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Launch and manage training sessions

Launch a training session - mode, dates, participants, cost and invitation email - then edit it, change its status or delete it from the Trainings page.

Who can do thisManager creatorScoped adminAdminSuper admin

A training session is one run of a training for a group of learners, for example "Safety training - March cohort". It sets the start date and deadline, the mode (online or on site) and the participants. A training can have as many sessions as you need; a learner is enrolled in a training through one of its sessions.

With the training management option (TMS), a session can also be run without any training behind it (for an external course, a conference...), belong to a training plan and carry costs, expenses, providers and documents.

Before you start

Permissions: Manager creators and above can launch sessions; co-pilots can launch sessions of the trainings they co-pilot. A session can be edited by its creator, the training creator, the training's co-pilots and Admins; it can be deleted by its creator, Admins and Super admins. Costs, expenses and documents are managed by the session's creator and Admins (see Session page).

The training must be published first (see Create a training).

Where to launch a session

  • Right after publishing a training: Launch in the dialog Launch your first training session.
  • Learn › Trainings: button Launch a training session, or the row menu of a training › Launch new training session.
  • The training's management page: Launch new training session at the top right.
  • Learn › My content, row menu of a training: Launch new training session.
  • A training plan: Add a training session › Launch a new training session (see Training plans).

The launch wizard

The window Create new training session has four steps (1/4 to 4/4). Use Next and Back to move between them.

1. Configuration

Field Details
Training The training to run. Pre-filled and locked when you start from a training. Links No training available yet? / Create a new training help if none exists. When you start from a training plan, it reads Training (Optional): a session without training is then allowed.
Training plan Only when you start from a training plan (TMS): the plan is pre-filled and fixed.
Training session title Required.
Providers (Optional) Only when you start from a training plan (TMS): the suppliers who run the session. Admins can type a new name and choose it with "(New provider)" to create it.
Training session mode Online ("Notifies learners") or Offline / Onsite ("No notifications sent").
Period Start date and Deadline (both required; the deadline must be after the start). Pick them in the calendar and click OK.

2. Select assignees

Two tabs:

  • Internal members: search and tick employees, or use the filters (access level, manager, job title, work location...) to select everyone matching them.
  • External members: people from your external workspaces (Academy), with their Organisation, Scope and Status (Active or Pending). See Invite and manage external learners.

You can also launch without participants and add them later.

3. Training cost

"Pre-filled from the training estimate. Override it here — no need to edit the training session afterwards."

  • Amount and Cost type (Flat cost or Per participant).
  • Expenses: Add expense to log extra costs now: What is the expense? (e.g. venue rental, catering, materials), Categories, Amount and Cost type, then Add. The expense appears as a line such as "Flat cost · €50.00 · Catering".

Note: Only Admins and Super admins can create a new category from this field. Other roles pick an existing category (see Providers and expense categories).

Cost fields are saved only if your company has the TMS.

4. Summary

Review Assignees (number of members), Title, Period, Training, Training plan (from a plan) and Training cost, then click Launch training session.

Invitation email

If the session has a training and participants, the dialog Send an email to the participants? appears: "They will receive an invitation email for this training session. Choose to launch it without notifying them if they have already been informed."

  • Send the email: each participant receives, in their own language, "You're invited to the training ..." with a Start training button, plus an in-app and push notification.
  • Launch without email: nobody is notified.

Note: Invitation emails are only sent for Online sessions. For Offline / Onsite sessions, participants are enrolled silently; they still find the training in My Learning.

The message "Training session has been launched successfully." confirms the launch and the session page opens (from a training plan, you stay on the plan). Learners see the training in My Learning › Assigned Trainings immediately.

The Trainings page

Learn › Trainings ("Here is the list of all current and upcoming trainings and training sessions.") has two tabs. Buttons at the top: Launch a training session, New training, and a menu (three dots) with View deleted items.

Trainings tab: Title (with total duration), Content (sections and modules), Training sessions (number of sessions and participants), Last update, with filters Authors, Last update and Duration. Click a training to open its management page. Row menu: Edit training, Launch new training session, Duplicate training, Delete training.

Training sessions tab: Title, Training, Status, Start date, Deadline and, with the TMS, Total cost (with the number of participants). Row menu: Edit training session, Change status, Delete training session.

Manager creators see the trainings they created or co-pilot; Employees and Managers see the trainings they co-pilot ("All your trainings will show up here." when there are none); Scoped admins, Admins and Super admins see all trainings of the company.

Edit a session

Choose Edit training session (row menu, or the pencil on the session page). The window Edit training session shows the configuration step (title, mode, dates and, for plan sessions, providers). Click Save. To add or remove participants, use the session page or the session details in Manage a training.

Change the session status

Choose Change status (or use the Status field on the session page). In Session status, pick Not started, In progress or Done and click Save. "This status is recorded by hand — it does not follow the session dates." For a session without training, a Done status counts as completed for its participants.

Delete a session

Choose Delete training session and confirm: "This will permanently delete this training session and unenroll every participant from it." Participants lose the training from their list (their acquired modules stay acquired).

Common questions

A participant didn't get the invitation.

The email is only sent for online sessions with a training, and only if you chose Send the email. Send it again from the session page: select the participant and use Send/Resend invitation.

Can a learner be in two sessions of the same training?

A learner is added only once per training: if they are already in a session of this training, they aren't added again.

Can I change the training of an existing session?

No. Create a new session for the other training.

I typed a new expense category and landed on "Restricted Access".

Creating categories is reserved to Admins and Super admins. Launch the session again and pick an existing category, or ask an admin to add the category first.

Still stuck?

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