If the timetable item will have six or more sessions, you should set up the session details on page 2 of the timetable editor.

There is the additional functionality to clone sessions, which is useful if you are creating many sessions - such as once a week for an entire year.

As well as functionality where a student registers to attend a single session from a selection of time-slots which are available. This allows you to schedule smaller groups or one-on-one sessions where the student can choose their preferred time.

How Add a Practical Session

1. 1. Navigate to page 2 of the timetable editor. 
      
      

   2. Where a unit contains a practical session activity there will be a calendar icon. Click on this to create the sessions
      
      
      
      
   3. First, select whether a student will be required to:
      • Attend all sessions
      • Select from a schedule and register to attend ONE of the available sessions
        
        

      The default selection is the second option to pre-register for one session, so be sure to check and adjust this as required.
      
      

       

   4. Click the add session button to populate session details

       

   5. Populate the basic session details
      • Enter a date by typing or click the calendar icon to select a date
      • Enter a start and end time by typing, using 24 hour time format (eg. 11:00 to 15:00) 
        or optionally click buttons to pre-populate a start and end time for a DAY (09:00 - 17:00), AM (09:00 - 12:00) or PM (12:00 - 17:00)
      • Use drop down selector to allocate a training venue
      • Use drop down selector to allocate a trainer. Only qualified trainers will appear when creating a new session
      • Specify the number of places available. Leave blank if there is no limit
      • Provide additional session information. This is visible in the session details in student portal and might include specific instructions on accessing the building where the session will take place, a specific password for accessing a webinar, or any other necessary or helpful details
        
        
        
        
   6. Select Trainer Tasks - trainers may be required to do one or all of the following;
      
      Submission of attendance records
      

      This allows the trainer to mark the students as present or absent within the Vasto system. This option is recommended. This will show a result in the student progress tracker as completed satisfactorily.

      
      Submission of a session grade for any attending students

      If the curriculum activity has a passing grade set, this option allows the trainer to enter the student's grade. This will show a result in the student progress tracker as grade: XXX.XX%

      
      Submission of a session pass / fail flag for any attending students

      This option only allows the trainer to confirm whether the student has passed or failed. It does not allow the trainer to enter the student's percentage score. This will show a result in the student progress tracker as passed/failed

       

   7. Click the add button to create your session/s
      

How to Clone a Practical Session

If you are creating many practical sessions, the clone function may be a useful tool to more quickly create your sessions.

1. Once you have populated the details for one session per steps above on 'How to Add a Practical Session', indicate in the box how many cloned copies you would like to create 
   
   
   
2. If the cloned sessions should be created for specific days of the week and consecutively (eg. only on Monday's) tick the box or boxes for the days you wish to schedule. 
   
   
   

    

3. If you would like it to automatically skip any holidays (Setup > System Defaults, Holidays tab) tick box to exclude holidays when creating clones
   
   
   

4. Enter the number of sessions that should be created for each date. For example, creating two clone sessions, a morning session and an afternoon session on the same date
   
   
   
5. Finally, populate the times for each session you wish to create in 24 hour time.

   For example, session 1 will be the morning session from 9.00am - 12.00pm. Session 2 will be the afternoon session from 2.00pm - 5.00pm. Session 3 is blank because we are only creating two sessions
   
   
   

6. Click the add button to create your session/s
   

Download Session Schedule

Once sessions have been created, you can download an excel export of the session details by clicking the download schedule button.

Edit or Delete a Session

Sessions can only be edited or deleted one at a time. 

1. Click the edit icon against a session
   
   
   
   
2. To edit the session, make the desired changes and click save.
   To delete the session, click delete.
   To navigate back to the session list, click cancel.