Introduction to Events

Create event schedules and populate those events with resources

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Introduction to Events 

Elentra uses the word event to describe any scheduled time in an organization's calendar. Events can be learning oriented and include lectures, labs, clinical experiences, independent reading time, etc. or can represent other activities including lunch, paperwork collection, clubs, committee meetings, etc. The types of events included in a calendar are up to an organization.
Some notable features of scheduling events with Elentra include:
  • The ability to import CSV files to create new schedules
  • The ability to copy existing events into a new draft schedule (including mapped curriculum tags, event descriptions and instructions, event resources, etc.)
  • The ability to easily create recurring events
  • The ability to create parent child links between repeated recurring events (e.g., 10 small groups all doing the same thing) to create accurate reports about event types and durations across a course
  • The ability to group events in a unit within a course

Elentra also supports rotation scheduling, and granular clinical event scheduling, which are contained within the Clinical Experience module. 

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Create & Manage Events:

Medtech: Admin
Staff: Admin
Staff: PCoordinator
Faculty: Admin

Edit Events wherein the user is assigned as a lecturer or course director in the containing course:

Faculty: Director
Faculty: Lecturer
Resident: Lecturer

All other permission levels have read only access (the learner view) to events

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Prior to creating learning events in Elentra, you must have the following components built:

In order to utilize all aspects of the Events module, you may also need the following components to be built in Elentra:

  • Course groups configured in the course to use in the audience of the event
  • Locations added to the Manage Locations module
  • Your lecture capture software integrated and configured in System Settings and on the course it is to be used in
  • Buildings and rooms configured in Manage Locations if you wish to enable the lecture capture feature on events
  • Card readers set up to use with the Kiosk mode when taking event attendance
  • Resources (e.g., lecture notes, handouts, etc.) ready and available for upload to events
  • The event schedule finalized at your institution 
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Database Settings

Database Setting Description
events_recently_updated_offset Can be used to change the time used to define if events are considered recently updated. The default time is 48 hours.
calendar_excluded_days_events Control which days of the week are displayed on the calendar view of events on the Events tab
calendar_start_on_monday_events Control which days of the week are displayed on the calendar view of events on the Events tab
LEARNING_EVENT_MIN_DURATION Controls the minimum duration of a learning event.
LEARNING_EVENT_MAX_DURATION Controls the maximum duration of a learning event.
LEARNING_EVENT_DEFAULT_DURATION Controls the default duration of a learning event.
box_api_token Required for an optional integration with to allow users to add event resources from a account. 
box_api_token_expiry Required for an optional integration with to allow users to add event resources from a account. 
Controls whether you include a large free text box on a learning event page where event administrators/teachers can type in objectives. (Note, text entered in this free text area has limited reporting options.)
Controls whether the curriculum tag selector on an event page is pre-filtered to show the tags assigned to the course.
Controls whether or not to allow event administrators/teachers to indicated estimated time to complete event resources.
If event resources include time estimates, controls whether you want to show those estimates in the learner view of the event.
Allows you to easily rename the labels applied to event resources so you can change them from the default of 'optional' and 'required'.
Allows you to add a Feedback Form type resource to multiple learning events at once. Enabled by default.
Allows you to optionally require an access code to complete a Feedback Form resource added in bulk. Disabled by default.
Controls whether the TBL module in Elentra is active or not. If enabled, users will see option to set an event as TBL.
Allow event admin to enter information about the number of minutes a teacher taught in an event (improves accuracy of some reports)
events_teaching_minutes_self_edit_enabled Allow faculty to adjust the minutes taught per event
Controls whether you show the Discussion and Comments section at the bottom of every event page.
Allows you to preset which fields will be checked off by default when editing an event series.
Allows you to preset which fields will be checked off by default when editing an event series.
location_attendance_active Controls whether you are using geolocation for attendance to have learners self-report their attendance.
events_sms_attendance_enabled Required for Twilio integration
twilio_enabled Required for Twilio integration
Use this option if you wish to use Elentra in conjunction with a room reservation tool. Note there are additional database settings to go with this.
Use this option is you wish to automatically supply a online meeting url for all events. Note there are additional database settings that go with this.
allows you to set a default color for events added to the calendar, can help with school branding
used to control whether events with recently added or updated links change color
Enable to allow for integration with Microsoft Teams

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