This article explains how Instructor-Led Training (ILT) sessions are structured in Litmos, how to create and configure them, and how to manage sessions using the four Session sub-tabs. 

Overview 

An ILT Session is a single curriculum or subject presented to Learners in a Module within a Course. A session can be a one-day event (Single Day Session) or span multiple dates and times (Multiday Session). The Module is marked complete for the Learner once they have attended or completed a session. 

When a Module contains more than one session, all sessions cover the same curriculum but may occur at different times, allowing Learners to register for whichever fits their schedule. 

NOTE: If a Learner must complete two separate curricula, each curriculum must be placed in its own Module. 

Session Types 

• Single Day Session: A training event that takes place on one date. 
• Multiday Session: A training event that spans multiple dates. Each day builds on the previous content. 

Example: In the ILT Module “Intro to Litmos,” a training session takes place over three weeks, making it a Multiday session. Two identical multiday sessions are offered, one on Mondays and one on Tuesdays. Both cover the same content, so both are created within a single Module. Learners choose one session and the Module is marked complete after Roll Call is processed. 

When the “Enable New ILT Session Management” configuration is turned on, sessions can be structured more flexibly. For example, weeks 1 and 2 may be single-day sessions covering the same content, while week 3 is a 3-day session covering advanced topics. Learners choose one session and the Module completes after Roll Call is processed. 

ILT Setup and Configuration 

Before creating ILT sessions, Admins must set up foundational elements. Navigate to Account > Features > Instructor Led Training to access the following management lists: 

Location List 

Add locations to the master Location List so they are available when creating ILT sessions. You can search and update locations at any time. 

When creating a session, a search field lets you quickly find and select the right location. 

When adding a location, include as much detail as possible. All Admins can then access complete information via View Location Details during scheduling. 

You may also add custom fields to a Location 

Session Default Values 

Session Default Values let you pre-populate session fields based on the selected location, saving time when repeatedly creating sessions at the same venue. 

To set default values for a location: 

• Navigate to Account Settings > Litmos Features > Instructor Led Training > Location. 
• Select Add Location. 
• Make your selections in the Session Default Values for this Location section. 
• Select Save. 

When you create a new session and select this location, the session fields are automatically filled with the predefined values. You can update any field, and you can always reference the original defaults by selecting View Location Details. 

NOTE: Changing the location on an already-saved session does not apply that location default values. Default values only populate in Add mode, before the session is first saved. Once saved, the session is in Edit mode. 

Instructor List 

Instructors must be promoted from the User list before they can be assigned to ILT sessions. 

To add an Instructor: 

• Navigate to Account Settings > Litmos Features > Instructor Led Training. 
• In the Instructors section, select Promote User to Instructor. 
• Find the User(s) to promote and check the box next to their name(s). 
• Select Assign.

NOTE: An Instructor must have an email address in their profile for calendar invites to work with Outlook. 

Once promoted, an Instructor can be selected when creating or editing a session. Their full schedule is visible via Instructor Schedule in their profile. 

Instructors have access to an Instructor dashboard in Learner view where they can view sessions, mark Roll Call, record Completion status, and log time off for their Learners. 

An Instructor can be designated as a Proficient Instructor for any Course via the Course Proficient Instructors sub-tab. Proficient Instructors appear first in the Instructor selection list when creating or editing sessions. 

Once one or more Instructors are added to a session, select Check Conflict on the session creation page to verify availability. 

For GoToTraining or Zoom session types, only Instructors authorized for that integration can be selected. An Admin must designate one Instructor as the Host who will lead the online meeting. 

For VILT sessions using Microsoft Teams or Zoom, Admins and Instructors can also configure co-host roles and attendee defaults directly in the session setup: multiple Instructors can be added and toggled between Organizer and Co-host (at least one Organizer is always required); Teams meetings can be pre-set to enable or mute attendee microphones and cameras by default; and designated Instructors are automatically set as Zoom alternate hosts when the meeting is created.  

Resource List 

Resources are items or services Instructors may use to facilitate training, such as a laptop or projector. Resources must be added by an Account Owner before they can be assigned to sessions. 

Once Resources are selected in the Create/Edit Session view, they appear in the Resources section. Select Check Conflict to verify availability before confirming the session. 

ILT Feature Settings 

Navigate to Account > Features > Instructor Led Training > Settings to enable or disable ILT-level settings. Key options include: 

Enable New ILT Session Management - Activates the updated calendar UI and streamlined session management experience for Admins. Check the "Enable the new ILT Session Management experience, including the new ILT calendar for admins" option. 

Creating ILT Sessions 

Adding an ILT Module and Session 

To add an ILT Module to a Course: 

• Navigate to the Course where you want to add the ILT Module or create a new Course. 
• Go to Add Modules > Create > Live Session or ILT. 
• Enter a Module title and description, then select Save. 

To create a session, complete the form with the location, date and time, and instructor. Only select Recurring Session if the same curriculum is offered on a repeating schedule. 

To access all available session fields, select More Options. This opens a Session flyout with four tabs covering all data entry fields, organized for easier navigation. 

The following settings are available in the More Options view: 

Display Session Details: Allows Learners to register for in-progress sessions until the session ends. 

Close Registration: When enabled, Learners see "Closed Registration" in place of the Register button and cannot register. Specify the number of days before the session start date that registration closes. 

Seats Available: Once the seat limit is reached, Learners can no longer self-register. Only Admins or Instructors can manually add Learners at that point. 

Waitlist: When enabled, Learners are added to the waitlist when seats are full. Each waitlisted User receives a timestamp and can be added to the session in the order they joined. 

Creating Multi-Day Sessions 

To create a multi-day session:

• On the Add Session quick entry screen, select More Options to open the Session flyout. 
• In the flyout, select the Day(s) button to open a date picker. 
• Select all dates for the multi-day session and select Save. 

NOTE: You cannot add more days after saving a Single Day session using the new interface. You must select More Options before saving to create a multi-day or recurring session. 

The Session flyout updates to display all selected dates. By default, each additional date inherits the same settings as the first day. To customize a specific date, select it and uncheck "Use the same day settings as the previous day.

TIP: Admins can run conflict checks on multi-day sessions before scheduling days in bulk to avoid double-booking instructors or resources. 

After saving, the Sessions calendar updates to display each day of the multi-day session. 

 Selecting a day on the calendar shows its specific details. 

Managing Sessions: The Four Sub-Tabs 

Once an ILT Module is created, sessions are managed through four sub-tabs: Sessions, Registration, Roll Call, and Settings. 

Sessions Sub-Tab 

The Sessions sub-tab is the default view when an ILT Module is accessed. It displays a calendar of all sessions for that Module. 

• Add new sessions by selecting Add New Session. 
• Each Course is color-coded on the calendar alongside all ILT Module sessions where you are an Instructor. 
• To see who has registered for a session, select Roll Call next to the session in the List View. 
• Toggle between the Calendar view and a new List view using the view switcher. List view displays all sessions in a sortable, filterable grid with columns for session name, Module name, start/end dates, location, instructor, and time zone, and can be scoped to All, Past, or Future sessions using a filter dropdown. 

NOTE: When 'Allow users to be registered for more than one session' is enabled, session registration buttons are not included in the Course invitation email. Learners must click the link in the email to open the Course and register for sessions directly in Litmos. When the setting is disabled, the email behaves as usual, registration buttons display, and the Learner can register for a single session directly from the email.

Selecting a session on the calendar displays its key details, where you can select Edit to navigate into the session for updates, Copy to duplicate the session, or Delete to remove it. 

Registration Sub-Tab 

Use the Registration sub-tab to assign the Live Session to Users and track which Users have registered and completed the Module. 

NOTE: Once a User is registered to a session, the session Host/Organizer cannot be removed or edited. 

Course-level assignment: Select "Assign Existing People to the Course" to enroll Users from within the ILT Module. Users are not enrolled until they register for a session, or until an Admin manually registers them by checking the box next to their name and selecting "Register to a Session." Manually enrolled Users can still decline and choose a different session. 

Session-level assignment: Switch to the session-specific view and select "Assign to Existing People to the Session" to register Users directly into a specific session and Course. 

Use the Register tab in the Session flyout to add or remove Users from the selected session. If a User hasn't been assigned to the Course yet, saving the flyout assigns them to the Course first, then registers them to the session. 

If you do not manually register a User, they can self-register by navigating to the Course and selecting a session, or through their Course assignment email. 

Inactive Users: When a User is made inactive, they are unregistered from all future sessions. They will not be automatically re-registered if reactivated. Inactive Users do not appear in the Register or Roll Call tabs for past sessions, but will reappear in those records once reactivated. 

Roll Call Sub-Tab 

Use the Roll Call sub-tab to track attendance, assign grades, and mark session completions. 

• Change the session you are viewing using the session dropdown. 
• Mark Learners as Attended or Absent, and as Complete or Incomplete. 
• Download the session roster in CSV format. 
• Bulk-update attendance and completion through the UI. Note that scores must be entered individually. 

When a User is marked complete for a session, the ILT Module completion date is set to match the session date. 

NOTES: 

• Course completion date is based on when the last Module in the Course is completed. Delaying Roll Call entry can create a discrepancy between the session date and the Course completion date, particularly when the ILT Module is the only Module in the Course. 
• If a Roster is uploaded with Users who are not registered for a session, those Users will be ignored. This feature does not register them for the session. 

QR Attendance Check-In & Walk-In Registration 

Instructors can generate a printable QR check-in poster for any ILT session from the session detail page.  

The poster includes the session name, date, and a scannable code unique to that session, and covers three scenarios: 

• Registered Learner Check-In: Learners who are already registered scan the QR code and receive a magic link by email. Clicking the link marks them as attended with no instructor action required. 
• Walk-In Registration: Unregistered Learners scan the QR code, complete a short registration form with their email, and receive a magic link. Clicking the link registers them for the session and marks attendance at the same time. 
• All check-ins and walk-in registrations are reflected immediately in the Roll Call attendance grid. 

Important Note: 

• If existing users do not enter the same username/email address that is in their existing profile a new profile will be created
• When a new profile is created as a result of the QR Poster code the profile will reflect being created by the most senior Account Owner as well as the session registration activity.
• At this time it is not possible to disable the QR Poster

Settings Sub-Tab 

Use the Settings sub-tab to update Module-level details or configure registration options. 

• Change the Module title, description, code, and settings, or delete live sessions. 
• To allow Users to register for more than one session in this Module, check "Allow users to be registered for more than one session." Once enabled, this setting cannot be disabled. NOTE: The 'Allow users to be registered for more than one session' feature is only available if "Enable the new ILT Calendar experience for your Learner View' is enabled in Account Settings>Litmos Features>Instructor Led Training>Settings. 
• To automatically sync attendance from Zoom or Microsoft Teams after a session ends, enable the "Mark Complete" setting on the session. When enabled, Litmos automatically checks for completed sessions and marks participants as complete. 
• Session reminders can be sent on custom day-based increments (for example, 11 days before the session) for both ILT and VILT sessions, using a free-entry numeric field instead of a fixed preset dropdown. This gives Admins and Instructors full control over when reminders go out. 

Notification Templates 

Admins can build and manage reusable notification templates for ILT/VILT sessions from a consolidated view, rather than configuring communications separately for each session. The interface keeps all relevant communication options in a single flow, helping ensure messaging stays consistent across sessions. 

• Inline Template Name Editing: Rename a notification template directly from the templates list without opening the full template editor. 
• Delete Confirmation with Safety Guards: Before a template is deleted, a confirmation modal shows which courses, learning paths, or automated workflows are currently using it, helping prevent accidental deletion of active templates and silent notification failures. 

Learner Experience 

From the Learner perspective, ILT sessions are accessible through their Course catalog and Learning Paths. Several enhancements have been added to help Learners stay informed and easily register for sessions. 

Course and ILT Module View 

When multiple registration is enabled, Learners can register for each session that has available seats. All registered sessions appear on the Learner calendar. 

NOTE: Standard seat limits apply per session. Each session registration is tracked individually in ILT reports, so the same Learner may appear across multiple sessions - this is expected behavior. Only one session needs to be completed for the ILT Module to be marked complete; additional registered sessions are optional. 

Session Banners 

A banner appears at the top of the Learner Home when the Learner has an upcoming ILT/VILT session. The banner displays the session name, date, and includes a direct join link for easy access to the session. The banner appears 15 minutes before the session begins. Currently, this timing is not customizable. 

Session Detail Flyout 

Learners can expand a session detail flyout from their Course card or Learning Path card to view session-specific information (date, time, location, and instructor) without leaving the catalog or learning path. This provides quick access to essential session details during course browsing. 

Registration Status Badge 

Course and Learning Path cards now display a registration status badge (for example, Registered, Waitlisted) so Learners can see their session registration status at a glance. This reduces confusion about enrollment status and next steps. 

Calendar Invites  

When a Learner registers for an ILT or VILT session, Litmos sends a calendar invite that adds directly to their calendar, no need to download and import an .ics file.  

• Auto-Add on Enrollment: As soon as a Learner registers, the session appears on their calendar in Outlook, Gmail, or any other standards-based calendar app.  
• Auto-Update on Changes: If the session's date, time, location, or meeting link changes, the Learner's existing calendar event updates in place rather than creating a duplicate or stale entry.  
• Auto-Remove on Cancellation: If the Learner unenrolls, or the session itself is cancelled, the event is automatically removed from their calendar.  
• Instructor Invites: Instructors assigned to a session get the same auto-add, auto-update, and auto-remove experience. See Instructor List below.  

NOTE: Calendar integration must be enabled in the Learner's or Instructor's email client for invites to add automatically. 

Instructor Dashboard 

The Instructor Sessions Dashboard has been upgraded to a React-based UI, providing a faster and more mobile-friendly experience. Instructors can now navigate directly to their assigned sessions from a dedicated dashboard, with clearly labeled buttons for key actions including viewing upcoming sessions and accessing Walk-in Registration. The dashboard displays session details immediately, making it easier for Instructors to manage their schedule without navigating away from the Instructor view. 

Dashboard Features 

Upcoming & Past Sessions Tabs: Sessions are organized into separate Upcoming and Past tabs. Instructors see their assigned sessions displayed as cards, with multi-day sessions showing all days immediately. This organization makes it easier to locate and manage active sessions. 

Session Detail - Attendance Grid: The attendance grid now supports per-day columns for multi-day sessions, allowing instructors to mark attendance by day. Instructors can enter scores inline, and perform bulk or individual mark complete/incomplete actions within the same view. 

Session Detail - Instructor Schedule Panel: A dedicated panel displays the full multi-day schedule for each session. Non-assigned days are visually grayed out, allowing instructors to quickly identify which days they are assigned to teach. 

Session Detail - Registration Tab: Instructors can review session registrations from a dedicated tab within the session detail view, including waitlisted and approved learners. This eliminates the need to navigate away from the session to manage registrations. 

Roster Management: Roster download and upload are available from within the session detail without navigating away from the Dashboard. For virtual sessions, instructors can trigger an attendance sync directly from the session detail page. 

Time Off Tab: Instructors can view their time-off schedule alongside session assignments, helping them manage conflicts and understand their full schedule at a glance. 

Session Banners - Instructor Home: A banner appears at the top of the Instructor Home that notifies instructors of sessions they are scheduled to host, keeping upcoming teaching assignments visible at a glance.