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A Site Administrator can access the assets administration dashboard via the quick-access menu within Seminars > Assets.

The manage assets area provides a list of all assets within the site and, by default, the ability to search for available assets by date.

The manage assets area is based on an embedded report so may be configured via the Report Builder, the results exported to .CSV, Excel, .ODS or PDF, and each column (except Actions) sorted in ascending or descending order as required. Please see Reports for more information.

Using assets

Assets can include:

  • Equipment such laptops, projectors, water coolers, cables
  • People such as IT technicians
  • Services such as catering, room setup, enabling hearing loops, etc.
  • Any other items you might wish to link to to an event session

Note

If using an asset as a service (such as catering) you can schedule a report (via Reports) that is sent to the caterer email address which includes the room details, date and time - even a link to the attendees' dietary requirements choices from a Sign-up note Custom Field.

Actions

The Actions column provides a range of options for the corresponding asset.

ActionDescriptionNotes
Details

Clicking the details icon ( ) will allow you to view all information about the selected asset, view all upcoming events using this asset and the corresponding Booking status of each session. Use the Back to assets button at the bottom of the page to return to the previous screen.

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Edit

The edit icon ( ) will allow you to update all asset details as described below. 

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Show/Hide

The visible/invisible icons ( ,)  will allow you to hide or show an asset from the list of available assets for users creating a new event. 

This will not affect any events currently linked to an asset.
Delete

The delete icon () is only available if the asset is not currently assigned to an event.

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Currently assigned to an eventWill be listed against an asset where a seminar event utilising this asset has been created within the site.-

Managing the list of assets.

Add a new asset

To create a new asset within the site, use the Add a new asset button located at the bottom of the Manage assets page. Enter in values within each of the required fields.

Asset name: Enter a descriptive (and ideally unique) name. 

Allow asset booking conflicts: Checking this option will allow asset scheduling conflicts to exist and will allow an asset to be assigned to two or more seminar event sessions that are running at the same time.

Asset description: Provide a description of the asset and any relevant information relating to the item/service/individual/resource.

Add in details for any Custom fields (such as location etc.) and select Add an asset to save the asset or Cancel to discard your changes.

Only users with the mod/facetoface:managesitewideassets capability can create new assets site-wide, and only users with the mod/facetoface:manageadhocassets capability can create assets within a specific seminar activity.


Adding a new asset.

Totara Academy

The Totara Academy has a whole course dedicated to using Seminar Management in Totara Learn. Here you can learn more about how to use seminars, see best practice, and give it a go yourself.




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