Admin Guide

Classrooms & Presenters

10 minute training

Before you can schedule classes, you need to set up the resources: training locations and instructors. This guide covers how to add and manage class rooms and presenters for your client.

Overview Managing Classrooms Managing Presenters

Overview

Required Attributes

To manage rooms and presenters, you need:

Locations Admin - Create and manage class rooms
Presenters Admin - Add and manage presenters

Class rooms and presenters are prerequisites for creating classes. You need to set these up before you can schedule training sessions.

Why Set These Up First?

When creating a class, you must select:

Location - Where the training will be held (a room you've added)
Lead Presenter - Who will teach (an instructor you've added)

Without rooms and presenters in the system, you can't create classes. These resources are filtered by client, so each organizational unit manages their own locations and instructors.

Quick Setup

If you're setting up TMaRS for the first time:

Add all your training rooms first (conference rooms, labs, online)
Add all your instructors/presenters
Then you're ready to start scheduling classes

This typically takes 10-15 minutes for initial setup.

Managing Classrooms

Class rooms are the physical or virtual locations where training takes place. Each room has a default capacity that's used when scheduling classes.

Viewing All Rooms

To view all rooms for your client:

Navigate to Course Management → Class Rooms
Select your client from the "Client to View" dropdown
You'll see a table with all rooms for that client

Course Rooms Overview

The Course Rooms Default Settings page displays all training locations for your selected client. The table shows room name, default capacity, active status, and an Edit button for each room.

Use the search box in the top right to quickly find specific rooms. Click column headers to sort the list.

Adding a New Room

Let's add a training room

To create a new room:

Navigate to Course Management → Class Rooms
Click the Add New Room for Client button at the top
Fill in the room details
Click Add Room to save

The form has three simple fields - it only takes a moment to add a room.

Room Fields Explained

Field	Description	Required
Which client is this room associated with?	Select the organizational client that owns this room. Only people with access to this client will see the room when creating classes.	Yes
Room Name	The name of the training location. Examples: "McArthur 209", "53 Morgan Conference Room", "Online", "ITS Conference Room" Be specific and descriptive so instructors know exactly where to go.	Yes
Default Size	The standard capacity for this room. This becomes the default enrollment limit when creating classes in this location. Can be overridden per class using the "Seat Override" field.	Yes

Tip: Create a room called "Online" with a large capacity (e.g., 100) for webinar-based training. Create another called "Hybrid" if you regularly offer sessions that combine in-person and online participation.

Editing and Deactivating Rooms

To edit an existing room:

Go to Course Management → Class Rooms
Find the room in the table
Click the Edit button
A modal will appear with the room details

In the edit modal, you can:

Toggle Active status - Turn the room active (on) or inactive (off)
Change Room Name - Update the room's name
Adjust Room Seats - Change the default capacity

About Deactivating Rooms

Setting a room to Inactive hides it from the location dropdown when creating new classes. However, existing classes scheduled in that room are not affected.

Use this when:

A room is temporarily unavailable (renovations, construction)
A room has been permanently closed
You want to discourage use of a location without deleting it

You cannot delete rooms that have been used for classes - only deactivate them.

Managing Presenters

Presenters are the instructors who teach your training sessions. TMaRS pulls presenter information from the university directory, so you don't need to enter names, titles, or contact information manually.

Viewing All Presenters

To view all presenters for your client:

Navigate to Course Management → Presenters
Select your client from the "Client to View" dropdown
You'll see a table with all presenters assigned to that client

Presenters Overview

The Presenters Default Settings page displays all instructors assigned to your selected client. The table shows presenter name, organization/title, and NetID, with a Remove button for each presenter.

Use the search box to quickly find specific presenters in the list.

Adding a Presenter by NetID

Most presenters are MSU employees with NetIDs. To add them:

Navigate to Course Management → Presenters
Click the Add New Presenter button at the top
Use the first section: "Assign presenter by Net ID to client"
Enter the person's NetID in the search box
Click Search

Add Presenter Search — PLACEHOLDER - Screenshot of Add Presenter page after NetID search showing: Search box with 'jls515' entered, Search button highlighted, Result card displaying Jason Sanders with Title (Ent Front End Web Dev III), Organization (Enterprise Information Systems), Status (Staff), Email (jls515@msstate.edu), Select Client dropdown (ITS WebDev Development Areas), Add Presenter to Client button. Below that is the OR divider and the non-MSU account section. Add url-bar class.

After searching, the system will display the person's information:

Name
Title
Organization/Department
Status (Staff, Faculty, etc.)
Email address

If this is the correct person:

Select the client from the "Select Client" dropdown
Click Add Presenter to Client
Confirm in the modal that appears

Add Presenter Confirm — PLACEHOLDER - Screenshot of confirmation modal showing: 'Adding Presenter' header, text 'Are you sure you want to add Jason Sanders as a presenter to ITS WebDev Development Areas?', Cancel button (gray), Add button (maroon). Add url-bar class.

After clicking Add, you'll see a success message and the presenter will appear in the presenters list for that client.

Tip: You can't add the same presenter to a client twice. If you try, you'll get an error message. This prevents duplicates in the system.

Adding Non-MSU Presenters

Sometimes you need to add external instructors who don't have MSU NetIDs (contractors, guest speakers, vendors). For these cases:

Navigate to Course Management → Presenters → Add New Presenter
Scroll down to the second section: "Assign non-MSU account as a presenter to client"
Select from the "Valid Non MSU Accounts" dropdown
Select the client
Click Add Account to Client

About Non-MSU Accounts

Non-MSU accounts must be created by a system administrator before they can be added as presenters. If you need to add an external instructor and they're not in the "Valid Non MSU Accounts" list, contact your TMaRS administrator to have the account created first.

Removing Presenters

To remove a presenter from your client:

Go to Course Management → Presenters
Find the presenter in the table
Click the Remove button
Confirm the removal

Important!

Removing a presenter from your client does NOT delete them from the system or affect classes they've already taught. It only removes them from your client's list of available instructors.

Use this when:

An instructor leaves your department
Someone is no longer teaching training sessions
You accidentally added the wrong person

Existing classes with this instructor are not affected.

Next Steps

Now that you've set up your rooms and presenters, you're ready to:

Create Courses - Define what training you'll offer (if not already done)
Schedule Classes - Create specific training sessions with dates, times, locations, and instructors
Manage Enrollments - Track who's registered and attending

See the Classes guide for step-by-step instructions on scheduling your first training session.