> For the complete documentation index, see [llms.txt](https://docs.instruqt.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.instruqt.com/resources/workshop-best-practices.md).

# Workshop Best Practices

## Instruqt Workshop Best Practices

This guide helps Instruqt admins and facilitators run smooth, scalable, and secure technical workshops, whether in person or virtual.

***

### 1. Pre-event planning

#### **Increase your track limits.**

A room full of learners starting at once puts far more load on concurrent and IP limits than a solo test. **Set these to match your group size so no one is blocked at Start.** If attendees share a network (classroom or conference Wi-Fi), this is the most common source of day-of errors. Configure under **Settings → Track limits**.

* [Track limits ↗](https://docs.instruqt.com/settings/platform/track-limits)

#### **Set the track timelimit and idle timeout.**

Match the timelimit to your session length plus a 30–45 minute buffer. Set the idle timeout to at least 30–60 minutes – a shorter one will close a learner's environment during natural pauses (explanations, group discussion). You can also allow learners to extend the timelimit of the session.

* [Time limits and idle timeouts ↗](https://docs.instruqt.com/tracks/manage/time-limits-and-idle-timeouts)

#### **Pre-provision with a Hot Start pool.**

Create a dedicated pool so learners launch instantly. Size it to the event type (see the Hot Starts guide), start provisioning **at least 1 hour before** the event – more for large pools – and set the pool to end 15–30 minutes after the session starts to control cost. Setting a pool end time only removes unclaimed sandboxes; learners already in a session keep it.

* [Hot Starts Best Practices ↗](https://docs.instruqt.com/resources/hot-starts-best-practices)

#### **Test the full flow.**

Claim a sandbox from the pool yourself: open the invite link, fill in the form, click Start, and confirm a sandbox is delivered in seconds. Testing the pool alone doesn't catch everything – run the whole path a learner will.

***

### 2. Invitations & access control

#### Create a dedicated invite for the workshop

Bundle all tracks into a single invite so learners have one link. Create [a dedicated Hot Starts pool](https://docs.instruqt.com/sandboxes/manage/hot-start#create-hot-starts-from-invites) for the invite – this way, only people accessing the event through the invite can claim preprovisioned sandboxes from the pool.\
For workshops, choose the **Live Event, not Self-Paced** invite type and set a start/end time.

* [Track invites (types, restrictions, setup) ↗](https://docs.instruqt.com/tracks/share/track-invite-links)
* [Live Events workflow & dashboard ↗](https://docs.instruqt.com/tracks/share/run-live-events)

**Turn on instructor tools.** These are **off by default**. Tick the instructor-tools checkbox in the invite flow to unlock the dashboard, in-session chat, and raised-hand/inactivity indicators. Enable screensharing separately if you plan to use it.

* [Instructor tools ↗](https://docs.instruqt.com/tracks/share/run-live-events/instructor-tools)

***

#### Security best practices

Gate access with a form and limit entry to expected attendees.\
Turn on email confirmation and (optionally) restrict to business emails.

* [Form Settings (confirm email, business-only) ↗](https://docs.instruqt.com/tracks/share/track-invite-links/form-settings)
* [Access settings & invite restrictions](https://docs.instruqt.com/tracks/share/track-invite-links)

***

### 3. Day-of facilitation

#### **Share the link cleanly.**

In a room, **display a short URL** (use a shortener) on a dedicated slide and keep it up throughout the sesstion. **Consider printing the URL to the track together with the Wi-Fi password,** and placing the card on the desks**.** Online - paste it in the Zoom/Teams chat at the moment you move to hands-on.

#### **Monitor from the Live Event dashboard.**

Watch raised hands, failed attempts, and inactive learners, and jump into sandboxes to help. Keep the dashboard tab open and active – updates pause when it's hidden. A co-host who watches it while you present is worth it (rule of thumb: one co-host per 10–15 learners).

* [Run a Live Event ↗](https://docs.instruqt.com/tracks/share/run-live-events)

***

#### Performance tips

* Set Hot Start pool size following the [Best Practises](https://docs.instruqt.com/sandboxes/manage/hot-start?q=invite#quick-reference) for your specific event type.
* If bandwidth is constrained, consider staggering start times by a minute or two.

***

### 4. Post-event wrap-up

#### **Review results.**

Export the invite activity report and Chat history – attendance, questions, attempts, completion, drop-off – to improve the next session.

#### **Shut down extras.**

Make sure to terminate remaining Hot Start pools to stop cost. Tighten or remove the invite. Reset any raised IP limits.

#### **Re-share for retention.**

Re-share the track with a clear access deadline (around 7 days for short sessions, 14–30 for longer trainings) so learners can return on their own. Match the track timelimit and content expiry to that window.

***

### ✅ Quick checklist

* Create a **Live Event** invite with a single link for all content.
* Create a **dedicated** **Hot starts** pool. Size according to the event type.
* Enable form gating; require email confirmation; optionally allow business emails only.
* Set invite access to the expected attendee list or domain(s).
* Increase **IP/hour** and **concurrent per-IP** limits, or set a claim and play limit for the invite.
* Start provisioning \~60 minutes before kick-off.
* Monitor via Live Event dashboard; be ready to inspect sandboxes.
* Export activity report and deprovision remaining Hot Start capacity.