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3. Disable Post-Encounter Checklist Access Before the Virtual Encounter

After completing the above steps, access to checklists will be time-restricted.
Although learners could still access setting up the time restrictions to Pre-Selection pages, prevent learners from opening their post-encounter checklist before their virtual encounter without applying the following restriction:. 

When the option is selected, learners can only access their post-encounter checklist if one of the following conditions is met:

• The learner’s virtual encounter with the SP has been ended with the red Stop button by the SP on the Learner Selection page

  Tip
  The video recording does not have to be fully processed for learners to have access to their post-encounter checklist.

  
  

OR

• The SP checklist of the Case assigned to the virtual event has been submitted by an SP 

OR

• The FON checklist of the Case assigned to the virtual event has been submitted by a FON Data Entry user
  
  

Virtual Event Setup

1. Create a new event with Advanced Scheduling. 

   Note
   title Important
   Virtual encounters can only be set up in Advanced Scheduling.

   
   

2. Optional Change the group size.

   Tip
   From now on, you can define a group size greater than 1 for your scheduled virtual events, which means multiple learners can participate in the same virtual meeting.

   
   

   Info
   title Number of Spots
   By increasing the group size, you allow more learners to be assigned to the same timeslot. This also means that the number of spots dedicated to an event will multiple by the selected group size. The number of maximum spots for an event is displayed in the Learner column.

   Access your activity in Advanced Scheduling, and in the footer of the Event Setup pane, click the Group size drop-down to change the maximum number of learners per timeslot for your events:
   
   

   Panel
   title How Group Size Setup Works
   Note Changing the group size affects every event of the activity.  If you increase the group size compared to the previous setup, there is no need to reorganize the learner assignments of other events where appointments have already been finalized; assignments for other events remain intact in case of increasing the group size.  If you decrease the current group size, make sure to revise the learner assignments of other upcoming events: when decreasing the group size, some learners who were scheduled while the larger group size was being applied may lose their guaranteed spot. Learners without a valid spot appear in violet fields at timeslots inside Generate Assignments:

   
   

3. Set up timeslots and have valid round setups.

   Note
   title Number of Timeslots
   To allow your learners to join the virtual meeting of each case required of them, the number of timeslots within a round should be equal to (or the multiple of) the number of virtual cases. This will ensure the correct rotation of learners: within one round, every one of them can participate in each virtual encounter they need to complete.

   
   

4. Add one virtual room to each case at Stations.

   Tip
   You can conduct the same case in several different virtual rooms just as running the same case on more than one station.  Likewise physical rooms, you cannot assign the same virtual room to more than one case.

   
   

   Warning
   Do not add physical rooms to your virtual event or add virtual rooms and physical rooms simultaneously to virtual events. Only virtual rooms work in this setting.

   
   

   Note
   title Important
   Virtual rooms do not function as authorized workstations, which means automatic user-forwarding to pre-selection pages is not provided. Learners can still access their checklists, but they have to manually select their case from a drop-down menu, which might lead to mistakes in data entry. Refer to the Recommended Activity Settings mentioned above to direct your learners to the Case Pre-Selection page.

   
   

5. assign learners and 

6. assign at least one SP.
   
   

   Info
   You can assign more than one SP to the same virtual room.

   Use the plus sign at SP assignments in Scheduling to add SPs:
   
   

   
   
   

   Panel
   title Multiple SP Assignment
   Every assigned SP will have the same Learner Pre-Selection page displayed and everyone can potentially control meetings: start a virtual meeting if no one else has started one yet,   join a running session, stop a session if no one else has done so.  Note However, virtual rooms allow only one meeting at a time. Only one SP can start a meeting while others will not be able to launch simultaneously other meetings. Once one of the SPs starts a virtual meeting with a learner, all other learner appointments will be disabled:

   
   

   Note
   Make sure that the SP who is portraying the scenario controls the virtual encounter.

   
   

   Warning
   title Warning
   Do not apply a timeslot structure template to your event. SPs are in charge of launching and ending virtual encounters.

   
   

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