This guide provides instructions for setting up, modifying, and deleting sessions on the VCE™ platform.
Requirements
A Clinician or Administrator account
Relevant session information, including:
The organisation and clinician hosting the session
The session's date, start time, and duration
A list of participants, including email addresses for all attendees and observers (excluding the hosting clinician and their patients)
Create a session and invite users
Log in to your Clinician or Administrator account.
Click on “Create a new session” on your dashboard.
Fill in the ‘create session’ form.
Fill in the ‘Create session’ form
Basic information
Select organisation
If you're part of a single organisation, it will be selected automatically. If you're part of multiple organisations, choose the appropriate one from the list.
Select clinician
Admins can select a clinician from the chosen organisation. For clinicians, this will be automatically selected.
Session access
- Private session: Only users invited on their email address can join this session.
- Public session: All users from the selected organisation can request to join, and the session creator can accept or deny these requests.
Session title
Clearly communicate the content of the session.
Summary
Providing a summary helps attendees to prepare for the session.
Date and time
Session date
The date on which the session will take place.
Start time
The time at which the session should start. The start time is indicative, so the clinician could start the session before or after the specified Start time.
Session duration
The duration (in minutes) of the session. The maximum duration is 168 hours (10080 minutes).
Important note:The session's start time plus the duration, is the session's end time. If the session is not started before its end time, the session is marked as a 'passed session' and can no longer be started or joined. This can not be undone.Timezone
Make sure that the correct timezone is selected.
Enable late join requests
Allows attendees to join at any phase after the session starts. Note that students cannot join late automatically. They must request to join, and clinicians must accept or deny these requests.
Media and resources
Cover image
Optional, but can highlight the content of your session.
Session resources
You can upload or link to various resources, such as PDFs, PowerPoint presentations, or other educational materials that attendees may need during the session.
User invites
VCE™ allows 2 types of users to take part:
Participants: can interact with you and the patient through chat and video connection. They are always visible on screen (cannot switch off their camera). A total of 20 participants can be invited to each session.
Observers: can interact with you through chat. They are not visible on screen but take part in a VCE™ session in a similar fashion as an online event. Names of these observers will be visible in the attendee list. A total of 200 observers can join a session.
To invite
Type names to get suggestions from your university’s list, or manually enter email addresses for students from other organisations. You can also upload a .csv file with a list of email addresses.
Note: When entering email addresses manually, don't forget to click the "Add" button to the right of the input field. Successfully added addresses will appear in a list below the input field. Make sure that every email is listed there.
The 'Details' tab
The sections mentioned above are all part of the Overview tab on the Create session page. The Details tab is where more detailed descriptions of the session can be provided.
About the session
Provide a detailed description of the session, including objectives and key learning points.
About the clinic
Describe the clinic or setting where the session will take place.
What you will learn
Outline the specific skills or knowledge that attendees will gain from the session.
Saving, Publishing, or Deleting the session
In the top right corner of the 'Create session' form, are three buttons. 'Save as draft', 'Publish session', and 'Delete draft'.
Save as draft
While filling in the 'Create session' form, you can save the session's information as a draft at any time, by clicking the "Save as draft" button. This allows you to add or edit information later, without the session being published prematurely, or with incomplete/incorrect information.
Note: So long as a session is in the Draft-state, none of the invited users, nor the clinician, will be notified about the session.
Publish session
Once all required fields are completed, you can publish the session by clicking the "Publish session" button. As soon as the session is published, all invited users (and the clinician) will be notified via email about the session.
Expected outcome
Confirmation emails will be sent to both the clinician and the attendees. If the email does not arrive, check the status under ‘User invites’ in the session details. If the problem persists, contact VCE™ support.
Delete draft
Clicking the "Delete draft" button will remove any and all information provided in that 'Create session' form. This can not be undone.
Edit session
All sessions can be edited from the Dashboard. On the Dashboard, click the "Edit session" button for the session you want to edit. This brings up that session's form. You can modify any information. If you modify the Date and time of a Published session, an update email will be sent to all invited users and the clinician. For other updates or changes to other information, it may be wise to manually inform students of the changes.
Delete session
You can delete sessions from the dashboard. Be mindful of which sessions you can delete. Deleting a session will remove it from all participants' dashboards and send an update email to all invited users and the clinician.
If you need further assistance, you can:
Use the support tool (bottom right) in the VCE™ web app to ask a specific question. It has many more solutions for you.
If you don’t find what you need, send us a message through the same tool.