Recurring Sessions & Teams

Overview

Recurring sessions are useful for:

• Weekly training programmes
• Monthly compliance updates
• Regular team meetings
• Ongoing coaching sessions

With Microsoft Teams integration, online meetings can be automatically created for each session.

Creating Recurring Sessions

Microsoft Teams Integration

For online sessions, Teams meetings can be automatically created.

Enabling Teams Integration

1. Set the session type to Online
2. Enable Create Teams Meeting option
3. The system creates a unique Teams meeting for each session

What Happens

• Teams meeting created automatically
• Meeting link added to session details
• Attendees receive join link in booking confirmation
• Trainers can access the meeting from their calendar

Managing Recurring Sessions

Viewing the Series

Recurring sessions appear as:

• Individual sessions in the calendar
• Linked by a series indicator
• Each with its own attendees and capacity

Editing a Single Session

To change one occurrence:

1. Find the specific session
2. Click Edit
3. Choose Edit this session only
4. Make changes and save

Editing the Entire Series

To change all future sessions:

1. Click Edit on any session in the series
2. Choose Edit all sessions
3. Changes apply to all future occurrences

Cancelling Sessions

• Cancel one - Cancels just that occurrence
• Cancel all future - Ends the series from that date
• Attendees are notified of cancellations

Attendee Experience

Booking

• Users see each session as a separate bookable item
• They choose which dates work for them
• Can book multiple sessions in the series

Notifications

• Booking confirmation for each session
• Reminders before each session
• Cancellation notices if sessions are cancelled

Joining Online Sessions

• Teams link in booking confirmation
• Join button in the LMS
• Calendar invite with join link

Best Practices

Plan Ahead

• Create recurring sessions well in advance
• Give users time to plan and book
• Consider holiday periods

Set Appropriate Capacity

• Consider trainer capacity
• Match to room size or platform limits
• Allow for no-shows

Consistent Timing

• Same time each week helps attendance
• Avoid clashing with other regular meetings
• Consider different time zones if needed

Clear Naming

• ✅ "Weekly Fire Safety Briefing - Q1 2025"
• ✅ "New Starter Induction - Tuesdays"
• ❌ "Training Session"

Troubleshooting