In-person training

Understand in-class learning sessions

an in-class learning session brings together participants and a trainer in real time in a training location to discuss, exchange, deliver and/or receive training content. 

Thus, you will be able to position one or more in-class learning sessions within a training module and schedule them in a session, send reminder notifications, and track time spent and attendance.

Design in-class learning sessions

Setting up an in-class learning session is simple, it is a resource to be added in a module (training design tab or from the Studio's module library).

In the design of training content, a new type of element exists : an in-class learning session.

This element has just a name of the in-class learning session, as well as the duration. This duration is used to calculate the number of hours of presence.

Additional Information

It is important to properly record and put the module into production after the in-class learning session has been designed.

A created in-class learning session is not visible in the Resource Library. It's not a resource like any other, it can't be inserted into another module.

Manage trainer's scheduling for an in-class learning session

Open Administration > Training

After creating the module with one or more in-class learning sessions, the next step is to plan the trainer(s), the location, the room and the any equipment required.

Procedure

Schedule a trainer: in the example below, the planning is done from the session sheet (case of a single in-class learning session).

• Enter a trainer by entering their name directly in the Tutors field.

Session form with the possibility to add tutors

• To check the availability of a trainer, use the + to view the schedule.

Additional Information

For a session concerning a training course with only one in-class learning session, you can use the trainer field and the location field of the session form. If the training consists of several sessions, always use the schedule tab to plan these elements from each in-class learning session.

Filters explained:

• Name: Search on user names

• Roles: search users by role – possibility to put multiple roles, in this case, it's one OR in the search.

• Training provider(s ): searches for users who are members of the chosen OF – possibility to fill in several organisations.

• Available: Searches for users who are available for the entire session period.

• Qualified: Searches for qualified users for training for this session.

• Experienced: Searches for users who have already delivered the training.

Explanation of the actions and the legend above the schedule:

• Add button: it automatically adds the user to the session form and closes the selection window. It is active when the user clicks on an area of a user in the schedule.

• Navigation buttons: these are the buttons for navigating the schedule, moving from one week to another.

• Select a date: this button allows you to set the start of the schedule to the desired date.

• User availability: list of the availability or not of each user by colour :

  • Available: the user is available for the entire period of the session,

  • Busy: a user is considered busy if he/she is leading another in-class learning session or a virtual class or if he/she is in a meeting (creation of the meeting from the Syfadis schedule),

  • Scheduled: The user is busy outside of the session period.

  • Message to logged-in user: A warning message appears when the number of results exceeds the number of users displayed in the schedule. By default, a maximum of 20 users are displayed.

Explanation of the schedule and selection of a user :

• Display of the schedule in the period of the session at the level of year, month and week, with the time slots specified in the client application.

• The session period is located in the 1st row of the Desired Period schedule and is displayed as a horizontal bar.

• For each user found, the first and last name is displayed in a link which is a shortcut allowing the user to be automatically added to the record of the session concerned in one click.

• For users who have already delivered the session training, an Experienced label follows the first and last name to make it easy to spot them (see example above). It's the same for users who have already given the training, a Qualified label is displayed.

The list of found users is sorted by: 

• Availability, over the period of the session

• Qualified for the training of the session

• Experienced on session training

• Username

Schedule a room for an in-class learning session

Open Administration > Training > Training session > Session sheet > Location > Rooms

After creating the module with one or more in-class learning sessions and putting it into production, the next step is to plan the trainer(s), the location, the room and any equipment required.

Procedure

Rooms: When planning an in-class learning session, the user must choose the rooms in which the session will take place, according to the location previously selected. The list of available classrooms is linked to the location selected in the Location input field. Without this location, the selection of a room is not possible (the field being hidden at the start).

Let's take the example of a session: in the sheet of a session, we have entered London as the location. The Rooms field appears. As with the trainers field, we have a dynamic text field with automatic search and advanced search. It is this last search that interests us.

Filters explained:

• Location: indication of the location already present in the sheet of a session (read-only).

• Room Type: Searches for rooms by type.

• The list of rooms found is sorted by:

  • Availability, during the session period

  • Room Capacity

  • Room Name

Book equipment for an in-class learning session

Open Administration > Training

After creating the module with one or more in-class learning sessions and putting it into production, the next step is to plan the eventual material.

Procedure

Materials: When planning an in-class learning session, the user must choose the materials needed for the session, depending on the location previously selected. Indeed, the list of materials offered to the user is strongly linked to the location selected in the Location input field. Without this location, the selection of a material is not possible (the field being hidden at the beginning).

The selection of equipment for a session is the same principle as for a room. Let's take the example of a session : in the sheet of a session, we have put Rennes as the location. The Hardware field appears. As with the trainers field, we have a dynamic text field with automatic search and advanced search.

Filters explained:

• Location : indication of the location already present in the sheet of a session – read-only.

• Hardware Type: Searches for devices by type.

Explanation of the actions and the legend above the schedule (same as the explanation in the previous chapter on the trainers' schedule).

Explanation of the planning and selection of a room (same as the explanation in the previous chapter on the trainers' schedule).

In-class learning sessions (learner pages)

The logistical elements of each session are indicated in the invitation to the training. The learner can also receive an in-class learning session reminder notification x days before the session depending on the settings made.

Access to the in-class learning session can only take place when the session is scheduled (outside this period, the session appears greyed out in the map).

From the plan, the learner accesses the logistical information of the session (date, training location, access) by clicking on the icon representing a calendar.

Once the session is over, the administrator or trainer (depending on your settings) fills in the attendance, which has the consequence of impacting the learners' progress on their training content.

Manage attendance at an in-class learning session

Open My Sessions > Plan > In-class learning session

The kebab menu gives access to two buttons : Sign up and Deposit a sign-in sheet.

The Sign Up button gives access to a screen containing indicators (number of registrants, registration status for the session, duration of the session, number of documents uploaded to the tool) and 3 tabs: Learner, Documents, Templates.

• Learner tab: from this tab, the trainer retrieves the attendance time corresponding to the estimated duration positioned in the training design tab. They can change this duration even if the actual duration is longer than the estimated duration, they can add a comment and change the presence status.

• Document tab: from this tab, the trainer can upload a completed timesheet to the tool from his or her local workstation. This document will be visible in the back office from the presence tab.

• Template tab: from this tab, the trainer can download a timesheet template made available by a manager.

Additional Information

• The attendance sheet for an in-class learning session can be downloaded from the attendance tab of a session (sometimes in some devices this sheet can also be downloaded from the reports tab of a session). This document is a PDF document made from an html template customised by the Syfadis teams during the implementation of the project.

• The trainer has the attendance sheet signed during the facilitation of his session. They can upload it directly to the Attendance page by selecting the session from the list of sessions and then clicking on the New button in the Documents section.

• The trainer or administrator (depending on the context) can enter the attendance from the Attendance tab of a session. On this page, you can see the list of participants in the session, a drop-down list of in-class learning sessions and/or virtual classes in the session and the possible values for each participant (notion of present, absent, unspecified, present and absent). If the person is present and absent, you will enter a number of hours of presence. In the event of an absence, you can declare the absence unjustified or justified and provide a justification.

• The attendance information entered is visible in the tracking sheet.

• The trainer may have special access to enter attendance from My Sessions if they have the privilege to edit attendance. These are the same screens described for virtual classrooms.

Understand progression and success

A learner's progress and success in an in-class learning session is impacted by attendance.

Rules to be aware of:

• Absent: The user is in the 0% progress state and failed.

• Present: The user is in the 100% progress state and in success.

• Present and Absent: The user is in the incomplete state with 50% progress and failed.

• Not specified: The user is in the unspecified and unknown state about success for the in-person resource.

Analysis of an in-class learning session classroom

• The user can retrieve certain data concerning an in-class learning session.

• It is also possible, if attendance is specified, to perform attendance analyses by user, training, session and session based on the session registration template.

• The dimension: type of session distinguishes in-class learning sessions from virtual classrooms when viewing the report.

• Distinction between the Hour of Attendance dimension: raw data that is filled in at the design level of the in-class learning session and the Attendance Hours value (hours, average) which calculates the number of average hours of attendance when there are several sessions to organise. In the event that there is only one session, the values reported, whether in value or dimension, are therefore identical

• The session model can be used to determine, for example, the number of in-class learning sessions per period or per trainer/facilitator.

Manage additional in-class information

Depending on the configuration decided in the configuration workshop, it is possible to use additional fields related to management.

User : On a user's profile:

• Type of contract : Permanent contract, fixed-term contract, temporary employment contract, intermittent contract, apprenticeship, single integration contract (this list is subject to change).

• Working time

• The start date of the contract

• The level of responsibility

• The nature of the contract (e.g . apprenticeship)

• The rate of working time

• The coefficient of the contract

Training : For a training course, information is added in an Administrative block:

• The mode of organisation: inter-company, intra-company or internal. These organisational methods do not have associated business rules, but are essential for managers to find their way around.

• CPF Code

• Training manager: designation of a person in charge just as information in order to find it in the Analysis section. It is selected from the user repository

• Administrative manager: designation of a manager, in order to better manage the training sessions (alert notifications and associated dashboards).

• Type of validation: certification, diploma, qualification, internship certificate.

Training Sessions: Regarding one session, information has been added :

• The training organisation that provides the session : it is selected from the platform's repository. This is because this body may be different from the training body.

• The way the session is organised: same as before.

• An administrative manager: designation of a manager, in order to better manage the training sessions (alert notifications and associated dashboards).

• Recording of the attendance times of the trainers per session within the session.

These fields are search criteria found in session search forms.

In the case of a modification of the organisation on the training sheet, there is no impact on the sessions already created.

When a session is created, the elements of the training form: training organisation, organisation mode, administrative manager are positioned by default on the session.

Understand notifications related to the management of in-class activity

In the platform, to send emails, you must first create a notification of a well-defined type, then customise it with parameters and finally activate it.

In order for users to receive these types of emails, notifications must first be created and enabled :

• at the domain level (in the notification repository in the Settings menu) OR

• at the level of a course ( Notifications tab) OR

• at the session level ( Notifications tab).

If a notification of the same type is activated in all 3 contexts (domain, training, session), the notification taken into account is the one at the lowest level, in this order of priority : 1 session – 2 training – 3 domain.

For the management of the in-class activity, the following notifications can be activated :

• Alert threshold of learners on the waiting list reached on a training course.

• Alert creating a new session with people on the waiting list.

Alert on the threshold of learners on the waiting list reached on a training course

The purpose of this notification is to warn that the training has reached the threshold of learners on the waiting list. It refers to the field available on the training form for the learner threshold on the waiting list. Thus, this notification only concerns training courses with a specified threshold.

It is mainly aimed at training managers and/or trainers.

People on the waiting list for completed or closed sessions are taken into account in the total number of people.

This email is sent to recipients during the batch processing of notification data and when the waitlist threshold is reached.

This notification can be configured by field - training.

Alert for creating a new session with people on the waiting list

The purpose of this notification is to warn people about a creation of a session where there is space available. It can be sent to:

• Pedagogical manager of the training

• Session Administrative Officer

• Session Trainers

• Learners : those on the waiting list

• Registrants

• Place of training : the email of the contact of the place

• Training organisation : the email of the organisation's contact linked to the session

An email of this type is sent in batch (night processing). The notification is sent when a new session is created and there are pending registrations at the training level.

The notification can be set up according to the learning mode of the training and the registration of the training session.

This notification can be configured by domain – training – session.

Alert : Cancelling a session

The purpose of this notification is to notify people of the cancellation of a session. It can concern several recipients that are to be determined in the notification settings.

An email of this type is sent to recipients manually after cancelling a session via the interface (Cancel button) OR during the batch of notifications after the automatic processing of the sessions to be cancelled.

A notification of this type is sent only once for a session. From the moment the notification has been sent, if other people are added to the list of recipients, these people will not be notified.

This notification does not apply to deleted sessions!

Alert: Confirmation of a session

The purpose of this notification is to warn people about the sessions that are going to take place. It can concern several recipients that are to be determined in the notification settings.

An email of this type is sent during the batch of notifications.

The sessions concerned are those sessions whose start date reaches the specified date (= current date – notification parameter) AND which are not deleted.

This notification does not apply to deleted sessions!

From the moment the notification has been sent, if other people are added to the list of recipients, these people will not be notified. This notification is sent only once for a session.

New - Alert: Available reserved places on this session

This notification alerts the admin that there remain reserved places for a session. The admin receives an email indicating how many places remain for this upcoming session.

A standard text provides the key information to communicate:​

• Number of reserved places remaining​

• When the session will start​

• ...​

The notification remains personnalisable and modifiable as required.​ Once created and as soon as available places are flagged for the sessions for which the notification is configured, an email and message are sent x days beofre the session start date.

Alert: The attendance sheet has not been completed

The purpose of this notification is to alert you that no document has been deposited on the attendance management page (in the event that the trainer submits the signed attendance sheet).

• Date sent: X days after the end of the session.

• Possible recipients: Administrative manager (of the session), pedagogical manager, person who made the registrations, trainer, learners, organisation, training place.

• Configurable by learning mode and registration method.

Invitation to an in-class learning session

This notification is for users who have in-class learning sessions to perform. An email of this type is sent to all users registered on a training course or to trainers during the batch notifications, depending on a setting.

Indeed, a number of days can be entered on the rule to warn the learner N days before the start of the session/session (by default: 14 days).

The purpose of this notification is to send an invitation to a person participating in a virtual class in the form of an appointment in order to automatically have the event in their calendar from their external mailbox, without having to click on an iCalendar file.

In the default email content, there is a link to access the training.

The invitation to an in-class learning session is only taken into account at the domain level and is customisable only at that level.

In the event of a change to the in-class learning session within Syfadis Xperience, the learner is notified by a new notification and his schedule is automatically modified:

• If the start or end date are updated => Sending the invitation again in updated mode in the calendar.

• If the session is deleted, the registration is cancelled/deleted, or the training session is changed/cancelled/deleted => Sending the invitation again in deletion mode in the calendar.

The invitation is also visible in the internal mailbox (= Syfadis Xperience webmail page) but this is just for information, there is no calendar management from the internal mailbox.