Schedules for Training Activities and Modules - Article

What a Schedule helps you control

A Schedule gives the learning journey a time context.

Use it when administrators or participants need to know:

• When the complete activity starts or ends
• When a Course module becomes relevant
• When an Event is delivered
• Which activities are upcoming, in progress, or completed
• When registration should close
• When a minimum-seat decision must be made
• When reminders or follow-up communication should run
• Whether an instructor, room, or equipment item is available
• Which dates belong to a recurring or linked delivery

A Schedule does not by itself enroll participants, lock content, create a mandatory deadline, expire access, mark attendance, or send every required message. It supplies dates that those processes can use.

Understand the schedule layers

The same Course can be reused in several Training Activities with different module schedules. Changing the Course occurrence does not change every other use of the Course.

The activity-level feature controls classification

The presence of the activity-level Schedule feature determines whether the Training Activity is classified as scheduled.

This applies to both single-module and multi-module activities:

• Activity-level Schedule disabled → activity is shown as Self-paced.
• Activity-level Schedule enabled → activity can use its own or its modules' dates as the effective schedule.

Module dates alone do not make the activity scheduled

If a Course or Event module has dates but the activity-level Schedule feature is disabled, the overall Training Activity is still classified as Self-paced. The module dates continue to govern their own component, but the activity-level list and filtering behavior follows the activity classification.

Enable the activity-level Schedule deliberately whenever the complete offer should be treated as a scheduled delivery.

Configure an activity-level Schedule

1. Open Course Administration → Activities.
2. Open the intended Training Activity and edit it.
3. Add or enable Schedule under activity-level Features.
4. Enter Starts and Ends where the overall period should be explicitly bounded.
5. Select the correct time zone.
6. Review every module date.
7. Save and resolve any validation message.
8. Verify the effective schedule on the Activity page, Activity Description, and Activity list.

The activity-level Starts and Ends fields are optional. This allows the feature to be enabled while the effective period is derived from the module schedule.

An activity can also have an activity-level Schedule before it contains modules. Add the learning structure before publication and verify the final derived dates afterward.

Configure a Course-module Schedule

Course modules can use the Schedule feature to associate a date period with that particular Course occurrence.

Use it when:

• A self-paced Course should open within one phase of a scheduled program.
• Preparation must take place before an Event.
• A follow-up Course belongs after the live delivery.
• Automation needs Course-level dates.
• Administrators need to see when that module belongs within the wider path.

1. Edit the Training Activity.
2. Open the Course module's settings.
3. Add or enable Schedule.
4. Enter Starts, Ends, and time zone.
5. Confirm the dates fit within any explicit activity period.
6. Save and test participant access and communication separately.

A module Schedule is not automatically an Access Restriction. If participants must be prevented from opening the Course before a prerequisite or date, configure the appropriate Availability or Access Restriction behavior as well.

Configure an Event schedule

Event modules always require Starts and Ends. The Event cannot represent a scheduled session without them.

When a new Event is created, Eurekos preselects dates using the platform's date/time settings. The documented default uses a start approximately one time-picker step—commonly 30 minutes—after the current time and an end one default duration later. Platform configuration can change the time-picker step and the default difference between new Event start and end.

Always replace defaults with the actual delivery time. Also review:

• Time zone
• Location or on-site designation
• Video-conference configuration
• Instructor or Responsible user
• Availability conflicts
• Equipment
• Reminder
• Attendance and recording behavior

For more detail, see Calendar Events and Video Conferencing.

Understand a single-module activity

When the activity-level Schedule feature is enabled for a single-module activity, the effective schedule can be based on that one module.

This means you can:

• Enable the activity-level Schedule.
• Leave its Starts and Ends empty.
• Configure the Course-module schedule or use the Event's required dates.
• Let the activity presentation use that module period.

This is useful when the one module already contains the definitive delivery dates and duplicating them at activity level would add maintenance.

If explicit activity dates are entered, treat them as the overall boundary and ensure the module remains inside them.

Understand a multi-module activity

When the activity-level Schedule feature is enabled, a multi-module activity presents a period based on its scheduled modules:

• Activity Starts is taken from the earliest module date.
• Activity Ends is taken from the latest module date.

Example:

The effective learning-path period is 1–20 September.

Explicit activity Starts and Ends can define the permitted outer boundary. Do not add an arbitrary activity range that conflicts with the actual module journey.

Follow schedule validation

Where an activity-level period is explicitly configured, Eurekos validates the relationship between the activity and its modules:

• Every scheduled module must start at or after the activity Start.
• Every scheduled module must end at or before the activity End.
• A module End cannot be later than the activity End.

If a module falls outside the learning-path range, change either the activity boundary or the module schedule according to the real business design.

Do not widen the activity automatically without reviewing:

• Participant communication
• Latest registration and cancellation
• Minimum-seat notification
• Mandatory deadlines
• Access Expiration
• Email workflows
• Instructor, room, and equipment availability
• Linked or recurring dates

Understand Starts and Ends editing behavior

When you change a date, Eurekos keeps the existing End time where possible.

If the new Start moves beyond the current End, the End must be recalculated so the period remains valid. The same principle applies to activity Schedules, Course-module Schedules, Event modules, and Events created through Calendar.

After changing a Start date, never verify only the date. Check both the resulting End date and End time.

Configure time zones deliberately

The default time zone comes from the platform's Regional settings and can be changed.

Time zones are displayed separately for the Training Activity and each scheduled module. They do not need to be identical, although using different zones should reflect a deliberate delivery model.

Use different zones only when there is a clear reason, such as:

• A global learning path administered in one reference zone with regional live sessions
• A participant-facing Event fixed to the venue's local time
• A cross-region virtual cohort with an agreed delivery zone

Review:

• How the administrator enters the date
• How the participant sees it
• Calendar invitation conversion
• Automated email tokens
• Daylight-saving transitions
• Reporting and export timestamps

Do not type a time-zone abbreviation into the title or description as the only control. Configure the actual time zone and use prose only to make the participant experience clearer.

Coordinate Schedule with activity status

For a scheduled activity, the current time and activity period contribute to status:

• Future activity → normally Open, subject to registration configuration
• Registration closed before Start → can show Closed
• Between Start and End → In progress
• After End → Completed at activity level
• Cancel action used → Cancelled

Activity-level Completed does not prove that every participant completed the learning. Participant signup, progress, attendance, assessment, and certificate states remain separate.

For a Self-paced activity without an activity-level Schedule, status can instead reflect its undated structure and applicable module completion state.

For more detail, see Activity list.

Coordinate Schedule with the Storefront

Schedule information can appear on the Activity Description and Storefront offer. It helps participants compare dates and select among linked deliveries.

The participant-facing result can also depend on:

• Activity status
• Available from
• Latest registration
• Seats and waiting list
• Organization and Storefront audience
• Self-enrollment requirements
• Linked activity options

A date on the page does not guarantee that enrollment is still possible.

If the activity is classified as Self-paced because the activity-level Schedule feature is disabled, it can appear as Self-paced even though an Event module has its own date. Enable and test the overall Schedule when that presentation would mislead participants.

Coordinate Schedule with registration

Registration Details can depend on the activity Start:

• Latest registration – Days before start
• Minimum seats notification

Both require a usable activity-level Start context. Module-only dates should not be assumed to satisfy these activity-level calculations.

When the Start changes:

1. Recalculate the intended registration deadline.
2. Review whether registration should reopen or close.
3. Check pending requests, invitations, and waiting-list entries.
4. Review the minimum-seat decision date.
5. Update participant communication.

Coordinate Schedule with Mandatory deadlines

Mandatory can calculate a completion deadline as a number of days after the activity starts.

If the activity has no usable Start date, that deadline cannot be calculated as intended. If the Start moves, review affected signup deadlines and automated reminders.

Do not confuse:

• Activity End—the end of the scheduled delivery period
• Mandatory Deadline—when an individual should complete
• Latest registration—when new enrollment closes
• Access Expiration—when access actually ends

These can be different dates by design.

Coordinate Schedule with Access Expiration

Access Expiration can be calculated from activity Start or activity End. It can also be based on enrollment, completion, or a fixed date.

Changing the Schedule can therefore change the basis for future expiration calculations and can affect completion status. Existing signup behavior depends on when the expiration rule was applied; review both old and new participants.

An activity reaching End does not itself mean participants lose access. Configure Access Expiration only when access should end.

Coordinate Schedule with Automated Email Workflows

Automated Email Workflows can use Start or End as timing references.

Examples:

• Preparation instructions seven days before Start
• Joining information one day before an Event
• Feedback request after End
• Course Administrator reminder before the program begins

If the required Schedule is missing, a schedule-based notification can be skipped. Attach the workflow at the same level as the date it should use:

• Activity-level workflow for overall activity Start or End
• Course-module workflow for Course-module Schedule
• Event-module workflow for the Event's date and participant state

After changing dates, inspect the Notification timeline. Do not assume previously scheduled messages move or cancel exactly as intended without verification.

Coordinate Schedule with instructors, locations, and equipment

Scheduled Course and Event modules can create commitments for:

• Responsible instructors
• Course Administrators
• Locations and rooms
• Equipment

Use Availability and resource checks before saving. A date can be valid within the learning path while still conflicting with another activity.

Time zones must be included in conflict review. Two records that display different local times can overlap in absolute time.

Schedule enough preparation and reset time around physical resources. Eurekos evaluates the configured period, not informal setup instructions written in a description.

Coordinate Schedule with recurring and linked activities

Repeat creates a new linked delivery from a scheduled source. The administrator selects a new Start and can preserve the original duration.

Even when duration is preserved, review:

• Every Course and Event date
• Assignment due dates
• Registration and cancellation deadlines
• Mandatory deadlines and Access Expiration
• Automated Email Workflows
• Locations, equipment, and instructors
• Time-zone and daylight-saving changes

Linked activities do not share one Schedule. Each delivery remains an independent Training Activity with its own dates and status.

Filter scheduled and self-paced activities

The Activity list provides Schedule and date controls.

The date range applies only to scheduled activities. An activity is excluded when it starts after the selected End or ended before the selected Start.

Remember that module dates do not change the activity classification when the activity-level Schedule feature is disabled.

Change a live Schedule safely

Before changing a live date or time:

1. Identify registered, invited, approved, reserved, waitlisted, completed, and expired people.
2. Review participant calendar invitations and external conferencing events.
3. Check location, equipment, and instructor availability.
4. Recalculate registration, cancellation, minimum-seat, Mandatory, and expiration dates.
5. Inspect scheduled email workflows and system reminders.
6. Review linked and nested activities.
7. Decide whether the change applies to this activity only.
8. Communicate the old and new dates clearly.
9. Verify Start, End, duration, and time zone after saving.
10. Test the participant view and Notification timeline.

Do not change only an external Outlook, Teams, Zoom, or other calendar record. Eurekos remains the operational source for the Training Activity schedule and its connected processes.

Practical configuration patterns

Verify the configuration

Use representative accounts and the routes enabled for your delivery. Check the relevant outcomes before launch and after a material change; an administrator preview alone does not verify the participant experience.

Troubleshooting