Manage Classroom Schedules
Create on-site, scheduled courses for your Employees, as well as your Linked Service provider Employees.
Select on the manage classroom schedules button.
1) Mange Classroom
Select the manage classroom button and then select add.
Fill in your classroom details as needed.
Note: Your classroom status must be set as Active to be available for your schedule.
Once complete select update and your saved classrooms will now be displayed in the manage classroom grid.
To edit your classroom, highlight the classroom that you need to edit by selecting the live item and select the edit button and then update.
Note: if a classroom is no longer in use, it must be marked as Not Active so that it cannot be selected when creating a schedule.
When opening the manage classroom tab, you will notice a “Course Report” button at the top left of the screen.
If you click on it, it will automatically download an excel document to your smart device. When opening the report, it will include details such as the course description, classroom, size, status, created by, company name, removed by, created date, and removed date.
2) Manage Courses
Select the manage courses button and then select add.
Fill in your course details as needed.
Fill in your course code as well as the course description.
Only numbers must be entered in the Course Validity field for your course to be successfully saved.
If you have a unique code for integration, add that into the field.
Select “yes” should your course require verification before the student attends the course.
Select your start and end dates. This date range means that this course can only be scheduled during this stipulated date range.
If you require a nightly export to be reported on (ie. Sent to GSS), use the toggle switch and select “Yes”. This can be edited per course as it is required.
Should you require that an equipment category selection be added to the training for completion, use the toggle switch and select “Yes”. This can be edited per course as it is required.
If your course is being charged for, add the price per course and take note to select the correct currency type.
Mark the duration period of the course (in days)
Note: If a classroom schedule is created for a course that consists of more than one day, eg: a five day course, the employee creating the schedule will receive a pop up message advising him/ her that the course consists of more than a single day and they will be required to edit and select the day range that the course will be held.
Note: When selecting your competency, this creates a competency that is saved against Linked Service Provider Employees once they have attended the course. This competency is only applicable to YOUR Company and SHE requirements. This is not displayed on the profiles, but the information will be available in your Reports and the Safety Glance (refer to the People Manager user guide for more information).
Select your course Facilitator from the dropdown selection available.
Select date of expiry. This means that once this course reaches expiry, the content will no longer be applicable, therefore new content for the course will need to be developed.
Once all the fields are filled in accordingly, select the add button to save your course.
Note: If a course is no longer active, it must be marked as Not Active
Note: It is very important to remember that if a course is no longer active, the competency linked to the course needs to be marked as inactive as well so that an individual does not receive a notification to remind them that they need to renew their training. If the competency is still active, the individual will still receive a notification advising them that they need to renew the competency training even if the course is marked as not active.
If you have multiple courses running at the same time on various days, it can become difficult to see the different schedules displayed on the calendar, so to make the viewing display easier for facilitators creating schedules, it advised to use the “color” application.
Example of calendar display
Use the dropdown selection to select a color (these colors are defaulted by the system)
To add a Course Pre-requisite, turn the toggle switch on.
This can be a stand-alone competency or a Group competency which would check the profiles of the Employee at the time of adding them to a booking to see if they have a valid matching competency indicated within that Grouping, against their profiles.
Once the course has been created the relevant target group indicated at the time of schedule creation will be able to book the relevant Employees for training, provided that the Employee has met the necessary pre-requisite.
When you are complete, select add.
A list of your active courses will display to the right of your screen in a list display.