Manage Bealink attendance

Manage Bealink attendance

Digital attendance is the act of managing the attendance/absence of learners at a training session. The result of this attendance workflow is 2 ways:

• An attendance sheet.

• Data that is displayed in the "tracking" section of an Xperience session.

Overall operation of the service

Bealink provides a digital attendance solution that streamlines the process for both trainers and learners. On the day of the training session, trainers can access a dedicated screen on Bealink to manage attendance. Learners can also use Bealink to sign in, ensuring accurate attendance records. At the end of the session, attendance data is seamlessly transferred back to Xperience for further analysis and reporting.

Setting up the templates for the attendance

Here is the information available on the sign-in sheet:

• Training title

• Course description

• Session start date and time

• Session end date and time

• Training location

• Trainer(s)

• The following information is then entered for each participant (learner and trainer):

  • First name Last name

  • Position

  • Email

  • Personnel number

  • One status (or signature) per slot

You can customise the branding of the attendance sheet directly from Bealink.

• Import an A4 pdf allowing with a header and a footer.

• Attach a model to a domain.

• You can create one version of the Template per language.

You are asked to set a default template. It will be used if no other template matches the field/sub-field of the training.

The preview button allows you to view the customisation of the model in order to adjust or validate.

The role of the trainer in the attendance workflow

Once the session has been selected, this screen will allow the trainer to:

• Share the session via QR code link.

• Search, select, and filter participants to perform bulk actions.

• Have a learner sign on the trainer's interface (for face-to-face sessions for example). Sign button.

• Declare a status without action by the learner via the " mark as " button, they can also add a comment. Here are the 3 possible statuses:

  • Present

  • Absent

  • Excused absence

Note:

This present status can be materialized in 2 ways: a signature from the learner or a “present” status indicated by the trainer. From the Bealink settings menu, in the Event tab, you can force participants to sign to indicate their presence.

They must also close the session. They will then first have to sign their presence.

By default, if a learner has not been assigned one of the 3 statuses listed above, nothing will be indicated on the sign-in sheet and the status “not entered” will be displayed in Xperience.

Note:

You can force the trainer to enter a status for each learner before closing the session via an option available from the Bealink BO.

If there are multiple trainers assigned to the training session, they can sign by logging into their account or on the connected trainer's device. As with learners, it is also possible to assign a status and comment. To conclude, it is necessary that each trainer has a participation status or a signature.

Once closed, no more status/signatures can be changed without closing the session. Only an admin can close a session. This action is done from the Bealink admin interface in: Event > Training Session and then choose the session from the list.

The role of the learner in the attendance workflow

The learner has several choices to declare their presence:

1. Signature on the trainer's device

The learner can also sign directly on the trainer's computer/tablet/mobile in front of their name (in the case of face-to-face training for example).

2. Sign in Connected Mode

Once logged in to Xperience, they also accesses Bealink via the attendance link in their menu. Once on Bealink, click on Event and choose a session. They can then sign their presence corresponding to the time slot.

3. Signature in offline mode

By default, the learner must be authenticated to sign in. However, it is possible to activate an option enabling signing without authentication. This option is available in the Bealink settings menu, then in the events tab. Once activated, the trainer's share link is valid for 1 hour, enabling the learner to access the list of participants in the session and sign in once selected.

Synchronization details

When using Xperience as an LMS and Bealink, there are different synchronizations to reflect the life of a training session:

• Creation/modification of a session on Xperience LMS: from version 8.0 onwards, this synchronization will take place in real time, enabling changes to be made on the day of the session. Prior to this version, synchronization takes place every evening.

• Deleting a session. From version 8.0 onwards, sessions deleted on the LMS will also be deleted on the Bealink side.

• Appearance of sign-in information in Xperience: This data, together with the sign-in sheet, appears in Xperience LMS less than 5 minutes after the end of the session, i.e. the last session time slot.