Sessions
Comprehensive guide to the ikigize sessions system for interactive learning activities, workshops, coaching, and collaborative experiences.
Overview
Sessions are interactive learning activities that facilitate real-time engagement and collaboration within the ikigize platform. They represent scheduled events, meetings, workshops, and other structured learning experiences that bring learners, instructors, and coaches together in both physical and virtual environments. Sessions provide the interactive component of learning programs, complementing self-paced modules and courses with collaborative, guided experiences.
Core Characteristics
Structure & Content
- Title & Description: Clear title and detailed description outlining session objectives
- Session Types: Training, coaching, workshop, buddy meeting, focus work, or custom types
- Scheduling: Configurable start and end times with multiple timeslot support
- Location Management: Physical locations and virtual meeting spaces (video conferencing)
- Capacity Control: Configurable maximum participant limits per timeslot
- Status Management: Draft, published, completed, or cancelled states
- Template Support: Sessions can be marked as templates for standardized reuse
- Embedding Support: Vector embeddings for intelligent search and similarity matching
Session Types
Different session types serve different learning needs. From structured training to peer buddy meetings, each type is designed to support specific interaction patterns and learning outcomes.
Structured learning activities led by instructors or subject matter experts
Common Uses:
One-on-one or small group guidance focused on personal development
Common Uses:
Hands-on collaborative activities with practical exercises
Common Uses:
Peer learning and support sessions for mutual knowledge sharing
Common Uses:
Dedicated time blocks for concentrated work on tasks or projects
Common Uses:
User-defined session types tailored to specific learning needs
Common Uses:
Social Learning Integration
Sessions are deeply integrated with ikigize's social learning features, enabling rich collaboration, communication, and community building throughout the session lifecycle.
Before, During, and After
Social features support sessions at every stage: pre-session coordination through messaging, real-time chat during sessions, and post-session discussions to continue learning. This creates a complete collaborative experience around your interactive learning activities.
Sessions are deeply integrated with ikigize's social learning features, enabling rich collaboration, communication, and community building before, during, and after session activities.
Real-time messaging and video conferencing integrated with sessions
Session Integration:
Threaded discussions for deeper session-related conversations
Session Integration:
Structured collaboration tools for session teams and breakouts
Session Integration:
Stay informed about session updates and community activity
Session Integration:
Connect mentors and mentees through coaching sessions
Session Integration:
Discover and connect with relevant sessions and participants
Session Integration:
Explore Social Learning
Learn more about how social features enhance learning across the platform in the Social Learning Introduction.
Session Management Features
Timeslot Management
Multiple Timeslots Sessions can have multiple timeslots for recurring or alternative scheduling options.
Flexible Scheduling Configure start and end times with duration tracking and timezone support.
Capacity Control Set participant limits per timeslot to manage session size.
Location Assignment Assign specific physical or virtual locations to each timeslot.
Participant Management
Role-Based Access Different permissions for Organisers, Facilitators, Co-Facilitators, Participants, and Observers.
Enrollment Control Manage participant registration, waitlists, and capacity limits.
Attendance Tracking Monitor participant engagement and attendance across sessions.
Communication Tools Integrated messaging, video conferencing, and notification systems.
Virtual Session Features
Video Conferencing Built-in video conferencing for virtual sessions and hybrid learning.
Screen Sharing Facilitators can share screens for demonstrations and presentations.
Chat & Reactions Real-time chat and reactions for participant engagement.
Breakout Rooms Create and manage breakout rooms for small group activities.
Session Recording Record sessions for later review or for participants who couldn't attend.
Ownership & Visibility
Session ownership and visibility settings determine who controls the session and how it can be accessed—both for joining as a participant and for using as a template. The ikigize platform provides a sophisticated dual-context system that gives you independent control over participant registration and session format replication.
Dual-Context Access Control
Sessions operate in two independent contexts:
Join Context → Controls who can register and participate in the session
Template Context → Controls who can copy and use the session format as a template
Each context has its own visibility settings and access conditions, giving you complete flexibility in controlling both participant access AND format replication.
Join Context
Participant Registration
Controls
Access Options
Visibility Options
Template Context
Session Replication
Controls
Template Options
Template Features
Independent Control
These contexts operate independently. You can allow participants to join freely while restricting template copying, or make the session template freely copyable while keeping actual participation invite-only. Each context has its own visibility and access settings for maximum flexibility.
Ownership Types
Every session has an owner who controls its configuration, content, and access settings across both contexts:
User Ownership
- Individual creator maintains full control
- Can transfer ownership to organizations
- Ideal for personal coaching sessions and independent workshops
Organization Ownership
- Organization controls the session
- Multiple admins can manage
- Suitable for corporate training and institutional programs
Public Ownership
- Session is managed by the platform or broader community
- Oversight by appointed platform administrators or moderators
- Ideal for open workshops and community events
Understanding Dual-Context Visibility
Unlike traditional event platforms where visibility is monolithic, ikigize separates Join Visibility (where participants discover the session) from Template Visibility (where facilitators discover it as a reusable format).
Real-World Example: A university creates an excellent "Design Thinking Workshop" format. They want:
- Campus students to register and participate (Join Context: Campus visibility, Free to Join)
- Other universities to use the format (Template Context: Public visibility, Free to Copy)
This dual-context system makes it possible. Students at the original campus can join and participate, while facilitators worldwide can discover and adapt the session format.
Flexibility Benefits
- Protect proprietary delivery while sharing best-practice formats
- Offer sessions locally while enabling global template replication
- Control participant access independently from template distribution
- Create template-only frameworks that are never actual live sessions
Join Context: Visibility Settings
Visibility determines where your session appears for potential participants to discover and register.
Discovery
Best For
Discovery
Best For
Discovery
Best For
Discovery
Best For
Multiple Calendar Visibility
Sessions can be visible in multiple calendars simultaneously. For example, a session can be:
- Public + Multiple Organizations: Wide reach while maintaining organizational tracking
- Multiple Campuses: Enable inter-campus collaboration and shared events
- Organizations + Campuses: Target specific institutional audiences across boundaries
Strategic Visibility
Use multiple calendar visibility to maximize appropriate exposure. A professional development workshop can be public for general discovery while also appearing in specific organization calendars for branded employee registration.
Join Context: Access Conditions
Join conditions define the registration requirements and enrollment process for participants.
User Experience
Click "Register for Session" → Select timeslot → Instant registration
Organiser Experience
New participants appear automatically in the participant list. No approval needed. Monitor capacity.
Configuration Options
Ideal For
Not Ideal For
Public Session Restriction
Public sessions cannot be invite-only. When a session is publicly visible in calendars, it must allow either "Free to Join" or "Ask to Join" to prevent confusing experiences where participants can discover sessions but never access them.
Join Context: Advanced Conditions
Beyond the three basic join types, session organisers can configure additional conditions to control registration:
Payment Options
Financial Management
Capacity Controls
Waitlist Features
Learning Prerequisites
Administrative Requirements
Registration Timing
Session Timing Controls
Location Settings
Accessibility Features
Automated Notifications
Participant Communication
Template Context: Access Conditions
Template conditions determine who can copy and use your session as a template for creating their own version.
Independent Template Control
Template conditions are completely independent from join conditions. A session can be:
- Joinable but not copyable (protect your format)
- Copyable but not joinable (template-only frameworks)
- Both joinable and copyable (maximum openness)
- Neither joinable nor copyable (work-in-progress, private sessions)
User Experience
Click "Use as Template" → Template copied → Customize timing, capacity, and details
Template Owner Experience
Template is copied freely. Track usage metrics and derivatives. No approval needed.
Configuration Options
Ideal For
Not Ideal For
Template Linking System
All session copies are automatically linked to the original template. This enables:
- Centralized tracking of all instances and usage
- Update propagation from template to derivatives
- Aggregated analytics across all deliveries
- Licensing compliance monitoring
- Participant feedback and effectiveness matching
Template Context: Advanced Conditions
Beyond the three basic template access types, template owners can configure additional conditions to control usage, monetization, and distribution:
Template Payment Options
License Types
Attribution Requirements
Usage Rights
Allowed Modifications
Derivative Controls
Linkage System
Usage Analytics
Version Management
Update Propagation
Certification Programs
Support Tiers
Roles & Permissions
Session roles define what specific users can do within a session. While ownership determines control, visibility determines discoverability for joining and copying, and access conditions determine who can register or replicate—roles grant the actual permissions to participate, facilitate, manage, and interact with session activities.
How Roles Are Assigned
Session owners (or users with Organiser roles) can assign roles to other users. Roles are assigned in two primary ways:
- Direct Assignment: Manually assigning roles to users for session participation
- Registration-Based Assignment: Automatic role assignment based on join conditions (e.g., all who register get "Participant" role)
Once assigned, roles determine exact capabilities. Users can hold multiple roles simultaneously, though this is less common for sessions than for courses.
Understanding Session Roles
Session roles are designed around the specific needs of interactive learning activities and operate independently from visibility and access conditions. Remember:
- Visibility → Where the session can be discovered in calendars
- Join Conditions → Who can register to participate
- Template Conditions → Who can copy the session format
- Roles → What specific users can do within the session (facilitate, participate, observe)
A user might discover a session through a public calendar, register via "Free to Join," but need specific roles (like Facilitator or Co-Facilitator) to lead activities or manage the session.
Key Points:
- Owner = Automatic Organiser: Session owners automatically have all Organiser permissions
- Facilitation Hierarchy: Organiser → Facilitator → Co-Facilitator → Participant → Observer
- Real-Time Focus: Roles emphasize live interaction, hosting, and moderation
- Explicit Assignment: Most roles must be explicitly assigned; they don't inherit from other contexts
- Registration Default: Users who register through join conditions typically receive "Participant" role by default
Available Session Roles
Each role grants specific permissions for participating in and managing session activities:
Complete control over the session
Key Capabilities:
Typical Users: Session creator, organization admins
Lead and guide the session activities
Key Capabilities:
Typical Users: Instructors, trainers, coaches
Support facilitation and moderate
Key Capabilities:
Typical Users: Teaching assistants, co-instructors, support staff
Actively engage in the session
Key Capabilities:
Typical Users: Learners, students, attendees
View the session without active participation
Key Capabilities:
Typical Users: Auditors, quality reviewers, observers
Common Role Combinations
While less common than in courses, some scenarios benefit from multiple session roles:
Facilitator + Participant (Rare)
- Lead some activities while participating in others
- Useful for co-facilitated sessions with rotating leadership
Organiser + Facilitator (Redundant)
- Organiser already has all Facilitator permissions
- Only assign both if you want explicit role clarity
Complete Permissions Matrix
The following matrix shows exactly what each role can do at the session level:
| Permission | Organiser | Facilitator | Co-Facilitator | Participant | Observer |
|---|---|---|---|---|---|
| Core Access | |||||
| View Session | |||||
| View Session Details | |||||
| Participation | |||||
| Join Session | |||||
| Share Screen | |||||
| Use Chat | |||||
| Use Reactions | |||||
| Management | |||||
| Host Session | |||||
| Moderate Session | |||||
| Create Session Resources | |||||
| Record Session | |||||
| Manage Breakout Rooms | |||||
| Administration | |||||
| View Participants | |||||
| Manage Participants | |||||
| End Session | |||||
Permission Scenarios
Scenario 1: Training Session
- Organiser: Course instructor who created the session
- Facilitator: Guest speaker or subject matter expert
- Co-Facilitator: Teaching assistant helping with activities
- Participants: Students attending the training
- Result: Clear hierarchy with proper support and participation
Scenario 2: Coaching Session
- Organiser: Coaching program manager
- Facilitator: Primary coach
- Participants: Mentees receiving coaching
- Result: Structured one-on-many or one-on-one coaching
Scenario 3: Workshop
- Organiser: Workshop creator
- Facilitator: Workshop leader
- Co-Facilitators: Multiple breakout room facilitators
- Participants: Workshop attendees
- Result: Scalable interactive workshop with breakout support
Role Assignment Strategy
For detailed guidance on role assignment best practices and implementation patterns across the platform, see the Roles & Permissions System documentation.
Session Lifecycle
Every session on ikigize follows a natural progression from initial planning to post-session follow-up. This lifecycle ensures that sessions are well-designed, properly facilitated, and continuously improved based on participant feedback.
Planning & Creation
Define the session purpose, format, and logistical foundation:
- •Select appropriate session type (training, coaching, workshop, etc.)
- •Define clear learning objectives and outcomes
- •Determine session format and duration
- •Plan location (physical or virtual meeting space)
- •Set capacity limits and participant requirements
Content Development
Create session materials, activities, and supporting resources:
- •Develop session guides and facilitator notes
- •Prepare presentations, handouts, and materials
- •Design interactive activities and exercises
- •Create or link relevant learning resources
- •Plan breakout activities and group work
Scheduling & Configuration
Set up timeslots, enrollment, and participant management:
- •Configure session timeslots and recurring schedules
- •Set up enrollment and registration processes
- •Assign roles to facilitators and co-facilitators
- •Configure breakout rooms if needed
- •Test virtual meeting setup and technology
Publication & Enrollment
Make the session available and manage participant registration:
- •Publish session to target audiences
- •Open enrollment and registration
- •Send session invitations and reminders
- •Monitor enrollment and capacity
- •Communicate pre-session requirements or prep work
Facilitation & Delivery
Conduct the session and guide participant learning:
- •Welcome participants and set expectations
- •Deliver content and facilitate activities
- •Manage breakout rooms and group work
- •Monitor engagement and participation
- •Record session if appropriate
- •Address questions and provide support
Follow-up & Assessment
Gather feedback, assess outcomes, and improve future sessions:
- •Collect participant feedback and evaluations
- •Share session recordings and materials
- •Track attendance and participation
- •Assess learning outcomes and effectiveness
- •Document insights for session improvement
- •Plan follow-up sessions or next steps
Related Documentation
- Courses System - How sessions integrate into structured learning programs
- Modules System - Self-paced content that sessions complement
- Tasks System - Assignments that can be worked on in sessions
- Social Learning Introduction - Understanding social learning features
- Communication Channels - Real-time messaging and video conferencing
- Discussions - Async conversations around sessions
- Roles & Permissions System - Complete guide to role-based access control
- Ownership System - Understanding entity ownership and control