Virtual Classrooms

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A Virtual Classroom is a way to set Workshops to be delivered via an online meeting. Virtual Classrooms allow you to set an online meeting link against a Workshop from an external system that can be sent to Students through aXcelerate and allow them to join the session through their Learner Portal.

Courses

 

View Workshop

 

Virtual Classroom

 

Tip: After the session has been completed, the attendance of the session will be pre-selected based on Students who joined the session through the aXcelerate Learner Portal.

 

Note: You still need to provide the meeting link from an external software provider such as Zoom, Microsoft Teams or Google Meet.

Set up a Virtual Classroom

A Virtual Classroom is a way of delivering a Workshop via an online meeting. A Workshop can be set as a Virtual Classroom during creation or after the Workshop has been created.

  1. View a Workshop
  2. Click Add Virtual Classroom Link
  3. Copy the Meeting Link from your online conferencing system
  4. Paste it into the Access Link field
  5. Set a time prior to each session that students can access the meeting
  6. Set a time prior to the access time that students are notified of the session in the Learner Portal
 

Tip: Setting a notification time will show a dismissible notification at the top of the Learner Portal when a Virtual Classroom is starting soon. When the session is available, the notification will show a link to join the meeting.

 

Note: When creating a workshop, you can tick the Virtual Classroom tick box below the location field and assign a Virtual Classroom Link.

Update a Virtual Classroom Meeting Link

A workshop will have a single meeting link that students will be able to join when the workshop is active.

  1. Click on the Virtual Classroom Tab when viewing a workshop
  2. Copy the Meeting Link from your online conferencing system
  3. Update the Access Link
  4. Click Submit
 

Tip: Workshops with complex dates will use the same meeting link for each session.

Delete a Virtual Classroom

  1. View a workshop with a Virtual Classroom
  2. Click the X icon next to the Virtual Classroom Link
  3. Click Ok to confirm deletion

Launch a Virtual Classroom from the Learner Portal

Students will be able to launch the Virtual Classroom and join the online session from various areas in the Learner Portal where they can view Workshop information. These areas include: the Workshop overview, the Calendar, Workshops related to a Class and from a dismissible notification bar at the top of the screen.

Send a Virtual Classroom Link or Recording

A Virtual Classroom Link can be sent to students via the templates system. The fields available for a Virtual Classroom are listed in the Workshop Related fields. These include the [Virtual Classroom Link] and [Virtual Classroom Recording]. Include these fields on a template to pull the information from the related Workshop.

 

Tip: Please refer to our Template Builder help article for further information on creating templates.

Set a Virtual Classroom Recording

A Recording Link field is available against a Virtual Classroom. This allows you to set a link to a recording of your session from an external video hosting system. Once the Workshop is completed, the recording of the Virtual Classroom can be set in the Recording Link and will be made available to students via the Learner Portal if it has been set.

  1. View a past-dated Workshop with a Virtual Classroom
  2. Click on the Update icon next to the Virtual Classroom Link
  3. Copy the link to your recording from your external video hosting system
  4. Paste the link into the Recording Link field
  5. Click Submit
 

Tip: The Recording Link expiry field is used to make the recording no longer available to students in the Learner Portal after a certain date. This is useful if your external video hosting system only stores videos for a certain timeframe.

 

Note: If there are complex dates set against the workshop, there will be a corresponding Recording Link field for each complex date session. Once a session is completed and a Recording Link field is present, it will be displayed to students in the Learner Portal.

Mark Virtual Classroom Attendance

If a Virtual Classroom has been set against a Workshop with complex dates, the attendance is able to be selected based on the students who launched the link via the Learner Portal. Once a Virtual Classroom session has been conducted, when you go to mark the attendance of the session, a notice will be displayed showing that the attendance has been tentatively marked. All of the students who launched the Virtual Classroom from the Learner Portal will show as attended and those who didn't will show as not-attended. You will then be able to make changes to the attendance if needed and then confirm it.

  1. View a Workshop with a Virtual Classroom and complex dates
  2. Click View/Mark Attendance
  3. Select a past-dated session with enrolled students
  4. Make any changes to the attendance as required
  5. Click Save Changes
 

Tip: The arrival time of attended students will be set to the time that the students launched the Virtual Classroom.

 

Note: The attendance will not be marked until Save Changes has been clicked. If the notice saying the attendance has been tentatively marked is displayed, the attendance has not yet been confirmed.

 

Warning: Keep in mind that the system is only tracking the time that the student joins the Virtual Classroom. It is still up to the Trainer to determine whether the student engaged in the session and mark the attendance accordingly.

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