A meet-up in the online academy is an online or offline moment of contact. You can schedule this moment directly within the platform.
Users can then be enrolled in a meet-up, and meet-ups can also be included in a Learning Playlist, for example.
Below, you’ll find more information on how meet-ups work from the user’s perspective.
How can I use meet-ups in my online academy?
With physical meet-ups, you can schedule activities like workshops, group sessions, or one-on-one meetings. With digital meet-ups, you can set up virtual classrooms, webinars, or online coaching sessions. By combining meet-ups with other learning activities in a Learning Playlist, you can easily create a varied and engaging learning path.
How do I create a meet-up?
From the menu bar on the left, go to 'Content'.
Click on 'Add'.
Choose 'Meet-up' as the type of learning activity.
Add the general information.
Title: Give the learning activity a title so you can easily find it in the library.
Author: By default, the academy name is used as the author name.
Study time: Here you can enter an indication of the study time.
Themes: Add at least one theme.
Skills: Add up to five skills here that you develop with this learning activity. This is optional.
Click on 'Create new learning activity'.
How do I set up a meet-up?
Once the learning activity has been saved, several tabs will appear: 'Planning', 'Participants', 'Settings', and 'Analytics'. What you can do in each tab is explained below.
Planning
You must add at least one moment or series to a meeting.
A moment is a single date that users can sign up for. A series is a programme in which multiple moments are linked together. When enrolling in a series, a user is registered for all moments at once. Either by an administrator or by the user themselves. The user completes all moments as one continuous programme.
A single meeting can contain multiple moments and/or series.
Creating a moment
To create a moment, follow these steps:
Go to the 'Planning' tab and click 'Add'.
Fill in all required fields:
Title: Give the moment a name. As an administrator, you will see this title in the planning table; users will see it when signing up for a moment.
Date: Enter the date of the moment.
Start and end time: Enter the time of the moment.
Trainer: Select the trainer for this moment. This must be an existing administrator in your online academy. The selected trainer will be shown to users in the moment details. Only one trainer can be added per moment.
Format: Choose whether this is an in-person or online meeting.
Location or URL: For an in-person meeting, enter the location; for an online meeting, enter the URL of the virtual meeting. Physical locations are displayed using the Google Maps integration.
Additional information: Optionally provide further context or notes for users.
Enrolment rules (optional, fields can be filled in independently):
Min. and max. number of enrolments: Set the maximum number of enrolments. You can also set a minimum to indicate the threshold required for the moment to proceed.
Enrolment deadline: The deadline is relative to the moment date — users can enrol up to x time (hours, days, weeks, months) before that date. If the minimum number of enrolments has not been reached by the deadline, the moment is automatically cancelled.
To add another moment immediately, you have two options:
Click 'Add another moment', then select 'No, I am scheduling individual moment'.
Click the duplicate icon in the top-right corner of the moment panel and select 'No, I am scheduling individual moments'. The current moment will be duplicated, and you can update the details (date, location, etc.) as needed.
Confirm the moments by clicking 'Confirm'.
When creating a new moment, you may also select a date in the past. This allows you to retrospectively register a moment that has already taken place. Users enrolled in such a moment will have the meeting marked as completed immediately. A moment with a past date cannot be edited after saving.
Creating a series
Go to the 'Planning' tab and click 'Add'.
Fill in all required fields:
Title: Give the moment a name. As an administrator, you will see this title in the planning table; users will see it when signing up for a moment.
Date: Enter the date of the moment.
Start and end time: Enter the time of the moment.
Trainer: Select the trainer for this moment. This must be an existing administrator in your online academy. The selected trainer will be shown to users in the moment details. Only one trainer can be added per moment.
Format: Choose whether this is an in-person or online meeting.
Location or URL: For an in-person meeting, enter the location; for an online meeting, enter the URL of the virtual meeting. Physical locations are displayed using the Google Maps integration.
Additional information: Optionally provide further context or notes for users.
Enrolment rules (optional, fields can be filled in independently):
Min. and max. number of enrolments: Set the maximum number of enrolments. You can also set a minimum to indicate the threshold required for the moment to proceed.
Enrolment deadline: The deadline is relative to the moment date — users can enrol up to x time (hours, days, weeks, months) before that date. If the minimum number of enrolments has not been reached by the deadline, the moment is automatically cancelled.
Add a second moment in one of two ways:
Click 'Add another moment', then select 'Yes, make this a series'.
Click the duplicate icon and select 'Yes, make this a series'. The current moment will be duplicated, and you can adjust the details as needed.
Give the series a name at the top of the screen.
Confirm the series by clicking 'Confirm'.
Good to know:
When enrolled in a series, a user is registered for all moments within it and completes them as a single programme.
In-person and online moments can be combined within a series. Each moment can have its own location or URL.
Attendance for a series can be recorded per individual moment.
A single meeting can contain multiple series. The administrator enrolls the user in one of the series, or the user does so themselves.
Managing the planning
From the Planning tab, you can manage everything related to moments and series:
View an overview of all moments and series, including enrolment numbers, trainer, location, and status.
Create new moments and series.
Edit existing moments or series by clicking the pencil icon in the corresponding row.
Cancel moments or series — you can provide a reason, and users will be notified by email.
Delete cancelled moments or series — these will be permanently removed for both administrators and users.
Managing attendance and waiting list
Attendance and waiting lists can be managed per moment or series. From the Planning tab, click the pencil icon in the row of a moment or series.
On the attendance tab, you can mark users as present or absent. This is available from the start time of the moment or series. For a series, attendance can be recorded per individual moment.
On the waiting list tab, you can see users who have added themselves to the waiting list. As an administrator, you can change their position on the list or remove them entirely.
Export
In the attendance list tab, you can export the participants registered for the session. Click the Download icon on the right and choose to download the entire view or only the current table. You can then retrieve the download in the Download Centre.
Participants
This tab shows a list of all participants for this meeting. You can also:
Enrol users directly in a moment or series.
Use the 'Add' button to enrol new users. You can choose to register them directly for a specific moment, or enrol them in the meeting without assigning a moment, allowing them to sign up for their preferred moment themselves. Users already enrolled in the meeting can be assigned to a moment or series via the 'Moment' column.
Filter by users with a scheduled moment, without a scheduled moment, or enrolled in a specific moment.
View users on the waiting list, including their position. In the participant table for a moment, you can enable the 'Waiting list' column. If users are on the waiting list, this will be shown for the relevant moment. A user is offered the option to join the waiting list when no spots are available. A user can add themselves to the waiting list for one moment at a time. If a spot becomes available, the user is automatically enrolled. Waiting list management is done via the management page of the relevant moment or series.
View participants from other environments: A meeting can be shared with another environment. If users from that environment are also enrolled, a notice above the participant table will indicate how many additional users from that environment are enrolled in a specific moment or series.
Settings
Configure the general settings for the meeting here:
Settings: Complete the general settings for this learning activity. Read here what these settings entail.
Notifications: Enter the email addresses of people who should receive notifications about this meeting. They will be notified of new enrolments, cancelled moments or series, and if the minimum number of participants has not been reached before the enrolment deadline.
Completion: Specify when the meeting may be marked as completed for users. This can happen automatically once the meeting has passed, or based on recorded attendance. With 'Automatically after the moment date has passed', the meeting is marked as complete once the day of the moment has ended. With 'Manually based on attendance', the meeting is only marked as complete once attendance has been set to 'Yes'. Attendance can be recorded from the start time of the moment.
Analytics
This tab displays data on the usage of this learning activity. You can read more about the analytics in this article.
Overview of upcoming meet-ups
On the administrator dashboard, you have an overview of all upcoming meet-ups.
You can also see how many users are enrolled and whether a registration deadline is approaching.
How do meet-ups work for users?
When users are enrolled in a meet-up, they can find it on their dashboard or at "My Growth" under "My meet-ups". From both locations, they can click through to the detail page of the meet-up.
Below, you’ll find an overview of the features available on this detail page.
If users are allowed to choose which meet-ups they want to attend, you’ll first need to add the meet-up to a collection.
This will make it available in the Library.
What can users do on the detail page of a meet-up?
Users can register themselves for a moment (note: a moment may include multiple dates). They can do this through a list view or a calendar view.
If an administrator has already registered the user, the user can no longer make a selection themselves.If no spots are available in the planned moments, the user can join the waiting list for one moment. They will be automatically enrolled if a spot becomes available. The user will receive an email and notification when this happens.
They can find more information about the meet-up (moment), such as who the trainer is, the location, and whether any preparation is required.
They can add the meet-up to their personal calendar (iCal).
Meet-up notifications
When a user is enrolled in a meet-up, they will receive email notifications at specific moments. These include the following situations:
When the user is enrolled in the meet-up (with or without being assigned to a moment).
When a user was on the waiting list for a moment and is automatically enrolled because a spot has become available. This change is also reflected in the user’s calendar.
When the user is added to, removed from, or moved between moments (e.g. from moment A to moment B). This update is also reflected in the calendar.
When the time or date of a moment the user is enrolled in changes. If the meet-up was added to the calendar upon enrollment, the update will also be made in the calendar.
When the system cancels a moment, for example due to insufficient registrations. The moment will also be removed from the user’s calendar.
When an administrator cancels a moment. The administrator can add a cancellation reason, which the user will receive via email. The moment will also be removed from the user’s calendar.
An meet-up had already taken place when the administrator created it afterwards in the academy and registered the user for it.