Schedule an instructor-led session

What this achieves

An instructor-led session is a taught event held against a course, with a date, an instructor, and a place. It gives training that happens in a room or on a call the same record as training somebody works through alone.

Required role: Administrator or Instructor.

Before you start

The course must exist. A session is always scheduled against one, and the course picker is where it starts.

Steps

Go to Learning → ILT Sessions.
Select Schedule Session.
Choose the Course.
Choose the Instructor.
Set the Start Date and Start Time.
Set the End Date and End Time.
For an online session, set Virtual Session and enter the Meeting Link.
For a session in a room, enter the Location.
Set Max Participants, or leave it blank for no cap.
Enter any Notes.
Select Schedule.

Options on this form

Option	Description
Course	The course this session teaches. Required.
Instructor	Who is teaching it. Required.
Start Date and Start Time	When it begins. Required.
End Date and End Time	When it ends. Required.
Virtual Session	Marks the session as online rather than in a room.
Meeting Link	Where an online session is held.
Location	The room or venue for a session held in person.
Max Participants	A cap on registrations. Left blank, registration is unlimited.
Notes	Anything else attendees or the instructor should know.

Example: a session at HC Corp UK Ltd held in a London meeting room takes a location; the same course run for the Manchester site as a call takes a meeting link instead.

Session status

Option	Description
Scheduled	Set up and not yet run.
In Progress	Under way.
Completed	Finished, with attendance recorded.
Cancelled	Called off.

Filter the list by status to separate what is still to come from what has already run.

Capacity is enforced at registration

Where a cap is set, the session shows how many have registered against it and marks itself as at capacity when it is full. Leaving the cap blank is a decision rather than an oversight — it suits a session where turnout matters more than room size.

Set a cap that matches the room. A session capped above what the space holds will fill and then disappoint people at the door.

Changing a session after scheduling

Edit updates the session’s details, with one stated limitation: the start and end times and the instructor cannot be changed there. Changing any of those means scheduling a fresh session.

That is worth knowing before you announce a date. A room change is an edit; a date change is a new session and a new set of registrations.

What happens next

Once scheduled, the session appears on its instructor’s dashboard among their upcoming sessions, and people can be registered onto its roster. Attendance is marked against the roster on the day, and completing the session is what closes it out.