The Event Plan provides a simple way to display a clear agenda of your live calls and events to your Members in a calendar.

You can define which Members have access to specific events. This allows your Members to see directly in LearningSuite which events are available to them and when a live call takes place.

If the feature is included in your license, you can find the Event Plan in the left sidebar under “Event Plan.”

Click “Create Event” on the desired day.

The setup consists of three steps:

Event details → Preview & links → Access

In the first step, you define the basic information and timing for your event.

You can configure the following settings:

An event with a defined end time must end on the same day it starts. For example, if you want to schedule a call that continues past midnight, simply do not define an end time.

For recurring events, you can also define an end date for the recurrence. Alternatively, you can let the series continue indefinitely.

Under “Event Notifications,” you can also enable push and email notifications independently of each other.

For both notification types, you can choose whether your Members should be notified 5, 10, 30, or 60 minutes before the event begins.

In the second step, you can configure the appearance of your event and the associated links.

On the left, you can see a preview of the event card from the Member perspective. Changes are immediately displayed in the preview.

Under “Event Thumbnail,” you can upload your own image or select a stock photo. JPG or PNG files with a resolution of at least 1280 × 720 px are recommended.

After adding an image, you can adjust the image crop using “Focal Point” and “Crop.”

You can also add different links for three different phases of your event:

Before the event: Here, you can link to a registration page or preparation materials, for example. You can also define when the link should become available.

During the event: Here, you add the actual link to your live call, such as a Zoom or Microsoft Teams link. You can define when the link becomes available and, optionally, until when it should be displayed.

After the event: Here, you can add a recording or feedback form, for example, and define until when the link should be available.

For the “Before the Event” and “After the Event” links, you can also customize the button design. You can define the icon, color, and button text.

In the final step, you define who can see your event.

You can grant access through Members, Groups, or Bundles.

Then click “Create” to create your event.

You can also change access at any time later through the event’s three-dot menu under “Edit Access.”

After creation, your event appears directly in the Event Plan.

Use “Preview” to switch to the Member perspective and check what the Event Plan looks like for your Members.

LearningSuite automatically takes each Member’s time zone into account. The times are converted accordingly, so your Members do not need to convert time zones themselves.

For recurring events, you can decide whether to edit the entire series or only a single occurrence.

Use the three-dot menu and select “Edit Event Series” to make changes to all occurrences in the series.

With “Edit This Event,” you only change the selected occurrence. All other occurrences in the series remain unchanged.

To change the date or time of a single occurrence, use “Move This Event.” These details cannot be changed directly through “Edit This Event.”

If you have edited a single occurrence independently of its event series, it is marked in your admin perspective with a small icon next to the title.

The indicator shows that the event belongs to an event series but was edited independently.

Your Members do not see this icon.

You can also edit events that have already taken place.

For a past event, you can change the title, description, sort order, and thumbnail, among other things. You can correct the date and time through “Move Event.”

You can also add or edit the “After the Event” link afterward. This allows you to provide your Members with a recording after a live call, for example.

The recurrence settings for the series and the “Before the Event” and “During the Event” links can no longer be changed for past events. A past event can also no longer be canceled.

Use “Move This Event” to define a new date, a new start time, and optionally a new end time for a single occurrence.

You can also add a reason for the change.

Use “Notify Participants” to decide whether your Members should be informed about the change.

If you add a reason, it is displayed directly to your Members on the event card.

Use “Cancel This Event” to cancel a single occurrence without deleting the entire event series.

As a reason, you can choose between “Holiday,” “Not Planned,” and “Other Reason.” You can also add your own description.

Here too, you can use “Notify Participants” to define whether your Members should be informed about the cancellation.

A canceled event remains visible in the calendar and displays the added reason to your Members.

Use “Set Active” to reverse the cancellation. With “Edit Cancellation,” you can change the reason or description afterward.

When you delete an occurrence from a recurring event series, you can choose whether to delete only that occurrence or the entire series.

With “Delete This Event,” you remove only the selected occurrence. All other occurrences in the series remain.

With “Delete Event Series,” you remove the entire series, including all associated occurrences.

This selection is not necessary for a one-time event.

Deleted events cannot be restored. If you only want to skip an occurrence, use “Cancel This Event” instead.

For each event, you can configure push and email notifications separately.

For both notification types, you can independently define whether the notification is sent 5, 10, 30, or 60 minutes before the event begins.

Use “Settings” in the Event Plan to configure additional settings for your calendar.

Under Week Navigation, you can define whether Members are allowed to navigate beyond the current week. You can also define how many weeks in the past and future can be displayed.

Under Weekend Display, you can decide whether weekends should be hidden, always displayed, or displayed only when an event takes place on them.

Under Design, you can customize the appearance of the Event Plan to match your platform. You can choose between your platform’s primary gradient, a black gradient, or a custom color.

In the settings, under “Subscribe to Event Plan,” you can allow Members to connect the Event Plan to their personal calendar.

When the feature is enabled, your Members can find the “Import Events Into Your Personal Calendar” option in the Event Plan’s three-dot menu.

There, they receive a link that they can subscribe to in Google Calendar, Apple Calendar, or Outlook, for example.

This automatically displays the events from LearningSuite in their personal calendar. Changes are regularly synchronized by the respective calendar app.

The Event Plan can also be used fully on a smartphone.

On mobile devices, a single day is displayed instead of the entire week. Use the arrows to switch between individual days.

As an admin, you can also create events directly on your smartphone.

If you have any questions, please do not hesitate to contact our Support Team through the Help Center in the bottom-left corner.