Manage Training Events

Manage => Training Events

The screenshot below is the main Manage Training Events screen.  The agency's Training Manager will work from this screen on a daily basis. 

You manage an event to:

• • Modify the details of the event.
  • Add employees (or teams) to an event.
  • Add Files to an event.
  • Add Certificates to an event.
  • Notify Employees about an event.
  • Duplicate an event.
  • Cancel employees from an event.
  • Cancel the entire event.
  • Notify others about an event.

To manage an event, click the view button for that event. 

This brings you to the Training Event Details page, which is the page we use to manage a specific training event.

Training Event Menu

Each training event has a menu. The buttons available in this menu change depending on the status of the event.  The default menu contains the following buttons which do exactly as they state:

• • Add Attendees
  • Edit Event
  • Edit/Realign Mandates & Hours
  • Duplicate Event
  • Cancel Event
    

Edit Event

To edit the details of this spefic event, click the Edit button on the events menu.

Make your edits.

Click Edit Training Event to complete the edit process.

Edit / Realign Mandate Hours

The Edit / Realign Mandate Hours feature was designed specifically for Illinois agencies, but may be adopted by other agencies as it fits their needed.

The concept of the feature is to allow you to edit and assign the specific number of hours awarded for attending this specific training event.  FOR Illinois agencies, your local MTU is generally the agency that assigns the number of hours each employee will receive credit for each mandate.

Clicking Edit / Realign Mandate Hours brings up a new screen allowing you to add/edit/distribute hours as necessary.

Make your changes and click Edit Hours to complete the process.

We also built two special features on this page, each doing exactly as its title/instructions indicate.

• Re-align mandates and hours to currently assigned employees for this event - this feature is a great way to re-align things if you edit hours after adding employee(s) to the event.
• Delete mandates and scenario hours for all attendees for this event - as it indicates, this allows you to remove the mandate hours for each employee for this specific training event.

Duplicate Event

The duplicate event feature duplicates this specific training event as it is currently modified.  It is a way to save time if you are creating a new training event that matches the specific configuration of an existing training event. 

Duplicating an Event does NOT duplicate Attendees, Expenses, or Certificates.

Cancel Event

If you need to cancel the entire event, you can click the red Cancel Event button on the Events menu.

Add Employee(s) to the Event

You can add employees to an existing event using the top menu button Add Attendees, or using the smaller Add Team(s) to Event / Add Employee(s) To Event buttons within the Employees tab. 

• Adding Attendees
  • Clicking the Add Attendee(s) button brings up the Add Attendees to Event Modal.
  • Select the Attendees using the multi-select field
  • If necessary you can add or modify Mandates that will be applied to each employee.
    If necessary you can add or modify Scenario Based Hours being applied to each attendee.
  • If you do NOT need the attendees to acknowledge their receipt of this training event, you may activate the Do not require acknowledgement toggle.
  • Click Add Attendees to complete the process.
  • Adding Employees to an event DOES NOT notify the employee(s) about the event.  You must also send a notice to the employee(s) when appropriate. See Attendees tab below.
    
    
• Adding Teams (Using Teams is an optional feature)
  • Clicking the Add Team(s) button brings up the Add Team Attendees to Event Modal.
    
    
  • Select the Team(s) using the multi-select field
  • If necessary you can add or modify Mandates that will be applied to each Teams employee.
    If necessary you can add or modify Scenario Based Hours being applied to each teams attendee.
  • If you do NOT need the attendees to acknowledge their receipt of this training event, you may activate the Do not require acknowledgement toggle.
  • Click Add Team Attendees to complete the process.
  • Adding Teams to an event DOES NOT notify the employee(s) about the event.  You must also send a notice to the employee(s) when appropriate. See Emailing employees below.

Upon adding Attendees or Team Employees, the screen will refresh and you will see the Employees assigned to this event on the Attendees Tab. 

Attendees Tab

The attendees tab list the attendees assigned to this specific training event.

• Emailing Specific Employee
  • To email a single specific employee a training notice for this event, click the Email button in the Action Column.
    
  • A modal opens where you can select the options for this specific email.
    
  • Make your selections and click Send Notice(s).
    
    
• Emailing All Employees
  • To email all employees at one time, scroll to the bottom of the view event page to the Send Training Notice section.
  • If you enter a note, it will be sent in the email. 
  • You may also select additional person(s) to receive a copy of this training notice
    
  • Click Send Training Notice to All Attendees and Team Supervisors to send the training notice email.
    
    
• Sending a Copy of the Training Notice
  • You can send a copy of this specific training notice to a specific employee or to multiple employees at once.
    To send a copy to specific employee, click the blue Copy button in the employees row.
    
  • A modal opens allowing you to add a custom note and select additional persons to a copy of this specific training notice.
    
  • Make your selections and click Send Notice(s).
    
    
  • To send a copy of the training notice to multiple persons at once, click the small blue COPY button at the upper right corner of the Send Training Notice section.
    
  • A modal opens allowing you to add a custom note and select multiple persons to a copy of this specific training notice.
  • Make your selections and click Send Notice(s).
    
    
• Acknowledgement of Training Event
  If acknowledgement is required for this training event, the Date Acknowledged column shows the date the notice was acknowledged by each employee.  Additionally, each employees name will appear in orange until they acknowledge the training event.
  • If necessary, you can use the orange edit icon to modify the acknowledgement options for the specific employee.
    
    
    
    
• Canceling Attendees
  • If you need to cancel an employee from this training event, click the red Cancel button at the right of the employees row.  
    
  • A modal opens with several selectable options.
  • Make your selections and click Cancel Employee.
  • Depending on the options selected, the employee (and others) will receive cancelation emails regarding this event.

Canceled Attendees Tab

The Canceled Attendees tab is a list of canceled attendees and will ONLY be visible if there is one or more canceled attendees.

Files Tab

Allows you to maintain files associated with this specific training event.

The files tab includes:

• Files passed down from a parent course.
• Files you add to this specific event.  

You can rename and/or delete files as needed.

To view a file, click on the files name.

Note: Files are NOT disseminated via email.  Employees will need to view the specific training event to view and access the training events files.

Certificates Tab

The certificates tab was developed to upload and store employee training certificates from this specific training event.  Certificates may be uploaded by employees and/or the agency's training manager.  Employees can view their training events and upload certificates to their events via their My Training dashboard. 

To upload a certificate:

• Click the Add Certificate to Training Event button.
  
• This launches the Add Certificate to Training Event Modal.
• Select the Attendee the certificate is being uploaded for.
• Select the file.
• Name the certificate.
• If necessary, you may add the certificates expiration date.
• If necessary you may toggle Send Certificate Expiration Notice, which will send the employee a notice when their certificate is nearing expiration.
• Click Add Certificate to complete the process.

Employee Expenses Tab

The employee expenses tab has multiple features and functions. 

If your agency does NOT use Employee Expenses, this tab will be empty.

The employee expenses tab allows you to:

• Adjust expenses for each specific employee.  (use the edit button in the action column)
• Delete expenses for a specific employee. (use the delete button in the action column)
• Document payment of expenses to an employee. (use the Mark Paid button in the Paid column)
• Print a record of payment. (use the Print button in the Print column)

Expenses are added for each employee based upon the numbers entered into the Employee Expenses fields during the creation of this specific Training Event.

if your agency pays  or reimburses employees for training related expenses, the Mark Paid feature is a great way to help manage your training budget by helping you to know what expenses you owe and what expenses have already been paid.

Logs Tab

The history for this specific training event is available on the logs tab.