Frequently Asked Questions

So you have scheduled an event and checked people in the day of your event.  Now you want to see who actually engaged or participated in your workshop event and how far they got through the workshop.

1. Click on My Workshops in the top menu.  This will open up a new tab in your browser.  This screen should look very familiar to you if you have spent any time in Moodle.
2. Click on the course (ie workshop) you want to view participants of
3. On the far right column you will need to find the block that says Completion Progress.  You may have to scroll down to see it but it should be there.  If you don't see it contact the course creator or the Webex room for that workshop and ask them to add it.
4. If you are the proctor you will see an Overview of Students button in the Completion Progress block, click it, this will take you to a new page
5. At the top right under the 2nd Overview of Students title you will see a drop down for Groups & Groupings, click that drop down and select the particular Workshop group you wish to look at.  Then Select type of role you want to see the details on, for most of you this will be Customer, but if you look at other roles its because you are working with Partners or Employees (Cisco Internal).
6. Below you can see each person and how far they have gotten through the workshop.
7. You can also use this live to see how everyone is progressing through the workshop.

Click here to check-in participants

You can Check-In attendees by using the “Workshop Events” menu option then chooses “Check-in Registrants”, for step by step instructions review the Workshop Event Check-In Process below:

Note: You are required to check-in attendees one by one as they join the event

• You can have 100 people invited to your event and 20 people register for your event but if only 1 person shows up it is not a good use of time to check-in every single person who registered unless your event is specific to 1 customer.”
• Common question we receive is “Can you check people in that I know are coming?”, We don’t recommend this because things happen and even when people commit, they don’t always show up.  Having accurate data is key and it only hurts you and you’re planning for events.  For years we’ve heard how "All my customers have been to workshop [X]", but when you look at the data less than 1% of a specific account team attends the specific workshop, and many don’t even register.  It is important that you can see if people just register or are they showing up to your events. This will let you target customers better and hopefully focus on who in an organization it better to invite and see participation.

By checking people in when they show up one by one for your event you will be able to compare the following:

• Registrations - Who and how many people registered for your event
• Attendees - Who and how many people showed up (normal events should be around 50%)
• Participants - Who and how many people took part in the hands-on workshops.  Not everyone will many CISOs may attend your presentation but won’t do the hands-on portion of the workshop which is ok.  (normal events should be around 80% participation)
• Completions - Who and how many people completed the hands-on portion of the workshop.  Ideally you want 100% of the participants to complete the workshop but normally around 80% complete all the labs within a given workshop
• Survey - Who and how many people filled out the survey. Normal surveys responses are somewhere around 5-30% with 20-30% being considered good.  Our workshops have seen as high as 90+% of the participants fill out the surveys.  Why, because over the course of a workshop the SEs should become trusted advisors and experts in the minds of the participants.  WHEN the SEs ask everyone to fill out people typically do.  This is key because this is where we get most of our leads and a better understanding as to what products and solutions customers are interested in.

Workshop Event Check-In Process

1. Click on "Workshop Events"

2. Click on "Check-In Registrants"

a. Note: This will take a few seconds to load

3. Select your event from the “Select Event” drop down

BEFORE MOVING FORWARD MAKE SURE THE ATTENDEE/ATTENDEES ARE PRESENT FOR THE EVENT BEFORE CHECKING THEM IN

4. Select the magnifying glass icon for your even results

a. Note: This will show you a list of all registrants

b. Click the red circle icon within the “Checked In” column

i. Note: This will create timestamp of when your attendee checked in

ii. Note: To check in multiple people, select the name of the attendees present and Select the “Check-in” icon

What about people on the waitlist?

When your event is full (the number of registrants reach the Capacity of the event), users can still register for that event. They will be stored as a registrant with Waiting List status and if someone cancels their registration to open a slot then anyone can register at that time. You will need to monitor your event to see if anyone unregisters for your event so others can register.  Once you have an open slot you will need to notify him/her to register for the event.

You can simply look at the waiting list (go to Workshop Events -> Check-In Registrants), filter to get list of users in waiting list), select the person in the list, call them. If they still want to join the event, you if they want to attend still and then change the status from Waiting List to Paid.

Other Related FAQs: 

You can create a Workshop Event by Navigating to the “Workshop Events” menu option then Select “Create Workshop Event” If your unfamiliar with the workshop creation process please see video and how-to walkthrough below:

• The following 7-minute video is a comprehensive walkthrough for creating a workshop event.  If you prefer additional detail, please use the below step-by-step guide “How-to Guide: Workshop Event Creation/Request “.  If you have additional questions, please check the other FAQs before reaching out to the team.

How-to Guide: Workshop Event Creation/Request

This is a How-To guide for event creation for the new Cisco Security Workshop platform.  This process on average takes 10-15 minutes but once completed your workshop will be fully setup and available to you immediately.

How is this different from the previous process?

• This new platform is 100% automated so when you request an event (after clicking Save and Close) you will be notified of the event creation and can immediately start inviting your customers.
• Your customers will register in the same portal in which you requested the event, and you will be able to give them a unique URL for the invite.
• The best part of this new platform change is there is no longer the need for Enrollment Keys for your customer.
• In addition, you can see who has registered to your event within the platform.
• You can check them into the platform when they arrive to your event.

Who Can Proctor Workshop Events - Currently only Cisco employees can schedule a workshop event. 

Prerequisites for Creating a Workshop Event:

1. Which type of workshop are you going to run?
2. Where will the event be located?
3. What is the date and time of the event?
4. How long do you want to leave the event registration open?
5. How many seats are available for your event?
6. Do you want a wait list and how many people do you want to allow on the wait list?
7. Description of your event (Copy and Paste from - Short Description Templates).
8. How many total hours will your event run?
9. What is your GEO?
10. What is the purpose of your event (sales, marketing, POV, etc.)?
11. Who will be proctoring your event?  This needs to be a certified proctor for the specific workshop you are scheduling.

Workshop Event Creation/Request Process [10-15 Minutes to Complete]

1. Click on "Workshop Events"

2. Click on "Create Workshop Event"

a. Note: This will take a few seconds to load

3. Click on “Basic Information” tab

a. Enter in the “Title”

i. Note: It is recommended that you use the name of the workshop and the location so that the event is unique, this will create a unique URL that can be sent out after the workshop is created.

b. Select the “Event Owners”

i. Note: Owners and Proctors can check people into the event, Owners do not have to be certified as a proctor, an event can have multiple owners. A certified Proctor is required to be listed.

c. Select the “Category”

i. Note: if you are running a workshop as a POV, please select POV and not the regular category

d. Select the “Location”

e. Select a “Event Date”

f. Choose a “Event Start Time” & “Event End Time”

i. Note: This setting does not give a student more or less time with the lab.  Most courses allow the students to continue to login for the remainder of the week.  The time and date are based on the attendee's current browser location so adjust accordingly. The End Time is used as the ending time of the calendar event that is created associated with this event.

g. Choose a “Event Location Timezone”

i. Note: Make sure that you choose the time zone where your event will be hosted

h. Enter the desired “Event Capacity”

i. Enter the desired “Waiting List Capacity”

i. Note: This should be above your Event Capacity number

j. Enter the “Event Password”

i. Note: Choose a password if you want this to be a private event

k. Enter in a “Short Description”

i. Note: You can get that from the description of workshop you are hosting.  Course descriptions and pictures can be found here, or you can copy and paste from the short description templates menu. You can add text and images. You can make your description different from what the course currently has; it is up to you.  In the future, we will automate the field, and you will no longer have to fill it out.

l. Select “CMS Content”

m. Select “Media”

n. Select “com_eventbooking”

o. Select a desired Image for your event

p. Select the “Insert Media” button

4. Select the “Extra Information” Tab

a. Enter in your projected “Workshop Length in Hours”

b. Select the “Geolocation”

c. Select the “Type of Event”

5. Select the “Workshop and Proctor Selection” tab

a. Select a “Workshop Selection”

i. Note: This will be the workshop you want to use for your event

b. Add users to the “Select Proctor”

i. Note: This will be the proctor for your workshop event, if you’re not the proctor verify with the person you have chosen before submitting the workshop even creation/request.

ii. Note: You can select multiple proctors by using ctrl-select (WIN) and cmd-select(MAC).

EVERY WORKSHOP EVENT IS REQUIRED TO HAVE A DESCRIPTION – COMPLETE THE BELOW STEP TO ADD A DESCRIPTION AND NAVIGATE TO SHORT DESCRIPTION TEMPLATES PAGE TO SEE THE TEMPLATES BEFORE MAKING A SELECTION

c. Select “Yes” within the “Event Owners Use Description Template” dropdown

i. Select “OK” to confirm that you are overwriting your previous description

ii. Select your desired template

6. Select the “Basic information” tab

a. Scroll Down to the “Short Description” section

i. Note: The template selected in the previous step will populate here

7. Select the “Sponsors” tab

a. Select the “Select Existing Sponsors” box

i. Note: This allows you to select the company or companies sponsoring the event, you should always select Cisco, but in the event that you have a partner also driving customers to an event then you can use their logo in addition Cisco.

b. Note: If the partnering company's information is not an option, you can add the partner by click the green plus in the bottom right next to "Website".

8. Click the “Save & Close”

UPDATE: You must now make sure you CHECK IN people to your event AFTER they have registered in order for them to enter the course.

For information on how to check in participants, visit FAQ How Do I Check-In Attendees to My Workshop Event?

Other Related FAQs: