Session Management Guide

This guide covers everything you need to know about creating, scheduling, and managing live sessions in Guidroo.

Table of Contents

1. Understanding Sessions
2. Creating Sessions
3. Session Scheduling
4. Live Session Management
5. Session Content
6. Student Participation
7. Session Analytics

Understanding Sessions

What is a Session?

A session in Guidroo is an individual class or lesson within a batch (course). Sessions can be:

• Live Sessions: Real-time interactive classes with video and audio
• Recorded Sessions: Pre-recorded content that students can watch
• Hybrid Sessions: Combination of live and recorded elements

Session Components

Each session includes:

• Basic Information: Title, description, date, and time
• Content: Materials, resources, and learning objectives
• Participants: Students and instructors involved
• Settings: Technical and educational configurations

Creating Sessions

Step 1: Access Session Creation

1. Navigate to your batch in the dashboard
2. Click "Add Session" button
3. Fill in session details

Step 2: Basic Session Information

Required Information:

• Session Title: Clear, descriptive name
• Session Type: Live, Recorded, or Hybrid
• Date and Time: When the session will occur
• Duration: How long the session will last
• Instructor: Who will teach the session

Optional Information:

• Description: What will be covered in the session
• Learning Objectives: What students will achieve
• Prerequisites: What students should know beforehand
• Materials: Required resources and preparation

Step 3: Session Configuration

Configure session settings:

Technical Settings:

• Video Quality: Resolution and bandwidth settings
• Recording: Whether to record the session
• Chat: Enable or disable text chat
• Screen Sharing: Allow participants to share screens

Educational Settings:

• Interaction Level: How much student participation to allow
• Assessment: Include quizzes or polls
• Breakout Rooms: Enable small group discussions
• Whiteboard: Allow collaborative drawing and annotation

Session Scheduling

Step 1: Set Session Schedule

Plan your session timing:

Scheduling Options:

• One-time Session: Single occurrence
• Recurring Session: Regular repeating sessions
• Flexible Timing: Allow students to choose from multiple times
• Asynchronous: Students can access at any time

Step 2: Time Zone Management

Handle different time zones:

• Instructor Time Zone: Your local time zone
• Student Time Zones: Automatic conversion for students
• Calendar Integration: Sync with Google Calendar, Outlook
• Reminder Notifications: Send reminders before sessions

Step 3: Session Conflicts

Avoid scheduling conflicts:

• Conflict Detection: System alerts for overlapping sessions
• Resource Booking: Ensure equipment and rooms are available
• Instructor Availability: Check instructor schedules
• Student Conflicts: Consider student availability

Live Session Management

Step 1: Starting a Live Session

When it's time for your session:

1. Go to Sessions page in your dashboard
2. Find your scheduled session
3. Click "Start Live Session"
4. Wait for the system to create the video room
5. Click "Join Session" when ready

Step 2: Session Controls

Manage your live session:

Basic Controls:

• Mute/Unmute: Control your microphone
• Camera On/Off: Enable or disable your video
• Screen Share: Share your screen with students
• Chat: Send messages to participants

Advanced Controls:

• Participant Management: Mute students, remove participants
• Recording: Start/stop session recording
• Breakout Rooms: Create small group discussions
• Whiteboard: Use collaborative drawing tools

Step 3: Session Monitoring

Monitor session quality and engagement:

Quality Monitoring:

• Connection Status: Check your internet connection
• Audio/Video Quality: Monitor technical quality
• Participant Count: Track who's attending
• Engagement Metrics: Monitor student participation

Session Content

Step 1: Prepare Session Materials

Organize content before your session:

Content Types:

• Presentations: PowerPoint slides, Google Slides
• Documents: PDFs, Word documents, handouts
• Videos: Pre-recorded content to show
• Websites: External resources and links

Step 2: Interactive Elements

Add engaging elements to your session:

Interactive Features:

• Polls and Quizzes: Test understanding and gather feedback
• Q&A Sessions: Allow students to ask questions
• Group Activities: Collaborative exercises and discussions
• Hands-on Demonstrations: Show processes and techniques

Step 3: Content Sharing

Share materials during your session:

Sharing Options:

• Screen Sharing: Show your entire screen or specific windows
• File Sharing: Upload and share documents
• Whiteboard: Draw and explain concepts visually
• Video Sharing: Play videos for all participants

Student Participation

Step 1: Student Access

Ensure students can join your session:

Access Methods:

• Direct Link: Send join link via email or message
• Calendar Invite: Students receive calendar invitations
• Dashboard Access: Students can join from their dashboard
• Mobile App: Students can join from mobile devices

Step 2: Participation Management

Manage student participation during sessions:

Participation Controls:

• Raise Hand: Students can indicate they want to speak
• Chat Permissions: Control who can send messages
• Video Permissions: Allow or restrict student video
• Audio Permissions: Control student microphone access

Step 3: Student Engagement

Keep students engaged and active:

Engagement Strategies:

• Regular Questions: Ask questions throughout the session
• Interactive Polls: Get instant feedback and opinions
• Group Discussions: Encourage peer-to-peer interaction
• Hands-on Activities: Include practical exercises

Session Analytics

Step 1: Attendance Tracking

Monitor who attends your sessions:

Attendance Metrics:

• Total Attendance: Number of students who joined
• Attendance Rate: Percentage of enrolled students who attended
• Duration: How long students stayed in the session
• Participation: Level of student engagement

Step 2: Performance Analytics

Analyze session effectiveness:

Performance Metrics:

• Engagement Levels: How active students were
• Question Response: Student participation in Q&A
• Poll Results: Responses to interactive elements
• Feedback Scores: Student ratings and comments

Step 3: Technical Analytics

Monitor technical performance:

Technical Metrics:

• Connection Quality: Internet speed and stability
• Audio/Video Quality: Technical performance metrics
• System Performance: Platform responsiveness
• Error Rates: Technical issues and resolutions

Best Practices

Session Preparation

Before Your Session:

• Test Equipment: Check camera, microphone, and internet
• Prepare Materials: Have all content ready and organized
• Review Content: Familiarize yourself with session materials
• Check Settings: Verify all session settings are correct

During Your Session

During the Session:

• Start on Time: Begin promptly to respect students' time
• Engage Students: Ask questions and encourage participation
• Monitor Quality: Watch for technical issues and resolve quickly
• Take Breaks: Include short breaks for longer sessions

After Your Session

Session Follow-up:

• Send Recording: Share session recording with students
• Provide Materials: Distribute any additional resources
• Gather Feedback: Ask students for input and suggestions
• Review Analytics: Analyze session performance and engagement

Troubleshooting

Common Technical Issues

Connection Problems:

• Check Internet: Ensure stable, high-speed connection
• Restart Session: Try ending and restarting the session
• Switch Networks: Try different internet connection
• Contact Support: Get help from technical support

Audio/Video Issues:

• Check Permissions: Ensure camera and microphone are allowed
• Test Equipment: Verify camera and microphone are working
• Update Drivers: Keep audio/video drivers current
• Try Different Browser: Use alternative web browser

Student Access Issues:

• Verify Links: Check that join links are correct
• Check Permissions: Ensure students have proper access
• Resend Invitations: Send new invitations if needed
• Test Access: Have students test access before session

Getting Help

Support Resources:

• Help Center: Comprehensive documentation and guides
• Video Tutorials: Step-by-step video instructions
• Community Forum: Connect with other educators
• Live Chat: Real-time support during business hours
• Email Support: Detailed help via email
• Phone Support: Direct phone support for Pro and Business plans

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Effective session management is key to delivering great learning experiences. By following these guidelines and best practices, you'll create engaging, well-organized sessions that help your students succeed. Remember, our support team is always available to help you optimize your session management!