Scheduling Experio Access

Before You Begin

1. Log in to BeED using your account credentials.
2. Make sure your active role is set to Educator (or Admin).
3. From the left menu, navigate to Hub, open your Hub, and select the Room you want to manage.
4. Make sure you are on the Experio tab inside the Room and have already imported at least one Experio.

If you haven't imported Experio yet, see Importing Experio into a Room first.

What is Scheduling Experio Access?

Scheduling lets you control when Learners can access each Experio by setting a start date, end date, and time. You can also allow Learners to submit answers after the end date using the Allow Late Submission toggle.

Schedules can be set during import or updated at any time after an Experio has been added to a Room.

Let's get started 👇

Managing the Schedule for a Single Experio

1. In the Experio list, locate the Experio you want to reschedule.
2. Click the three-dot (⋮) menu on that Experio row.
3. Select Manage Schedule.
   • On hover, the option highlights with a pale blue background.
4. The Schedule Experio popup will appear.

Inside the Schedule Experio popup:

Release on Schedule toggle:

• On (default when opening via Manage Schedule) — the Experio is scheduled for a specific access window.
  • Default Start Date is set to the date and time you clicked Manage Schedule.
  • Default End Date is set to Start Date + 1 day.
• Off — date and submission fields are greyed out and cannot be edited. The Experio will not have a scheduled window.

Setting the Start Date:

1. Click the Start Date field.
2. Select a date from the calendar — past dates are greyed out.
3. Set the hour and minute using the time fields (numbers only).
4. The Time Zone is based on your profile setting (e.g., Malaysia MYT GMT+8).
5. Click Apply to confirm.

Setting the End Date:

1. Click the End Date field.
2. Select a date — must be the same as or after the Start Date. Past dates relative to the Start Date are greyed out.
3. Set the time and click Apply to confirm.

You can type dates and times manually in the fields, or select from the dropdown calendar.

Allow Late Submission:

• Off (default) — Learners cannot submit after the Experio end date.
• On — Learners can still submit answers after the end date has passed.

Allow Late Submission does not override Hub status. If the Hub is Paused or Ended, Learners cannot submit regardless of this setting.

Saving the schedule:

• Click the Save button (calendar icon) to apply changes and return to the Room.
• Click Cancel to discard changes and return to the previous screen.

Managing Schedules in Bulk

Use the Selection Toolbar to update schedules for multiple Experio at once.

1. Tick the checkboxes next to the Experio you want to update — or tick Select All to select everything in the list.
   • The header will update to show "X Selected" or "All Selected".
2. Click the Schedule icon in the Selection Toolbar.
   • On hover, a grey circle background appears behind the icon.
3. The Schedule Manager popup will appear — the same popup used during import.
4. Set dates and Allow Late Submission for all selected Experio at once using the bulk override section at the bottom.
5. Click Import Experio to apply — a success notification will confirm: "Experio Import Successful."

Individual Experio dates can still be adjusted inside the Schedule Manager by clicking each row's Start or End Date field directly.

Removing an Experio from a Room

Removing a single Experio:

1. Click the three-dot (⋮) menu on the Experio row.
2. Select Remove Experio from Room.
3. A confirmation warning will appear: "Are you sure you want to remove this Experio? This action will take effect immediately."
4. Click Remove to confirm — a success notification will appear: "Experio(s) is successfully deleted."
5. Click Cancel to go back without removing.

Removing multiple Experio:

1. Tick the checkboxes next to the Experio you want to remove — or tick Select All.
2. Click the Bin icon in the Selection Toolbar.
   • On hover, the icon turns red with a grey circle background.
3. A confirmation warning will appear.
4. Click Remove to confirm — notification: "Experio(s) is successfully deleted."
5. Click Cancel to go back.

Removing an Experio from a Room is permanent. All Learner progress, answers, and grades for that Experio in that Room will be lost. This cannot be undone.

Pinning an Experio to the Top

Keep your most important Experio visible at the top of the list by pinning them.

1. Click the three-dot (⋮) menu on the Experio row.
2. Select Pin to Top.
3. A notification will confirm: "Experio pinned."

Pin rules:

• Maximum 3 pinned Experio per Room.
• If you already have 3 pinned and try to pin another, a prompt appears: "Maximum pinned experio reached. Replace oldest pin?" — select Yes to replace, or Cancel to keep the current pins.
• To unpin, open the three-dot menu on a pinned Experio — the option will now read Unpin Message. Click it and you'll see: "Hub unpinned."

Other Experio Row Actions

Each Experio row has additional options in its three-dot (⋮) menu:

Download as PDF and Share — Copy Link work the same as the Print Experio function in the Library, but they act directly on your device — no new browser tab is opened.

Understanding Experio Status in the List

Quick Summary

1. To update a single Experio schedule — click (⋮) > Manage Schedule, adjust dates and Allow Late Submission, then save.
2. To update multiple Experio schedules — select them using checkboxes, click the Schedule icon in the toolbar, set bulk dates in Schedule Manager, then confirm.
3. To remove Experio — select and click the Bin icon, or use (⋮) > Remove Experio from Room for a single item.
4. To pin an Experio — use (⋮) > Pin to Top (max 3 per Room).

Schedules set — your Learners will get access right on time!

Important Notes / Tips

• Start date and time cannot be set in the past — past dates are greyed out in the date picker.
• Allow Late Submission is off by default for every Experio. Remember to enable it per Experio if needed.
• The Hub status always overrides individual Experio settings — a Paused or Ended Hub blocks all Learner access and submissions regardless of Experio-level settings.
• Learner progress is permanently lost when an Experio is removed from a Room. Always confirm before removing.
• Selecting an Experio row (anywhere except the three-dot menu and the Learner Progress bar) will select that row for bulk actions.
• Right-clicking anywhere on an Experio row (except the checkbox and progress bar) will open the three-dot menu directly.
• When searching the Experio list, results support non-sequential keyword matching — e.g., searching "Introduction math" will return "Lesson 1: Introduction to Basic Math" even if the words are not adjacent.