Collections help you organize and manage related learning opportunities. Collections may be helpful if you are hosting a PD event that offers multiple sessions within a given timeframe or organizing related offerings for a particular staff sub-group or content area.
Collection Types: General vs Series
A general collection is a way to group learning opportunities together. In this collection type, participants can choose to register for multiple events. General collections are often used to organize similar learning opportunities, such as “Staff PD Day” or “K-3 ELA Trainings”. Continue reading in this article to learn more about general collection creation.
A series is a way to group learning opportunities that must be taken together. In this collection type, participants will be required to register for all opportunities and will be awarded credit after all sessions are attended. Series are often used to organize required learning opportunities such as “New Hire Trainings” or “Mandated Trainings for Classified Staff”. Read more about how to build a Series here.
Note: Functionality explained in this article is restricted to users with the Manage Collections permission. If you believe you don't but should have this permission, please contact your KickUp system administrator or Client Success Manager.
Quick Links
How to create and publish a collection
1: Click the "Learning" option from the sidebar to open the Learning Homepage, then click the blue "Actions" button, and select "Create Collection."
2: In the Details section, enter a name and a description for your collection.
3: Decide whether to enable any of the available Registration settings:
Limit number of events users can register for will enable you to set a limit on the number of learning opportunities in this collection for which users will be allowed to register
Prevent users from registering for events with overlapping times will make it so that users can't register for events in this collection that have overlap in the times they are occurring.
Allow users to sign up for all possible learning opportunities in a collection with one click will show users a button that lets them do just that. The specific learning opportunities a user becomes registered for when using this feature will depend on several factors in their circumstance - including seat limits, time overlaps, and credit limits.
4: In the Visibility section, choose who can see the collection under Visible to:
All users - the collection is visible to everyone who can browse learning opportunities.
Users with the link - the collection is hidden from browse; only people you share the link with can open it.
Optionally, check Show these events and courses individually when browsing, not just as part of the collection. If you leave it unchecked, the collection shows up as one card on the Collections & Series tab when people browse.
5. Add any collection-based permissions
6. Click Save and publish collection
How to add events to a collection
1. Once you've published your collection, you can add learning opportunities to it by clicking the + Add to collection button.
This will open up the event creation form with the collection you came from pre-populated.
2. Any time you or other users are creating or editing a learning opportunity in KickUp, any published collections will be available for users to search for. Selecting a collection here will add the learning opportunity being created or edited to this collection. Events can only be added to one collection.
How to add attachments to a collection or series
You can add supporting files and links directly to a collection or series. This is useful for resources that apply to the whole group of sessions, such as an overview agenda, a syllabus, a sign-in sheet, or a compliance document, rather than to a single event. Attachments work the same way on both general collections and series.
You can add attachments while you are creating a new collection or series, or at any time by editing an existing one.
To add an attachment:
In the Attachments section of the collection form, click Add Artifacts.
Choose to upload a file from your computer, or add a link to an external resource (for example, a Google Doc or a provider website).
Repeat to add as many attachments as you need. To remove an attachment, click the remove icon next to it.
A few things to know:
Attachments support both uploaded files and links.
Your attachments are not saved until you save the collection. If you leave the form without saving, your changes won't be kept.
Once the collection or series is published, attachments appear in a read-only list on the collection page and in the collection details modal, so anyone who can view it can open them.
Attachments on a collection or series are separate from attachments on the individual events inside it. Add event-specific files to the event itself, and add files that apply to the whole group here.
How to edit a collection
1. Click the Edit button to open the collection details edit view.
2. Make the desired changes.
Click Save and publish collection.
How to export a CSV of a collection's attendance records
1. Click the three-dot action menu.
2. Click Export attendance CSV.
3. In the modal, click Start export.
4. Once the file has been processed, click Download File.
How to view all collections
Use the Collections table to see all the published collections in your organization. This will include both General and Series collections.
How to delete a collection
1. Click the three-dot action menu.
2. Click Delete collection.
3. Click Yes, Delete in the confirmation modal.
Note: Doing this will not delete the learning opportunities that are in with the collection. Those learning opportunities will remain in the system, dissociated from any collection.