Before getting started
A session corresponds to the scheduling of a training course over time. In Poplee Training, a session has to be associated with a training plan and it allows you to process employee requests via registration.
Creating a training session
To create a session, go to Plans and sessions (1), then select a plan and go to the “Sessions” tab (2) for that plan. In the “Sessions” tab, click on “Add a session” (3). A window will open where you can select the training course (4) for which you want to schedule a session. Once you have selected the training course, certain fields will be pre-filled automatically from the data published in the catalog for this training course. All of these data items are optional to create the session and can be changed later. To finish, click on “Add session” (5). The session is now created in draft status in your plan.
The life cycle of a session
A training session can have one of the following statuses:
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Draft: the session has just been created. You cannot yet register employees for this session.
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To start: The administrator can start registering employees. The start or end date of the session have not yet been set or these dates are scheduled in the future.
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In progress: The session is currently being run by the trainer or provider.
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Completed: the session end date is in the past.
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Closed : The session is now read-only, it is not possible to register new employees. The session costs are now considered to be committed in the budget.
Please note that the status of sessions affects budget monitoring.
Different tabs for the session
General information
Some of the pre-filled data for the training session can be viewed and edited in this tab, such as:
- Start and end dates You can also specify start and end times, with the associated time zone. This information is useful when a session is synchronized with an event in the calendar.
- Duration
In this tab, you can also activate a function that automatically sends employees an electronic invitation to register. Find out more about synchronization with professional calendars.
Registration
This tab lets you manage the number of places available for this session and to register employees.
However, to start registering employees for this session, you will need to open the session (see image below).
Costs
This tab is used to record the costs incurred by organizing this session. To find out more about this, check out this help sheetUnderstanding the difference between a fixed cost and cost per participant.
Financing
This tab is used to record how the total cost of the session has been financed. For example, if your OPCO covered part of the training costs, you can indicate this here.
Participation
This tab tracks the attendance and absence of employees registered for the session. To find out more, refer to the help sheetRecording training participation It also lets you store training certificates awarded to employees. To find out more, refer to the help sheet Importing a training certificate.
Assessment
To find out more about instant feedback, refer to this help sheet Setting up sending out an on-the-spot assessment form.
Documents
This tab centralizes the documents related to the employee training course. You can add several types of documents to the training session:
- Quotation
- Agreement
- Invoice
- Attendance sheet
- Other
The individual training certificates (or attendance certificates) are can be found in the "Participation" tab. Find more information in this dedicated help sheet.
Frequently Asked Questions
Can I delete a training session?
Only sessions with the "draft" status can be deleted. To delete a draft session, click on the menu in the banner (1) then on “Delete session” (2) and confirm.
If you want to delete a session that has been opened, you first need to return it to draft status. However, you won't be able to return the session to draft status if employees are registered for it. If employees have already registered, you must first unregister them to return the session to draft status. To return an open session to the draft status, click on the menu in the banner (1), then click on “Change to draft” (2) and confirm.
Can I re-open a closed session?
Yes, you can re-open a closed session by clicking on the “Open session” button and confirming.
What is the In-house Manager field?
The In-house Manager field is automatically pre-filled with the name of the employee who created it at the time of the session being created. This field lets you know who to notify when the session ends, so that you can enter the participation information, or who to enter as the organizer in the calendar invitation.