In the Performance area, you can organize training sessions in courses. Learn how to manage both courses and sessions in this article.

Before you start

To manage courses and sessions, you need to:

• Be an Administrator, or
• Have edit permissions to the Training Record or Course Management portions of Training permissions.

Manage catalog courses and sessions

Add or remove employees to a training session

You can only add employees with an Active status to a session. If you set a capacity limit for the session, you can add employees until the session reaches that limit.

Add employees to a training session

To add employees to a training session, follow these steps:

1. Go to Training.
2. Under Course catalog, click the relevant course.
3. Click the arrow button to the right of the training session you want to add employees to.
4. If you haven't added any participants to the training session, click Start adding employees. 
   If the training session already contains participants, click the icon.
5. Select employees using the search bar or the filters available. Click Add participants.

Remove employees from a training session

You can remove an employee from a session at any point by following the steps below:

1. Go to Training.
2. Under Course catalog, click the relevant course.
3. Click the arrow button to the right of the session you want to remove employees from.
4. The training session page displays, including a list of participants.
5. Tick the checkbox next to the employee(s) you want to remove, or tick the checkbox next to People list to remove all participants from the training session.
6. Click the Remove employee icon > Remove participants to confirm the employee removal.

The removed participant(s) will receive an automated email that the event has been canceled and removed from their calendar. The session is also removed from the Planned course section of their My training tab.

Cancel a training session

When you cancel a training session, the session details (including participants and their invitation status) are saved, so you can reschedule the session at a later date without having to reenter the information.

To cancel a training session, follow the steps below:

1. Go to Training.
2. Under Course catalog, click the title of the relevant course.
3. Click the arrow button to the right of the training session that you want to cancel.
4. The training session details appear. At the top right, click the three dots icon > Cancel session.
5. A dialog box appears. Click Confirm cancellation.

The training session's status appears as Cancelled in the Planned courses area of the My training tab.

Delete a course or session

Note
Both these actions are permanent and cannot be undone.

Delete a course

To delete a course, follow these steps:

1. Go to Training.
2. Under Course catalog, find the course to delete. To the right, click the three dots icon > Delete course.
3. Tick the checkbox and click Delete course.

Delete a training session

To save the information to reschedule the session in the future, cancel the session instead. To delete a training session, follow these steps:

1. Go to Training.
2. Under Course catalog, click the title of the course.
3. Click the arrow button to the right of the session.
4. The training session page appears. In the top-right corner, click the three dots icon > Delete session.
5. Click Delete session to confirm.

Invited participants will be notified, and the event will be removed from their calendar and their My training tab.

Track and update training session attendance

To track a training session's attendance after it's taken place, follow these steps:

1. Go to Training.
2. Under Course catalog, click the course, then the arrow button to the right of the session.
3. See which employees attended the training session in the Attendance status column. The possible statuses are: Not updated, Attended, and Did not attend.
4. To update an employee's attendance status, tick the checkbox next to their name. to select all employees instead, tick the checkbox next to People list.
5. Next to Send invitations, click the three dots icon and select the relevant option.

Export training session data to a CSV or Excel file

You can export training session data to a CSV or Excel file, giving you added flexibility with reporting. It also makes it easier to share the session details with external collaborators, like training facilitators.

To export training session data, follow these steps:

1. Go to Training.
2. Under Course catalog, click the title of the course that contains the session to export.
3. Click the arrow button to the right of the training session you want to export.
4. At the top right of the page, click the three dots icon > Export.
5. Choose the file format in the dialog box that appears. You'll return to the session page and the file will download automatically.

Manage external courses

Track when employees complete external courses, so the data appears in the course catalog and individual training records. This provides your organization with more comprehensive records.

Track external courses for employees

You can add an external course for multiple employees directly from the Course catalog. Alternatively, you can add a course to a single employee's training record:

1. Go to Training.
2. Click the Employee training tab. Click  arrow icon next to the relevant employee.
3. The employee's training record page opens. Click Add course record.
4. Enter the course information in the required fields.
5. Click Add course.

The course appears in the employee(s) training record. It also appears in the course catalog, for employees with the necessary permissions.

Allow employees to manually track courses

You can control who can manually track external courses. To grant users the ability to manually track courses, follow these steps:

1. Go to Settings.
2. In the Organization section, click Roles & permissions.
3. Select the Role whose permissions you want to edit, or create a new role.
4. Click Access Rights > Training, under the People Data section.
5. Under Edit, next to Training Record, tick one or multiple checkboxes, depending on the access area role members should have.
6. If role members should track external courses for everyone in the organization, tick the checkbox next to Course Management.
7. Click Review changes. Click Save.

Employees with edit rights to training records can edit any external course they created, unless new participants are added, beyond the course creator and their reports. If this happens, only employees with course management rights can edit the course.

Add and remove participants

Add participants to an external course

To add participants to an external course, follow these steps:

1. Go to Training > Course catalog.
2. Click the arrow icon on the relevant course.
3. The course details page opens. On the top right, click the add person icon.
4. The Track course participation drawer opens. Under Completion date, input the day on which the participants completed the course. 
5. Under Participants, search and select the employees to add.
6. Click Save participation.

Remove participants from an external course

To remove participants from an external course, follow these steps:

1. Go to Training > Course catalog.
2. Click the arrow icon on the relevant course.
3. The course details page opens. Under Employee, tick the checkbox next to the employees to remove.
4. Click the remove person icon on the right.
5. A dialog box opens, asking to confirm your choice. Click Remove participation record.

Bulk edit participation records

 You can edit participation records (Completion date, Expiration date, Duration) for one or more course participants. To do so, follow these steps:

1. Go to Training > Course catalog.
2. Click the arrow icon on the relevant course.
3. The course details page opens. Under Employee, select the employees whose participation records you need to modify.
4. Click the pencil icon on the right.
5. The records editing drawer opens. Select the relevant Attribute and input the new values as needed.
6. Click Save changes.