Creating a WebEx Event in the OnPoint LMS

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1 Creating a WebEx Event in the OnPoint LMS Overview: New functionality is now available in the OnPoint LMS that ties WebEx webinar event creation, registration and tracking to the Event functionality in the LMS. You can now create a new webinar event inside the LMS, and the event will be auto-created in your WebEx platform. Users can be assigned in the LMS through the normal process, and the assignments will pass to WebEx. Participants can join the webinar either from within the LMS or via WebEx directly, and attendee results are passed back to the LMS for tracking and reporting. Background: OnPoint s LMS previously supported the ability to create and schedule webinar events and assign them to users and groups, set reminders, etc. Users could access the webinar from the OnPoint system by clicking on the url provided to them. The LMS then tracked attendance based on the user s access of that url address, making the assumption that the user joined the meeting if they joined the webinar from the LMS join link. If the user did not join the webinar from within the LMS but rather joined via an alternative route (e.g. from their Outlook calendar or via WebEx directly), the LMS did not automatically know that the user attended; it was up to the webinar s instructor to update the attendance list in the LMS. New Functionality: The new functionality adds two main features: (1) An OnPoint Administrator can now create a WebEx webinar event and associated session(s) inside the LMS, which will auto-create the session(s) inside WebEx. User assignments are passed to WebEx, and any additional assignments made prior to the start of the webinar can be either pushed to WebEx on demand or will be sent based on an automated hourly update. Note: All WebEx events set up in the LMS must have an instructor that has a valid address, and all registrants also require a valid address. Registrants without a valid address will not be registered for the event and if the instructor does not have a valid address, the event cannot be created in WebEx. (2) The LMS will now receive attendance detail from WebEx regardless of the attendee s access point. At the conclusion of a webinar, WebEx will send attendance detail to the LMS, including the user s address and the length of time they were in attendance. This detail is recorded in the LMS Course Manager and can be reported on. Users can join the WebEx through the join link under their Event assignments tab for that specific event, or directly through WebEx. The LMS is sending new registrants to WebEx once an hour and also polling WebEx for new attendance information. [WebEx sends attendance information several hours after the conclusion of the event.] Regardless of how the user accessed the WebEx webinar, the attendance OnPoint Digital, Inc. Spring 2011 Page 1

2 information will be sent back to the LMS and users with the matching address are marked as attended for that session fo the event. Details: The OnPoint WebEx integration allows for WebEx events to be created within OnPoint. To create a WebEx event, you must first set up the WebEx configuration in Course Manager. Fom the Administration Menu, select Configuration, then the Course Manager subtab. Line 20, change Use WebEx setting to Yes as illustrated in the image below. This is an example. OnPoint Digital, Inc. Spring 2011 Page 2

3 With this setting in place for your specific company, then you can begin making WebEx events. WebEx events are created as with any other Webinar event, except for one setting change at the event level and then the process of sending registrations to WebEx will begin. When creating a WebEx webinar, be sure to mark the event as WebEx = Yes as seen in the image below. OnPoint Digital, Inc. Spring 2011 Page 3

4 Once the Event has been created, then continue the process as you normally would for a Webinar Event. You must create a Class and then any associated Sessions. When a WebEx session is created, it is immediately sent to WebEx for creation, so be certain that you have marked a valid Instructor in the Event Session information screen (below). The saving of a WebEx session will take longer than a typical Webinar and you will see a confirmation message below the Save button. Be aware that WebEx event sessions cannot be edited in the LMS. If the date or time is incorrect, then a new session must be created and the old session deleted from the LMS and from WebEx. OnPoint Digital, Inc. Spring 2011 Page 4

5 With the session creation completed, you can now assign your users to the session, or wait for any automatic assignments to take place. Once you have assigned users to the WebEx session, from the Classes subtab, you will notice two new links to the right of each session. These are specific to WebEx sessions and allow you to push new registrants to the WebEx system using the WebEx link. New registrations are also polled each hour and sent on a scheduled basis. The Participation link above, allows you to view the user information and duration of the users who accessed the WebEx event as sent back to the LMS from WebEx. Users in this participation area are also automatically marked as attended for the session of the event. OnPoint Digital, Inc. Spring 2011 Page 5

6 WebEx: Starting the WebEx event can be done through the Event Attendence link on the portal. An Instructor can select the Event Attendence link to see the events they instruct. By clicking into the event they want to start, they can select the start WebEx session link at the bottom of the page. This will launch the instructor into the landing page of the WebEx session, logged in as the host associated with their Instructor account. Once logged in as the host, they will see all created events and registrants. From within WebEx, the instructor can start the WebEx session. OnPoint Digital, Inc. Spring 2011 Page 6

7 A user can view assigned WebEx sessions in their Registered Events calendar, and can click on the Event Session to view details about the session. Users can click the Join link within the defined access timeframe to be automatically logged into the WebEx session based on their address. From 1 to 2 hours post-event, WebEx will send the following information to the LMS: user first name, last name, address, join time, time departed, and the duration of time spent in the WebEx session. This information is logged in the LMS in the participation area for each event session. OnPoint Digital, Inc. Spring 2011 Page 7