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 are created by administrators and can be:

• Live Sessions (LIVE): Real-time interactive classes with video and audio
• Offline Sessions (OFFLINE): In-person or recorded sessions

Important: All sessions belong to a batch. Students must be enrolled in the batch to access sessions.

Session Components

Each session includes:

• Basic Information: Title, description, start time, and end time
• Batch Association: Session belongs to a specific batch
• Tutor Assignment: Assigned tutor (must be batch tutor or admin)
• Content: Overview, materials (array), notes (array), and metadata
• Status: SCHEDULED → LIVE → COMPLETED or CANCELLED
• Type: LIVE or OFFLINE
• Template: Optional reusable session template

Session Status Lifecycle

1. SCHEDULED: Session created, waiting to start
2. LIVE: Session is currently active (go-live has been triggered)
3. COMPLETED: Session finished successfully
4. CANCELLED: Session was cancelled

Subscription Limits

The system enforces subscription limits for session duration:

• Free Plan: Maximum 60 minutes per session
• Pro Plan: Maximum 180 minutes (3 hours) per session
• Business Plan: Maximum 180 minutes (3 hours) per session

Creating Sessions

Step 1: Access Session Creation

Permission Required: Only administrators can create sessions.

1. Navigate to Sessions page in your dashboard, or
2. Go to your batch details page
3. Click "Add Session" or "Create Session" button
4. Fill in session details

Step 2: Basic Session Information

Required Information:

• Session Title: Clear, descriptive name (required)
• Batch: Select the batch this session belongs to (required)
• Tutor: Select the tutor who will teach (required)
  • Tutor must be assigned to the batch OR be an admin
  • If tutor doesn't exist, system creates Tutor record automatically
• Start Time: When the session will begin (required)
• End Time: When the session will end (required, must be after start time)

Session Type:

• LIVE: Real-time video session (default)
• OFFLINE: In-person or recorded session

Optional Information:

• Description: What will be covered in the session
• Overview: Brief description of session content
• Materials: Array of materials/resources needed
• Notes: Array of teaching notes and reminders
• Template: Optional session template ID for reusable content
• Metadata: Additional session metadata (JSON object)

Step 3: Session Duration Validation

The system automatically:

• Calculates session duration in minutes
• Validates against subscription limits before creation
• Blocks creation if duration exceeds plan limits
• Shows clear error message if limit exceeded

Duration Limits:

• Free: 60 minutes max
• Pro: 180 minutes (3 hours) max
• Business: 180 minutes (3 hours) max

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 (Go-Live Feature)

Step 1: Starting a Live Session

Permission Required: Only the session creator or assigned tutor can start a session.

When it's time for your session:

1. Go to Sessions page in your dashboard
2. Find your scheduled session (status must be SCHEDULED)
3. Click "Start Live Session" button
4. System automatically:
   • Verifies you have permission (session creator or assigned tutor)
   • Checks session is not already LIVE
   • Generates unique room ID (format: ROOM-{timestamp}-{sequence})
   • Creates secure room token for authentication
   • Creates VideoRoom record with status WAITING
   • Adds you as first participant with HOST role
   • Updates session status to LIVE
5. Join URL created: /live/{roomId} (where {roomId} is the generated room ID)

Optional Parameters:

• Provider: Third-party video provider (e.g., 'zoom', 'default')
• Room Settings: JSON object with provider-specific settings
• Device Info: Browser/device information

Step 2: Video Room Management

The system manages video rooms with the following lifecycle:

Room Status:

• WAITING: Room created, waiting for participants
• LIVE: Room is active with participants
• ENDED: Room session has ended
• CANCELLED: Room was cancelled

Participant Roles:

• HOST: Session creator or assigned tutor (can start sessions)
• MODERATOR: Can be assigned by host (future feature)
• PARTICIPANT: Students enrolled in the batch

Step 3: Joining Sessions

For Students:

• Must be enrolled in the batch
• Can join when session status is LIVE
• System verifies batch enrollment before allowing access
• Automatically added as VideoParticipant with PARTICIPANT role

For Tutors/Admins:

• Must be session creator, assigned tutor, or admin
• Can join as HOST or MODERATOR
• Full access to session management

Note: Actual video controls (mute, camera, screen share, whiteboard, chat) are handled by your third-party video provider. Guidroo manages session lifecycle, participant access, and room tokens.

Step 4: Session Monitoring & Analytics

The system tracks:

Participant Tracking:

• Participant join/leave times
• Participant count in real-time (via video provider API)
• Role assignments and access

Session Analytics:

• Attendance rate (percentage of enrolled students who joined)
• Actual session duration vs. scheduled duration
• Engagement metrics (if tracking enabled)
• Content interactions
• Completion status

Real-time Integration:

• Integrates with EdumeetService API for live statistics
• Falls back gracefully if API unavailable
• Caches analytics data for performance

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!