Synchronous training sessions

Create a synchronous training session (Front Office)

Optionally, trainers (with an instructor role) have a New Event button from the learner interface in the Events menu, allowing them to create training courses in an ad-hoc way. They can find the training sessions for which they are responsible in the Same Events menu.

1. By clicking on this New event button, a form with up to five tabs appears:

• Event tab (optional): When this option is enabled, the instructor must link the session they are creating to an existing event in Bealink. Selecting the event will automatically complete the title and description of the session created (in the Description tab), which the instructor can modify if desired.

• Description tab: define the title, description, location (or link for webinars/virtual classes), associated topic, skills developed as well as whether or not registration emails are activated.

• Linked Learning Path tab (optional): When this option is enabled, this allows the trainer to link an item from the Bealink catalogue to the training session, which will be accessible as a link for learners.

• Schedule tab: By specifying the time zone, the date and then the start and end time, the instructor can create as many time slots as they want.

• Attendees tab: the list of participants is not always known and there may be a desire on the part of the company to offer self-service sessions, for this a box can be checked to allow the free registration of participants.

  • When self-registration is active, the instructor can still restrict the visibility of their session to one or more groups, or set a maximum number of participants.

  • Also, a search engine allows you to retrieve learners' profiles based on the organisation's employee directory or to register a group of users directly. Optionally (with the AdvancedTeacher role), it is also possible to reference new people who are not present in the directory with the Create button. Finally, the trainer can choose to disable the signatures of the participants and will therefore be the only one who can manage the presence or absence of each participant.

Manage documents

In the Documents tab, the trainer can upload one or more documents from their workstation in the event. These documents will then be available for consultation/download by participants.

Transfer of trainer responsibility

From the Time Slots tab, the instructor can transfer their role to another user with the Teacher role by clicking the Transfer button. A pop-up window appears, allowing the instructor to search for the instructor they want to transfer their role to for the training session.

Manage attendance

Trainers can easily manage participant attendance within the Participants tab. Key features include:

• Time Slot Filtering: Filter participants based on specific time slots to streamline attendance tracking.

• Flexible Sign-in: Allow participants to sign in directly from their workstations or manually mark their attendance status.

• Batch Actions: Efficiently update the attendance status for multiple participants at once.

• PDF Sign-in Sheet: Generate a comprehensive PDF report of all participant signatures for record-keeping.

These features empower trainers to accurately track attendance, identify potential issues, and ensure compliance with training requirements.

Closing signatures time slots

Trainers can manage attendance for individual time slots within a training session. By signing specific time slots, trainers can validate attendance and ensure accurate record-keeping.

To enhance security and prevent unauthorized sign-ins, trainers can activate a slot closing process. Once closed, participants can no longer sign in for that particular time slot. This feature is especially useful for synchronizing attendance data with third-party LMS systems like Crossknowledge or SuccessFactors.

Generate the signature link

The trainer can generate a URL and a QR code to share with the training session participants in order to make them sign, by clicking on the Share button at the top right of the window.

It also has the option to generate a self-registration link, users will be automatically registered on the training session upon access.