminder email, go to the Send Email tool and create your own template. Then come back and select it in this dropdown.
Copy Email To – If you have set up a reminder email, Apex will CC other people if you add their names here. / Update Attendance – Close the roster. Use this to mark attendance and completion for each participant. / Upload Roster – You can add users to the session, or mark them complete, by uploading an Excel file with their names and completion records. / Export Roster – Download an Excel file with your class list. This is where you view the waiting list.
Save – click this button so that you don’t lose your changes!