6. Events and mentoring

This chapter covers events (webinars, workshops, office hours, live sessions and in-person meetings) and 1:1 mentoring from the side of the person running them: creating, editing, registrations, attendance, recordings, completing and cancelling events, and in mentoring, publishing slots and handling bookings. How a learner registers for an event and books a mentoring session is described in chapter 9.

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6.1. The event list

What it is for: the Events screen shows all of the academy's events, split into upcoming and past. From here you create a new event and open event details.

Who can see it: every academy member, on every plan. Events have no separate switch under Features. The New event button is visible to admins, managers and trainers. Moderators and learners see only the list. An event linked to a product is visible to staff (admins, managers, trainers) and to people with access to that product (details in section 6.2).

Where to find it: side menu → Events.

What the list shows

The list has two parts with a counter: Upcoming and Past. Each event is a row with:

• the date (day and month) on the left,
• the title and type (for example Webinar),
• a status label if the event is not a plain scheduled one (for example Completed, Cancelled, Live),
• a Registered label if you have a seat at the event,
• the start time (Polish time),
• Online or the address,
• the number of registered people, shown as "12/50" when there is a seat limit,
• the host ("Host: …"),
• a Replay label when a recording has been added.

Click a row to open the event details.

What happens automatically

• An event moves from Upcoming to Past when it starts.
• An event that has passed and was not completed by hand is shown as Completed.
• The Past part shows at most 10 events.
• A cancelled event with a future date does not appear on the list. You can still open it from a direct link. It appears under Past after its date, with the Cancelled label.
• The number of registered people includes registered and attended people. It does not count people on the waitlist or people who unregistered.

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6.2. Creating an event

What it is for: you plan a new event: title, type, date and time, place or link, seat limit and an optional link to a product.

Who can see it: admins, managers and trainers. Available on every plan.

Where to find it: side menu → Events → New event.

How to create an event

1. Open side menu → Events.
2. Click New event.
3. Under Basics, enter the Title, optionally the Description, and choose the Type.
4. Under When, set the Start and optionally the End. Below the field you see "Polish time (Europe/Warsaw)": you enter times in Polish time.
5. Under Where, leave the Online switch on for an online event and paste the Meeting link. For an in-person meeting, turn the switch off ("Turn off for an in-person event") and enter the Address.
6. Under Access, optionally enter the Seat limit and choose a product in Link to a product.
7. Click Create event.
8. The page of the new event opens.

If you close the browser tab with unsaved changes, the browser asks whether you really want to leave.

Form fields: new event

Event types

The type is a label shown on the list and in the details. It does not change how the event works: whether it is online is decided by the Online switch.

What happens automatically

• A new event has the Scheduled status and is immediately visible on the list to members who have access to it. There is no draft stage.
• The host becomes the person who saves the form.
• Without a seat limit, registration is open to everyone. With a limit, once the seats are taken further people go to the waitlist (section 6.4).
• Linking to a product limits visibility only when the product's visibility is Private. Then the event is visible to people with access to the product and to staff, and anyone else who opens the link sees the Premium event screen. If the product is Public or Members only, every academy member sees the event. You set a product's visibility in the product (chapter 2).

Something not working?

• The message "The title must be at least 2 characters" → make the title longer.
• The message "Start date is required" → fill in Start.
• The message "Start date must be in the future" → choose a future date and time.
• The message "End date must be after the start date" → correct End or leave it empty.
• The message "Enter the full address, e.g. https://meet.google.com/abc-defg-hij" → the link must start with https:// or http://.
• The message "Enter the number of places, 1 or more" → enter a whole number or leave the field empty.
• I cannot see the "New event" button → your role cannot create events (moderator, learner).

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6.3. Event details and editing

What it is for: the event page shows all information about it. Staff have a Manage event panel below it with editing, registrations, attendance and the recording.

Who can see it: anyone with access to the event sees the page. The Manage event panel is visible to admins, managers and trainers.

Where to find it: side menu → Events → click the event.

What the event page shows

• the title, status label and type label,
• the date and times (from-to) in Polish time,
• Online with the Join the meeting button, or the address. The Join the meeting button is shown only to a person registered for the event and only until it ends. When no end time is set, the link disappears 3 hours after the start,
• the number of registered people and the seat limit (for example "Limit: 50 seats"),
• the host (Host),
• the registration block for participants (described in chapter 9),
• the Recording part, when a recording link has been added (section 6.6),
• the Manage event panel (staff only).

If you are staff and want to join the meeting yourself with Join the meeting, register for the event like a participant (Register). You can also find the link in the event's edit form.

How to edit an event

1. Open the event.
2. In the Manage event panel, click Edit.
3. The Edit event panel opens on the right with the same form as for creating (section 6.2).
4. Change the fields and click Save changes.
5. The panel closes and the page shows the new details.

An event cannot be deleted. If it will not take place, cancel it (section 6.7).

What happens automatically

• After saving, the host becomes the person who saved the changes.
• Registered participants are not notified about the change. If you change the date or the link, write to them (for example through messages, chapter 7).

Something not working?

• When saving I see "Start date must be in the future" → an event that has already started cannot be edited. You can add a recording without editing, in the Manage event panel (section 6.6).
• I cleared a field (for example the seat limit, description, address or product) and the old value came back after saving → when editing, an empty field does not remove the saved value. Enter a new value instead of an empty one. A product link cannot be changed back to Available to all members when editing.

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6.4. Registrations and the waitlist

What it is for: participants register for an event themselves. Staff can see who is registered and add a person by hand.

Who can see it: the list of registered people and manual adding are visible to admins, managers and trainers in the Manage event panel.

Where to find it: side menu → Events → an event → the Manage event panel.

How participant registration works

1. The participant opens the event and sees the number of free seats (for example "12 seats left") or Open registration when there is no limit.
2. They click Register.
3. If there is a seat, they see You are registered, the Add to calendar button and Unregister.
4. If there are no seats, they go on the waitlist and see On the waitlist with the line "You will be notified when a seat opens up".

The registration block disappears when the event has started or has been cancelled. Chapter 9 describes this from the learner's side.

How to add a participant by hand

1. Open the event.
2. In the Manage event panel, find Add participant manually.
3. Click Select a person and choose an academy member from the list.
4. Click Add.
5. You see the message "Participant added", and the person appears in the Attendance list.

The list only offers people who have never been registered for this event. When every member is already registered, the field is not shown.

What happens automatically

• After registering themselves, the participant gets an email with a confirmation and a calendar file (.ics).
• Seats are given in the order of sign-ups. Even when many people click at the same time, no more people are registered than the limit allows.
• When someone unregisters and frees a seat, the first person on the waitlist (the earliest sign-up) automatically gets the seat and a confirmation email.
• Adding a person by hand does not check the seat limit and does not send an email to the added person.
• Only a person with access to the linked product can register for a product-linked event (visibility rules in section 6.2).

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6.5. Attendance

What it is for: after the event you mark who actually took part.

Who can see it: admins, managers and trainers.

Where to find it: side menu → Events → an event → the Manage event panel → Attendance (… registered).

How to mark attendance

1. Open the event.
2. In Attendance (… registered), find the person.
3. Click Mark present next to their name.
4. You see the message "Marked present", and Present appears next to the person.

The list includes registered people and people already marked present. People on the waitlist and people who unregistered are not on it. When nobody has registered, you see "No registrations."

What happens automatically

• The person's registration status changes to Attended.
• If Gamification is on, the person earns points for attending (see chapter 7).
• Marking attendance cannot be undone in the app.

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6.6. Recording (replay)

What it is for: after the event you add a link to the recording so participants can watch it.

Who can see it: admins, managers and trainers add it. The recording is visible to everyone with access to the event, including people who did not register.

Where to find it: side menu → Events → an event → the Manage event panel → the Recording link (replay) field.

How to add a recording

1. Open the event.
2. In the Manage event panel, paste the address into Recording link (replay).
3. Click Save.
4. You see the message "Recording saved" and the text "The recording is added and visible to participants."

A full YouTube link (https://www.youtube.com/watch?v=...) is shown as a player on the event page. Any other link (including a short youtu.be link) is shown as an Open recording button, so for YouTube paste the full address.

How to change the recording link

1. In the Manage event panel, click Change link.
2. Paste the new address and click Save.

What happens automatically

• The Recording part appears on the event page, and the Replay label appears on the event list.
• Participants are not notified that a recording was added.

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6.7. Completing and cancelling an event

What it is for: you mark an event as completed, or cancel it when it will not take place.

Who can see it: admins, managers and trainers.

Where to find it: side menu → Events → an event → the Manage event panel.

How to mark an event as completed

1. Open the event.
2. In the Manage event panel, click Complete.
3. You see the message "Event completed", and the status changes to Completed.

You do not have to do this after every event: an event past its date is shown as Completed anyway. Use Complete after the event, not before it.

How to cancel an event

1. Open the event.
2. In the Manage event panel, click Cancel event.
3. You see Cancel this event? with the text "Everyone registered will see that the event was cancelled."
4. Click Cancel event.
5. You see the message "Event cancelled", and the status changes to Cancelled.

The Complete and Cancel event buttons disappear once the event is completed or cancelled. A cancellation cannot be undone in the app.

What happens automatically

• After cancelling, nobody can register any more and the registration block disappears from the event page.
• Registered people see the Cancelled status on the event page. They do not get an email about the cancellation. If you want to let them know, write to them (chapter 7).
• Email reminders (section 6.8) are not sent for completed or cancelled events.
• A cancelled event with a future date disappears from the Upcoming list (section 6.1).

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6.8. Reminders and calendar

What it is for: registered participants get email reminders before the event and can add it to their own calendar.

Who can see it: every person registered for the event (staff too) gets reminders unless they have turned them off. The Add to calendar button is visible to registered people.

Where to find it: reminders work on their own. Each person can turn them off in their notification settings (chapter 1). The calendar button is on the event page, in the registration block.

What happens automatically

• About 24 hours before the start, registered people get a reminder email.
• About 1 hour before the start, they get a second, short reminder.
• Reminders go to people who are registered or marked present. People on the waitlist do not get them.
• Reminders are sent only for events with the Scheduled status.
• Both reminders are on by default. Each person turns them off themselves with the Reminder 24h before the event and Reminder 1h before the event switches. Staff cannot turn them off for someone else.

How to add an event to a calendar

1. Register for the event.
2. Click Add to calendar.
3. Choose Download .ics (a file for any calendar), Google Calendar or Outlook.

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6.9. 1:1 mentoring: how it works

What it is for: mentoring means one-to-one sessions. The host publishes open slots and learners book them themselves. One slot can be booked by one person.

Who can see it: the 1:1 mentoring feature is off by default. Once it is on, every member gets a Mentoring item in the menu (the booking view). Slots are published by admins, managers and trainers. Available on every plan.

Where to find it: turning it on: side menu → Administration → Admin settings → Features. Slots: side menu → Administration → Mentoring (slots).

How to turn mentoring on

1. Open side menu → Administration → Admin settings.
2. Go to Features.
3. Next to 1:1 mentoring ("Video sessions and calendar"), flip the switch.
4. The menu now shows Mentoring (for everyone) and Mentoring (slots) (in the Administration section).

The Mentoring (slots) item is only in the Administration section, which admins see. Managers and trainers have access to the slots screen but do not have it in the menu.

Something not working?

• I see the screen "1:1 mentoring is turned off" → mentoring is turned off. An admin sees the Turn it on in feature settings button.

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6.10. Mentoring: publishing slots

What it is for: you add open session slots that learners can book, and see which ones are already taken.

Who can see it: admins, managers and trainers, when the 1:1 mentoring feature is on. The screen shows the slots of every host in the academy.

Where to find it: side menu → Administration → Mentoring (slots). The screen is called Calendar and slots.

How to add a slot

1. Open Mentoring (slots).
2. Under New slot, set the Date and time.
3. Enter the Duration (min). The default is 60.
4. Optionally paste a Meeting link (optional) and enter a Note for the learner (optional).
5. Click Add slot.
6. You see the message "Slot added.", and the slot appears in the Slots (…) list.

You add each slot separately. To publish several sessions, repeat these steps.

Form fields: new slot

How to read the slot list

Slots are grouped by day (for example "Monday 20 October"). Each slot shows:

• the time and duration (for example "10:00 · 45 min"),
• the status: Available, Booked or Cancelled,
• the meeting link, if one was given,
• for a booked slot: "Booked by: …" with the learner's email address,
• a bin icon (Delete slot).

Slots that have already passed stay on the list too.

How to delete a slot

1. Click the bin icon next to the slot.
2. You see Delete this slot?.
3. Click Delete slot.

You cannot delete a slot with an active booking. The learner has to cancel the booking first (section 6.11).

What happens automatically

• An open slot in the future immediately appears to learners in Mentoring under Available slots (…).
• The learner sees the host as Your mentor: the person who published the slot.
• After a booking, the slot status changes to Booked and it disappears from the list of open slots for everyone else.
• The host does not get an email or a notification about a new booking. Check the slot list.

Something not working?

• The message "Enter the date and time of the slot." → fill in Date and time.
• The message "The slot must be in the future." → choose a future date or time.
• The message "That slot has an active booking. Cancel the booking first, then remove the slot." → someone has booked the slot. Ask the learner to cancel the booking, then delete the slot.
• The message "Could not add it. Please try again." → the slot was not saved. Try again.

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6.11. Mentoring: bookings and cancellations

What it is for: here you learn how a learner books and cancels a session and what you see meanwhile.

Who can see it: any academy member can book when the 1:1 mentoring feature is on. Staff see bookings on the Mentoring (slots) screen.

Where to find it: learner: side menu → Mentoring. Staff: side menu → Administration → Mentoring (slots).

How a learner books a session

1. The learner opens Mentoring and sees Available slots (…).
2. They click Book next to the chosen slot.
3. They see the message "Booked. Details under My sessions."
4. The session appears under My sessions with the Join the meeting button (if a link was given), Add to calendar and Cancel.

The full description from the learner's side is in chapter 9.

How to cancel a booking

1. The learner cancels the booking: in Mentoring → My sessions they click Cancel.
2. They confirm in the Cancel this booking? window with Cancel booking.

Staff have no button in the app to cancel someone else's booking. If you cannot run the session, write to the learner (chapter 7) and ask them to cancel it.

What happens automatically

• After the learner cancels, the slot goes back to Available and others can book it again.
• Nobody gets an email about a booking or a cancellation.

Something not working?

• The learner sees "This slot was just booked." → someone booked the slot a moment earlier. They should choose another one.
• The learner sees "That slot is already taken or has been cancelled." → the slot is no longer open. They should refresh the page and choose another one.
• The learner sees "No open slots. Check back later or message the host." → there are no open slots in the future. Add new ones (section 6.10).