Training sessions

Create a training session

In the second Training Session tab of the Back Office Events menu, you can search by code or title in existing training sessions, apply filters by groups, trainer, or by start date/end date. You can also create a new session with the Create button.

In this screen, you can download the training sessions in an Excel file with the Download button, apply changes to this file and then import it with the Excel Import button, this allows you to be able to create/update sessions in bulk.

Create a synchronous session in the back office

In the form for creating a training session, enter this metadata:

• Make public and allow self-registration: make the training session accessible or not in the search engine or in the All Events section of the Events menu. Learners will be able to register for the session on their own, otherwise only learners registered by the trainer and/or administrator will be able to access the session.

• Title: The title of the training session.

• Objectives: Define training session objectives.

• Keywords: Enter keywords associated with the event. This information will be queried by the search engine.

• Location or URL: Enter the physical address or url link of the training session.

• Send registration emails: Enable or disable the automatic sending of registration emails to participants.

• Price per learner: Set the price per learner for the training session.

• Minimum capacity: Set the minimum capacity of the training session.

• Maximum capacity: Set the maximum capacity of the training session (once the maximum capacity is reached, users can no longer register).

• Disable signing: Enable or disable participant signatures. If enabled, only the instructor or administrators can mark attendees.

• Topic: Associate the training session with a Bealink topic (repository), so the session can be searched and recommended thanks to this if it is public.

• Language: Enter the language in which the training session will be held.

• Training event: Link the training session to an existing event.

• Catalog: Link the training session to.

• Trainer: Inform the trainer of the training session.

• Organizer: Inform the organiser of the training session.

• Time zone: Enter the time zone in which the training session will take place.

• Time slots: Enter the start and end date and time of the training session. (You can add other slots after the session is created).

Manage attendees and attendance

1. Once the training session is created, the administrator can register users, via the Add Users button in the Registered Users section.

2. Register your own learner account to carry out tests for example.

3. Register all users in one or more groups.

4. Register each user individually via the search engine or by copying and pasting an address. In the pop-up that appears on the screen, there are 3 options:

• Only you (for tests)

• Selected groups

• Users

5. Enter the email/username in the text box (one user per line or separated by a semicolon):

In this section, you find the list of registered users as well as their presence status at each of the time slots. You can perform a user search, and force the presence of one or more participants in the session. To do this, select at least one user and the three buttons Mark as present, Mark as absent and Remove appear on the screen: allowing them to force the presence or unregister the selected user(s). A padlock appears when the slot is closed, blocking attendance until the slot is reopened.

Close/reopen sessions

In the Time slots tab, close the training session by clicking on the Close signing button. Learners can no longer sign their presence from the learner interface. If this training session is synchronised with a third-party system, attendance is reproduced in the LMS at the time of the closing of the slot.

You can reopen a session by clicking on the Reopen button, if the trainer has closed the slot for example. The trainer is the only one who can reopen a session.

Manage documents

In the last Documents section, you can add documents to the session from your workstation, by clicking Upload from. In this section, you will also find documents already added (by the trainer for example). You can download or delete them.