Training sessions

Understand a training session

A session is a temporal breakdown of the training in which learners are registered. Each training course consists of one or more training sessions.

A training course comprises these different tabs:

• A Session tab where you can find the main information such as the name of the session, the registration method, the start and end dates of the session.

• A Planning tab gives an overview of the session in a calendar format.

• A Registrations tab that allows you to register individual learners or groups.

• A Waiting list tab shows the users on the waiting list for this session and the possibility of adding additional users to the waiting list.

• A Requests tab for specific registration requests to the session.

• A Monitoring tab provides information on the session (components, course documents, attendees, tutors, community tracking).

• A Evaluation follow-up tab.

• An Accounts tab shows the cost and funding aspects of this session.

• A Content tab shows the description, badges, ratings, skills developed, forums and contributions associated with this training session.

• A Notifications tab lists all the notifications configured for this session.

• An Attendance tab provides the input attendance details for the session.

• A Tutor Attendance tab allows you to visualize the attendance of the tutors for the sessions of this class.

• A Documents tab contains the training and session documents for both the administrative and the educational materials used for this session.

• A Reports tab allow you to view existing reports for this session and also create new reports.

• A Training agreements tab shows the official training contract for each registered learners. You can click on Create training agreement to generate a document automatically.

• A Travel tab provides details on travel arrangements and costs related to this session.

Create a session

Open Administration > Training course > Courses

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View course button.

   • The Training sheet appears on the screen with the training information.

3. Click on the Training Sessions tab to view the sessions for this course.

4. Click on the New session button or on the Quick new session button (in order to create a training session in a few clicks)

5. Fill in the information in the form for this session.

6. Click the Save button.

   • A confirmation message appears on the screen.

OR:

Open the Administration menu > Training course > Training sessions

1. Click on the Sessions tab.

2. Click on the New Session button (in order to create a training session in a few clicks).

3. Complete the information on the sheet for this session, first of all the training to which this session is attached.

4. Click the Save button.

   • A confirmation message appears on the screen.

OR:

Open Administration > Session planning

1. Select the desired search criteria on the search page, then click the Search button.

2. Click on the New session button.

3. Complete the information on the sheet for this session, first of all the training to which this session is attached.

4. Click the Save button.

   • A confirmation message appears on the screen.

Additional Information

Creating a Session

The information to be completed on the session form is at least : the name of the session, the registration method, the start and end dates of the session. We recommend adding the following information: the closing date for registration, and the course trainer(s).

Session trainers

A trainer can be assigned to one or more e-learning sessions within the same period. They may also be scheduled for a face-to-face session during that period. However, a trainer cannot be assigned to two simultaneous face-to-face sessions or sessions occurring at the same time.

The trainer(s) scheduled for the session will then be able to follow up on the learners by going through the menu Follow up > My session or Follow up > Students.

The version field of the training allows you to know the version to which the session points: just click on the number to view the corresponding module.

Understand the session close date

The registration closing date sets:

• A closing date after which it will no longer be possible to register for a training session via registration requests (front office catalogue). But you can always register in the back office.

• A closing date after which the group registrations will no longer be consolidated by nightly processing (see section on groups).

The registration method field allows you to separate registrations made in the back office, registrations from self-service and registrations made via registration requests. These 3 registration methods are represented in the platform by 3 registration methods at the session level:

• Registrations in the back office made by an administrator or a training manager. In this case, you have to choose the registration method = back office (choice offered by default).

• Self-service registrations offered in the front office catalogue to the learner. In this case, you have to choose the registration method = self-service.

• Front-office registrations offered in the front office catalogue to the learner or hierarchical when they make a request for registration. In this case, you have to choose the registration method = front office.

If you forget to create a Self-Service registration mode session, when the learner accesses Self-Service training through the training form in the front office catalogue, a self-service registration session is automatically created.

If you forget to create a Front-office registration mode session, when the learner accesses the training form in the front office catalogue, no session will be proposed. The registration request will be placed on a waiting list (if accepted) because there is no session available.

Understand automatic registration close date

New in v8 The platform automatically calculates the number of days between the registration close date and the start of the session. This is based on the following calculation.

• Registration close date = session start date – {number of days between the Registration close date and the Session start date}.​

• As soon as the session start date is entered, the registration close date is calculated.​

  • A phrase informs you of the value that is automatically calculated.

  

• You can modify the registration start date manually: the text under the registration close date is modified under the field and shows that the date has been modified:

• If the registration start and close date is modified, the registration close date recalculates automatically.

• An alert message appears to remind the administrator of the close date.

Create a quick session

Open Administration > Training course > Courses

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View course button.

3. The Training tab appears on the screen with the training information.

4. Click on the Training Sessions tab to view the sessions for this training.

5. Click on the Quick new session button to create a training session.

6. Complete the details in the card for this session.

   • The main information to enter: label, code, period, capacity, estimated duration, trainers, location, room, time zone.

7. Click the Save button.

   • A confirmation message appears on the screen.

Additional Information

• You are redirected to the session card after saving the session.

• You can register for a session by clicking on the Register button.

Duplicate a session

Open Administration > Training course > Courses

1. Select the desired search criteria, then click the Search button.

2. Select the desired course from the list, then click the Save & Duplicate or Duplicate button.

   • When you click on the Duplicate button, a modal will appear containing the following elements:

     • The name pre-filled with a copy number, this field remains editable.

     • The code with either automatic code generation (in which case the field is hidden) or a code to be manually modified as a result of pre-populating with a copy number. This field is therefore still editable.

     • With the start and end dates pre-filled, these fields remain editable.

   • Options with checkboxes:

     • Notifications: if the box is checked, all the configured notifications are duplicated, if the box is unchecked, no duplication on this part.

     • Documents: if the box is checked, all the documents set up are duplicated, if the box is unchecked, no duplication on this part. These boxes are checked when loading.

3. To validate the duplication, click on the Save button. You will then switch to the new session sheet resulting from the duplication.

4. Enter global information with the exception of specific fields and the trainer.

You can also duplicate a session for a specific training course. For this, open the training sheet of a training course and click on the Sessions tab. Select the kebab menu for one of the sessions and click Duplicate.

Manage target groups at Front-office session level

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the session search page, then click the Search button.

2. Select the desired course from the list, then click the View course button.

3. Select the Training Session tab.

4. Select a session.

5. Click on the Target Groups button on the session form.

6. Choose the type of group that will be used to filter FO sessions.

Additional Information

This feature can be configured.

• Choice of front office session:

• When requesting a registration, a new filter appears to choose a session.

• The filter is visible if in the list of sessions there is at least one session configured with groups. It is possible to view all sessions.

• By default, in the list of groups, the learner's group is pre-selected in order to display the list of sessions attached to one of its groups. If in this list, there is more than one value that relates to the learner:

  • We don't pre-select anything (for non-tree groups) and it displays all the sessions it can see.

  • The lowest level of the tree is preselected for tree groups.

• If the Show only sessions in my groups setting is enabled, the learner will not see sessions that are not in one of their groups.

Search for a session

Open Administration > Training course > Training sessions

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Training button.

3. The Training tab appears on the screen with the training information.

4. Click on the Session tab to view the list of sessions for this training.

5. Consult different information per session : the session label, the dates, the registration procedure, the trainer(s) (not visible in the context of a cancelled session), the training location (not visible in the context of a cancelled session.

6. Consult different indicators per session : schedule/number of registrations (link to registrations), warning displayed in the case of a break-even point not reached.

7. Click on the name of a session in the list to view the session card.

View or edit a session record

Open Administration > Training course > Training sessions

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Training button.

   • The Training tab appears on the screen with the training information.

3. Click on the Session tab to view the sessions for this training

4. Select the desired session from the list, then click the View Session button.

5. View the information in the worksheet for this session.

6. To edit the session, edit the session information.

7. Click the Save button.

Or

Open Administration > Training course > Training sessions

Sessions The Sessions search page appears.

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired session from the list, then click the View Session button.

3. View the information in the worksheet for this session.

4. Edit session information.

5. Click the Save button.

Verification

A confirmation message appears on the screen.

Delete a session

Open Administration > Training course > Training sessions

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired session from the list, then click the Delete button.

   • A confirmation prompt appears.

   • If validated, a confirmation message will appear on the screen.

Or

Open Administration > Training course > Training sessions

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Training button.

   • The Training tab appears on the screen with the training information.

3. Click on the Sessions tab to view the sessions for this training.

4. Select the desired session from the list, then click the Delete button.

   • A confirmation prompt appears.

Verification

If validated, a confirmation message will appear on the screen.

Additional Information

• A session should be deleted when, for example, the trainer is unavailable for a scheduled session and registered employees should not be billed.

• By deleting a session, the registrations for the session are permanently deleted (permanent deletion without the possibility of restoring the registrations). There is no longer any trace of his sessions in the analyses.

Closing a session

Open Administration > Training course > Training sessions

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Training button.

   • The Training tab appears on the screen with the training information.

3. Click on the Sessions tab to view the sessions for this training.

4. Select the desired session from the list, then click the End Session button.

Verification

• If validated, a confirmation message will appear on the screen.

• The status of the session changes to Closed on the session card.

• It is possible to reopen a session: the Reopen button will only appear on closed sessions.

Additional Information

• A session must be closed as soon as the session dates have passed and all administrative activities have been carried out on a session.

• When a session is closed : the actions of registration, schedule modifications, cost entry, learner and trainer attendance are frozen.

• At the time of closing, the Email notification sent to the supervisor in the event of employee absence, if activated, will be sent for the attendance entries that are absent from the session.

• For those marked as present, the training of the session can be automatically added to the Initial Training tab of their User file.

Understand the Training Sessions closure menu

Open Administration > Training Course > Training Sessions

A page dedicated to closing is displayed:

Explanation page:

Indicators on the training budget in the heading, at the current level:

• Percentage of closed sessions on the current plan

• Number of closed sessions and number of closed sessions

• Total cost = committed + completed (in €)

• Value of each of the costs (committed, realised, in €)

Quick visualisation of closed sessions with a Close view that displays the list of sessions eligible for closing and a Closed view that displays the list of closed sessions with a possibility to reopen them.

The search field and the Advanced Search icon allow you to search for training sessions to close them according to certain criteria :

• Name, session code

• Name of the course

• Targeted training

• Registration process (Back office, Front office, Self-service)

• For a period of time: from */until

• Training organisation

• Manager

• Area of Management

• Method of organisation

• Actions to bulk close found sessions:

• Select All/Deselect All

By default, the From filter is pre-populated to search only for sessions in the current year (sessions are the most recent).

The default date set as part of a plan is the start date of the financial year, without managing a plan the date is that of the day minus 12 months.

It is possible to combine several queues to search for session(s) to be closed.

For each session, the following indicators are displayed:

• Cost Statement: entered or not

• Sign-in status: completed or not

• Number of registrations for the session

The session is closed by clicking on the Close button. In the case of face-to-face training, if the attendance has not been entered in full, an alert message appears :

After confirmation, the session is closed, it is then visible on the Closed view and can be reopened to go back. The session card is displayed and the sign-ins can be entered in the tab :

• The page dedicated to the closing of sessions is also accessible :

  • From the training session repository.

  • From the sessions of a training course.

Schedule a session

Open Administration > Training Course > Training Sessions

Select the desired search criteria on the search page, then click the Search button.

1. Select the desired course from the list, then click the View course button.

   • The Training tab appears on the screen with the training information.

2. Click on the Sessions tab to view the sessions for this training.

3. Select the desired session from the list

4. Click on the Planning tab to view the training session schedule.

5. By default, the platform displays the session schedule as a strip (session start date/end date), as well as face-to-face sessions.

6. To view the details of the schedule, check the Full-view mode option located under the tabs: in this case, the platform displays the training plan with e-learning resources and face-to-face sessions:

   • E-learning resources appear in dotted lines to differentiate them from face-to-face sessions or virtual classes;

   • Resources that are already scheduled appear in blue;

   • Unplanned resources are shown in pink.

7. To change the session dates, select the session and click on the Edit Schedule button located under the tabs : a window will open allowing you to change the session start and end dates as well as the tutor for this session.

8. To edit the schedule for each resource, select the resource, and then click the Edit Schedule button below the tabs: a window will open where you can edit the resource's schedule. Don't forget to schedule each resource with a start date and an end date.

9. The schedule will be considered complete (special status in the platform) when all face-to-face sessions and virtual classes are scheduled. Only then can notifications related to the sessions be triggered.

Additional Information

Planning is considered complete:

• For a training course with a face-to-face learning mode: when all face-to-face sessions are scheduled (dates only).

• For a blended learning course: when all face-to-face sessions or virtual classes are scheduled (dates only).

• For a training course whose learning mode is e-learning: at the creation of the session (because it is not face-to-face).

The session can be extended by scheduling resources outside of the session start and end dates.

If we spread out the session (we shift by 2 more days), it will not postpone the dates of the already planned resources: only the unplanned resources will be shifted.

The end date of a resource's planning is only indicative since the learner will be able to continue to access the e-learning resource after the end date. It is useful only for pedagogical purposes so that the learner can visualise the training planning.

Even if it exists, dragging and dropping at the schedule level should be avoided. This is because it shifts the end date of the session. We recommend using Edit schedule.

If you use steps, you can schedule only the step. If you want to schedule resources within a stage, start by scheduling these items.

To view the start or end of a session on the schedule, use the right and left arrows.

View or edit a session schedule

Open Administration > Training Course > Training Sessions > Planning

Select the desired search criteria on the search page, then click the Search button.

• The graphical schedule of the training sessions is displayed on the screen.

• If a session has face-to-face sessions or a virtual classroom session, then they appear on a row below the row of the corresponding session. On the other hand, e-learning resources do not appear on this overall schedule.

  • To modify the schedule of a session, click on the session schedule to select it and then on the Edit planning button, or double-click on the session schedule: a new window will open allowing you to modify the session dates and the human and material resources.

  • To modify the display and visibility, click the Edit visibility button.

Additional Information

Even if the feature exists, dragging and dropping at the schedule level to change session dates is not an option. Instead, use Edit planning.

Consult the training contents from the session

Open Administration > Training Course > Training Sessions

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Course button.

3. The Training tab appears on the screen with the training information.

4. Click on the Sessions tab to view the sessions for this training.

5. Select the desired session from the list.

6. Click on the Content tab to view a learner's session lay-out: on the back office side, we find the same vision as the learner. Only the content of the Plan Webpart is not visible from this screen.

7. Click the Preview button to start the course as the learner can, but without recording a follow-up.

Manage resource visibility by individualising sessions

Open Administration > Training Course > Training Sessions

After creating or viewing a session (Session tab), you can view training content:

1. Click on the Planning tab to view a learner's Session layout: on the back office side, we find the same vision as the learner.

2. Click the Manage Resource Visibility button: for the current session, you will be able to hide some resources from the plan for all learners in the session.

   • A new window will open with the training outline.

3. Uncheck the resources you want to hide on this session, or check the ones you want to reappear. Then click the Save button.

   • The page refreshes with the new plan for this training session.

   • On the learner's side, the resources unchecked from the plan become completely invisible, and they are ignored in the follow-up calculation.

Additional Information

If the instructor makes a new resource visible or hides a resource after the learner starts, the learner's progress is recalculated.

The Manage Resource Visibility button is enabled based on your platform configuration.

Understanding session-level or training-level contributions

You can make new content available to the learner (resource or website) without modifying the skills development plan: contributions are used for this.

Contributions are Web parts available in a learner's session-type layout: in the back office, these contributions can be found in the Session Content tab.

There are 2 contribution web parts:

• Session contribution: each time a session is created, the contribution is empty and content or websites must be added.

• Training-type contribution: for each session creation, the contribution includes all the content or websites that have been submitted during the previous sessions for this training.

You can insert either or both in the layout.

After creating or viewing a session (Session tab), it is possible to manage contributions in the session tab of a training course.

1. Click on the Content tab to view a learner's Session layout: on the back office side, we find the same vision as the learner.

2. Click on the Contribute button: you will then be able to add resources or websites that will be added to the Contribution Webpart: learners registered for the session will be able to consult its content in addition to the resources of their training.

3. A new window opens: choose whether you want to add content (in this case, click on the button on your computer and fetch the content from your computer) or a website (in this case, click on the button on a website).

4. Fill in the corresponding fields and click Save.

Select a training agreement template

Open Administration > Training > Training Sessions

Procedure

1. Search for or log in.

2. Click on the Training agreements tab.

3. Check the box for participants in this session without a convention and click on the Create training agreement button. A modal opens with a list of templates.

4. Select the desired convention template and click the Save button.