How to use the External Course Calendar and Course List View

How to use the External Course Calendar and Course List View

OVERVIEW

Your SMS provides a convenient way to manage event schedules by allowing you to set them up and plot them in a calendar within your Administration portal. Additionally, you can configure your SMS to display these events in an External Course Calendar or a Course List. This functionality can be seamlessly integrated into your website or included as a link in your communications, offering your students a user-friendly way to view schedules for your training programs and easily enroll in them. With this feature, students can stay updated on upcoming events and enrollments, streamlining their learning experience.

The External Course Calendar and Course List view is a feature available in the Maximise plan. If you would like to upgrade your plan to use this feature, please contact our Support team. 


Before you begin: 

Make sure that your Programs and Program Instances are correct set-up
Create your Groups/Intakes




STEP TUTORIAL

Set up your Events to Show in the Course Calendar and Course List


To show your calendar schedule/events in the external course calendar, create your event as you normally would. If you need assistance in how to create an event, read this tutorial: How to Schedule an Event in the SMS

Important: External Course Calendar feature needs to be enabled in your system to be able to use it. Please contact our Support team if you are on the Maximise plan and would like this feature enabled in your SMS. 

When you have created your event, before saving, ensure that the tick box for "Show on External Calendar" is checked. Select if you would like to display in the calendar only the first event in the series or all the events. 



In selecting the display option: 

  1. Show only first event - this will display only the first schedule for this event in the Calendar and Course List. In the sample above, the calendar and course list will only display the first event on 6 May, Monday. 




  2. Show All Events - this will display all the schedules for this event in the Calendar and Course list. In the sample above, if Show all Events is selected, schedules on Monday and Wednesday from 6 May until the stop repeat date will display in the calendar. 




The following rules will apply for an event to reflect or display in the External Course Calendar or the Course List: 

  1. The group or at least one of the groups (for multiple groups) in the related event should be a group from an Intake type Program Instance
  2. The group or at least one of the groups (for multiple groups) in the related event has a Start Date > = Today.
  3. The group or at least one of the groups (for multiple groups) for the related event has “Available on Enrolment Form” toggled On.
  4. The related Program Instance has “Accepting Enrolments” toggled On.
  5. If the group of the related schedule has Auto Remove set to Max Students or Date Only, it can only be included if it has not reached the max students value or not yet removed prior to start.

Using the External Course Calendar and Course List


The External Course Calendar iFrame code and direct links allows you to use the Course Calendar and the Course List view. 

  1. iframe Code - a code that can be added into your website to display the Course Calendar, Course list or both. 
  2. Direct Link - a link that can be shared to your students or added in your communications or website. 

To get your iFrame Codes and Direct Links for the External Course Calendar and Course list look for this icons and labels: 





iFrame codes and direct links can be accessed from the following pages in the SMS: 

  1. Programs - Go to Programs > Details > Scope Information section. When the codes and links from this page is used, the Calendar and Course List view will only display schedules related to the selected Program that are set to display to External Course calendar. The Program (Course) filter in the Calendar and Course list view will no longer display. 
  2. Program Instance - Go to Programs > Program Instances > Details > Program Instance Information Section. When the code and link from this page is used, the Calendar and Course List view will only display schedules related to the Program Instance that are set to display to the External course calendar. 
  3. Schedules - Go to Schedules > Schedule > Filters. When the code and link from the Schedules tab is used, the Calendar and Course list will display all available events that are set to display to the External course calendar. 


Users can also select if they would like to display both the Calendar and Course list, or select between the Calendar or Course list view only. 



  1. Calendar and Course List View - will generate the iFrame code and direct links to display both the Calendar and Course List view. 
  2. Calendar View - will generate the iFrame code and direct links to display only the Calendar view. 
  3. Course List View - will generate the iFrame code and direct links to display the Course List view only. 

Important: Select first your Calendar type before copying the iFrame code or direct link. 


In the Course Calendar, scheduled events are displayed in a Calendar format. Users can use the Course and Location filter to change the displayed events based on their filter selection. 





In the Course List View, the events are displayed in list format. Similar to the Calendar, filter options are also available. 




When a student clicks on the View Schedule, they are able to view all the related schedule for the event. 



When a student clicks the Enrol button, they will be redirected to a new browser for the External Enrolment form with the details of the selected schedule pre-filled already in the form. 

Displaying Group Notes in the External Calendar 


Aside from scheduled events, group notes can also be displayed in your External Calendar or Course List, allowing you to provide students with additional information regarding the event. 

To display external calendar notes: 

  1. Go to Schedules > Groups/Intakes. 
  2. Select your Group. 
  3. Go to Notes
  4. Toggle the field "Display Calendar Note" to display your Group notes in the External Calendar.  
  5. Create your note and Save. 



Viewing the Group Notes in the External Calendar


Select a schedule in the External calendar and click View Schedule. 
In the View Schedule, if a group note is available, an information icon can be clicked to display the Group note 



When clicked, a modal will open to display the Group Note. 




The External Course Calendar and Course List view provides your organisation an intuitive way of presenting your programs and event schedules to your students. Using an iFrame code or a direct link also provides you with flexibility with providing your students access to the Calendar and Course list. Lastly, displaying external group Notes, allows you to provide additional information to your students in relation to their schedules or programs. 

Feel free to reach out to our Support team if you need further assistance with using External Calendars. 

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