Flexible Scheduling ('Flexi')

Why Use ‘Flexi’ Events?

The new Flexible Scheduling (‘Flexi’) solution within LearningSpace aims to streamline and enhance the administration and execution of OSCEs by leveraging and enhancing LearningSpace's existing modules. Flexi Scheduling enhances efficiency and alleviates the administrative burden on the Faculty.

If using Flexi Events, you don’t have to:

• schedule Learners,

• assign SPs to Learners,

• set Timeslots, Rounds, or Circles,

• assign Stations to specific users,

• and more.

  See the differences between Flexi and Advanced Scheduled Events here.

  See more on Advanced Scheduling here.

  The Flexible Scheduling feature is enabled by default.

  Using Flexi Scheduling, you can create ‘Flexi events’ in the Calendar module by adding an Encounter Template to the event.
  

  You can proceed with setting up the event as usual.

  

  NOTE: On the Edit event popup the following items are disabled in case of Flexi events:

  • Setup Sheet (Items, Document Upload)

  • Miscellaneous

  • Advanced Scheduling link

  

Key Requirements

To ensure optimal performance and a seamless experience, follow these guidelines when setting up your events:

1. Room Setup

   • Each Room used in the event must have at least one:

     • Hallway Station assigned to the room,

     • Camera assigned to ensure recording and monitoring functionalities.

   
   

   Users not assigned to the Activity but logging in on such Hallway stations (assigned to the Flexi event) will land on the Dashboard during the ongoing event.

2. An Encounter Template must be added to the Event in the Calendar (in the Edit Event popup).

   This action will turn the event into a ‘Flexi’ event.

Privileges

Encounter Templates

The new ‘Encounter Template selector’ option has been introduced in the Calendar’s Edit Event pop-up. You can

• add

• create

• modify an Encounter Template for an Event here.

The Encounter Template dropdown becomes active only after an Activity has been selected.

Adding Cases to Rooms

While editing an Event, Cases must be assigned to the rooms; otherwise, the system warns you: ‘No case added to the room’

The ‘Apply same case to all rooms’ option can be enabled:

Live Activity Control page

Managing an Encounter on LAC

Running a Flexi event can be managed via the Live Activity Control page. They are displayed with the associated Activity’s title and marked as “FLEXI” in the Activity dropdown.

1. If the Encounter has not yet started, the rooms are displayed as ‘Idle’ (Encounter column):

2. After Learners have logged in, the ‘Ready to start’ status is presented in the Encounter column:

Learners not signed in are represented with a ‘-’ sign.
If no learners are signed in to one or more stations, the system will warn you:

On the Hallway stations, a waiting screen is displayed for the Learners until the Encounter is started manually by the technician (or until the room is reset, by stopping the Encounter).

3. The Encounter can be manually started (and stopped) under the Record Controls option at the bottom of the page:
   

• You can start an Encounter manually if an Encounter Template is set for the selected Event.

• While the Encounter is running, the “Encounter is in progress” message is displayed.

• You can stop an Encounter manually if an Encounter is in progress on LAC.

  IMPORTANT: Stopping an Encounter will stop all recordings for the Event.

  Users are warned before the Encounter is stopped.

  

4. After the Encounter has started, the ‘In Progress’ status is presented to all signed-in Learners in that room.
   

Users with the right privileges (Admin, Video Control, Video Control (full control), Intercom, Live Video) can see the status of the Learner login on the LAC page when an Event with an Encounter Template is selected.

The Encounter Template dropdown lists all actions of the Encounter:

5. The Encounter can be stopped with the Stop Encounter button.

Once the Encounter was stopped (manually):

• the rooms reset,

• following Encounter template action are deleted,

• the recordings for the given room are stopped

• logged-in Learners remain logged in.

Status Display

The following Status markers help follow the status of the participants during the Event:

Status	Symbol
Checklists opened (or Partial submit)	(yellow clock)
Checklists submitted	(green checkmark)

SP checklists opened and submitted by the SPs (Data Entry column / SP):

Faculty checklists opened and submitted by Faculty members (Data Entry column / FON):

Necessary privileges