Upskilling sessions catalogue

  • Published on Feb 17, 2022
  • 6 minute(s) read
Prev Next

Navigation: People | Lifecycle | Upskilling | Upskilling sessions catalogue

Upskilling sessions can be attached to Instructor Led and Webinar courses. Set up the sessions in the Upskilling Sessions Catalogue. You can manage the enrolments of sessions in Team Upskilling.

Set up a session for an Instructor Led course

TIP

Existing sessions can be duplicated to save time.

  1. Before you begin, check:
    a. The course exists in the course catalogue
    b. The location exists in the location catalogue
  2. Go to Upskilling Session Catalogue
  3. Select Add session
  4. Select Instructor Led
  5. Select the Course
  6. Select a Trainer(s) (optional) – this must be a current employee, if the trainer is external leave blank
  7. Select the training Location (please note – the same location cannot be selected for two courses that are on the same day and time)
  8. Create the Timetable
    a. Choose the day, start time and end time
    b. Add Day for a second day, start time and end time (if required)
    c. Click on the tick at the bottom to save the timetable
  9. Set the session size and waitlist
  10. Choose YES if you want those in the waitlist to automatically move into the session if a space become available. Choosing NO means you will need to manually add people from the waitlist into the session
  11. Set an enrolment closing date (must be prior to the session)
  12. Save
Set up the training locations for Instructor Led courses

If the location hasn't been set up, you'll need to navigate to Business and set it up in Locations.

  1. Go to Business
  2. Select Locations bubble
  3. Select Add Location
  4. Enter location name
  5. Select Training on the Location type
  6. Enter an address
  7. Save

This location will now be available on the list of locations when you create an upskilling instructor led session

Set up a list of equipment to select for Instructor Led courses

If the list of equipment hasn't been set up, you'll need to navigate to People Core Tables and set it up in Equipment.

  1. Go to People
  2. Select People Core Tables
  3. Search for Equipment in the controls
  4. Delete any equipment items (cards) that don’t apply
  5. Add Card (top left) to add new equipment to the list
  6. Save
    The equipment table will now be available in the dropdown list when you setup a Instructor Led course

Set up a session for Webinar course

  1. Before you begin, check:
    a. The course exists in the course catalogue
  2. Go to Upskilling Session Catalogue
  3. Select Add session
  4. Select Webinar
  5. Select the Course
  6. Select a Trainer(s) (optional) – this must be a current employee, if the trainer is external leave blank
  7. Add a link to the Webinar (Webinars are facilitated online courses)
  8. Select the training Location (please note – the same location cannot be selected for two courses that are on the same day and time)
  9. Create the Timetable
    a. Choose the day, start time and end time
    b. Add Day for a second day, start time and end time (if required)
    c. Click on the tick at the bottom to save the timetable
  10. Set the session size and waitlist
  11. Choose YES if you want those in the waitlist to automatically move into the session if a space become available. Choosing NO means you will need to manually add people from the waitlist into the session
  12. Set an enrolment closing date (must be prior to the session)
  13. Save

Edit an existing session for an Instructor Led or Webinar course

  1. Go to the Upskilling Sessions Catalogue
  2. Search for course in the filters and click on the correct session under the Forecast header
  3. Make the required changes
    a. Please note, you can't change the delivery type or course. If these need to be changed, you need to delete the session and create a new one.
  4. Save

Duplicate an existing session to save time

  1. Go to the Upskilling session catalogue
  2. Search for the course
  3. Find the session you want to duplicate
  4. Click on the little duplicate symbol on the top right of the session panel
  5. This will bring up a prepopulated session panel
  6. Complete any changes and timetables
  7. Save

View and manage enrolments of an existing upskilling session

To view and manage enrolments of an existing upskilling session, navigate to Team Upskilling.

TIP

You can only enrol employees in a course session if they have been assigned the course (either through a curriculum assignment or by selecting the course through the course catalogue)

  1. Go to Team Upskilling
  2. Select Sessions in the controls at the top right
  3. Select Tasks on the controls on the top right
  4. All current/active sessions will be listed under Forecast

View enrolments, pending enrolments and employees

  1. Click on the session (or filter by course if you have many sessions)
  2. All employees who are currently enrolled and approved in a session will show in the To Do column under the ‘Class List’ heading
  3. All employees who are approved and waitlisted will show under the Waitlist heading
  4. On the Employees Panel on the right, you will see a list of all the employees that have been assigned the course. This list is split into:
    a. Employees who have enrolled in a session but have not yet been approved
    b. Employees who are assigned the course but are not yet enrolled in a session

Approve employee session enrolment request

  1. Drag employee from the Pending Employee panel to the right into the centre panel. Drop employee into the GREEN section (towards the right) with the thumbs up symbol
  2. If there is space in the course, they will be added to Class List
  3. If the course is full, they will be added to the Wait List.
    a. Waitlist Automated – if space opens up in the course, employee will automatically be added to class list in the order they were added to the waitlist
    b. Waitlist Manual – if space opens up in the course, you will need to go into the course to select and drag employees into the Class List from the Wait list
  4. Employees already in the Class List can be manually moved to the Wait List if required

Reject employee session enrolment request

  1. Drag employee from the Pending Employee Panel on the right into the centre panel. Drop employee into the RED section of the panel (towards the left) with the thumbs down symbol
  2. The course panel will open and you can enter any notes under the approval section
  3. You can also make the employee exempt or move the course to completed for the employee.

Add an employee to a course session

TIP

The employee needs to be assigned to the course itself before a session can be selected.

  1. Drag employee from the Employee panel (assigned to course but are not yet enrolled section) to the right into the centre panel. Drop employee into the GREEN section (towards the right) with the thumbs up symbol
  2. If there is space in the course, they will be added to Class List
  3. If the course is full, they will be added to the Wait List.

View or record attendance for an existing upskilling session

TIP

Attendance cannot be recorded until after the date of the course session

  1. Go to Team Upskilling
  2. Select Sessions in the controls at the top right
  3. Select Tasks on the controls on the top right
  4. All current/active sessions will be listed under ‘Forecast’
  5. Select the correct session (or filter by course if you have many sessions)
  6. All employees who are enrolled and approved in a session will show in the To Do column under the ‘Class List’ heading
  7. Employee attended session:
    a. Drag the Employee towards the Done column and drop them into the GREEN section (person symbol with tick)
    b. The Course Panel will open to the right
    c. Complete any necessary fields (the Attendance, Completion and Status should all move to completed by default)
    d. Save
  8. Employee did not attend session:
    a. Drag the Employee towards the Done column and drop them into the RED section (person symbol with x)
    b. The Course Panel will open to the right
    c. Check Attendance status is No and Completion Status is Not Started
    d. Save