Create a training course

  1. To create a training course, go to System Tools > Utilities > Apps > Training > Create New.

  2. Complete the fields shown on the screen as described in this table:

    Field Description
    Provider Choose the provider from the list.
    Type Choose an option from the list.
    Location/Division Choose an option from the list.
    Name Enter a name for the course.
    Administrator Select who owns the course (usually the System Administrator).
    Description
    Provide an overview of the course (Agenda).

     

    (Employees see the information you add here when reviewing active courses).
    Trainer
    Use this section to detail who is delivering the course, who will benefit from attending the course, and add any other comments/prerequisites.
    Date From/Date To These fields are greyed out as you are only adding the course details at this stage, not the schedule.
    Min Delegates Enter the minimum delegates required for the course.
    Max Delegates Enter the maximum delegates required for the course.
    Cost Currently does not pull through anywhere.
    Cost per delegate Currently does not pull through anywhere.
    Where Clause Allows you filter records using a specific criteria. Use the filter to specify who the course is available to.
    Category Select an option from the list (the options shown here are pulled from the Lookup Tables > Training Category tab.
    Subject Select a option from the list (the options shown here are pulled from the Lookup Tables > Training Subject tab.
    Location Select a option from the list (the options shown here are pulled from the Lookup Tables > Training Location tab.
    Multiple Bookings
    Select this to allow employees to attend the course more than once.
     
    Selecting this checkbox also means that when an employee requests to attend the course, they cannot cancel.
     

  1. Select Save.

After creating the course, you can carry out several actions:

  • Copy - This adds (copy) into the tiles. You can amend or delete this information. This option is useful for regular courses that require multiple schedules or similar course, different location.

  • Create Event - This allows you to schedule the course for specific dates.

  • Documents - upload documents, maps, pre-course, evaluations etc.

  • Request/Approval - Usually the Line Manager or the Training Administrator. You can create a multi-stage approval where the Line Manager receives the request first then the Training Administrator.

Resources Type 1 and Type 2

Selecting View allows you to view the course details.

Type 1

Room, Lap Top, Flip Chart, Projector etc.

Type 2

This is for asset numbers or serial numbers and is hierarchical to Type 1.

  • Lap Top Asset no 1234

  • Lap Top Asset no 2345

  • Flip chart 1

  • Flip chart 2

Create Event

After creating your course, you can select to add further details/amend for specific events.

The date defaults to tomorrow so if you wish to see it today, change the published date to today.

Remember to make the training Active to allow people to view it.

Once added, refer to symbols on the right-hand side.

Delegates: Approved/Pending/Waiting

Here you can filter on status. See Training Employees below.

Allows you to multi select the same course for a different date. You can manage the resources from here.

  • Documents - add more documents, if required.

  • Request / Approval defaults to same created on course. However if you want to customise per schedule, change it here.

  • Resources - add/ amend resources here.

  • Delete - select to delete.

Training Employees

You can filter on status.

  • Pending - Yellow Flag

  • Approved - Green Flag

  • Declined - Red Flag

  • Waiting - Blue Flag

  • Cancelled - Black Flag

Once Filtered, choose the employee selector from Actions.

Employee Selector

This selects the employees in the grid. Filter on status and then use the Employee Selector.

Use any of the other available actions.

  • Email - enter your message in the email box.

  • Mail Merge – You must create the original template on the Training tab via Actions to include the extra training merge fields.

  • Move – You can move delegates with their status set to Waiting to an alternative event (scheduled course). The selected delegates are then moved to the new scheduled course.

Training Tab

Once the request to attend a course is approved, an entry creates on the Training tab.

You can then mark up the Development status as appropriate, passed, failed, completed etc. You can also merge certificates and upload them into the course.

You must create all Mail Merges via Training > Actions in order to pull the training merge fields as required.