Course Planner: Events
Which events does the Course Planner cover?
The events created and displayed in the Course Planner refer to the elements used in the Course Planner. (Other events, e.g. from projects, are not listed here in the Course Planner.)
Where can I see events?
Selection of current events
You can find a selection of current events on the overview of the Course Planner.
List of all events
You will find the complete overview of all events in the Course Planner in the "Events" area. Use the tabs and filters to narrow down and select.
Events of an implementation
You can also find the currently upcoming events of an implementation under
Course Planner > Implementations > "your implementation" > Tab Overview
All events of an implementation can be found under
Course Planner > Implementations > "your implementation" > Tab Events
If the element type of the implementation can contain sub-elements, you can use the "All levels" and "This level" buttons there to select all levels of the product structure or just the current level as a sub-selection. Various filters are also available.
Views
The events can be displayed as a timeline or as a table. Use the buttons at the top right to switch the view: "Timeline" on the left, "Table view" on the right.
Timeline
Table view
Elements of an event
In the event list, the "Element" column shows which element an event belongs to. Click the element name to open the element directly, even if it does not belong to the currently selected implementation or product.
With modularized courses, an event can have participants from several elements. The detail view of an event lists these elements in a table:
- The "For participants of" column names the element the participants come from, the "Participants" column their number.
- The "Default element" column marks the default element with the "Default" label, as in the course.
- The "Status" column uses the labels "Included" and "Excluded" to show whether the participants of the respective element are included in or excluded from the event.
Use the three dots at the end of a row to control which elements take part in the event. With "Open" you open the element, with "Exclude participants" you take the participants of this element out of the event. You bring excluded elements back with "Include participants again"; the "Status" column changes accordingly.
The detail view additionally shows the date, time, number of participants and mandatory attendance of the event as well as the associated course.
How do I create new events?
As events refer to an implementation, you will find the option to create them under
Course Planner > Implementations > "your implementation" > Tab Events
You can also import events by clicking on the small arrow next to the button.
So an event also appears in the calendar
An event is entered in the course calendar only if the implementation is linked to a course and the calendar synchronization is switched on for this course. If no course is linked, the event stays visible in the Course Planner but appears in no calendar. You switch the synchronization on in the course here:
Course > Administration > Settings > Tab Execution > Synchronize course calendar
More on this under Course Settings, Tab Execution.
How do I book rooms for an event?
If the module "Rooms" is activated, you can assign one or more rooms to an event. The "Rooms" field is available in the dialog for creating or editing an event, which you open here:
Course Planner > Implementations > "your implementation" > Tab Events
The room selection takes the time period of the event into account and shows which rooms are "Available" and which are "Occupied". The building and the number of seats are displayed for each room; if the capacity is not sufficient for the number of participants, this is indicated. Via "Add rooms" you open a selection with table and calendar view, where you can filter by availability and see the earlier or later free time slot for occupied rooms. In the calendar view of this selection, a click on an entry opens the callout "Booking" with room, event, date and time of the existing booking.
In the detail view of an event, the booked room appears under the label "Room" as a room card with reference, building and location; if several rooms are booked, the label is "Rooms".
If a room is double-booked during the period of the event, the warning "The room "..." is double-booked during this period!" appears below the room card, and the card gets a yellow border. You see the warnings about missing seats and inactive rooms in the room scheduling.
Admin. rights required
Rooms and buildings are managed in the system administration under Administration > Modules > Rooms; this requires administrative rights. If you do not have these rights, contact a person with an administrative role if you need new rooms or want to have the details of a room adjusted.
Download events as an Excel list
If required, the events displayed in the list can also be downloaded as an Excel file. To do this, use the button at the top right of the list.
Further information
Mentioned on this page
Course Planner: Room management >
Course Settings: Tab Execution >
Further reading
How do I create my first OpenOlat course? >
Course Planner: Overview >
Course Planner: Products >
Course Planner: Implementations >
Course Planner: Certification programs >
Course Planner: Reports >
How do I plan and run courses with the Course Planner? >
How do I plan and run a curriculum with the Course Planner? >
Activate Course Planner (Admin) >
Module Rooms (Admin) >