Clinic Event

This guide will walk you through how to author a clinic.

A clinic is made up of 1:1 sessions, where users can choose from timeslots over a period of time.  

Authoring a clinic

In the ‘Manage Events’ area of the ‘Events’ feature, select ‘+ Add New Event.’

From here, you’ll be asked to select your event type. Click on the ‘Create Clinic’ button.

This will open a new pop-up box where you can input the following: 

• Event title 
• Start date and time 
• Number of sessions 
• Session length 

You can also choose here whether you want an interval between sessions (don’t worry, these details aren’t set in stone and can be altered when in the event editor). 

Done? Select ‘Add’. 

You can save your event at any time by clicking the ‘Save Draft’ button in the editor. If you’re still busy authoring the event, remember to do this before exiting so you don’t lose all that hard work.

Time and location

You’ll first be presented with the ‘Time and Location’ section of the event editor. This section is compulsory if you want to be able to publish your event.

Here, you can adjust your event’s start date and duration, as well as add a location. This is also where you can create and edit clinic sessions.

You can set an overall location and capacity which will apply to all sessions by default. You can also set individual locations and capacities for each session which we will explain later in this guide.

Location

To detail your location, click ‘Update Location’. 

This will open a pop-up box where you can input your ‘Physical’ or ‘Virtual’ address..

Toggle between the ‘Physical Address’ and ‘Virtual Address’ tabs to input the details for different address types. 

Under ‘Physical Address’, you can enter all details for your location, including a map for physical locations.

You can also choose from pre-set locations, which is handy for if you’re using the same physical location often (these are authored in the ‘Events’ section of the Admin Panel).

If you choose to host your event using a ‘Virtual Address’, you will need to specify the virtual location type. 

Choose ‘Custom’ if you’re using an online video conferencing tool external to Thinqi (such as Zoom or Microsoft Teams) to host the event. 

You will need to input an ‘Online address’ (this is the meeting invite link). 

Add any notes you wish to include (for example, instructions on how to join the event)  in the ‘Notes’ box and you’re good to go..

If you plan to host your event in a Thinqi Virtual Classroom, just click ‘Create a new Classroom’. You can also add any notes in the ‘Notes’ box. 

Capacity

You can set the capacity for all sessions to ensure each session does not get overcrowded. This is also useful if you can only run a session if a certain number of people are interested in attending. Do this by clicking the ‘Update capacity’ button.

A pop-up window will appear where you can set the minimum and maximum capacity for the session. Once you’re done, click the ‘Update’ button (if you change your mind, just click ‘Cancel’).

You can also choose whether to show users how many places are remaining on each session or hide this information. If you’d like to hide it, tick the box next to ‘Hide the number of places remaining’.

Schedule

Want to add more sessions to your clinic? No problem. Simply click the ‘+ Add Session’ button to create a new one. 

This will open a further pop-up box where you can create a new session, choosing a name, start date and duration. 

Using the buttons with the ‘+’ next to them, you may also add a ‘Location’, ‘Capacity’, ‘Abstract’ and ‘Description’ for the session. 

If you don’t set any details here, this session will use the information already authored in the main area of the ‘Time and Location’ tab. 

Once you’ve added all of this information, click on ‘Add’.    

You will now see that the session has been added to the schedule. To help you stay organised, sessions taking place on different dates will show in separate tabs.

You can update the time and date for all sessions in one go, which is useful for if you’re duplicating this event at a later date and just need to amend the date. To do this, click on ‘Move All Sessions’.

This will open a pop-up box where you can move all the sessions in your event to make them earlier or later, and specify by how many hours. Make sure to hit ‘Update’ when you’re done.       

Once you have added a session or two, you may edit or delete any by finding the appropriate option in the drop-down menu, to the right of the session’s name. 

Now you’ve finished creating your sessions you can progress on to the next step, ‘Description’. 

Description

Here, you can add or edit a title, abstract, thumbnail image and description to display in the overview of your event.

The abstract is just a snippet of what the event is about. Use the description to add some detail. Updating both is easy – just start typing and you’re good to go. 

There are a range of tools available to format the description and get it to appear how you want it. 

To update the thumbnail image, click the ‘Update image’ button and a pop-up window will appear.

You can either upload an image from your device or select an image that has been uploaded to the ‘Files’ area of your user profile (for more information, see the How to manage your profile help guide). 

To upload an image from your device, click on the icon shown below. Select the image you’d like to upload. 

To select an image from the ‘Files’ area of your user profile, select the magnifying glass icon..

Select the image you would like to use and then click the ‘Insert’ button. You can also clear the selection by clicking the ‘Clear all’ button –useful for any last-minute changes.

You can crop your image by clicking with the mouse and selecting the part of the image you’d like to use.

If you want to delete the image completely and start over, click on the ‘x’.

When you’re happy with your image, click ‘Done’.

Your thumbnail image will now be updated.

Now it’s time to decide on your registration settings. When you’re ready, click ‘Next Step’.

Registration

‘Registration’ is where you will specify how users may join the event. You’ve got a number of settings options here:

• ‘Join Requests’ - choosing this option will mean that users must request to join the event and an event admin will need to accept the request. This gives you full control over the attendees list. 
• ‘Open’ - choosing this option removes the ‘Join’ button, so attendees won’t need to request to join and will be added to the attendees list straight away. This option can also be used for public events (where people without a Thinqi account can also attend).
• ‘Payment’ - this option uses vouchers (configured in the Admin Panel) to book onto events. Line Managers can be allocated a certain amount of vouchers to book their staff onto events on their behalf. 
• ‘Managed’ - this option disables the ‘Join’ button completely. However, attendees can still be added manually –see the How to manage Events help guide for more details.  

When you’ve chosen the appropriate settings, move onto the next step –‘Classification and Tagging’.  

Classification and tagging

You can make your event easier to find by adding tags and updating your event’s classification, relevant to learners’ competencies. 

To update the event’s classification, click ‘Update Classification’. A pop-up box titled ‘Curriculum Mapping’ will open, where you may assign your event to one or more curricula or ILO. Just choose from the pre-set list of curricula and ILOs on the left-hand side, fill in the necessary information and hit ‘Save’. 

To add a tag, type your term in the ‘Add a new tag’ box and press the ‘+’ button, or simply hit ‘Enter’ on your keyboard. If you want to remove a tag you’ve added, find the tag in question and click the ‘X’ on that tag. 

You can also quick-add tags by finding a tag under ‘Recent tags’ and clicking the ‘+’ button to include it.

Once you’re done, it’s time to move onto the final step of creating your event –‘Event Settings’. 

Event settings

Time to add the final details to your clinic. Here’s how you do it.

Discoverable and hidden events

You will be presented with several options for listing your event in the discovery area:

• List the event in the discovery area - This is ideal for events that only need to be listed once, or that have sessions that run clearly together.
• List all sessions separately in the discovery area - This is useful for sessions that contain the same content, but run at different times, dates or locations.
• Hide the event in the discovery area - The hidden event will not appear in the discovery area or search results, but users with access to the share link or content folder will be able to see it. This is useful for private events you don’t want to advertise.

Event code

This will allow you to add a memorable shorthand code to your event, completely customisable to your needs. 

Waiting list

The waiting list is useful for when the event, or any event session(s) they wish to attend, are at maximum capacity. 

The waiting list can later be reviewed and managed in the management area of the ‘Events’ app. 

To enable the waiting list, toggle the switch on.

What content can people see before joining an event?

You can upload files to an event, as well as create and publish articles. Toggle ‘View Files’ and ‘View Articles’ to determine what content people can see before joining your event.

Once you’re done, you’re ready to get the event out to the world. 

Click the ‘Save and Publish’ button in the bottom right-hand corner (this button can also be found in the top right-hand corner of the events editor).

Publishing your event

This will open a pop-up box where you can decide when to publish your event and set the privacy by selecting a content folder. Not sure how privacy settings work with content folders? The How to use the ‘Admin Panel’ help guide has all the info you need. 

To schedule your event to be published at a later date, click on ‘Want to publish this at a later date?’

Click the calendar icon to select a date and time and then click ‘Add’ when you’re done.

You’ll now see that your event is scheduled to go out on your chosen date and time. Don’t worry – it won’t be available to anyone until this date.

Once you have chosen a privacy setting, hit the button labelled ‘Publish’ at the bottom of the pop-up box. 

And there you have it – you’ve successfully created and published your clinic.