Build the Course in Moodle
Every new course is a copy of the most recent similar course. Copying keeps the structure, activities and restrictions. It also brings across the old course’s dates, times, trainer and location. Most of this page is about finding and replacing those.
1. Find the course to copy
Course names tell you the level, for example SPP Adult and Child Level 2. There are three:
| Level | What it includes |
|---|---|
| Level 1 | E-learning only, no practice session |
| Level 2 | E-learning plus a practice session |
| Level 3 | E-learning plus a practice and policy session — the same session as Level 2, just run about half an hour longer |
In Moodle, go to the Women’s Aid category that matches the request, and find the most recent course at the same level and delivery type:
| Request | Copy the last… |
|---|---|
| Level 1 (e-learning only) | Level 1 course |
| Level 2 or 3, remote | Course at the same level, delivered remotely (BigBlueButton) |
| Level 2 or 3, in person | Course at the same level, delivered in person |
Women’s Aid will give you the practice session’s exact start and end time on the ticket — Level 3 sessions just run longer than Level 2, so you don’t need to work the length out yourself.
Copy the course.
2. Course settings
In the new copy, open Settings and set:
- Course full name. Use exactly the name Women’s Aid gave on the HubSpot ticket.
- Course short name. Use a shortened version of the full name. There’s no fixed convention. Note it down, because you’ll need it for preparing the participant files.
- Start date. Use the day you’re setting the course up.
- End date. Use 12 months from the day you set it up. The course stays open for a year, so learners have access for a year.
Example: Set up on 24 September 2026, the course closes on 24 September 2027.
3. Update the content
Go through every tile and section and replace anything left over from the old course:
- practice session date and time
- venue or location (in-person courses)
- trainer name
Also confirm the modules match what Women’s Aid asked for on the ticket.
4. Check the Participant Information PDF
The second tile, “Pre-e-learning course information, please read”, holds the Participant Information PDF.
These PDFs are uploaded as they are. Never edit or reword them. Your only job is to check the right one is attached, which you can tell from the file title. Reference copies are here if you need to re-attach one:
| Course type | Attach the PDF titled… |
|---|---|
| Remote (BigBlueButton) | …Open Training — download (opens in a new tab) |
| In person | …In person — download (opens in a new tab) |
If the copied course has the wrong version, swap the PDF for the correct one.
5. BigBlueButton (remote courses only)
- Make sure a BigBlueButton activity actually exists in the course. If it’s missing, add one with Add an activity → BigBlueButton.
- Set the correct session date and time.
No other BigBlueButton settings need changing. E-learning-only (Level 1) courses don’t have BigBlueButton.
6. Set the questionnaire dates
All questionnaire dates are worked out from the practice session date. If there are two practice sessions, use the second session’s date, so nothing opens before a learner has finished the full practice session.
| Questionnaire | Opens | Closes |
|---|---|---|
| Post-practice questionnaire | The day after the practice session (never the same day) | 3 months after the practice session |
| 3-month check | 3 months after the practice session | Doesn’t close |
| 6-month check | 6 months after the practice session | Doesn’t close |
Example: Practice session on Tuesday 13 October 2026. Post-practice questionnaire opens Wednesday 14 October 2026 and closes 13 January 2027. 3-month check opens 13 January 2027. 6-month check opens 13 April 2027.
Level 1 (e-learning only) has no practice session, so work the dates out from the go-live date instead. That’s the day learners are enrolled and the e-learning opens.
| Questionnaire | Opens | Closes |
|---|---|---|
| 3-month check | 3 months after go-live | Doesn’t close |
| 6-month check | 6 months after go-live | Doesn’t close |
7. Check the restrictions
Open the restrictions on every tile and confirm they carried over from the copy correctly. For example, the e-learning module must stay locked until the learner has opened “Pre-e-learning course information, please read”.
Also check any restriction that uses a date, because it will still have the old course’s date.
8. Set the reminders
In the course, go to More → Reminders.
| Activity | Reminders |
|---|---|
| SCORM (e-learning) | 7 days and 1 day |
| BigBlueButton | 7 days and 1 day |
| Feedback | Custom 1 hour (tick the existing “custom one hour” option in Moodle) |
9. Final check
Before moving on, do one last pass through the whole course looking for anything left over from the old course.
Checklist:
- Name and dates match the ticket.
- End date is 12 months from today.
- Content is updated.
- The correct Participant Information PDF is attached.
- BigBlueButton exists and has the right time (remote only).
- Questionnaire dates are set.
- Restrictions are checked.
- Reminders are set.
10. Send the course link for review
Once your final check is done, open the course in Moodle and copy its course link. Email it to whoever submitted the HubSpot ticket.
Example email: “Hi, just sending this over for review.”
They might come back with small copy changes if anything’s been overlooked.