ILT & Virtual Classrooms Plugin — User Guide

The ILT & Virtual Classrooms plugin lets you create and manage training sessions: Instructor-Led Training (ILT) — held at a physical location — and Virtual Classroom — held online with a meeting link. Users can view sessions (if they have access), enrol themselves, unenrol, and join the virtual room when enrolled. Managers can add, edit, and delete sessions, take attendance, run enrolment reports, and control who can see the dashboard. This guide explains how to use it as an end user.

Who can use it?

Dashboard visibility: By default, only site administrators can open the ILT dashboard. Your administrator can add other users via Manage Access so they can see the list of sessions. Enrolling and unenrolling is still possible for any logged-in user when they have the session link (e.g. from a QR code or email), even if they are not on the access list.

How do I open the Dashboard?

Use your site’s main navigation. Look for ILT & Virtual Classrooms (or “ILT & Virtual Classrooms Dashboard”). Click it to open the main dashboard. The address is usually:

Your site URL + /local/ilt_virtual/dashboard.php

If you do not see the link or get a “no permission” message, you are not allowed to view the dashboard. Ask your administrator to add you via Manage Access or use a direct session link to enrol.

Dashboard — Viewing sessions

On the main dashboard you see a list of sessions. Each session shows:

• Session name (click to open session details)
• Type — Virtual Classroom or Instructor-Led Training
• Start and end time
• Location (for ILT) or Virtual Meeting URL (for virtual)
• Capacity and how many are enrolled / places available
• Status — e.g. Upcoming, Past, Ongoing
• Actions — View, Enrol/Unenrol, and for managers: Edit, Delete, Take Attendance, Manual Enrol

You can use Search and Filter (e.g. All Types, Upcoming, Past, Ongoing) to find sessions. There may also be separate pages for Virtual Classroom Sessions and Instructor-Led Training Sessions that show only those types.

Viewing a session and enrolling

1. From the dashboard, click the session name to open the session details page.
2. You see the full description, type, start/end time, location (and map if configured), virtual meeting URL (for virtual sessions), capacity, and whether you are enrolled.
3. If you are not enrolled and the session is not full, click Enrol. Confirm if asked. You will be enrolled and may see a success message.
4. If you are enrolled, you can click Unenrol to leave the session. For Virtual Classroom sessions, a Join Virtual Room button appears — click it to open the meeting link in a new tab.
5. Use the Back link to return to the dashboard.

If the session is full, you cannot enrol until a place is free. If you are already enrolled, you will see a message and cannot enrol again.

Managers: Adding and editing sessions

If you have the manage permission:

• On the dashboard, click Add New Session (or the equivalent link). You may be taken to the edit page with no session ID.
• Fill in: Session name, Description, Session type (Virtual Classroom or Instructor-Led Training), Start time and End time, Capacity. For Virtual sessions enter the Virtual Meeting URL. For ILT sessions enter the Location. You may have options to create or link a room and to set a custom virtual link.
• Save. The session appears on the dashboard. To change it later, open the session and use Edit Session, or use the edit action from the dashboard.
• To remove a session, use Delete and confirm. This will delete the session and its enrolments.

Managers: Taking attendance and manual enrolment

From the dashboard or session view, managers can:

• Take Attendance — Record who attended the session (the exact steps depend on your site).
• Manual Enrol — Enrol another user into a session (e.g. by searching for the user by name or email). Useful when someone cannot self-enrol or when enrolling on their behalf. Manual enrolments may have a time limit (e.g. 24 hours) depending on configuration.

Managers: Manage Access

To control who can see the ILT & Virtual Classrooms dashboard:

1. Open the dashboard (you need manage permission).
2. Go to Manage Access (or open Your site URL + /local/ilt_virtual/manageaccess.php).
3. You see the list of allowed users (besides site admins). To remove access, use the remove (e.g. ×) link next to the user.
4. To add a user, use the “Add a user” form: search or select the user, then submit. That user will then be able to open the dashboard and see the session list.

Site administrators always have access and do not need to be in this list.

Enrolment report

Managers can open the ILT & Virtual Classrooms Enrolment Report (often linked from the dashboard or at /local/ilt_virtual/report.php). You can filter by session and date range, and export the list as CSV. The report shows session name, user, email, status, enrolment time, and how they were enrolled (e.g. self or manual).

User journey (overview)