How to Register for and Join a Live Training Session

Live training sessions (also called ILT or VILT) are scheduled classes led by an instructor. They can be in-person or online via video call (Zoom, Microsoft Teams, or Google Meet). This article shows you how to find, register for, and join one.

Finding Sessions in Explore

Sign in to your portal.
Select Explore in the top navigation bar.
To filter for live sessions only, click Filter > Type > Live training.
Session cards show the date, time, duration, instructor name, and available seats.

You can also find sessions inside a specific course. Open the course and look for a module labeled Live session or Scheduled session.

Registering for a Session

Click the session you want to attend.
Click Register or Enroll.
If the session has limited seats, you will either be confirmed immediately or added to a waitlist if it is full.

If the session is full — the waitlist

When every seat is taken, the button reads Join waitlist instead of Enroll, so you know before you click that you are not getting a seat yet.

After you join:

Your course page shows Waitlisted for [date] — position 3 of 5 (your place in line and how many are waiting). The same line appears in the course player on that session.
Places are given out in the order people joined. If someone with a seat cancels, the first person on the list moves up automatically.
An instructor or administrator can also give you a seat directly.

When you get a seat you receive the same confirmation email and calendar invite as anyone who registered normally, and your course page changes from Waitlisted to registered. Nothing else to do — just watch for the email.

After registering, you receive a confirmation email with:

Date, time, and time zone
Location (for in-person) or join link (for virtual)
A calendar invite file (.ics) you can add to Outlook, Google Calendar, or Apple Calendar.

Adding the Session to Your Calendar

Open the confirmation email you received after registering.
Open the session.ics attachment.
Accept the invite in your calendar app.

The invite works in Outlook, Google Calendar, and Apple Calendar. It includes the date and time, the room (for in-person) or the join link (for virtual), and a reminder one hour before the session starts.

You can also add it from the platform:

Go to My learning > Upcoming sessions.
Find the session and click Add to calendar.

If the session time or place changes

You will receive an email titled “Session rescheduled” showing the previous time crossed out next to the new one, with a new invite attached. Open the attachment and accept it — your calendar entry updates in place. You do not need to delete the old one.

A correction to the session’s title does not send an email; the corrected name reaches your calendar with the next invite you receive.

If the session is cancelled

You will receive a cancellation email with a cancelled-session.ics attachment, including the reason if your administrator gave one. Opening the attachment removes the session from your calendar.

If you were on the waitlist, you are told as well — there is no longer a seat to wait for.

If you cancel your own registration

You will receive a “Registration cancelled” email with an ICS that removes the session from your calendar. The session itself still runs for everyone else. See Cancelling your registration below for how to cancel.

Reminder emails sent before the session also include the invite, so you can still add the session to your calendar if you deleted the original email.

Cancelling your registration

If you can no longer attend, give your place back so someone on the waitlist can have it. You can do this any time before the session starts.

Open Training Sessions, or open the course and go to the session module.
Find the session and click Cancel registration. If you are only on the waitlist, the button reads Leave waitlist.
Read the message and click Cancel registration (or Leave waitlist) to confirm. Click Keep my place to change your mind.

What happens next:

You get an email that removes the session from your calendar.
If you had a seat, the first person on the waitlist gets it.
Your other sessions in the series are not affected.

You cannot undo this yourself. If you change your mind, ask your instructor or administrator to register you again. Once the session has started, you can no longer cancel; contact your instructor instead.

An instructor or administrator can also remove you from a session. You get the same email.

Joining a Virtual Session

Open the session confirmation email, or go to My learning > Upcoming sessions.
Click the Join button (available 15 minutes before the session starts).
You will be taken to the Zoom, Teams, or Meet call. Follow your organization video call instructions to join.

Tip: Make sure your camera, microphone, and speakers work before the session. Test them in your video app settings.

After the Session: Attendance and Credit

Once your instructor marks you Present, the session shows it on My Sessions and in the course. If the course awards continuing-education credit, a line under your attendance reads You earned 1.5 CEU (or your organization’s own unit). That credit counts toward your transcript and any certificate the course issues. If the course carries no credit, nothing extra appears.

What to Do If You Miss a Session

If you miss a live session, contact your instructor or your organization administrator. Depending on your organization policy:

The instructor may be able to mark you as attended if you have a valid reason.
You may be asked to register for a future session.
A recording may be available (see below).

Accessing the Session Recording

If your instructor recorded the session, the recording is attached to the session module in the platform after the session ends (usually within 24 hours). To find it:

Go to My learning and open the course.
Find the session module.
Click the session to see if a recording is available.

Not all sessions are recorded. Ask your instructor if you are unsure.

Need more help? Contact your organization administrator or visit the EmbayLMS Help Center.

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