WFM UK: HR: Management Training Module Course Administration – Fourth & HotSchedules Customer Success Portal

This article continues from Workforce Management Training Module - Setup and Administration

Training Courses

The Courses and Actions drop-down menu enables HR and Training Managers to configure the courses within the individual levels & stages of an employee's development.

To create a training course:

Select Training Courses from the Courses And Actions drop-down

Existing training courses will appear as a list and can be selected for editing if required.

Fig.1 - Selecting Training Courses from the Courses And Actions drop-down menu

Select Create a New Training Course

Fig.2 - List of training courses, and the Create A New Training Course button

The following information should be completed for each training course:
- Name - The title of the training course
- Course Description – Also used when sending joining instructions
- Course Work Details – If necessary
- Course Topic – Select the category of the course from the drop-down menu
- Course Dependency – If another course must be completed beforehand
- Source – Internal or External
- Professional Qualification – Select Yes or No and give the details if required
- Course Cost – Enter the overall cost of the course
- Default Minimum/Maximum Number – Amount of trainees to attend this course
- Training Expires – Set an expiry date of the training course in months or years to drive reminders
- Result Type – How the result of the course is measured (pass, score, grade, etc)

Fig.3 - Creating a training course

Assigning Training Courses onto the Training Path

To add a course into the company career and training path, select Assign Training Levels/Job Titles from the Training Course details screen

Fig.4 - Assign Training Levels & Job Titles screen

To assign courses:

From the top section, select from the drop-down menus the Training Level at which course should be conducted, the Job Title it falls under, whether the course is Mandatory or not , and the Required Score for the course to be considered as successful
Lastly, select the sort Order of the course within the training level

It is possible for a course to be optional on one level and mandatory on another. A course can also be mandatory for some job titles and not others within the same training level.

Select Edit to modify an existing assignment
To assign the course to more than one job title, complete the process detailed above with the additional details

Training Sessions

Training sessions are the individual instances of training courses. Due to the nature of training and the number of sessions which may occur within a business there are search functions located at the top of this screen for ease of use. Training sessions appear in a date-ordered list.

To access the Training Sessions screen, go to Courses And Actions > Training Sessions

Fig.5 - The Training Sessions screen

To create a new training session:

Select Create a New Training Session from the top-right corner
The following details must be recorded for each training session:
- Course Header
- Start and End Dates and Times
- Venue – Where the training session will be taking place
- Trainer – If an internal course
- Course Notes – Also included in the joining instructions
- Course work due date – If required
- Resource – If needed
- Minimum and Maximum numbers - Amount of trainees to attend
- Actual Cost Of Course - the monetary cost
Select Copy to New Training Session to create another session on a differing date or time
Select Assign Employees to Session to view/edit the employees assigned to the training session itself
Select Save to save the session and return to the list of training sessions

Fig.6 - Creating a training session

Assigning Employees to a Training Session

There are 2 ways in which an employee can be assigned to a training course.

Option 1: From the Employee List

Within the Training module, go to Employees > View Employees
Select the employee to be assigned to a training session

Fig.7 - Selecting an employee from the Employee List

From the employee's training plan, select Assign next to the desired course

Fig.8 - Using the Assign button

From the pop-up screen, select the corresponding Training Session for the employee to attend
Select Save

Fig.9 - Selecting Training Session from pop-up window

Option 2: From the Training Sessions drop-down

In the Training module, go to Courses And Actions > Training Sessions

Fig.10 - The Training Sessions screen

Select the session to book employees onto and select Assign Employees to Session

Fig.11 - The Assign Employees to Session button

Select Add Employee To Session from the top-right corner

Fig.12 - The Add Employee To Session button

This will open a pop-up of all employees that have the training course in their training plan but as yet have not attended one. This area also allows employees to be unassigned from the course.

To unassign an employee from the course:

Place a tick next to the employee and select Unassign

If an employee is cancelled on a session from their Employee Training Plan they are automatically unassigned from the training session - freeing up that space for an additional employee.

The trainer may select Send Email to send joining instructions to employees assigned to the course. The system will prompt the user for an email address if there is not already one registered for the employee under their HR details

Fig.13 - Unassign and Send Email buttons

Once the session has taken place, the trainer can record the attendance status of the employee.

Within a Training Session, select an employee
In the Training Session Participant section that opens, the following fields can be updated:
- Attendance - Booked, Attended (in which case a Result must be input), Cancelled (if they cancelled in advance they will not appear on the list for the training session, however, it can be recorded if they cancelled on the day of the course), or No Show
- Feedback and Comment fields can be recorded so that the employee's progress may be monitored

Fig.14 - Updating Training Session Participant details

Displaying Training Sessions on the Rota

Go to the Rotas module
Go to Administration > Configure Locations
Select the appropriate location from the drop-down at the top
Find the setting Display Scheduled Training on Rota?
Set to Yes (use the Edit Rota Settings button in the top-right corner) and Save

Fig.15 - Display Scheduled Training on Rota? setting

With this setting applied, an icon will appear next to employees' names on rotas. Hovering the mouse cursor over the icon will display training information, what day it's happening, venue and start time.

Fig.16 - Training information appearing on Rota

Unassigned Sessions

In the Training module, go to Courses and Actions > Unassigned Sessions

This screen lists all sessions with available spaces (according to the minimum and maximum numbers).

Fig.17 - Unassigned Training Sessions

Sessions highlighted in red indicate that the course attendance is below the minimum number permitted for the course to go ahead.

Select Add Employee to Session to fill the training session
Use the Search function to find the relevant employee
Then tick the Assign box against each employee and Save to assign the employees to the course

Fig.18 - Assigning employees

Actions

The functionality of Actions is similar to training courses but Actions do not require sessions. Actions can be anything from specific projects, interviews, assessment days, etc. A date, instructions and cost of an action can be recorded if required.

Select Assign Training Levels/Job Titles if the action should form part of the career or training path:

Exactly the same functionality applies to assigning an action as a training course (see above).

Continue to Workforce Management Training Module - Reports

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