A Meet-up is an online or offline moment of contact. You can schedule this moment via the online academy. Users can then be signed up for a Meet-up, and Meet-ups can also be placed in a Learning Playlist.
Read how Meet-ups work for users, here.
How do I create a Meet-up?
Go to ‘Courses’ via the menu bar.
Click on ‘Add’.
Choose the learning activity ‘Meet-up’ and click on ‘Physical Meet-up’ or ‘Digital Meet-up’.
Add the general information. Fill in the title, study time, theme(s), and optionally a description. Then, click on 'Create new learning activity’.
Title. Give the Meet-up a title, so you can easily find it in the library.
Author.
Study time. Here, you can provide an indication of the study time.
Themes. Add at least one theme.
Description. Here, you can add additional information about the learning activity. For example, the main objective of it.
Skills. Add up to five skills here that you develop with this learning activity. This is optional.
Setting up a Meet-up
Once the learning activity is saved, various tabs will appear. Read what you can do with these tabs below:
Sessions: Here, you create the sessions that belong to the Meet-up:
Create new sessions.
Modify current sessions.
Cancel sessions; you can provide a reason for cancellation. Users will receive a notification of this via email.
Remove canceled sessions. The session will then be completely deleted for both the administrator and the user.
Participants: Here, you can view the list of all participants for this Meet-up per session. You can also:
Directly enroll users in sessions.
Export a list of users for this Meet-up, with all sessions.
Register users' attendance. You can indicate in the ‘Attendance’ column, whether someone was present or not during the session.
Filter by users with sessions, without sessions, or registered for a specific session.
Insight into users who have placed themselves on the waitlist, including their position on the list. A user has this option when no spots are available in the scheduled sessions. A user can add themselves to the waitlist for one session. If a spot becomes available, the user will automatically be registered for the session.
A meeting can also be shared with another environment. If users from that other environment are also registered, you'll see above the participant table that an additional x number of users from that environment are registered for a particular session.
Settings: Here, configure the remaining settings for the Meet-up. The additional options here include:
Settings: Fill in the general settings of this learning activity.
Notifications: Enter email addresses that need to receive notifications about this Meet-up. They will receive notifications about new session registrations and canceled sessions.
Completion: Specify when the Meet-up should be marked as completed for users. This could be either after the Meet-up has ended or based on the submitted attendance. With the option 'Automatically after the meet-up', the meeting is automatically finalized once the day of the session has passed. With the option 'Manually based on the attendance list', the meeting is only finalized when attendance is marked as 'Yes'.
Analytics: Here, you find data on the usage of this learning activity. You can refer to this article, to read more about the analytics.
How does the physical Meet-up work?
To add data to the physical Meet-up, go to the 'Sessions' tab. Here, you create a session. For each session, you can add the following details:
Places
Here, indicate the number of available spots, and the minimum number of registrations required for the session to proceed. The registration deadline is related to the session date; registrations can be made until x time before that date.
Dates
Provide one or more days with corresponding times. This allows you to create a Meet-up where users need to be present at multiple moments/days.
Additional information
Optionally, include further context and/or remarks for users.
Trainer
Here, select the trainer for this session. This has to be an existing administrator in your online academy. The trainer you select here will be displayed to the user in the information about the respective session.
Location
Here, fill in the training location. At the ‘Location’ field, Google will provide suggestions; the address will then be automatically completed.
How does the digital Meet-up work?
To add data to a digital Meet-up, go to the 'Sessions' tab. Here, you create a session. For each session, you can add the following details:
Places
Here, indicate the number of available spots, and the minimum number of registrations required for the session to proceed. The registration deadline is related to the session date; registrations can be made until x time before that date.
Dates
Provide one or more days with corresponding times. This allows you to create a Meet-up where users need to be present at multiple moments/days.
Additional information
Optionally, include further context and/or remarks for users.
Trainer
Here, select the trainer for this session. This has to be an existing administrator in your online academy. The trainer you select here will be displayed to the user in the information about the respective session.
URL
Here, enter the videoconferencing-tool's URL.
Overview of upcoming Meet-ups
On the administrator dashboard, you have an overview of all upcoming Meet-ups. Here, you can also see the number of registrations and whether any registration deadlines are approaching.
How can I use Meet-ups in my online academy?
With physical Meet-ups, you can schedule workshops, sessions, or one-on-one conversations. With digital Meet-ups, you can schedule virtual classrooms, webinars, or online coaching sessions. By bundling Meet-ups with other learning activities in a Learning Playlist, you can easily create a diverse learning path.