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Creating course events
Creating course events

Adding and publishing cohort events to your students' weekly schedule

Chelsea Wilson avatar
Written by Chelsea Wilson
Updated over a week ago

Article Summary

  • You can create single events or a series

  • Events must be “published” for them to show up on the student schedule for students

  • When your Maven account is fully integrated with Zoom, your schedule will automatically show recordings for students

  • Maven sends automatic emails with a .ics file to add events to a student’s personal calendar or students can subscribe to your course calendar by URL

Creating Events

You create your calendar in the Events section. There, you can add two types of events: a series or a single event.

Events are created in your time zone, but will automatically adjust to your students' time zones when added to their calendars. The time zone option displayed in Maven when you create your calendar is based on your computer settings. If you need to change your time zone, here's some helpful information:

Event creation involves:

  1. Creating the event

  2. Publishing the event.

Single events are one-time events, like a special quest lecture or open Q&A time.

A series of events are repeating events, like live workshops that run twice a week for 4 weeks.

Adding Zoom links to your events

Within your course settings, you can integrate your Maven account with your Zoom account. Once you do, you'll have the option to have Zoom automatically:

  1. generate meeting links for your cohort events

  2. record live sessions

  3. share recordings with students in the student portal

To benefit from this integration, be sure to toggle "ON" two settings in the event creation window:

  • create Zoom meeting

  • share recording with students

Review and publish

Clicking the Add to Calendar button will not immediately send invitations to students. You'll be able to review and edit all events before publishing.

Only after you publish your calendar will your enrolled students receive an email. Any students who enroll after you publish your calendar will automatically have events added to their calendars upon enrollment.

Note: while publishing your calendar will trigger all of your events to be added to student calendars, it will send 1 email for every 6 calendar events (ex: if you publish 12 calendar events, students will receive 2 email notifications). Maven does not have control over how often email updates are sent, as it's a limitation of calendar tooling. We’ll be exploring more ways to streamline this in the future.

What do students see?

Enrolled students will see calendar events in two places: (1) the Maven student portal Homepage (pictured above) and (2) on their own calendars.

Upon enrollment, current and future cohort events will immediately be added to your students’ calendars via an automated email. Students won’t have to accept an invite to see it. The automatic emails sent to students contain a .ics file, which allows the events to be added to their personal calendars. Because these emails are the method for adding events to students' calendars, they can't be turned off at this time.

What happens if I remove a student?

When a student is no longer enrolled in your course, the calendar events are removed from their calendar and they no longer get access to the student portal. They'll receive an automated email notification for the calendar change.

Troubleshooting Calendar Events

If students report that calendar events are missing, you can take a few actions to ensure they are seeing all your cohort sessions.

  1. Check that your calendar was published. If you see a message at the top of your Events page asking you to publish your calendar, you'll know there are events you've edited, added, or deleted that may not be reflected on students' calendars.

  2. Reach out to [email protected] to request that we resend the event invites to all enrolled students or individual students.

  3. Encourage students to subscribe to your course calendar via URL. Here are the steps.

If you have any additional questions about creating course events, reach out to [email protected].

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