After you have finished creating a course on the Training Module, it is time to start setting up training sessions. This article will outline how sessions can be scheduled and if needed rescheduled for employees.
Training Session
A Training Session is an event/instance of training based on the course structure.
Permissions
You will require the Schedule Training permission to be able to schedule training sessions. For more information on the permissions used in the Training Management Module, click here.
How to schedule a session
Once a course has been created, you can schedule sessions for employees per session on the system or in bulk for multiple sessions and employees. These processes are shown below:
From the Courses tab in the Training Management module, click on the course you will schedule a session for.
Click on the + icon in either the Self-paced training sessions or Instructor-led training sessions pod depending on the type of session you would like to create.
Add the relevant information regarding this particular session. These details will be different for Self-paced training sessions and Instructor-led training sessions due to the nature of the session types.
Self-Paced Session
Instructor-Led Session
These sessions can be added without attendees initially so that they can be added at a later point.
Once your session is set up, click on the session if you want to invite additional attendees or amend any of the session details.
Click on the + icon near Guestsand select one or more employees from the list of employees.
Employees will receive an email when they are invited to a Training Session, and they will be able to Accept or Reject the training invitation. The email will also contain a calendar invitation file for them the add the event to their calendar.
From the Courses tab in the Training Management module, click on the 3 dot menu and download the Employees' Attendance upload template:
When you click on the download option, you will be asked to select the course(s) that you will be uploading. This is so that the downloaded template dropdowns will provide the information relevant to the specified course(s).
In the template, you will complete the details relating to the sessions and the employees attending. There are fields that relate to Instructor-Led and Self-Paced sessions.
Save the template with the details and then from the same location where the template was downloaded, you will upload the file.
The system will prompt you to send email notifications to attendees or not.
If selected, employees will receive an email when they are invited to a Training Session, and they will be able to Accept or Reject the training invitation. The email will also contain a calendar invitation file for them the add the event to their calendar.
When employees are invited to a Training Session, the session will show on their Talexio calendar.
Sessions can be set as recurring sessions if they repeat every week, every month on the first Monday or every month on the last Friday.
Instructor-led sessions can also be set as Online so that a meeting link can be shared with the attendees on their email invitation.
Rescheduling an employee
From time to time, you will be required to reschedule an employee to a different training session. This can be done from the employee profile and also from the training sessions.
From the employee profile, click on the Training tab where you will see all the assigned sessions.
From the session row, click on the 3 dot menu and click Reschedule Session.
From the list that appears, select the new session for the employee and click Reschedule. From this, a new invitation will be sent to the employee for them to Accept or Reject.
From the Course Dashboard, select the session to which the employee is currently assigned.
On the employee row, click on the 3 dot menu and click Reschedule.
From the list that appears, select the new session for the employee and click Reschedule. From this, a new invitation will be sent to the employee for them to Accept or Reject.
When more than 1 employee needs to be rescheduled to a future session, you can do this from the session using the Bulk Actions by selecting all the employees who need to be rescheduled, clicking on the Bulk Actions and then selecting Reschedule.
Attendance Sheet
When it comes to instructor-led training, the external/internal tutor may mark the attendance of employees through the attendance sheet found inside the session. This can be done individually or in bulk:
You can also upload the attendance sheet through a bulk upload template
From the Courses tab in the Training Management module, click on the 3 dot menu and download the Employees' Attendance upload template:
When you click on the download option, you will be asked to select the course(s) that you will be uploading. This is so that the downloaded template dropdowns will provide the information relevant to the specified course(s).
In the template, you will complete the details relating to the sessions and the employees who attended.
Save the template with the details and then from the same location where the template was downloaded, you will upload the file.
From the session page, you will be able to download a copy of the attendance sheet as a .pdf file.
