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 and choose either "Physical meet-up" or "Digital meet-up".
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 meeting?
Once the learning activity has been saved, several tabs will appear.
You can read below what each of these tabs allows you to do.
Sessions
It is mandatory to add at least one session to a meet-up. A session is a combination of a specific date and time that the user will be enrolled in.
Under this tab, you can manage everything related to sessions:
Create new sessions.
Modify current sessions.
Cancel sessions: You can provide a reason for cancellation. Users will receive a notification of this via email.
Delete canceled sessions: The session will then be completely deleted for both the administrator and the user.
Participants
Here you’ll find a list of all participants for this meet-up.
You can also:
Manually enroll users in sessions.
Export a list of users registered for this meet-up, including all their sessions.
Track attendance: In the "Attendance" column, you can indicate whether someone was present or absent during a session.
Filter users by users with a session, users without a session and users enrolled in a specific session
View users who are on the waiting list and their position on the list: In the list with participants for a session, you can enable the "Waiting list" column. If users are on the waiting list, this will be shown in the column for the relevant sessions.
A user is given the option to join the waiting if no seats are available in the planned sessions. Users can only add themselves to the waiting for one session. If a spot opens up, the user is automatically enrolled in that session.View participants from other academies: A meet-up can be shared with different academies. If users from another academy are enrolled, a message above the participants table will indicate how many users from another academy are also registered for a specific session.
Settings
Here, you can configure additional settings for the meet-up.
You’ll find the following options:
Settings: Complete the general settings for this learning activity.
Read more here about what these settings include.Notifications: Enter the email addresses of people who should receive notifications related to this meet-up. They will be notified about new session enrollments, canceled sessions, and if the minimum number of participants has not been reached by the session registration deadline.
Completion: Define when the meet-up should be marked as complete for users.
This can happen automatically after the meet-up has ended, or based on attendance. With "Automatically after session date has passed", the meet-up is marked as completed once the session date is over. With "Manually based on attendance", the meet-up is only completed when the 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?
A physical meet-up requires at least one associated session. A session is defined by a specific date and time, and users can only register once a session has been added.
To add sessions to the meet-up, go to the "Sessions" tab and click "Add". For each session, you’ll need to provide the following information:
Details
Set the maximum number of participants. You can also specify how many registrations are needed for the session to go ahead. The registration deadline is based on the session date — users can register up to a set time before that date.
If the minimum number of participants hasn’t been reached by the deadline, the session will be automatically canceled.
Data
Enter one or more dates with times.
This allows you to create a meet-up where the user must attend on multiple days or time slots.
Additional information
Optionally, add any relevant context or remarks for users here.
Trainer
Select the trainer for this session.
The trainer must be an existing administrator in your online academy. The selected trainer will be shown to users in the session details. You can assign only one trainer per session
Location
Enter the location of the training.
The location field offers Google-powered suggestions, and the address will be auto-completed.
How does the digital meet-up work?
A digital meet-up requires at least one associated session.
A session is defined by a specific date and time, and users can only register once a session has been added.
To add sessions to the digital meet-up, go to the "Sessions" tab and click "Add".
For each session, you’ll need to provide the following information:
Details
Set the maximum number of participants. You can also specify how many registrations are needed for the session to go ahead. The registration deadline is based on the session date — users can register up to a set time before that date.
If the minimum number of participants hasn’t been reached by the deadline, the session will be automatically canceled.
Data
Enter one or more dates with times.
This allows you to create a meet-up where the user must attend on multiple days or time slots.
Additional information
Optionally, add any relevant context or remarks for users here.
Trainer
Select the trainer for this session.
The trainer must be an existing administrator in your online academy. The selected trainer will be shown to users in the session details. You can assign only one trainer per session
URL
Enter the URL of the video conferencing tool here.
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 session (note: a session 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 sessions, the user can join the waiting list for one session. 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 (session), 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 session).
When a user was on the waiting list for a session 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 sessions (e.g. from Session A to Session B). This update is also reflected in the calendar.
When the time or date of a session 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 session, for example due to insufficient registrations. The session will also be removed from the user’s calendar.
When an administrator cancels a session. The administrator can add a cancellation reason, which the user will receive via email. The session will also be removed from the user’s calendar.