A platform like Zoom does not constantly communicate with the Learning solution. After creating your virtual event, you then need to tell your meeting platform of choice (Zoom/WebEx/GoToTraining/Teams) about your event. This is called initiating the event.
Initiating the event creates an event in the platform, and supplies the following information:
- Title
- Description
- Start and end time
- Participants (identifiable with email address)
The purpose of the Initiate button is to trigger an API call that synchronizes all relevant data, including registrant information, event details, and more.
An event must be initiated before it can be started.
Initiate a Virtual Event
Navigation: UKG Learning > Academy Workspace > Training Admin > Manage Training > Virtual Events
- Select your event from the list. Use the filters and search function if necessary.
- Under Status, you can see your upcoming events. Select the Initiate event button.
- Select the account that you want to use for your event in the pop-up window.
- Select Initiate.
Note:
- You need to have at least one registrant to initiate the event.
- The event should be set to Public using the toggle in the Status section.
- You can cancel the initiation of an event that was done in error.
- An event can be initiated up to 15 minutes after the start of it. However, we strongly recommend initiating the event at least 24 hours prior to the event start time.
- WebEx requires a password for all events. It is advisable to use a unique password for every event.
- A password is required for all Zoom meetings. This password is configured during the event initiation process, and the user initiating the Zoom event is responsible for setting it.
- Participants with no email address will not appear on the synced participants list. They will not have the Join button available to them, and will need to be provided the meeting information in some other way. They will also need to have their attendance manually entered.
Start a Virtual Event
After the event initiation, you are ready to start your event.
- Select the Start Event button. You are redirected to your Zoom/WebEx/GoToTraining/Teams account. The Start Event button is available 15 minutes before the event's scheduled start time.
Event Initiation for Non-Admin Users
Instructors of the event can initiate their own virtual events directly from the Team Workspace.
Navigation: UKG Learning > Team Workspace > Instructor-Led Training
- Locate the desired event.
- Select the ... icon in the last column.
- The Initiate Offer option is available up to 15 minutes before the scheduled start time.