# ◾ Recommended Virtual Event Settings This page will walk you through the most significant changes to the LearningSpace Enterprise system to accommodate distance learning. * Here, you can go through the steps of creating a virtual event; * Also, you will find additional essential settings you can apply to optimize the virtual OSCE workflow. :::info Create users with combined **Activity Manager** **+** **SRP or + SRP (full control)** [**privileges**](/doc/privileges-wnjrx8qPWS). With this combination, the user can [**edit**](/doc/edit-activity-pop-up-uYFkqiiNhq) the Activity that was [**shared with them for reading and writing**](/doc/how-to-share-activities-with-activity-managers-and-srp-users-YvWgi4WqxA), and will also have access to [**Advanced Scheduling**](/doc/advanced-scheduling-6uw4GlWcNY). ::: # Important Changes ## 1. Renewed Pre-Selection Pages The **Case Pre-Selection** (for learners) and **Learner Pre-Selection** (for SPs) pages contain new options: :::warning **Duration of Pre-Selection Page Display** **Pre-selection** pages are available only to SPs and learners from the start to the finish of their assigned event. Otherwise, learners can only access data entry through the basic case selection page, where they have to select a case from a drop-down manually: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/10ea9aea-6e1e-49ae-913d-520f44dee793/learner%20basic%20case%20selector.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=b0183340f5dcc8729d23eca216645b0e671b8bbaac8cc57146b8db0a713886c9&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =1095x379") ***Basic case selection page without virtual event details*** This might result in accidentally filling out the wrong checklist. Also, SPs will not be able to access the renewed **Learner Pre-Selection** page before or after the event. ::: :::warning **Important Limitation:** Computers configured as LearningSpace [***In-Room/SP or Hallway stations*** ](/doc/how-to-configure-stations-MPs2FWkP2L)cannot display the Zoom learner preselection/prefill workflow. For Zoom-integrated events, either: * Use a device that is **not configured as a station**, or * **Temporarily remove the station** configuration, or * **Switch the Wi-Fi network** to switch the laptop off the static IP address it is assigned under stations. See [How to Configure Stations](/doc/61d8d05f-e3b8-495e-9cef-969a3c250760) ::: * **Start/Stop** meeting options for SPs to start hosting or end the virtual encounter from LearningSpace. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/60b2197a-96fc-4009-bbd9-fa6e02e764f2/24119319.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=9d2c6166cab1cc82de7e1f1c2c13980e4921156aba50201e4089dcc9fbce814a&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =599x325") :::warning **Important - End a Meeting Properly** SPs must end the meeting using the **End Meeting for All** option in Zoom and the **Stop** option in LearningSpace to allow learners to access their post-encounter checklist. Otherwise, video processing will not start, and learners will be presented with the following message when trying to access their post-encounter checklist: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/91002ec6-e72c-4723-ab88-81e258a01f96/learner%20post-encounter%20access%20denied.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=da26e1b51bb58dd9b9103523bcc8cd45d96be7a5e223a2da18ab844a165da807&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =479x166") ::: * **Join** option for learners to each virtual case listed by the timeslots they were assigned to.  ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/cb2f2881-f33c-4499-af21-8dc5d7865c79/24119320.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=c92065b9c87ff2438e91caa2b6c9e0c3be5755ee09bc9e934ac6d8b6d26c5f17&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =545x204") ## 2. Virtual Rooms Instead of Authorized Workstations ### a. Virtual Rooms Cannot be Used as Authorized Workstations Virtual rooms cannot be used as authorized workstations in a distance learning environment because every Activity participant logs in to LearningSpace on their personal devices. Consequently, there are specific [**Options**](/doc/options-tab-zQSKY4ChC4) in the activity editor that must be avoided: * Do not restrict data entry to specific computers based on their IP address or hostname endings. :::warning Make sure the "Data entry only allowed from..." setting is unchecked. ::: * Do not allow data entry from manually authorized workstations. :::warning Make sure the "Data entry only allowed from manually authorized workstations" setting is unchecked. ::: ### b. About the Devices Meetings Are Accessed From :warning: **An important restriction applies to the devices used by participants attending a virtual LearningSpace event: ==devices accessed from virtual meetings cannot be added to LearningSpace as a station.==** **The selected meeting provider ==will not open on devices that are added as stations in LearningSpace.== This means that SPs will not be able to start meetings, and learners and observers will not be able to join a meeting in progress.** :::warning Check the [**Stations**](/doc/how-to-configure-stations-MPs2FWkP2L) tab in your LearningSpace system for every added device. If devices are added that will be used by SPs or learners to connect to virtual events, remove them with the **Delete** button. ::: :::success Identify the devices by their names or IP addresses displayed in the [**Stations** tab](/doc/stations-settings-wf9eO8UwgJ). ::: ### c. No Automatic User-Forwarding Upon login, SPs and learners are not automatically forwarded to the * **Case Pre-Selection** page (for learners) and * **Learner Pre-Selection** page (for SPs). This limits the automated data entry presentation to these users. :::success **Solution** __During the event__, SPs and learners must go to their **Dashboards** and click **SP Data Entry** or **Data Entry** next to the activity they are participating in—as explained in the [**standardized patient**](/doc/virtual-encounter-guide-for-sps-ovy9bXL72m) and [**medical student**](/doc/58378a4f-4bea-4cad-8b82-573f2a7d9118) guides—to access their **Pre-Selection** pages. ::: ## 3. Video Processing Virtual event recordings are first saved to Zoom and then temporarily stored **in the cloud** of your Zoom owner account. Once recording files are saved to the cloud, LearningSpace begins processing the videos and downloads duplicates of the recordings via a **secure HTTPS channel** to the [**Video Review**](/doc/video-review-ue2ApIOQx4) module. :::warning **Important** Virtual encounter recordings are unavailable in [**Video Review**](/doc/video-review-ue2ApIOQx4) until video processing is finished. ::: :::info LearningSpace only downloads the video from the Zoom cloud once it becomes available for download on Zoom's side. During this time, LearningSpace generates a video entry for the Zoom meeting on the Video Review page (triggered immediately after the meeting starts). Until the video is fully downloaded from the Zoom cloud for review in LS, **the status of the video entry is “Downloading”. An info tooltip next to the status of such videos** contains **a rough estimate** of when the videos will be available for review: ![Info Tooltip about Downloading Cloud Recordings](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/5daf9ab6-d608-4bc0-8c3a-8d97285ef2ec/zoom%20video%20tooltip_list%20view.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=b49ebcc80c3a01378d28f0e548f170f6ad54fc73a080efcf45c2c42263caaf21&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =3290x1950") > “*Cloud recordings generally take about 2 times the duration recorded to process, but occasionally may take up to 24 hours due to higher processing loads. For example, an hour-long meeting with only 30 minutes recorded would typically take 30-60 minutes to process.“* ::: When the recordings arrive in the **Video Review** module, the original video recording files are moved to the **Trash** folder in your Zoom account: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/40a9b352-1aa5-4a7b-8ff3-11e76526352b/133562396.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=3731a86ecf7a70eb7c0e361a6d4d83b26dbdead7242e42100ede1a5af66140c9&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) :::info This is the default setup for the Zoom virtual room integration, which ensures you always have enough cloud storage for your virtual encounter recordings. ::: :::success **Disable Automatic Transfer of Zoom Cloud Recordings to the Trash Folder** Would you like your cloud recordings to remain in the Recording Management folder after they are imported into the **Video Review** module? We can disable the automatic transfer of Zoom cloud recordings to Trash upon your request. Contact LearningSpace Customer Service for more information. ::: Downloading virtual event recordings from Zoom's cloud to LearningSpace might take some time. Still, if you notice that the recordings have not arrived in the [**Video Review**](/doc/video-review-ue2ApIOQx4) module within 6 hours, you can manually retrieve the meeting recordings and upload them to LearningSpace. ## How to Recover Recordings from the Trash Folder in Zoom 1. Log in to your Zoom owner account. 2. Open **Account Management** under ADMIN on the left. 3. Select **Recording Management.** Here, you can access the cloud recordings of every user registered in your owner account. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/05806223-5943-4e29-982c-b1bcf5ef49db/133562397.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=84019b4356ff8a41c1772d67475d910032352981c33312a31099afb33e5dc002&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) :::success You can log in directly to the Zoom user account for a virtual room to retrieve the recording of the virtual event. If you log directly into an account, go to **Recordings:** ::: ![ ](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/6badc670-0cce-4541-8a53-a89066a2fa85/133562399.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=17a40376038b6bde38234ad14219e9ac6ed51fa99ade09e34992bff736640299&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) :::info You can choose either option. From this point on, the steps of recovering your recordings from the trash are the same with either approach. The screenshots included in this section show the recovery process inside an owner account. ::: 4. Go to the **Trash** folder: use the link on the right. 5. Select your recording from the list in the **Trash** folder. :::tip The start time of each recording shows the moment when the SP in charge launched the virtual meeting from their learner pre-selection page. The recording immediately begins once the SP starts hosting the meeting. ::: ![ ](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/9c03b28e-2dac-44a9-a240-b502f134b6f3/133562400.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=ae98f74241d4de4541e95dde870809cf146a3ed17d72b9316569e407a056a74e&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) 6. Click **Recover** to move your recording back to your main recording page. 7. Confirm that you would like to recover the selected recording: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/39e5415c-1e90-457a-8b41-dcfa602db1e7/133562401.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=56e24b94a78331dfc935f243e8218bd7ca9b8e9548998249eb1ca393017a0df2&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =493x170") :::info Otherwise, the recording remains in the **Trash** folder, and you will not be able to download it or its attachments—such as chat history or the separate audio file—from Zoom. ::: 8. Click on the **My Recordings** link at the top of your page to return from the **Trash** folder. 9. Find your recovered video recording. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/64410c47-35eb-43ab-9c9b-25213bcc5db8/download%20recording.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=8437c53f066539b41bba1990159999b476c34c004c8a56429a2985e11c02f5e4&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =x577") 10. Click the **Topic** of the meeting recording to display all files for the recording.  11\. Hover over a file to download it or to access further options. :::info Here, you can also find and download other types of files related to the meeting: audio-only recordings, screen-share files, or chat history (if available). ::: 12\. After downloading the video, you can [**upload it to the** **Video Review**](/doc/importing-videos-recorded-outside-of-learningspace-ye7a6Eq289) module. :::info Virtual encounter recordings display the host and participant—SP and learner—side by side. ::: :::success **Annotations** LearningSpace adds annotations to the recordings to indicate when the learner has joined the virtual encounter. ::: # Recommended Activity Settings ## 1. Pre-Selection Page Display ### a. Virtual Event Access through Your Activities When selecting cases for virtual events, make sure that the cases you add to an activity contain each of the following checklists: * SP checklist * Pre-Encounter checklist and * Post-Encounter checklist Otherwise, SPs and learners might be unable to access their pre-fill pages on the **Your Activities** pane, or their pre-fill pages might not list every meeting they should attend. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/006b78b2-1c33-455d-8382-2770422b9990/sp%20dashboard%20clean.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=83662a304ae9a7a6f2453c8c7f1afbcf4e09f7d6bf2d91ca7b1257ccc982a786&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =1135x392") ### b. Time Limitations of Pre-Selection Page Access **Pre-selection** pages are available only during an event. Otherwise, SPs and learners can only access data entry from their basic data entry selection pages, where they must manually select a learner or a case from a drop-down. :::warning **Warning** If no [**scheduling time threshold**]() is set, some learners will have less time than others to fill in their checklists on their **Case Pre-Selection** pages: namely, learners scheduled for the first or last time slots of an event. Also, without a [**scheduling time threshold**](/doc/scheduling-time-threshold-gu4GxKlwOV)**,** SPs will not access their **Learner Selection Page** to complete data entry after their last virtual encounter. ::: :::success **Solution** Set a scheduling time threshold to allow SPs and learners to access their Pre-Selection pages before and after an event for additional time. This setting will allow the learners assigned to the first and last timeslot(s) to access their pre- and post-encounter checklists from the **Case Pre-Selection** page to avoid data entry mistakes. SPs can also conveniently finish their data entry from their **Learner Pre-Selection** page. :warning: The scheduling time threshold applies to every event created in your LearningSpace system. ::: :::info ***Example*** 1. You have a virtual event scheduled from 10 a.m. that ends at 2 p.m.: In the current state of the event, virtual meeting **Pre-Selection** pages are only available from 10 a.m. to 2 p.m. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/83ed7c67-8ada-4b33-a827-9fa74aee4220/24119322.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=680cf2497fae1fc10c3097422c50118ef104ebad67c3fc525d9bc81908c99f03&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =700x282") 2. Go to [**System**](/doc/system-manager-ar9EDnlVcL). 3. On the [**General**](/doc/general-system-information-6jNQRhhNd8) tab, scroll down to the *Scheduling time threshold.* 4. Set your scheduling time threshold to 15 minutes. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/3cf0c0c8-deb4-4981-bd44-7910d125e892/24119323.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=72260d7f7c911eda531164fb8b7a896e03233baa5d67713b7b79f23adb5cd020&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =448x150") 5. Now, **Pre-Selection** pages are available from **9:45 a.m. until 2:15 p.m**. When SPs and learners click on **SP/Data Entry** on their **Dashboards** between these dates, they will be directed to their previously mentioned Pre-Selection pages at **1. Renewed Pre-Selection Pages**. Note that your event's start and end dates **remain the same (10 a.m. - 2 p.m.)**. ::: ## 2. Limit the Availability of Learner Data Entry Even if you ensure that learners have plenty of time to access their **Case Pre-Selection** pages during the event, they can still enter data throughout the activity. If they access Data Entry outside the event and the scheduling time threshold, they will land on the basic case selection page without the event context they are assigned to. :::success Solution Align the activity's entire duration with the event's duration extended by the scheduling threshold: This way, data entry will only be available through the **Pre-Selection** pages. 1. Schedule your virtual event (e.g., **10 a.m. - 2 p.m**) ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/83ed7c67-8ada-4b33-a827-9fa74aee4220/24119322.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=680cf2497fae1fc10c3097422c50118ef104ebad67c3fc525d9bc81908c99f03&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =660x266") 2. Set a scheduling time threshold on the [**General**](/doc/general-system-information-6jNQRhhNd8) tab in the [**System**](/doc/system-manager-ar9EDnlVcL): ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/3cf0c0c8-deb4-4981-bd44-7910d125e892/24119323.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=72260d7f7c911eda531164fb8b7a896e03233baa5d67713b7b79f23adb5cd020&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =448x150") **Pre-Selection** pages will be available from **9:45 a.m. until 2:15 p.m**. 3. Go to the **Dashboard**, select and open the activity you are editing. 4. On the [**Basics**](/doc/basics-tab-fkkwtT2A87) tab, [**adjust the time of the entire activity**](/doc/how-to-set-up-start-and-end-dates-vVdrsoRGKf) to the event's duration extended by the scheduling time threshold: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/769929cb-d571-4850-be29-ae85a6130007/24119328.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=8c3cf86f413538dce086d54eb1106892ae9af7e9abf21520f2ea67d69bab96f9&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) ::: ## 3. Disable Post-Encounter Checklist Access Before the Virtual Encounter After setting up the time restrictions for the **Pre-Selection** pages, prevent learners from opening their post-encounter checklist before their virtual encounter. :::success **Solution** Select "**Allow Post-Encounter access only after student encounter**" in the [**activity's Options**]() tab. ::: When the option is selected, learners can only access their post-encounter checklist if one of the following conditions is met: * The learner’s virtual encounter with the SP has ended with the red **Stop** button by the SP on the **Learner Selection** page :::success The video recording does not have to be fully processed for learners to access their post-encounter checklist. ::: **OR** * The SP checklist of the Case assigned to the virtual event has been submitted by an SP **OR** * The FON checklist of the Case assigned to the virtual event has been submitted by a FON Data Entry user :::info Without selecting this option, learners can access their post-encounter checklist at any time on their **Pre-Selection page, e.g.,** without attending their scheduled virtual encounter. ::: # Virtual Event Setup 1. Create a [**new event with Advanced Scheduling**](/doc/how-to-add-new-events-in-activity-scheduler-Nnd8NOn2DC). :::warning **Important** Virtual encounters can only be set up in **Advanced Scheduling**. ::: 2. ***Optional:*** Change the group size. :::success From now on, you can set a group size greater than 1 for your scheduled virtual events, allowing **multiple learners to participate in the same virtual meeting.** ::: :::info **Number of Spots** Increasing the group size allows more learners to be assigned to the same timeslot. This also means the number of spots allocated to an event will be multiplied by the selected group size. The number of maximum spots for an event is displayed in the *Learner* column. ::: Access your activity in [**Advanced Scheduling**](/doc/advanced-scheduling-6uw4GlWcNY), and in the footer of the **Event Setup** pane, click the *Group size* drop-down to change the maximum number of learners per timeslot for your events: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/bff5dfa8-4d47-4c97-8e00-76cbec27fa9d/24124106.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=9af6364c19b8eeb2106da29f7a76f996658043108ffe3e50d26571e9d5e16115&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =607x275") **How Group Size Setup Works** :::warning Changing the group size affects **every** event of the Activity. ::: :::success If the group size increases relative to the previous setup, the learner assignments for other events with finalized appointments need not be reorganized; those assignments remain intact. ::: :::warning If you **decrease** the current group size, make sure to revise the learner assignments for other upcoming events. When the group size decreases, some learners who were scheduled while the larger group size was in effect may lose their guaranteed spot. ::: Learners without a valid spot appear in violet fields at timeslots inside *Generate Assignments:* ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/a96e5f63-9749-4aba-a4da-94d79bf1763b/24124110.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=441d8979ac1d768d4cb35aa2e9b00be5f2b745bb15de41b5bc821f39573e996b&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =672x243") 3. [**Set up timeslots**](/doc/how-to-set-timeslots-2Dz30DMuyB) and ensure [**valid round setups**](/doc/timeslot-creation-kNvVKgpkNE)**.** :::warning **Number of Timeslots** To allow your learners to join the virtual meeting of each case required of them, the number of timeslots within a round should be equal to (or a multiple of) the number of virtual cases. This will ensure the correct rotation of learners: within one round, each learner can participate in all virtual encounters they need to complete. ::: 4. Add one virtual room to each case at **Stations**. :::success You can conduct the same case in several different virtual rooms, just as [**running the same case on more than one station**](/doc/how-to-set-stations-0muKYWlDYJ). :warning: Likewise, you cannot assign the same virtual room to multiple cases in physical rooms. :warning: Do not add physical rooms to your virtual event, or add virtual and physical rooms simultaneously. **Only virtual rooms** work in this setting. ::: :::warning **Important** Virtual rooms do not function as authorized workstations, so [**automatic user forwarding to pre-selection pages**]() is not available. Learners can still access their checklists, but they must manually select their case from a drop-down menu, which may lead to data entry errors. Refer to the **Recommended Activity Settings** mentioned above to direct your learners to the **Case Pre-Selection** page. ::: 5. [**Assign learners**](/doc/how-to-assign-learners-to-scheduled-events-1prezwooBD) **and** 6. [**assign at least one SP**](/doc/how-to-assign-sps-to-scheduled-events-8fk6D6d0ND)**.** :::info You can assign more than one SP to the same virtual room. ::: Use the plus sign at [**SP assignments in Scheduling**](/doc/how-to-assign-sps-to-scheduled-events-8fk6D6d0ND) to add SPs: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/f8feacd0-d48b-41f0-b262-a853ff861aaa/24123029.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=9aac2338ec7c4c1e910139f4b7626f3ddbecaff03793768db86334cbd2a15cb9&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =538x318") **Multiple SP Assignment** Every assigned SP will have the same **Learner Pre-Selection** page displayed, and everyone can potentially control meetings: * start a virtual meeting i__f no one else has started one yet__,   * join a running session, * stop a session if no one else has done so.  :::tip However, virtual rooms allow only one meeting at a time. Only one SP can start a meeting; others cannot start meetings simultaneously. ::: Once one of the SPs starts a virtual meeting with a learner, all other learner appointments will be disabled: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/be0d1e93-4808-4f37-9684-a7bbd5b5911a/sp%20rejoin%201.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=d5a89bed246217466ce00c973f0b42d0542bfb3a05d197932142effa630dafef&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =1098x588") :::warning **Warning** Ensure that the SP portraying the scenario controls the virtual encounter. Do not apply a timeslot structure template to your event. SPs are responsible for initiating and ending virtual encounters. ::: ## Notify Learners about Their Exact Timeslot Schedule After assigning learners to timeslots, send the exact virtual encounter dates to your learners via [**notification emails**](/doc/how-to-assign-learners-to-scheduled-events-1prezwooBD). :::success Timeslot Dates From now on, in your event notification emails, you can inform learners of the **exact time slots** they are assigned to. A new [**merge tag**](/doc/field-merge-tags-KtEewhmyO1) is available in the [**Emails**](/doc/emails-tab-woqXxbUw5h) tab in [**System**](/doc/system-manager-ar9EDnlVcL)**: Learner timeslot** that displays the timeslot date(s) the recipient is assigned to. ::: 1. Scroll down to *Notification emails* on the [**Activity Scheduler**](/doc/how-to-access-the-activity-scheduler-l5XKZ3pYK5) page: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/dfc9d90d-dca1-43bc-8e00-e7b8b756511b/24120089.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=ee460f644498652ce16774b3b67b6ea638652c86252660f98c2e261d4fe54ccc&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =538x207") You will be redirected to the *Scheduling (Learner assignments)* page, where you can edit the notification email you will send to the learners. 2. Select a “From address” from the *Email From* drop-down. :::info To set up further “From addresses”, go to the [**Emails**](/doc/email-settings-uhmQ5aeTGr) tab in [**System Manager**](/doc/system-manager-ar9EDnlVcL). ::: 3. Enter the subject of your email in the *Subject* field. 4. Edit the message body of your email in the *Message* field. 5. While editing your message, apply the new **Learner timeslot** merge tag.   To apply the new merge tag, you first need to create the *Learner notification email* template in [**Emails**](/doc/emails-tab-woqXxbUw5h)**:** 6. Click on the **System Settings** button at the bottom of the page to access the [**Emails**](/doc/emails-tab-woqXxbUw5h) tab in [**System**](/doc/system-manager-ar9EDnlVcL).  ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/5b000b12-84eb-49cb-a22e-fd62dbf9ca9f/learner%20notification%202%20enter%20system%20settings.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=555dad7bed0449621c2d3d805ad668dd0cbe7b1842a9dea118b9006c390dc772&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =582x473") 7. Select "*Learner notification email"* from the *Email templates* drop-down: ![ ](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/147c2a22-774f-4f8b-adcb-5af5ee9d9749/24119325.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=8bb852f2b1ec42224ce1a011fd914edda78bb438a841b11c40edf2ad9bf9b9e6&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) 8. While editing the template, click the **Learner timeslot** tag to add it to your message. Return from the [**Emails**](/doc/emails-tab-woqXxbUw5h) tab to your event notification email setup using the back arrow. The timeslot (#{TIMESLOT}#) tag will be added to your message: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/36f37b55-9d5f-4945-8989-09f830546626/learner%20notification%203%20timeslot%20tag%20added.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=62c067553485a7e985edeaaeadaa2b6906a9c6c2542f172a0f2ae97c26bd0fd8&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =582x483") 9. Click on **Preview** to see how each recipient will display your email. The *Email Preview* page displays your message by each user.  The timeslot merge tab will list every timeslot a learner has been assigned to: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/98268238-971e-463d-9436-1f7c58fba4ef/learner%20notification%204%20preview.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=7e765a60806464e7c6d0f2a04f72d715b954e36ce5e17180f240c534c085e171&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =699x273") Return to editing with the back arrow. 10. Select a recipient group from the *Recipients* drop-down. 11. Click **Send.** After you send the date request emails, the system logs the sending date and time. :::info Related pages * [Monitoring Page](/doc/monitoring-page-CJIQgv0UOD) * [One-Time Zoom Account Setup, Integration and Virtual Room Configuration](/doc/one-time-zoom-account-setup-integration-and-virtual-room-configuration-Lejgv0J80B) * [Upgrade Your Zoom Account](/doc/upgrade-your-zoom-account-XIdC2KQOuF) * [Virtual Room Configuration](/doc/virtual-room-configuration-afETnYtbkP) * [Virtual Room Support FAQ](/doc/virtual-room-support-faq-DFrpXbWgeg) ::: :::tip Learn more on our [Distance Learning with LearningSpace](/doc/distance-learning-with-learningspace-eAfwW23Hxg) pages. ::: --- **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)