As an admin or content owner, you want to provide sequential learning playbooks to cohorts of team members. For example, you want to provide an onboarding track that a set of new team members can work through together. As with regular tracks, scheduled tracks allow for direct assignment or for people to enroll themselves.

We've made it much simpler where there are no longer limitations for creating scheduled tracks where previously adding scheduled events to a track was a hard requirement. Now you can schedule a track with any content item allowing the people assigned to the track to attend the track with or without events and complete the playbook path as a cohort.

With regular tracks, you can add event series as track steps that people can enroll in as part of their track assignment. However, now with scheduled tracks you can define the scheduled track's schedule separately as well as each content item that allows for scheduling, such as events and event series, which assigned team members will either be automatically assigned or will select and attend themselves based on how you have the schedule track and it's content items configured.

Note as of August 2024 you can nest regular tracks within scheduled tracks.

The following outlines the basic steps for creating a scheduled track:

3. Open the context menu (button with three dots) and select Schedule.

The Schedule track dialog opens with multiple fields to configure, some required as indicated by an asterisk, others can be customized later.

4. If desired leave the Scheduled Track Name and Slack Channel fields as they are or make adjustments, and set a location if needed. Once you click Review you cannot make changes to the Scheduled Track Name or Slack Channel fields.
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Scheduled tracks require "Starts on" and "Ends on" dates to ensure people enrolled in the track know to complete any pre-event or post-event work (articles, courses, and so on) if the scheduled track does not start or end with a live event.

Set the "Starts on" and "Ends on" dates for the track.
​Starts on should be before or on the same date as the first scheduled event on the track. Ends on should be after or on the same date as the final scheduled event on the track.

5. Optionally, set the Enrollment capacity for the scheduled track.

Everyone assigned to (or enrolled in) a scheduled track is automatically enrolled into its scheduled events, if events exist in the scheduled track, automatically raising the enrollment capacity for the event itself if needed. If enrollment remains below capacity for the event itself after adding it to a scheduled track, then people outside the assigned cohort can still enroll. This logic applies whether you set an Enrollment capacity for a scheduled track or not.

We recommend checking the space constraints for in-person events that you add to a scheduled track. If the automatic enrollments from the track may result in over-filling a room, consider setting the track's Enrollment capacity to match the event in question. Or, you may need to work with the event owners to change the meeting location.

Please note that you can always return to the scheduled track after publishing and make any changes any time.

6. Once satisfied with customization here you can either click Cancel to start over or Review where the 2nd option takes you directly to the your scheduled track for further customization.

​ 7. Also optionally, configure more details about the scheduled track.
See How to create and edit a track for more on this step.

8. Publish the scheduled event. The scheduled track is available on the Track Details page for people to enroll in, however, very soon we'll release an update that lists scheduled tracks on the Events main page.

9. Optionally, assign team members to the scheduled track. For more on this step, see How to assign content.

Another QoL update we've made to help minimize confusion is we've moved all action items from the left menu over to the right menu where you can now directly remove items from sections right here within the scheduled track then publish without the prior cumbersome task, as before, of having to take the base track and start from there if you wanted to remove content - Remove located at the bottom of this action item menu does just that for you.

As notably mentioned above, we've removed the limitation where once a scheduled track is scheduled it wasn't editable, you'd have to take the original base track, edit that, then reschedule with the new content, however - now Scheduled tracks are editable - you can click the add button and add additional content, or remove items, from a track after it has been scheduled!

For tenants that have the Slack integration turned on when creating a scheduled track a new Slack channel will also be created. You can opt out of this by leaving the Slack Channel field blank.

A caveat to keep in mind to successfully publish scheduled tracks is it's not necessary that the name in the Slack Channel field be unique; an exact named Slack channel can already exist in your Slack Workspace, however, if the channel does already exist, users and facilitators will be added to the pre-existing Slack channel, which may or may not be the desired outcome. We recommend confirming if you do not want to share scheduled track Slack channels as it is possible to have an unlimited same named scheduled tracks share the a single Slack channel.

Another item here to mention is that the Slack Channel name must meet certain criteria, as shown below:

One final bit of Scheduled Track Slack minutiae to call out is when a user enrolls into a track, they are automatically added to the Slack channel as well as the creator and all facilitators will also get added. Note, new hire Slack users may have to be manually added to the Slack channel if their accounts were not yet fully provisioned and fail to be added upon Schedule Track publication.

This was taken from this related article Scheduled Tracks + Slack channel integration which you may find helpful.

We've also included the ability to automatically enroll people into Scheduled Tracks via Automated Rules.

Also please note that when adding or removing content within a scheduled track the total time change will take a few hours, in some cases up to 6, to sync and show the updated total track time.

Please note that as Scheduled Tracks can and usually contain other content items such as courses, unless you disable notifications within those child content items inside your Tracks, when you assign users to a Track those child content assignment notifications will also go out along with your main Track assignment notification.

To prevent the above, please disable those notifications in the child content items you do not want to go out with your parent track notification. For the main track notification to go out please toggle on the track's Assignment notification including Slack if you also want that to be sent.

A final mention here is that unlike events, tracks do not have a calendar invite that goes out, just the Assignment notification. Note that child content items within the track, such as events, that do have calendar invites, those will only be sent if enabled in that content item.