Considerations of an LMS for Webinars & Event Management

Here we talk about some crucial things to consider when reviewing an LMS for Webinars and Event Management. Alongside the importance of a robust Event Calendar in a Learning Management System (LMS).

Why use an LMS for Webinars & Events?

Many businesses have transitioned to a fully remote training program, whilst some are transitioning back to the classroom full-time, and others are adopting a hybrid learning approach.

The calendar is a key part of any LMS for Webinars & Event Management, and if you are looking for a new platform it’s crucial to ensure it works for you. It needs to be the vehicle for managing training and blended learning across the organization, in a simple and efficient way.

Considerations of LMS for Webinars & Event Management

These are the top 5 areas we recommend that you review during the due diligence process of taking on an LMS for Webinars and Event Management.  

1. Multiple Scheduling Options

A robust Webinar and Event Calendar should provide the capacity to schedule not only a one-off learning event but also a series of training events and events that occur regularly using recurrence.

To support businesses that are fully remote, or deliver training using a hybrid approach, it’s important that you have the ability to add webinar details when creating an event. Many learning management systems (including our LMS) will also support the ability to add location-based events and webinars. Giving employees the option to choose which they’d prefer to attend.

2. Bulk Import Training Events

A feature that may just seem nice to have, but is in fact vital to being efficient as the training calendar gets busy, is bulk importing events. This much-loved feature of our clients, allows trainers to import an Excel spreadsheet that contains a list of upcoming learning events, and the LMS will automatically create those events in the calendar for you. 

3. Webinar & Event Learning Resources

Once you’ve scheduled your webinars and training, there is so much more functionality that the business needs to fully manage the events. Adding resource attachments to the event makes it simple for the learner to gain quick access to relevant resources; before, during, and after the training.

Plus, having the facility to review those who are interested in LMS webinars and events before they are scheduled is a valuable feature, as are the event rosters. 

4. LMS Automation is Key!

Automation is implemented to save you time. What types of automation should businesses look for when it comes to an LMS?

Learner Feedback Surveys

When an employee finishes a course or attends a training event, the LMS should provide an option for a Feedback Survey to automatically be assigned.

Event Conflict Checking

When an Event is scheduled the LMS should conflict check the venue and trainer’s availability.

Outlook Integration

When someone enrolls in an event, a calendar appointment should be sent to Outlook, Gmail, etc. If the details of an event or webinar are modified, an appointment update should also be sent. If the learner cancels their place, or if the event itself is canceled, an appointment cancellation should be sent.

Event Waitlists

If an LMS webinar or event is full, learners can still sign up and they’re placed on a waitlist. If the event size is increased, or if an enrolled learner cancels their place, those on the waitlist should automatically be enrolled.

Training Event Reports

Every learning management system should provide an array of robust LMS reports, and the added functionality of scheduling a report is a great addition. This automates the running of reports, and the system will email you information on a recurring basis, to save the business from having to run these manually.

5. Relevant & Easy Communication

We recently shared a blog Reasons why Deep LMS Links should be used, where we explained how deep linking works and the benefits. In addition to communicating via our much-loved deep linking approach, you may need a way to email a list of learners directly from an Event.

Once you’ve scheduled an event or webinar in your LMS, you might need to send an email to those that have enrolled; or maybe after the event, you need to follow up with no-shows or canceled learners. If the LMS provides an easy way to communicate to those learners about an event, it makes communication simple and efficient.

Calendar Users 1

Another great communication feature is being able to send an event broadcast. This type of email can be sent to an individual, or a group of learners, and can be used to promote events and webinars.

6. Standard Learner vs Trainers

The way that a standard learner uses the calendar view in an LMS is of course very different from how a trainer will use it. The LMS needs to support both of these user types.

Upcoming LMS Events

If the business chooses to present Upcoming Events on the Home Dashboard, the events initially need to be presented in their local time zone.

In addition, a learner needs to be able to click on an event and immediately enroll.

However, if a trainer clicks onto an event, the best practice is for them to be taken into the event details page, to provide quick access for managing that specific event.

Intellek is proud to support one of our client’s training mantras, “2 clicks – 10 seconds”. Meaning that the best user experience is when businesses can get their employees the information they need in just 2 clicks or 10 seconds.

If we look at the Calendar itself, our clients find it extremely helpful to have a relevant legend, as well as an indicator to show how many learners are signed up.

Standard Learner

LMS Learner Calendar 1

Trainer View

TutorPro LMS Trainer Calendar

Using LMS for Webinars & Event Management

“Intellek’s LMS is great with core functionality – don’t take that for granted. Its usage extends far beyond just the L&D department. The course library and calendaring features are used heavily by many of our departments. The biggest time saver is definitely scheduling of Events, without a doubt!

I have over 20 years of experience in using and administering Learning Management Systems, and Intellek is my all-time favorite.”

Nick Stanzani, Director of Learning & Development – Faegre Drinker Biddle & Reath LLP