Table of content
General
- A training is the information on the course.
- A training session is one instance of the training.
If you have a course of three days than this means you will have one training session with three days. If this course is organized two times, you will have two training sessions each of three days.
First steps
There are different ways to access the training sessions:
- Go to Admin - Training - Training catalogue - Search for your training - Click on the tab training sessions.
- Go to Admin - Training - Training sessions
- Search for your training session to edit a training session
- Or click on Add training session to create a new one.
- Or select a training session and click on Duplicate training session to copy a training session.
Important to know:
- A training is the complete course
- A session is one time the training. A session can consist of multiple days.
- A training can have multiple session.
Example: I have a training: Leadership. The complete course takes three days and is given twice a year. This means that I will have two sessions each of three days.
Waiting list
The waiting list is a special kind of session that is created for every training. By default, this waiting list is active and public for trainings that are also active and visible. To alter this click edit in front of the waiting list.
In the details tab:
| Active | The waiting list can be used |
| Public | The waiting list is visible in the catalogue for employees when the training is also active and public. |
| Threshold | An administrator can create a message that will be sent when the threshold of the waiting list is reached. In that way it is easy to monitor the interest for a certain training. |
| Type | It is possible to select a session type. Therefore, the administrator first has to create the different options in the list Training session types. (Go to Admin - General - Lists) |
| Comment | Here you can add a comment. |
Adding/editing a session
Details
Fields with a * are required.
Fields with a ° are visible to the participant if training session is active and public.
| Training*° | Select the training for which you want to create a session. |
| Code* | Choose your own code or you can click on Suggest unique code and the system will provide a code. |
| Location*° | Fill in the location of the session. |
| Trainer° | Fill in the trainer of the session. |
| Public | The session is visible in the training catalogue for employees. |
| Active | The session is active. When the end date of a session has been reached, the session will be put inactive automatically. |
| Comment | Add a comment to the session. |
| Training expectations° |
What questionnaire should be sent out to analyse the expectations the participant has of the training. By default, your settings on the training are copied. If you change it on session-level, this will only affect this session. |
| Evaluation° |
What questionnaire should be sent out to the participant after the training to evaluate the training. By default, your settings on the training are copied. If you change it on session-level, this will only affect this session. |
| Effectiveness evaluation° |
What questionnaire should be sent out to the participant after the training to evaluate the effectiveness of a training. By default, your settings on the training are copied. If you change it on session-level, this will only affect this session. |
| Record owner* | By default, this is the creator of the record (session) in the system. |
| Start date° | This is the start date of the training. When creating the session, you cannot fill in this field. This field is automatically filled in based on what you put in the tab "Dates" |
| End date° | This is the end date of the training. When creating the session, you cannot fill in this field. This field is automatically filled in based on what you put in the tab "Dates" |
| Total session cost | This field is calculated automatically and is based on the costs that you have filled in in the tab Costs. |
| Participant cost calculation* |
There are three option to calculate the cost of a participant:
|
| Automatic calculation of number of hours | You can choose to let the system calculate the hours based on what you have filled in in the tab "Dates" or when you don't check this box, you will be able to enter the number of hours manually. |
| Number of hours* |
When the box "Automatic calculation of hours" is ticked, you cannot fill in this field since the field is filled in automatically based on what you have filled in in the tab "Dates". When the box "Automatic calculation of hours" is not ticked, you can fill in this field. By default, the number of hours you have filled in on the training, will be used. You can alter it here. This will only affect this session. |
| Participant cost*° | By default, the cost filled in on the training detail, is used. You can alter it here. This will only affect this session. |
| Minimum participant* | Enter the minimum number of participants. A message can be created so that the training owner can be warned when the minimum number of participants is not reached. (Click here for more information on messages) |
| Maximum participants*° | Enter the maximum number of participants. Once the session is full, the employees will see this in the catalogue, and they will no longer be able to enrol in this session. They can choose a different session or subscribe to the waiting list. |
| Language*° |
Select the language of the session. This list must be set up in Admin - General - List - Training session language. You need the necessary administrator rights for this. |
| Type |
Select the session type. This list must be set up in Admin - General - List - Training session type. You need the necessary administrator rights for this. |
Dates
Here you can enter the dates on which a session will take place. Do not forget that a session is one instance of a training. If you have a course of three days than this means you will have one training session with three days. If this course is organized two times, you will have two training sessions each of three days.
Adding dates
Click on Add new date to add a new date.
- Enter the date
- Enter the start time
- Enter the end time
- Enter a room
This list must be set up in Admin - General - List - Rooms. You need the necessary administrator rights for this. It is also possible to integrate the rooms with Outlook. Click here for more information. - Enter a remark. The remark is not visible to the employee.
- Click on save.
If you want to add another date, you can repeat this process.
You also have the option to add multiple dates at once by clicking on Add multiple dates.
- Enter the period for which this process is valid
- Enter start date.*
- Enter the end date.*
- Enter the start hour
- Enter the end hour
- Enter if the recurrence needs to be calculated based on a daily, weekly or monthly basis
- Enter the recurrence rate
- Enter the day when the training needs to take place
- Determine when this process needs to stop (never, after a certain number of occurrences or on a certain date)
- Add a comment. This is not visible to the employee.
Editing dates
To edit a date, click on edit in front of the date you want to change and carry out the necessary changes.
Deleting dates
Select the date(s) you want to delete and click on delete selected dates.
Costs
Here you find an overview of the different costs.
If you want that these costs are taken into account in the cost per participant, you will need to choose Variable (based on costs) in the field Participant cost calculation in the tab details of the session. If you haven't chosen that option, you can still use the tab Costs, but the content will not be taken into account in the calculation of the cost per participant.
Adding costs
- Click on Add new cost.
- Fill in the type of cost.*
This list must be set up in Admin - General - List - Cost type. You need the necessary administrator rights for this. - Enter the amount*
- Enter a reference
- Enter a remark
Editing costs
Click on edit in front of the cost you want to edit.
Deleting costs
Select the cost(s) you want to delete and click on Delete selected costs.
Participants
Here you can manage the participants of a training.
Adding participants
At the bottom you find Add Participants. You can start typing and the systems starts to suggest employees. You can use the name or the reference number of the person. You can add multiple participants at once by entering several names/references numbers. Another method to add multiple persons at once is by using the advanced search. Here you can look for all employees of a certain department, position, etc. and add them all at once.
Deleting participants
Select the participants and click on Remove selected participants.
Changing the status of a participant
There are different statuses for a participant possible:
- Requested
The employee has requested the training session, but this still needs to be approved. - Approved
All approvers have approved the request of the employee. - Not approved
The request of the employee was not approved. - Subscribed
The employee is enrolled in the training. - Participated
The session has taken place and the participant was present. - Absent
The session has taken place, but the participant was not present. - Cancelled
The participation of the employee was cancelled.
You can change the status of a participant by selecting the participant(s). Then you alter the status in the field Change status to and click on "Change status to".
Moving participants to another session
Select the participant(s) involved and select the waiting list or relevant training session from the pick list next to the field "Change session". Then click "Change session" to confirm.
The participants will no longer be visible in the current session.
Reports
You can download two reports:
- The attendance list
This is a list you can use to let participants sign when they attend the training. You can also select the language of the attendance list.
In this list, you will only see the employees with status "Subscribed" for this session. - The participants list
This list consists of the data of the participants and can for instance be used to send to the trainer.
Partial attendance
If for your organisation the registration per day is activated then it is also possible to indicate that a participant was only present on certain days.
Change the status to Participated. In the last column you can click on the link in the column Presence. Fill in the hours of attendance. If the participant wasn't present that day then enter the same hour as start and as end hour.
Participant results
If the training also has a test element, it is possible to fill in the results of the participant.
Adding/Editing results
- Click on Edit.
- Now you can adapt the score and/or the result of a participant. You can also add a comment.
For result the list must be set up in Admin - General - List - Score for training participant result. You need the necessary administrator rights for this.
Deleting results
- Click Edit, erase the filled in information and click save.
Invitation
Once you have added participants to the session you can send out an invitation. You can change the subject and the content of the email invitation by clicking on Edit.
Select the participant to whom you want to send the invitation and click on Send invitation. Once the invitation sent, you can see in the table when the invitation was sent. You can resend the invitation by selecting the participant again and by clicking on Send invitation.
It is also possible to send Outlook meeting request. Click here for more information.
Evaluations
If you have foreseen that questionnaires should be send out (See details), then you can find them here for the different participants. You can see if the questionnaires are still active. By clicking on an active questionnaire you can see the questionnaire for that participant and you are also able to fill it in.
Once a questionnaire is filled in the status will change from active to finished. When you click on finished, you can see the results. The participant can no longer edit the questionnaire. If it would be necessary that the participant can make alterations, you can reactive the form by clicking on Reactivate.
Regarding configuring questionnaires, you can find more information here.
For more information on reporting of evaluations, click here.
Accreditation
Here you can manage the accreditations for this session if this is applicable.
Adding accreditations
Click on Add new accreditation.
Select the correct accreditation type.*
This list must be set up in Admin - General - List - Accreditation type. You need the necessary administrator rights for this.
Fill in the number of hours and an accreditation number.
Editing accreditations
Click on edit next to the accreditation you want to change.
Deleting accreditations
Select the accreditations you want to delete and click on Delete selected accreditations.
Attachments
You can add attachments to the session. These will not be visible to the participant. A signed attendance list could be an attachment.
Copy a training session
What actions do you need to take?
- Go to admin - training - training session
- Look for the training session(s) you want to copy
- Select the session
- Click on Detail and click on duplicate session
- The session is copied. You can identify the copy by looking at the code. In brackets "copy" is added.
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When copying a training session the following fields are copied
- All fields of the detail tab
- All fields of the date tab