Running an event

In this article

Complete final checks

During the event

Managing access

Using a Shared drive

Adding time to an event, or an environment in an event

Ending an event

Complete final checks

An event will start at the scheduled date and time that was set when the event was created.

If a pre-launch time was set the environments will also launch at this time.

Before the event starts, it's helpful to complete the following checks in the Environments tab of the event:

1. Check seat assignment: Check all expected participants have a seat assigned to them. This will ensure they are able to access their environment, and that their environment appears in the Classroom tab. Unassigned seats are not displayed in the Classroom tab. 
2. Check environment status: This should be checked if a pre-launch time was set for the event, to ensure the environments have launched successfully.
   • If a pre-launch time was set: Check the environment launched successfully, it will have a status of 'Running', 'Stopped' or 'Workspace open'. If not, it will have a status of 'Launch failed'. To re-launch the environment, select the arrow icon at the end of the environment's row, and select 'Reset environment'.  
   • If no pre-launch time was set: All environments will have a status of 'Not provisioned'.

Note: Even if the environments are running, participants can not access the event until it has started. The event will start at the scheduled date and time. To start the event earlier: 

• Choose Start from the Action dropdown in the Top Navigation menu.

During the event

During an event, hosts and instructors can monitor participant environments using the Classroom tab. This tab contains a view of all participants, their status and a view of their virtual machines, allowing for assistance to be provided when needed.

If the event is large, with different instructors helping different groups of participants, the icon can be used to manage which seats are visible in the classroom view. 

Start / Stop / Reboot VMs in bulk

In the Classroom tab, multiple VMs can be started / stopped via the bulk action menu. 

In the event's Environments tab, multiple VMs can be rebooted via the bulk action menu. 

Managing access 

It's possible to limit user access to their environment while an event is running. In the event's Environments tab, locate the environment and use the row action to 'Disable access' or 'Enable access'. This can be useful when trying to control the pace in which users progress during an event, or for multi-day events.  

Using a Shared drive

If a shared drive has been configured for the event, Windows VMs in the event will have a shared drive visible. Hosts, instructors and participants can view or download files in the drive, as well as add and remove files. 

Adding time to an event, or an environment in an event

If more time is needed, use the 'Edit schedule' feature to add time to the event, which adds time to all environments in the event.  

To add time to an event:

• Choose Edit schedule from the Action dropdown in the Top Navigation menu. 
• Modify the schedule as needed, and select Save.

To add time to a single environment in an event, locate the environment in the event's Environments tab, then choose Edit schedule from the row action dropdown. 

A similar modal to the above will appear, allowing for that environment's schedule to be modified. If a change is made to an event environment schedule that goes beyond the overall event schedule, the event schedule will also be extended. This is to avoid orphaned environments.  

Ending an event

The event will end at the scheduled date and time based on the policy that was set when the event was created. To end the event earlier: 

• Choose Finish from the Action dropdown in the Top Navigation menu.

When an event ends:

• All environments in the event stop running.
• Participants will no longer be able to access their environment.

Next...

Managing events