Elentra includes the ability to link multiple repeating events in a parent-child relationship. This is most often used when small groups of learners will complete the same activities in repeating learning events. For example, there may be 10 events scheduled for 10 small groups but each event is essentially identical in terms of content, curriculum tags applied, etc. If you use the parent-child feature some reports will look only to the parent event to collect data and therefore help to report accurately from the perspective of a single learner.
Note that the parent child relationship is only available for events that are part of the same course.
If you eventually copy a schedule forward, recurring event status, as well as parent-child links if enabled, will be maintained.
There are several ways to create parent child relationships between events, you can either do so when creating recurring events through Admin>Manage Events, include the information on a spreadsheet you are importing to a draft schedule, or link existing events through the event setup page.
For more details about using the parent child relationship with recurring events please see the Recurring Events help section.
For more details about using the parent child relationship when importing a schedule using a csv please see the Creating a Schedule help section.
If you have already created multiple events and want to link them using the parent child feature you must know the event titles or id numbers of the events intended to be children. A consideration in terms of workflow when linking events through the event setup page is that without the 'recurring' feature being used you can't easily bulk change anything in the linked child events. Manually linking events like this is a feature from before the recurring event tool existed.
Navigate to Admin>Mange Events.
Find the intended parent event by applying filters or looking in a specific time frame.
Click on the event title. (Alternatively, you could use curriculum search to find the event but then make sure you switch to Administrator View to edit the event.)
On the event Setup page scroll to Child Events just above the Time Release Options header.
Type in the intended child event id or title, click on the desired event, and click 'Add'.
Added child events will be displayed in a list. On the setup page for a child event it will list the parent event.
Click 'Save' at the bottom of the page.
Not every feature of Elentra reflects the connections made between events using the parent child relationship.
Curriculum Search does respect the parent child relationship and only return results for the parent. (In fact, curriculum search won't look at child events so even if a child event has distinct content from the parent, that won't be reflected in the search results.)
Curriculum Explorer does not respect the parent child relationship and returns all events regardless of relationship.
The Learning Event by Type Report does respect the parent child relationship.
Several reports provide an overview of learning events. Highlights include:
Learning Event by Types by Course Report (lists learning event types and durations across courses (e.g., 12% lecture, 25% small group activity, 5% self-assessment)),
Curriculum Tag Minutes and Mapping Report (lists statistics on how much time was spent of different curriculum tags mapped to course events),
Curriculum Review Report (lists which curriculum tags are used across events within a course), and
Reports on faculty hours across courses (at the individual and departmental level).
Medtech:admin, staff:admin, and staff:pcoor users can add events to courses in Elentra. They can either create an event through the user interface and make it immediately accessible to users in Elentra, or create a draft event schedule to build events for future courses and publish the schedule when finalized.
To create individual events that appear immediately in the schedule, navigate to Admin > Manage Events and click 'Add New Event'. At that point, follow the instructions in the Manually Add New Event section below. Using this method, the event will be live in Elentra once saved.
To create a schedule of draft events that can be populated with dates, times, locations, associated faculty, learners, etc. you must be logged in as an administrator or as a pcoordinator who is assigned to a course. Once a draft schedule is created, you can populate it with events by building them through the user interface, or importing a csv file.
If a course with events already exists, you can optionally copy forward existing events into a new draft event schedule. This may be the fastest option if you have a relatively stable course that is being offered a second time. Please see additional details about copying an existing event schedule here.
Navigate to Admin > Manage Events.
Click 'Manage My Drafts'.
Click 'Create New Draft'.
Provide a logical draft name and an optional description (this will only be visible to users accessing the draft).
Click 'Create Draft'.
At this point you can click the greyed out Draft Information heading to update draft permissions (i.e., give another user access to work with this schedule), manually add new events, or import a CSV file.
If you would like to give additional users access to edit a draft schedule, you'll need to add them as authors to the draft.
Navigate to Admin > Manage Events, and click 'Manage My Drafts'.
Click on the appropriate draft and then click the greyed out Draft Information heading.
Add users to Draft Authors by beginning to type a name and clicking on the appropriate name in the displayed options.
Click 'Save Changes'.
In stock Elentra you'll be able to add staff:admin and faculty:director users to draft schedules. If you need to add other user types as draft authors you'll need developer assistance to make a change to your installation.
Click 'Add New Event'.
Complete the required information, noting the following:
Select Course: All events must be affiliated with a course. For this reason some organizations create a general course for non-curricular events if needed.
Event Type: This will display to the event audience. If you hover over an event type you'll see its description. The list of event types can be customized by an organization (please see details here).
Note that you can add multiple event types to a single event (e.g., 60 minutes lecture, 60 minutes small group work).
Duration: Elentra will automatically put a default duration for each event type segment added. With developer assistance, you can set what the default duration should be via the database. You can also set the duration minimum and maximum in the database. (Developers - see "LEARNING_EVENT_MIN_DURATION", "LEARNING_EVENT_MAX_DURATION" and "LEARNING_EVENT_DEFAULT_DURATION in the settings.inc.php file.)
Title: This will display to the event audience and will also be used in other modules of Elentra where you might be linking something to an event (e.g. posting an exam to an event).
Start Date and Time: This is required and controls the start date and time of the event.
End Date and Time: By default, the end date and time will be automatically calculated based on the event start date and time and the duration of the event. If you want to create a long event to display on the learner calendar for one or more days, check the tick box and enter a different end date and time.
Curriculum Period: The curriculum period will automatically be populated based on the course and start date and time of the event. Setting the curriculum period helps the system filter the audience for your event. If the date of an event is included in two or more curriculum periods you can select the appropriate curriculum period. You can also optionally set the curriculum period to None.
There are times when an event falls on a date that could be in more than one curriculum period. How you assign curriculum periods will impact the audience of the event.
For events on dates that could be in more than one curriculum period:
If no cperiod is defined for an event, and event is set to audience of all enrolees, all learners will see the event.
If a cperiod is defined for the event and the event is set to audience of all enrolees, only the learners enrolled in the course for the matching cperiod will see it.
Event Series: Use this option if you are creating recurring events (e.g. you want to schedule 10 identical events for 10 small groups). Please see more detail here.
Event Location: Define where the event will be. This will display to the event audience.
If your organization has sites, buildings and rooms configured you can assign the event to an existing room.
Note that Elentra requires you to provide a room for an event, not just a building or site.
If you need to add locations to your organization please see more detail here.
If you want to type in a location, pick 'Other location' from the dropdown option (urls entered here will become clickable links on the event page).
Course Unit: This option will only be visible if you have weeks and units enabled for your organisation.
If no units display make sure that you have created units within the course through Admin>Manage Course on the Units page for the relevant course.
Additional instructions are available in the Units help section.
Associated Faculty: Add teachers to this event by beginning to type a name, clicking on it and clicking 'Add'. Note that you can define an associated user as a teacher, tutor, teacher's assistant or auditor.
Associated Learners:
All Learners Enrolled: This option is selected by default when creating events.
This option is useful if you plan to roll forward a schedule from one year to the next. All learners enrolled in the course, for the curriculum period defined in the event, will see the event.
Custom Event Audience: This allows you to assign a cohort, course group, or individual(s) as the event audience.
If you add multiple cohorts or groups to an event you'll be able to specify how much time each group will exposed to for the event. For example, if you assigned a medicine cohort and a pharmacy cohort to a sixty-minute event you could indicate that the meds students will be there for the full hour, while the pharmacy students will be present for thirty minutes. To use this tool, add your audiences and then click on the grey clock icon beside the cohort/group name. This will open an Event Audience Time Override window where you can click and drag the slider (from either side) to set the appropriate time for the audience you're working with. Click the 'Warn me' checkbox if you want to be alerted to overlapping times. Click 'Close' to save your changes. When times have been adjusted for specific audiences the small clock icon will display green.
Color: If you select a colour here it will display on the learner calendar and override any course colour, event type colour or default colour you have set up for your organization.
Event Options:
Allow learners to view who else is in this Learning Event: If checked this will allow learners to see who else should be at an event.
Learner attendance required: If checked the teacher of an event (or an administrator) be able to record attendance during the event itself. Please see more details about Attendance options here.
Enable Location Attendance Taking for this Learning Event: This is used for geo-location attendance tracking (i.e., letting learners mark their own attendance based on their physical proximity to a building).
This is a Team-Based Learning (TBL) Event: This will only display if you have TBL enabled for your organization. Checking this box will allow the event to have the TBL user interface elements displayed assuming you have associated exams with the event (e.g., iRAT and tRAT).
Time Release Options: Leave this empty to allow users in the event audience to access the event at any point. Completing these fields will restrict when learners will be able to view and access the event. Note that there is another tool that allows you to apply time release options to specific resources when adding them to learning events.
Click 'Save'.
By default when you save this page you will directed to the event content page. If you'd like to go somewhere else, use the dropdown menu to select your destination after saving. Then click 'Save'.
Please note that on February 8, 2021 we updated the way csv files for draft event imports should be structured. If your Elentra installation uses ME 1.20.1, 1.19.2, 1.18.3 and your developer updated your installation to stay up to date, please use the revised instructions below.
You will need to have a file prepared with your schedule information. This could include date, start time, event title, audience, duration (in minutes), attendance required, etc. For a detailed list of the event information you should and can provide please see below.
Depending on the events you're scheduling it may be most efficient to copy events from an existing course in Elentra, modify the events, and import the file as your new schedule. For more details about this please see here.
Click 'Import CSV File'.
Drag and drop or browse your computer to find the required file and then click 'Import'.
Use the drag and drop tools to match the column headers in your CSV with the relevant fields in Elentra.
Fields that are matched and green indicate required fields.
Fields in the top section and in red are required and you'll need to add them to your CSV if you haven't already included them.
After you have matched your columns, click 'Import'.
If you need to update a draft schedule you have recently imported, make sure to export it first, update the csv, and then re-import the file. After you import the file the first time, draft event ids are automatically assigned by Elentra and replace the draft event ids you created. If you import your original file twice, you will duplicate your events.
There are two common scenarios when creating draft event schedules:
Creating an entirely new schedule from scratch.
Rolling/copying forward events from an existing course. For more details about copying events forward please see here.
For a draft event schedule import, the following columns are required:
Course Code: This schedules the events in the correct course. You can find course codes on a course setup tab.
Event Types: This defines the event type and can hold multiple event types if needed (e.g., a two-hour session split between lecture and small group work).
Event types must match the list of event types in your organization.
If using more than one event type, and separate them with a semicolon and space (e.g., lecture; small group). Keep the order the same as the event type duration column.
Event Title: Enter the event title.
Date: Enter the date. Multiple formats are accepted.
Start Time: This is what time the event should start. Enter in 24 hr. format.
Event Type Durations: If you have multiple event types scheduled in one event, this column can be used to indicate how much time is allotted to each event type. Enter the time in minutes and separate times with semicolons and a space (e.g., 60; 60). Put the times in the same order as you list the event types.
You must include this field for long events, even if you don't have multiple event types included.
If there are not multiple event types scheduled during an event, this column should be identical to the Total Duration column.
You should also have:
Draft Event:
If you are creating a completely new schedule of events (i.e. you did not roll forward a schedule), create an arbitrary number and enter it in this column (e.g. 22221, 22222, 22223, 22224, etc.).
If you have exported a CSV of copied events, this column will already be populated for you.
Original Event:
If you are importing a completely new schedule (i.e. you did not roll forward a schedule), this column can be left blank.
If you have exported a CSV of copied draft events, this column will be populated with the unique id numbers of the existing events. This information should not be changed as the original event id will help Elentra know which resources, curriculum tags, etc. to associate with this event.
The following columns are optional to import on a draft event schedule:
Recurring Event:
If you are creating a brand new schedule, enter the draft event id of the first event in the series in the recurring event column for the main event and each subsequent recurring event.
If you are working with a schedule of events copied forward, you will see the identifier of the draft event number of the first event in the recurring series.
To add additional recurring events to a schedule, copy a line representing a recurring event. Edit the duplicated draft event so that it has a new, unique draft id number, and update the title, audience and location as required. Leave the original event information as it is.
This field can take any integer value greater than 0.
Parent ID: This column is applicable only if the event is part of a recurring event series and is to be linked as a child to a parent event.
If the event is a child event, enter the draft event id of the relevant parent event.
If the event is not a child event leave this column blank.
This field accepts any integer greater than 0.
Curriculum Period #: Specify which curriculum period the event should be associated with (or leave it blank). This is especially important if you have events on dates that fall in two different curriculum periods within the same curriculum layout. You need to use the curriculum period id from the database to provide this information (request it from a developer). Alternately, you can assign curriculum periods to events in the user interface after you have uploaded a csv.
Finish Date: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Finish Time: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Total Duration: This is the total duration for the event (including different event types). Enter in the number of minutes. If you are using long events, this represents the time a task is expected to take students.
Course Unit #: This is only applicable if you have units built for the relevant course. You need to use the course unit id from the database to provide this information (request it from a developer).
Location: Use this column only if you don't have sites loaded for your organization. Manually type what you'd like users to see.
Location Room: This can be used to indicate a building and room for an event. Enter the building code and room number (e.g., CH-100). You can find building codes in the Locations section of System Settings. If you are not a medtech or staff:admin user you may need to ask for the building codes to be provided to you as you won't be able to access System Settings. (Be aware that what displays on the learning event is actually the building and room name if a name was provided.)
Audience - Please note that if you'd like the audience for an event to default to the learners enrolled in the course you should not fill in any information in any Audience column.
Audience (Groups): If the course to which the event belongs is using the course groups function and one or more groups is the audience for this event, provide the group name(s) here. Group names can be found via Admin > Manage Courses > select course > Groups. Please note there was formerly a bug preventing course groups from properly associated with events, this has been fixed in ME 1.19.
Audience (Cohorts): If a specific cohort is the audience for this event, enter the cohort here.
Audience (Students): If individual students need to be added to the audience, provide the names in this column.
Audience (Faculty): If specific faculty are to be included in the audience, enter their institutional id. Separate multiple numbers with a semicolon.
Event Description: Enter the event description.
Attendance Required: If attendance is required for this event and will be taken via the Elentra attendance feature enter a 1. If the Elentra attendance feature will not be used for this event, enter 0.
Course Name: Enter the course name. (You can omit this since you've already provided the course code, however some people find it useful to include for their own reference.)
Term: This refers to the curriculum layout the course is a part of. Examples include terms, years, phases, etc.
Objective Release Dates: If there are specific release dates for the objectives linked to this event, enter 1. If not, enter 0.
Teacher Number/Email: Updated in ME 1.19 you can enter the institutional id or email address of any teachers to be linked to this event. Separate multiple numbers or emails with a semicolon.
Tutor Numbers: Enter the institutional id of any users to be linked to this event as tutors. Separate multiple numbers with a semicolon.
Teacher Assistant Numbers: Enter the institutional id of any users to be linked to this event as teacher's assistants. Separate multiple numbers with a semicolon.
Auditor Numbers: Enter the institutional id of any users to be linked to this event as auditors. Separate multiple numbers with a semicolon.
Free Text Objectives: This can be text and will populate the free text objectives box on the event content page (if such a box is enabled).
Teacher Name: This is not a required field and will not be checked by the system; however, some people find it useful to include in their CSV to more easily view who is teaching what.
Learning Event Color: If you supply a colour code here it will override any course colour set. (Note, you will not see this column in the event export.)
For a draft event schedule import, the following columns are required:
Course Code: This schedules the events in the correct course. You can find course codes on a course setup tab.
Event Types: This defines the event type and can hold multiple event types if needed (e.g., a two-hour session split between lecture and small group work).
Event types must match the list of event types in your organization.
If using more than one event type, and separate them with a semicolon and space (e.g., lecture; small group). Keep the order the same as the event type duration column.
Event Title: Enter the event title.
Date: Enter the date. Multiple formats are accepted.
Start Time: This is what time the event should start. Enter in 24 hr. format.
Event Type Durations: If you have multiple event types scheduled in one event, this column can be used to indicate how much time is allotted to each event type. Enter the time in minutes and separate times with semicolons and a space (e.g., 60; 60). Put the times in the same order as you list the event types.
You must include this field for long events, even if you don't have multiple event types included.
If there are not multiple event types scheduled during an event, this column should be identical to the Total Duration column.
You should also have:
Draft Event:
If you are creating a completely new schedule of events (i.e. you did not roll forward a schedule), create an arbitrary number and enter it in this column (e.g. 22221, 22222, 22223, 22224, etc.).
If you have exported a CSV of copied events, this column will already be populated for you.
Original Event:
If you are importing a completely new schedule (i.e. you did not roll forward a schedule), create an arbitrary number and enter it in this column (e.g. 22221, 22222, 22223, 22224, etc.). The Draft Event and Original Event should match.
If you have exported a CSV of copied draft events, this column will be populated with the unique id numbers of the existing events. You must copy the draft event ids into this column before uploading it.
The following columns are optional to import on a draft event schedule:
Recurring Event: This column can take any integer value greater than zero.
If you are creating a brand new schedule, enter the original event id of the first event in the series in the recurring event column for the main event and each subsequent recurring event; events that have the same id will be grouped together as recurring events.
If this is a recurring event you have copied forward, enter the draft event number of the first event in the recurring series.
Parent ID: This column is applicable only if the event is part of a recurring event series and is to be linked as a child to a parent event. If it is, enter the id of the relevant parent event. If the event is not a child event leave this column blank. This field accepts any integer greater than 0.
Curriculum Period #: Specify which curriculum period the event should be associated with (or leave it blank). This is especially important if you have events on dates that fall in two different curriculum periods within the same curriculum layout. You need to use the curriculum period id from the database to provide this information (request it from a developer). Alternately, you can assign curriculum periods to events in the user interface after you have uploaded a csv.
Finish Date: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Finish Time: Use this to create long events appropriate for assigning tasks to learners to complete over several days.
Total Duration: This is the total duration for the event (including different event types). Enter in the number of minutes. If you are using long events, this represents the time a task is expected to take students.
Course Unit #: This is only applicable if you have units built for the relevant course. You need to use the course unit id from the database to provide this information (request it from a developer).
Location: Use this column only if you don't have sites loaded for your organization. Manually type what you'd like users to see.
Location Room: This can be used to indicate a building and room for an event. Enter the building code and room number (e.g., CH-100). You can find building codes in the Locations section of System Settings. If you are not a medtech or staff:admin user you may need to ask for the building codes to be provided to you as you won't be able to access System Settings. (Be aware that what displays on the learning event is actually the building and room name.)
Audience - Please note that if you'd like the audience for an event to default to the learners enrolled in the course you should not fill in any information in any Audience column.
Audience (Groups): If the course to which the event belongs is using the course groups function and one or more groups is the audience for this event, provide the group name(s) here. Group names can be found via Admin > Manage Courses > select course > Groups. Please note there was formerly a bug preventing course groups from properly associated with events, this has been fixed in ME 1.19.
Audience (Cohorts): If a specific cohort is the audience for this event, enter the cohort here.
Audience (Students): If individual students need to be added to the audience, provide the names in this column.
Audience (Faculty): If specific faculty are to be included in the audience, enter their institutional id. Separate multiple numbers with a semicolon.
Event Description: Enter the event description.
Attendance Required: If attendance is required for this event and will be taken via the Elentra attendance feature enter a 1. If the Elentra attendance feature will not be used for this event, enter 0.
Course Name: Enter the course name. (You can omit this since you've already provided the course code, however some people find it useful to include for their own reference.)
Term: This refers to the curriculum layout the course is a part of. Examples include terms, years, phases, etc.
Objective Release Dates: If there are specific release dates for the objectives linked to this event, enter 1. If not, enter 0.
Teacher Number/Email: Updated in ME 1.19 you can enter the institutional id or email address of any teachers to be linked to this event. Separate multiple numbers or emails with a semicolon.
Tutor Numbers: Enter the institutional id of any users to be linked to this event as tutors. Separate multiple numbers with a semicolon.
Teacher Assistant Numbers: Enter the institutional id of any users to be linked to this event as teacher's assistants. Separate multiple numbers with a semicolon.
Auditor Numbers: Enter the institutional id of any users to be linked to this event as auditors. Separate multiple numbers with a semicolon.
Free Text Objectives: This can be text and will populate the free text objectives box on the event content page (if such a box is enabled).
Teacher Name: This is not a required field and will not be checked by the system; however, some people find it useful to include in their CSV to more easily view who is teaching what.
Learning Event Color: If you supply a colour code here it will override any course color set. (Note, you will not see this column in the event export.)
If you did not define a curriculum period for you event on your CSV import, you can optionally do so through the user interface. It is not a requirement to define a curriculum period, however it can be useful to help control the audience of events, especially if you have an event that occurs on a date that falls in two different curriculum periods.
Check off one or more events.
Click 'Assign Curriculum Period'.
You will see a period selector to the left of where you just clicked.
Select the appropriate curriculum period.
Click 'Apply to Selected'.
You will get a green success message and the Curriculum Period column for the relevant events will now be populated.
There are times when an event falls on a date that could be in more than one curriculum period. How you assign curriculum periods will impact the audience of the event.
For events on dates that could be in more than one curriculum period:
If no cperiod is defined for an event, and event is set to audience of all enrolees, all learners will see the event.
If a cperiod is defined for the event and the event is set to audience of all enrolees, only the learners enrolled in the course for the matching cperiod will see it.
Tick the checkbox beside an event name (note that there is a select all box at the top of the column).
Scroll down and click 'Delete Selected'.
Review the events you've selected and scroll down to click 'Confirm Removal'.
You will get a green success message and be redirected back to the draft event list.
If there have been significant changes to a draft schedule and you don't want to have to update your existing events but would rather start fresh you can always just delete a draft schedule.
Click the box beside the draft name and click 'Delete'.
After you've added the necessary events, you need to publish or approve your draft; this will cause the events you created to be imported to the system and make them accessible for adding content.
From the list of draft events, scroll down and click 'Publish Draft'.
If you are returning to drafts you previously worked on you can navigate to your drafts, tick off the box beside the schedule(s) you want to publish and click 'Publish Drafts'.
Confirm your choice.
Your schedule will now show as 'approved' on your drafts list and within about an hour, the scheduled events will be live in your system. If the events are not visible to learners and you can still see and reopen your draft schedule, it's possible that the background action required to publish the schedule (a cron job) is not turned on or is set to run very infrequently. If needed, speak to a developer to investigate further.
If you need to make immediately changes to a recently published draft schedule, you can reset it to open as long as the background action required (a cron job) has not happened yet.
Click the checkbox beside the schedule you want to open.
Click 'Reopen Drafts'.
Confirm your choice. Your schedule will now show as open again on your drafts list and you can click on it to edit events.
Calendar Preview After you've drafted some events, use this tool to preview the calendar view of drafted events.
Note that you are unable to add event content (e.g., resources) until the drafted events are published.
One feature of Elentra is the ability to schedule a series of recurring events. The advantage of these events is that you can optionally edit event characteristics for multiple events at once. What you edit (e.g. assigned curriculum tags, required preparation, etc.) and for which events is entirely customizable.
You can create recurring events in different configurations including a custom series or events that repeat daily, weekly, or monthly.
Please note that if you create an event series you can optionally link events as for the purposes of accurate reporting.
If you eventually copy an event schedule forward, recurring event status, as well as parent-child links if enabled, will be maintained.
You may see vocabulary including recurring events and event series in Elentra. They are used interchangeably.
For all event types, navigate to Admin>Manage Events and click 'Add New Event' to begin.
Select a Course, Event Type, and event duration.
Under Event Details add a title, provide a first event date, and unit (if applicable). Next, follow the instructions for each specific recurring event type.
Select Custom Series from the Event Series dropdown menu.
Enter the number of events you want to have in this series (remember one will exist as the original so type in a number one less than the total you want) and click 'Set Frequency'.
Adjust the title, date, time, location, associated faculty, associated learners, audience options, and start and release dates for each event as needed.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in this series are considered child events."
To completely rebuild your list of events, click 'Rebuild Event Series' on the top event card.
Click 'Save' at the bottom of the page.
Select Repeat Daily from the Event Series dropdown menu.
Set how often you want the event to recur and set an end date. The system includes and counts weekends so bear that in mind if you use this scheduling tool.
Click 'Set Frequency'.
Note that the first event you create will be imported into the system, so even though the list of events starts with Event 1 that will actually be the second event in the series.
Adjust the title, date, time, location, associated faculty, associated learners, audience options, and start and release dates for each event as needed.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in the series are considered child events."
To completely rebuild your list of events, click 'Rebuild Recurring Events List'.
Click 'Save'.
Select Repeat Weekly from the Event Series dropdown menu.
Set the day of the week on which you want the event to repeat and provide an end date for the event series.
Click 'Set Frequency'.
Note that the first event you create will be imported into the system, so even though the list of events starts with Event 1 that will actually be the second event in the series.
Adjust the title, date, time, location, associated faculty, associated learners, audience options, and start and release dates for each event as needed.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in the series are considered child events."
To completely rebuild your list of events, click 'Rebuild Recurring Events List'.
Click 'Save'.
Select Repeat Monthly from the Event Series dropdown menu.
Set when and how often you want the event to recur and set an end date.
Click 'Set Frequency'.
Note that the first event you create will be imported into the system, so even though the list of events starts with Event 1 that will actually be the second event in the series.
Adjust the title, date, time, location, associated faculty, associated learners, audience options, and start and release dates for each event as needed.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in the series are considered child events."
To completely rebuild your list of events, click 'Rebuild Recurring Events List'.
Click 'Save'.
When editing content in a recurring event, make sure to have the left sidebar open so you can see the Recurring Events menu (on Setup tab) or Event Series menu (on Content tab).
Depending on which Event tab you are viewing, the options in the left sidebar menu will differ, however, the behaviour is similar.
Check off the field(s) you intend to edit and which you would like to apply to related recurring events.
Click the blue '# Recurring Events Selected' link to open a list of events.
Indicate which specific events should have the change applied to them.
Please note that on February 8, 2021 we updated the way csv files for draft events should be structured. If your Elentra installation uses ME 1.20.1, 1.19.2, 1.18.3 and your developer updated your installation to stay up-to-date, please carefully review the instructions below.
New in ME 1.20!
Events that include context-specific mapped tags will now have those tagged relationships preserved when events are rolled forward to a new draft event schedule.
Elentra allows you to copy existing events, including their curriculum tags and resources, by creating a draft event schedule and populating it with events from a previous course and curriculum period. After you have copied the existing events, you can adjust some of the details like teacher, location, audience, etc. and import the events back into your draft. If your curriculum and course structure are relatively consistent, copying existing events can save significant amounts of time when you begin a new academic year.
Navigate to Admin > Manage Events.
Click 'Manage My Drafts'.
Click 'Create New Draft'.
Provide a logical draft name and an optional description.
Click on the greyed-out words Copy Forward Existing Learning Events.
Complete the required information noting the following:
Copying Learning Resources: Decide which resources should be included in the new draft events and leave the appropriate boxes checked.
Hide files and links: Checking this box will hide all files and links from learners; that means any file or link you want to make visible to leaners will have to be edited after the events are published.
This is a separate feature from time releasing event resources and does need to be checked for event resource time release options to be applied.
Copy event resources as draft: Checking this box will set all links and files as draft in the newly created events; that means once the schedule is published event administrators will need to additionally update each resource to published status to allow learners to view it.
Courses Included: Select the course where the scheduled events are and the course to which your new scheduled events will belong. In most cases, this will be same course. Note that you can add multiple destination courses if required (to delete an unwanted destination course click 'Remove' beside the course name).
Copy Start and Finish: These dates define the start and end dates of the existing events in your source course and should match when the course happened (usually people select the most recent version of the course).
New Start Date: Select the date on which you'd like the copied events to start. Elentra will respect the spacing and timing of all events to be copied.
Automatically assign curriculum period: Optionally get Elentra to assign a curriculum period to all events copied forward. Highly recommended.
Elentra will check the date of the event to try to assign the appropriate curriculum period.
If an event falls on a date that could be in more than one curriculum period you'll likely want to manually set the curriculum period later.
Exceptions to setting a curriculum period are if you have a date that can exist in multiple curriculum periods and you have multiple course enrolment audiences and you want all audiences to attend the event.
As of ME 1.18, you will no longer see the option to copy attached quizzes. If your organization still uses quizzes and you need the copy quiz option back, you will need to speak to a developer.
Click 'Create Draft'.
Review events as needed.
If you copy forward recurring events that have the parent-child id feature enabled, these linkages will be maintained in the copied events.
If there are no changes you wish to make to the schedule, you can publish the draft now. If you wish to change information about the events, see further instructions below.
You can update events manually through the user interface (click on an event and update the required information). You can also export the list of events, edit the CSV and reimport it.
Please note that on February 8, 2021 we updated the way csv files for draft events should be structured. If your Elentra installation uses ME 1.20.1, 1.19.2, 1.18.3 and your developer updated your installation to stay up-to-date, please carefully review the instructions below.
For a draft event schedule import, the following columns are required:
Course Code: This schedules the events in the correct course. You can find course codes on a course setup tab.
Event Types: This defines the event type and can hold multiple event types if needed (e.g., a two-hour session split between lecture and small group work).
If using more than one event type, and separate them with a semicolon and space (e.g., lecture; small group). Keep the order the same as the event type duration column.
Event Title: Enter the event title.
Date: Enter the date. Multiple formats are accepted.
Start Time: This is what time the event should start. Enter in 24 hr. format.
Event Type Durations: If you have multiple event types scheduled in one event, this column can be used to indicate how much time is allotted to each event type. Enter the time in minutes and separate times with semicolons and a space (e.g., 60; 60). Put the times in the same order as you list the event types.
You must include this field for long events, even if you don't have multiple event types included.
If there are not multiple event types scheduled during an event, this column should be identical to the Total Duration column.
You should also have:
Draft Event:
If you have exported a CSV of copied events, this column will already be populated for you.
Original Event:
If you have exported a CSV of copied draft events, this column will be populated with the unique id numbers of the existing events. This information should not be changed as the original event id will help Elentra know which resources, curriculum tags, etc. to associate with this event.
Note that there are some columns exported which you cannot re-import. These columns can be deleted before uploading data or left for your own reference.
Draft Event* (this is automatically generated by Elentra)
Original Event* (this is the event you intend to copy)
Parent Event
Parent ID (this field will not be relevant on any subsequent draft event import)
Recurring Event
Term
Course Code*
Course Name
Date*
Start Time*
Total Duration
Event Type Durations*
Event Types*
Event Title*
Event Description
Location (Elentra will look for a building ID in the draft event. If there is one, Building-Room will be in the CSV. If not, the Location (Other) a user typed in will be provided (if applicable).)
Audience (Cohorts)
Audience (Groups)
Audience (Students)
Audience (Faculty)
Teacher Numbers
Teacher Names
Objectives Release Date
*= required on import
Student Names
Faculty Names
Release Date
Release Until
Child Events
Required Preparation
Free Text Objectives
Curriculum Objectives
MCC Presentations
Hot Topics
Attached Files
Attached Links
Attached Quizzes
Attendance
Attendance Required
Auditor Numbers
Auditor Names
Teacher Assistant Numbers
Teacher Assistant Names
When you export the events you'll be prompted to select which fields to include in the export; consider the fields you may need to edit or review to help you decide what to include in the exported file.
After you've exported a file you can edit it in your preferred spreadsheet tool.
Additional Considerations
If you need to add new events to an event series, and use the parent child event feature, you should duplicate the lines that represent the child events you want to copy. Then, edit the draft event id to be a unique id for this spreadsheet. You do not need to change the original event id, the parent event id, or recurring event id. Update the event title, audience, location, etc. as required.
If you assign small group audiences to events, make sure to update the small group name to the name for the appropriate curriculum period.
If you assign events to specific buildings and rooms stored in Elentra's Locations tool, please make sure to update the Location column to Location (Rooms). (Elentra uses the same export column for locations manually typed in or those set via site-building-room.)
Tips for adjusting the schedule include using the find and replace function if there are consistent changes across the schedule (e.g. all audience group 2020-1 will become 2021-1, or one tutor is replacing another across multiple events). When you upload your revised CSV, the system will register the changes in the CSV and apply them to the draft schedule.
After preparing your spreadsheet, click 'Import CSV'. You will be prompted to match the column headings from your CSV with the available import fields. The system will try to match this for you as much as possible but you may need to manually move some. To do so, drag and drop the appropriate field name with the column heading from your file.
Click the checkbox beside draft you wish to publish and click 'Publish Draft'.
Click 'Confirm'.
Within about an hour the scheduled events will be live in your system.
Elentra uses the word event to describe any scheduled time in an organization's calendar. Events can be learning oriented and include lectures, labs, clinical experiences, independent reading time, etc. or can represent other activities including lunch, paperwork collection, clubs, committee meetings, etc. The types of events included in a calendar are up to an organization.
Scheduling events is accomplished through the Manage Events tab and is available to users with group and role permissions of medtech:admin, staff:admin, and staff:pcoor (staff:pcoor can only manage events for their associated courses). Faculty users assigned as course or program directors can view and edit events within their own course(s), however, they cannot schedule events through the user interface.
Some notable features of scheduling events with Elentra include:
the ability to import CSV files to create new schedules,
the ability to copy existing events into a new draft schedule (including mapped curriculum tags, event descriptions and instructions, event resources, etc.),
the ability to easily create recurring events,
the ability to create parent child links between repeated recurring events (e.g., 10 small groups all doing the same thing) to create accurate reports about event types and durations across a course, and
the ability to group events in a unit within a course.
For information about scheduling clinical learning experiences (i.e., rotations) please see . For information about scheduling granular clinical events within rotations (i.e., a half day at Clinic A with Dr. B) please see .
Once scheduled events exist they can contain detailed information including affiliated faculty, learners, curriculum tags, locations, resources, instructions, etc. Further information about managing the content of events and features like attendance tracking, history, and statistics is available .
Event types must match the list of in your organization.
Database Setting
Use
