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Schedule an Exercise

Step-by-step instructions for scheduling single player, drill, and presentation exercises in Immersive Crisis Simulations.

Getting to the scheduling screen

Step 1 —In the main navigation menu, go to Exercise and select Immersive Crisis Simulations.

Step 2 —Select the Schedule Exercise button.

Step 3 —Choose the exercise type you want to run. You can schedule an asynchronous exercise by selecting single player or drill, or run a facilitated live session by selecting presentation.

Not sure which type to choose? See Planning Your Exercise for a full comparison.

Scheduling a single player or drill exercise

After selecting single player or drill on the exercise type screen:

Step 4 — Choose a scenario. Browse the Immersive Labs scenario library or select a custom scenario you've already created. If you need to build a custom scenario first, see Creating Custom Scenarios. For guidance on picking the right scenario, see Choosing a Scenario.

Step 5 — Set the exercise title and dates. Give your exercise a clear title, then set a start date and end date.

Dates trigger at midnight UTC on the day chosen — so if you set a start date of 1 August, the exercise becomes active at 00:00 UTC on 1 August. A duration of one month is recommended. To keep completion rates up, send reminders through your internal channels (Slack, email, intranet) during the exercise window.

Step 6 — Assign participants.

For single player, you can assign teams or individuals. Assigning a team assigns everyone who was a member of that team at the moment of assignment — new joiners added after that point won't be included unless you use the auto-assign options. You can also:

  • select automatically assign to new users to assign the exercise to anyone who joins your organization on the platform after the exercise is created (Crisis Simulations licence required)
  • select assign to organization to include everyone currently on the platform

For drill, assign one user to each role. The same user can hold multiple roles if needed. Available roles appear within the scenario, each with a description of what the role involves.

Step 7 — Confirm and publish. Review the exercise details, then select Confirm and Publish. This triggers email notifications to all assigned participants.

Scheduling a presentation exercise

After selecting presentation on the exercise type screen:

Step 4 — Choose a scenario. Browse the Immersive Labs library or select a custom scenario. See Creating Custom Scenarios if you need to build one first, or Choosing a Scenario for selection guidance.

Step 5 — Set the exercise title, dates, and voter name capture. In addition to the title and dates, decide whether to capture participant names. Selecting require participant names prompts each person to enter their first and last name when joining. Their votes will then appear against their name in the reporting data. If you don't enable this option, votes are anonymous.

Step 6 — Confirm and publish. Review the details, then select Confirm and Publish.

Step 7 — Start the exercise. Select Activate Exercise, then Play Exercise.

Step 8 — Share the details with participants. When you start a presentation exercise, the platform generates a unique code and QR code. Participants go to https://play.immersivelabs.online/ and enter the code to join and vote.

Share the following with participants in advance:

Send reminders at least two weeks before the session to make sure everyone has what they need and has blocked out time in their calendar.