Session page - participants, costs, expenses and documents

Each training session has its own page gathering its general information, its participants and, with the training management option (TMS), its costs and expenses and attached documents.

Open a session page

• From a training plan: Training sessions tab, click the session.
• From Learn › My content: Training sessions tab, click the session.
• Right after launching a session from a training (the page opens automatically).

General info

The page is titled TRAINING SESSION with the session title. The side panel General info shows:

A card under the panel links to the training (cover, title, duration, description), with an arrow to open it.

Top bar: Edit training session (pencil) and a menu (three dots) with Delete training session and, for Admins and Super admins with the TMS, Manage providers and Manage expense tag categories. If the session belongs to an archived plan, it can't be edited.

Participants tab

Lists participants with Participant, Completion (acquired modules / total) and Last module acquisition, with Search and Filter.

• Add participant: search people and add them.
• Tick participants, then use the icons above the list: send a reminder, send or resend the invitation, or remove them ("They will lose access to all training session content and progress.").
• Each participant's menu (three dots): Send Reminder, Send/Resend invitation, Completion details, Remove Learner. For a session without training, only Remove Learner is offered.

Expenses tab (TMS)

This tab lists everything the session costs.

The training session cost

The first row is the Training session cost (training title, cost type, amount). Click it to open Training session cost:

• The estimate from the training, for example "Estimated cost: €200.00 (Flat cost)" (read-only).
• Actual cost: the real amount (e.g. 500). It can't be negative.
• Cost type: Flat cost or Per participant. With Per participant, the amount is multiplied by the number of participants (the window shows the total).
• Reset to estimate goes back to the training's estimate.

Click Save.

Additional expenses

1. Click Add expense.
2. Fill in Title, Categories (pick existing categories or type a new one and choose New category), Amount and Cost type.
3. Click Add.

Expenses are listed as Additional expense rows with their cost type, amount and categories. Click an expense to change it (Edit expense, Save) or Delete it. The bottom of the tab shows the Cost per participant and the Total. With no data yet: "Record the training session cost or log an expense to start tracking spend."

Attached documents tab (TMS)

Share resources about the session (agenda, handouts, slides, useful links).

• Documents ("No documents yet" / "Attach files such as agendas, handouts, or slides for this training session."): Add document, then in Source file click Upload file, give a Document name and click Save. Open a document to Download file, Replace file or Remove file.
• Links ("No links yet"): Add link, enter the URL ("Enter a full URL starting with http:// or https://") and a Link name, then Save ("Link saved successfully."). Click a link to open Edit link: Go to link, change it and Save, or Remove link (under Dangerous action).

Common questions

What's the difference between the session cost and expenses?

The session cost is what the training itself costs (often the provider's price). Expenses are extra costs on top, such as venue, travel or catering, tagged by category for analytics.

Why is the total cost different from what I entered?

A Per participant amount is multiplied by the current number of participants, so the total changes when people are added or removed.

I don't see the Expenses tab.

Your company doesn't have the TMS feature, or you aren't the session's creator or an admin.