Universal Join Link for Live Event Lessons (VILT)

Summary

In addition to any native virtual meeting integrations, such as Zoom, GoTo, Webex, users are able to add a ‘join link’ for a virtual meeting to any calendar event. When creating a live event lesson in a course, Skilljar Admins can add a ‘join link’ from their virtual meeting provider through the live event details page.

Skilljar also automatically records registration and attendance for event participants when they register for the event within Skilljar and click the ‘Launch Event’ button for the event.

Services that integrate Universal Live Event links within Skilljar

Here are some of the most popular providers that support non-attendee-specific meeting links (meaning a single link can work for multiple users and isn't specific to one attendee) that can be used in Skilljar:

• MS Teams
• Adobe Connect
• RingCentral Video
• WebEx Meeting
• Vimeo Live Stream
• Google Meet
• And more

Note: This feature will only work with universal links. This means that the event link is the same for all participants and no prior registration through the virtual meeting tool is required for attendees. Tools other than the ones listed above can be used within Skilljar as long as they provide a Universal Join link to be entered when setting up the event.

Admin Experience

Creating a Live Event Lesson with a Universal Join Link

1. From the Skilljar Dashboard, navigate to Course Management. You can select an existing course that you’d like to add a Live Event or click the New Course button to create a new course.
   
   
   
   
2. Navigate to the Curriculum tab, click the New Lesson button, and select Live Training.
   
   
   
   
3. Enter a Title and any content you wish to include as a part of the Live Event lesson and click Save Lesson. When you’re ready to add a new live training event, click New Event and select Calendar.
   
   
4. Fill out all of the necessary Event Details such as Event Name, Starts At, Ends At, Timezone, Location, Total Seats (Optional), Location, and a Universal Join Link (Create your meeting with your preferred VILT tool and paste the join link).
   
   
5. Clicking the Test Link button will launch the link in a new tab to verify that it is working properly.
   
   
6. Finish filling out the remaining Event Details such as Description, Post-Registration Instructions, and adding any Tags you’d like to associate with your content. After reviewing all Event Details, click the Save button to save the live event and return to the lesson. 
   
   
7. The Live Event you created will now be listed in the table at the bottom of the lesson.
   
   
   
   
8. The lesson will save automatically. However, you will still have to publish the course to your catalog in order for the course (that includes the Live Event Lesson) to show up in your catalog, for the event to be listed in the Live Training page of the Dashboard, or to be able to share a direct URL for students to register for the course. Click here to learn more about how to publish a course.

Edit the ‘Join Link’

Admins can edit this link at any time before and even after the event.

1. To edit the link for a Live Event that has already been created, navigate to Course Management and click on the name of the course that contains the Live Event that you’d wish to edit.
   
   
   
2. Under the Curriculum tab, click on the lesson that contains the Live Training Event that you wish to edit.
3. In the table towards the bottom of the lesson click on the Event Name for the event you’d like to edit. (If you don’t see the event you’re looking for, try filtering by ‘All Events’ or using the Search)
   
   
   
   
4. From here, you can edit any of the event details, including any edit necessary to the Universal Join Link. When you’ve made your edits, click Save to save the changes to the Event.
5. The lesson will be saved automatically. If the course has already been published, the changes will now be live. 

Clone a Live Event

1. To clone or duplicate a Live Event that has already been created, navigate to Course Management and click on the name of the course that contains the Live Event that you’d wish to clone.
   
   
   
   
2. Under the Curriculum tab, click on the lesson that contains the Live Training Event that you wish to clone.
3. In the table towards the bottom of the lesson find the Event Name for the event you’d like to duplicate (if you don’t see the event you’re looking for, try filtering by ‘All Events’ or using the Search). Click the ellipses (...) to the right of the table and select Clone Event.
   
   
4. You will be taken to the Event Details page and are able to edit/add any details that you’d like. After making any necessary edits, click Save.
5. The Live Event you created will now be listed in the table at the bottom of the lesson.
   
   
   
6. The lesson will be saved automatically. If the course has already been published, the changes will now be live. 

Delete a Live Event

Deleting an event will delete the record from the Events Table and cannot be undone.

1. To delete a Live Event that has already been created, navigate to Course Management and click on the name of the course that contains the Live Event that you’d wish to delete.
   
   
   
2. Under the Curriculum tab, click on the lesson that contains the Live Training Event that you wish to delete.
3. In the table towards the bottom of the lesson find the Event Name for the event you’d like to delete (if you don’t see the event you’re looking for, try filtering by ‘All Events’ or using the Search). Click the ellipses (...) to the right of the table and select Delete Event.
   
   
   
   
4. You will see a window popup that asks you to confirm the decision to Delete. If you select Go Back, you will return to the lesson page and the event will still be listed. If you select Yes, I’m Sure, you will return to the lesson page and the event you selected will no longer appear.
   
   
   
   
5. The lesson will be saved automatically. If the course has already been published, the changes will now be live. 

Canceling a Live Event

This allows a scheduled Live Event to be canceled while still maintaining the event record and details for recordkeeping and reporting purposes.

1. To cancel a Live Event that has already been created, navigate to Course Management and click on the name of the course that contains the Live Event that you’d wish to cancel.
   
   
   
2. Under the Curriculum tab, click on the lesson that contains the Live Training Event that you wish to delete.
3. In the table towards the bottom of the lesson find the Event Name for the event you’d like to delete (Only Future Events can be canceled). Click the ellipses (...) to the right of the table and select Cancel Event.
   
   
   
4. You will see a window popup that asks you to confirm the decision to Cancel. If you select Do Not Cancel Event, you will return to the lesson page and the event will still be listed. If you select Cancel Event, you will return to the lesson page and the event you selected will be marked as 'Canceled'.
   
   
5. The lesson will be saved automatically. If the course has already been published, the changes will now be live. 

Tracking Attendance

Skilljar automatically records registration and attendance for participants when they register for the event within Skilljar and select the Launch Event button for the event. When a student selects the Launch Event button, Skilljar automatically marks the student as ‘attended’ as it redirects the student to the event link.

1. To view students that have registered for or attended Live Events, go to the Live Training page from the Skilljar Dashboard.
   
   
2. Select the Event Name to see registration/attendance details for the event. (If you don’t see the event you’re looking for, try filtering by ‘All Events’ or using the Search)
   

Student Experience

Skilljar displays calendar events with event links similar to the integrated Zoom, WebEx, or GoTo events. 

Registering for an event is the same process that you see here.

Once registered for an event, and on the live training lesson, students can see a “Launch Event” button that is active three minutes before the event starts and until the event is over. 

When a student selects the “Launch Event” button, Skilljar automatically marks the student as attended and redirects the student to the entered event link (in the same tab).

Tip: If a student launches the event window more than three minutes before the start time, the launch event button may stay greyed out even after the event starts. If this happens, they should refresh the window and the button should be selectable. 

Data Integration

With this feature, registration is handled only through Skilljar and no registration data is sent to the virtual meeting tool.

Since Skilljar is not natively integrated with the virtual meeting tool, the platform cannot exchange data with or send data to the providers being used.

Attendee-Specific Links

Attendee-specific links are generated by some virtual meeting and conferencing tools. These are usually sent to students via email. Such links can only be used by the specific attendee the link was sent to. This feature will not work if you are using a tool that generates links that are attendee-specific. You will need to provide Skilljar with a Universal Join Link from a provider.