Importing Experio into a Room

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.

What is Importing Experio?

Importing Experio brings published lessons from your Shared Library into a Room, making them visible and accessible to the Learners in that Room. Only published Experio can be imported — drafts are not eligible.

Each Room can have the same or different Experio — the same Experio can be added to multiple Rooms and will track progress independently per Room.

Let's get started 👇

Step 1 — Open the Import Experio Popup

1. Inside the Room, click the Experio tab.
2. Click the + Import Experio button in the top-right of the toolbar.
   • On hover, the button turns darker blue.
3. The Choose Experio popup will appear.

Step 2 — Select Your Experio

Inside the Choose Experio popup:

• Search for Experio using the search bar — results appear automatically after typing 2 characters. Click (x) to clear the search.
• Filter by type using the Type Filter (if available).
• Sort the list using the Sorting options:
  • Title A–Z (default)
  • Title Z–A
• Select individual Experio by ticking their checkboxes.
• Select all by ticking the Select All checkbox at the top — this works with search results too, so you can filter first and then select all filtered items.

A "X Selected" label appears beside the Select All checkbox as you make selections, showing how many Experio are currently chosen.

If the Experio list exceeds 24 items, pagination will appear at the bottom of the list.

Experio with long titles will be truncated in the list — hover to see the full title.

Step 3 — Proceed to Access Type

1. Once you've made your selections, click Next.
   • On hover, the Next button turns darker.
2. The Choose Access Type popup will appear with two options.

Step 4 — Choose How Learners Access the Experio

Select one of the two access options:

Option A — Grant Immediate Access

Learners can start the Experio right away with no restrictions. Best for ongoing courses or self-paced learning.

• Select Grant Immediate Access.
• Click Next to confirm.
• You will be returned to the Hub and the selected Experio will be instantly imported into the Room's Experio list.

To go back and change your Experio selection, click Back — you will return to the Choose Experio popup.

Option B — Schedule Access Period

Set a specific start and end date for when Learners can access each Experio. Best for term-based or time-limited courses.

• Select Schedule Access Period.
• Click Next to proceed to the Schedule Manager.

To go back and change your Experio selection, click Back — you will return to the Choose Experio popup.

Step 5 — Schedule Manager (Schedule Access Period only)

The Schedule Manager popup lets you set start and end dates for each selected Experio individually, or in bulk.

Setting dates for individual Experio:

1. Click the Start Date field next to an Experio — the background turns pale grey on hover.
2. A date and time picker will appear.
   • Select a date from the calendar — past dates are greyed out and cannot be selected.
   • Set the time using the hour and minute fields (numbers only — non-numeric characters will not register).
   • The Time Zone defaults to your profile timezone (e.g., Malaysia MYT GMT+8).
3. Click Apply to confirm the date and time for that Experio.
4. Repeat for the End Date field.
   • The end date cannot be set before the start date — past dates relative to the start date are greyed out.

Setting dates in bulk:

1. Tick the Select All checkbox at the top of the Schedule Manager.
2. A bulk date and Allow Late Submission override will appear at the bottom of the popup.
3. Set the date and time once — it will apply to all selected Experio simultaneously.

Allow Late Submission toggle:

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

Even with Allow Late Submission turned on, Learners cannot submit if the Hub is Paused or Ended — the Hub status always takes priority.

Experio list order in Schedule Manager:

Experio are sorted by most recently modified date — the latest edited Experio appears at the top.

Finalising the schedule:

• Click Import Experio to confirm — you will be returned to the Hub and the Experio will be imported with their scheduled dates applied. A success notification will appear: "Experio Import Successful."
• Click Back to return to the Choose Access Type popup without importing.

The Experio List — What You'll See After Importing

Once Experio are imported, they appear in the Room's Experio list. Each row shows:

• Checkbox — for selecting individual Experio.
• File icon — display only.
• Experio name — display only.
• Status — one of three states:
  • Scheduled — current date is before the start date. Shown as e.g. "Starts 03 Jan 2029 9:00am (GMT+8)".
  • Started — current date is within the start and end date range.
  • Ended — current date is after the end date.
• Date — the relevant start or end date.
• Learner Progress — colour-coded completion bar:
  • 🔴 Red: 0–49%
  • 🟠 Orange: 50–79%
  • 🔵 Blue: 80–100%

If the Experio list is empty, the following message will be shown: "Your imported Experio will be visible in the Learner's Hub and Library. Import your first Experio to kickstart your teaching!"

Searching and Sorting the Experio List

Once Experio are imported, use the toolbar to manage the list:

• Search bar — searches only the Experio within this Room (not the Library). Results appear after 2 characters. Click (x) to clear.
• Sort By — click to sort the list by:
  • Latest Start Date
  • Learner Progress (High–Low)
  • Experio Name A–Z
  • Experio Name Z–A

Quick Summary

1. In the Room, go to the Experio tab and click + Import Experio.
2. In the Choose Experio popup, search and select the Experio you want.
3. Click Next and choose your access type:
   • Grant Immediate Access → click Next → Experio imported instantly.
   • Schedule Access Period → click Next → set dates in Schedule Manager → click Import Experio.
4. A success notification confirms the import.

Your Experio are in — Learners will see them as soon as access begins!

Important Notes / Tips

• Only published Experio can be imported. Drafts will not appear in the Choose Experio popup.
• The same Experio can be added to multiple Rooms — each Room tracks Learner progress independently.
• You can change a single Experio's schedule after importing using the Manage Schedule option in the Experio row's three-dot menu. See Scheduling Experio Access for more.
• Start date and time cannot be set in the past — past dates are greyed out in the date picker.
• The Type Filter in the Choose Experio popup is currently being rolled out — availability may vary depending on your platform version.
• A stable internet connection is recommended when importing large numbers of Experio at once.
• To remove an Experio from a Room after importing, see the three-dot menu options in Scheduling Experio Access.