Schedule Training Session

Owned by Distance Learning (LMS) (Unlicensed)
Last updated: Jun 14, 2020
5 min read

Webex offers four separate session services:

  1. Webex Meetings

  2. Webex Training

  3. Webex Events

  4. Webex Support

This section will focus on how to set up a Webex Training session to conduct live tutorials with your students.

Webex Training provides the most control over each session as well as allows you to modify the options and features that are made available to students.

Instructions

  1. Go to the University of Nicosia Webex website (https://globaltraining.webex.com/) and log in to your account by entering your Username and Password. Click Log In to enter the account.

  2. Upon entering your account you will automatically be directed to Webex Meetings. You will need to change to the Webex Training service. To do this, look to the lower-left of the page and select from the list Webex Training. Once clicked, Webex Training will be opened in a new tab.

  3. The page that loads displayed all the sessions for the rest of the day. To book a session look to the left of the screen, navigate to the Host a Session subsection and then click Schedule Training.

  4. The Schedule Training Session page will load. From here you can set your preferences for the session you want to create. Once done, click Schedule at the bottom of the page.

Session Information

Any settings not mentioned below specifically can remain at their default.

It is recommended to have a standard structure for your session titles so sessions can be easily identifiable/searchable. Example:

Topic: COURSE CODE (Lecturers Surname) Course Title
Set Session password: COURSECODE

Note that the session password is the course code, ALL CAPITALS, without the dash and nothing following the number.

EXAMPLE

Topic: MBAN-611DE (Spyros Hadjidakis) Business Economics
Set Session password: MBAN611

For the remaining options in this section it is best to only have Listed on public calendar checked. This option will allow the session to be found on the upcoming sessions area so that it is easy for colleagues or students to find it should then not have the invitation.

It is recommended to have Mute attendees upon entry checked. This ensures that when students join the session their microphones will be disabled. This improves the session quality. Microphones can be enabled during the session.

Set the date and time for the session you are scheduling. Be mindful of the AM and PM settings.

Use the Attendees can join X minutes before the start time to indicate how early a student can join the session before the start time. It is recommended to set this to 30 minutes to allow as much time for the students to join and resolve any technical problems.

You are able to set up repeating sessions via the Occurrence settings.

Indicate Estimated duration. The estimated duration is provided for planning purposes. The training session does not end automatically once the specified duration elapses.

You can use the Invite Attendees… dialogue to invite specific people (who will not present) as attendees to the session. These are usually students who are not currently registered for the course that you are scheduling the session for and therefore will not have access to the course to see the session announcement.

You will not need to invite each student individually; this is specifically for external attendees.

To invite an attendee, enter their Full name and Email address in the fields provided. then click Add Attendee located at the bottom of the window. Once you have invited all attendees, click the Invite button located near the center of the window.

All invited attendees will be listed in the Invited attendees area.

Attendees are not always listed alphabetically.

Similar to attendees, presenters can be invited to the session using the Invite Presenters… dialogue.
Note that a session can have multiple presenters.

It is recommended that you always invite yourself, the Webex Account User, as a presenter as well in order to receive the session details to your email.

These options allow you to set what features are available to your attendees/students. Click Edit Options… to configure these settings.

It is recommended to uncheck File transfer and Send video. This will limit your attendees from enabling their webcams (for session quality purposes) and sending files during the session.

You can save all current settings, except Session Start Time, Attendees, Presenters as a template to use for all future sessions. To do so, click Save As Template which will open a dialogue. Provide your template with a name and click Save.

Your template will now be available in your account to select whenever you schedule a session. In the Schedule Training Session page you can select your template form the Set options using template dropdown menu located at the upper-right of the page.

Once you have configured all settings for the upcoming sessions click Schedule. This will add the session to the Webex calendar and send out notifications to all invited Attendees and Presenters.

 

Related articles

 

GV - 05/20