# ◾ How to Set up and Run Flexi Events ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/2bf52284-b71a-40f4-bf6b-ff988fae696e/FLEXI%20SCHED%20cover.jpg?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=5bd004ca3638e479459a55837d350dca455648ca8fb8092b2b8abca9e6c44f13&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =3484x1765") # Setting up an Event with Flexi Scheduling ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/d029ae0a-be83-47c6-9419-7aa6b020afac/Setup%20Flexi%20Event_GIF.gif?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=debee9ed33359b77432ca396423b2d04acbaa6d5a96c8fd869d8ff8184756da2&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =1902x801") ## ==1. Set Up Your Device as a Hallway Station== Before you begin the [Flexi Event](https://kb.learningspace.elevatehealth.net/doc/flexible-flexi-scheduling-Jhq8mapICa#h-why-use-flexi-events), you'll need to set up any computer, laptop, or device used for the event **as a Hallway station**. 1. Navigate to [System](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/system-manager-ar9EDnlVcL) 2. Select the [Stations](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/stations-settings-wf9eO8UwgJ) tab. 3. Click on *“Add this computer”* and add it as a *“Hallway station”*. 4. Go to the [Rooms](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/rooms-tab-ps5MTFHIAS) tab. 5. Select your desired room and click the cogwheel icon next to it. 6. Select your computer from the Hallway Station dropdown, and **assign your computer to the Room.** 7. **Save the settings** to finalize the setup. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/604cdfea-0d08-428d-9823-a83eabc4a6da/ADD%20AS%20HALLWAY%20STATION_card%20based%20login.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=f3808af3a900b20aa7de6492028731711361f2bffa641974ab0cee02f32729f0&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =570x221") This device is now ready for use in a Flexi Event. ## ==2. Set up a Calendar Event== Create an Event in the Calendar: * Add Title, * Add Activity, * Set Start and End date and time, * Add room(s) and Case(s). :::tip Use the *‘Apply same case to all rooms’* option. ::: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/ee35d4de-19fc-48e8-a3a2-53b3931995fd/apply%20same%20case%20to%20all%20rooms.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=60fea9208846be6d875904a546e3b5d438e30dd749a6b155a27f27795f2c3963&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =2077x537") :::warning The ‘***Repeat’*** option is not available for Flexi Events. ::: :::info ***NOTE:*** [Participants](/doc/participants-tab-s7Xyhg8PtB) of the Activity will be able to join the Flexi Event at the Hallway stations assigned to the selected Rooms. ::: :::tip For further help, proceed [here](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/managing-events-CYRpNCUYAH). ::: ## ==3. Add an Encounter Template to the Event== :::info Add an [**Encounter Template**](https://kb.learningspace.elevatehealth.net/doc/flexible-flexi-scheduling-Jhq8mapICa#h-encounter-templates) to the Event in the [Calendar](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/calendar-module-xtpJ2cbfqf) . This will **turn it into a ‘Flexi’ event.** ::: ![Editing an Encounter Template](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/57f90952-364b-4017-830a-a9147f1207d5/CREATE_EDIT_ENCOUNTER%20TEMPLATE_GIF.gif?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=56d5af6e838d8dc723eced4c1062baefa07916a77c02e0bb20f399fdc8ce9510&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =1902x801") :::tip See [**How to create or edit an Encounter Template**](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/how-to-create-or-edit-an-encounter-template-V3bE8GHEnT)**.** ::: # Running a Flexi Event ## Tutorial Video [Flexi Scheduling Tutorial Video 1920x1080](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/dcae3178-69a8-43dc-b2f1-3ce699a8716d/Flexi%20Scheduling%20Tutorial%20Video%20%281%29.mp4?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=1babf33e71516adf321895ffe3c86ab105bb9eaaf1a1a687fa7d08161bf2f068&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) ## Faculty and Learner in a Flexi Event - Step-by-step Refer to the table below for guidance on the perspective of Faculties and Learners participating in a Flexi Event. | Technician / Faculty | Learner | What happens? | |----------------------|---------|---------------| | 1. ==Go to the== [==Recording Module==](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/recording-module-TQ1YnPoHOI) ==or Classic Dashboard== | | | | 2. ==Select __Open __==[==Live Activity Control ==](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/live-activity-control-GI0f3EyKib) | | | | 3. ==Select ***Activity*** *from the* ***Activity dropdown***== | | | | | 1. ==Log in at a **Hallway station** assigned to the Event. (before the Encounter is started!)== | | | 4. ==Check the Learner's **state** on the LAC page.== | | The Learner's state has changed to ***Ready.*** | | 5. **==Start the Encounter==**==: Press the Start button at the bottom.== | | Encounter starts for ALL ROOMS where the Learner State is ***Ready.*** The encounter status changes to ***In Progress***. | | | | The Learner is automatically presented with the Pre- or Post-Encounter section | | | 2. ==Submit the **Learner Part** checklist. (Pre- or Post-Encounter)== | The status turns to orange during data entry and to green after submission. | | 6. ==See Learner Part Submission== Status | | | | 7. **==Stop the Encounter==** | | Recording will be available in the [Video Review](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/video-review-ue2ApIOQx4) | | ==Restart the Encounter== | ==Complete the Encounter== | | | | ==Submit the== [==Post-Encounter Part==](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/post-encounter-learner-part-Dsb7Mo6i7o) | | During the Encounter, SPs and FONs can perform data entry as well. The same [status display](https://kb.learningspace.elevatehealth.net/doc/flexible-flexi-scheduling-Jhq8mapICa#h-status-display) also refers to their submissions. | Status | Symbol | |--------|--------| | ***Checklists opened*** (*or* *Partial submit)* | (yellow clock) ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/6ccfc146-6360-403d-89c8-28db697d5a8b/yellow%20clock.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=1c23079f74f8abfd598531cdb4cadc515e5c964fd96372613c6ed99e116ccef8&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject "left-50 =38x38") | | ***Checklists submitted*** | (green checkmark) ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/03201f46-f6a5-4aae-b530-08cbed7c78ec/green%20checkmark_round.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=4f1e0585a67d79e0e4fe333d16b3e5c66b9de012bdcff5fe6d11c5c5e88f7136&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject "left-50 =28x31") | :::info An Encounter can be manually **started** and **stopped** under the ***Record Controls*** option at the bottom of the Live Activity Control page. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/4c3b47c0-24e7-4e8b-9e29-81a3d05b6d6a/Record%20controls_NEW_NO%20REC.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T120000Z&X-Amz-Expires=86400&X-Amz-Signature=6b354e703e7b787787c7f0b6ffa7502f93ea1072e633bbf1e1d844c1446aed6d&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =642x80") ::: :::tip For more information, refer to [Managing an Encounter on LAC](https://kb.learningspace.elevatehealth.net/doc/flexible-flexi-scheduling-Jhq8mapICa#h-managing-an-encounter-on-lac). ::: --- **Documents** - [User Guide](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/user-guide-WPv4VxhtWB) - [FAQ](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/faq-YoxOQOjvnY) - [Training Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/training-videos-D2ycsEwqPt) - [Module Introduction Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/module-introduction-videos-I6OQ6H7SUT) - [Release Notes](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/release-notes-BcFFMsc0RV) - [Distance Learning with LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/distance-learning-with-learningspace-eAfwW23Hxg) - [Preventing Copy-Paste in LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/preventing-copy-paste-in-learningspace-sPD0IIUuk0) - [Important Technical Notification Regarding Adobe Flash Player](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/important-technical-notification-regarding-adobe-flash-player-eQtMLwLmTJ) - [iPad support - Technical information](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/ipad-support-technical-information-dLmeFvKofC) - [TeamViewer Link](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/teamviewer-link-QyKZBMqUT9) - [YouTube videos about LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/youtube-videos-about-learningspace-TMb3zdc0LC) - [Customer Aftercare One-Pager](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/customer-aftercare-one-pager-GBWMe1BcfS) - [Case Studies](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/case-studies-VcAbFqXSz7)