- 📝 Step 1 - Making a request
- 📩 Step 2 - Receiving incoming training requests
- 📑 Step 3 - Administrating a training request
- 🔎 Step 4 - Updates for employees
Our Training product makes it possible to globally collect training requests from all employees. It hence facilitates HR’s management while giving employees clear updates on their training requests. Admins only need to link requests to specific training sessions (Name, training center, cost, date...) and hence obtain a consolidated view of current needs and a precise schedule of all training sessions.
📝 Step 1 - Making a request
A training request can be submitted either by the employee's Manager or by an Admin (HR), during a specific review campaign or at any other time. It may be submitted for several employees at once, as with a course intended for an entire team, for example.
A request includes:
- a summary of the training's purpose (certification in English language, conflict management, management, etc.),
- additional information that will enable HR to comprehend the context: the employee's need and the type of training related to the request,
- the names of the employee(s),
- the priority level (High - Medium - Low),
- and the training period (2022, 2023...).
Once the request has been submitted, the employee is notified by email.
📩 Step 2 - Receiving incoming training requests
Admins can view all the in-house training requests via Training > Training Plan.
This Training page for Admins has two tabs:
- an overview of all training requests,
- an overview of all training sessions.
When the Admin selects one or more training requests, two buttons appear: "Create a training session" and "Add to training session". All training requests must then be linked to a training session in order to be scheduled and carried out.
What is the difference between requests and sessions, and how are they related?
- A training request is a request created by a Manager (or sometimes an Admin) to notify the HR department that one or more employees is/are in need of qualified training. The requests are then linked to a session in order to actually be scheduled. Note that the information included in each request is locked and will not be included in the session request: summary of the training request, additional information, the employee's name, time period, priority level, cost and type of funding. Some information may be shared when linking a training request to a session, for example: the session's date, the type of training (distance learning, face-to-face training, etc.).
- A session is a training request that is scheduled or in the course of being scheduled. Training requests are linked to sessions to indicate that the employee's need, as listed in the training request, could be satisfied by a specific course. Training sessions can contain zero or several requests – therefore they are either collective or individual. Training requests that have been linked to a session will inherit all of the session's data: session title, training center, method and type of training, total number of hours, overall budget, dates and locations.
💡Please note that a training request can only be linked to a single session.
📑 Step 3 - Administrating a training request
HR is in charge of approving or rejecting a training request. The fields that need to be filled out will depend on HR's decision.
- Approved: here, the training's cost and the type of funding can be specified,
- Refused: the reasons explaining why the request was denied can be listed.
To perform these actions, go to the "Training requests" tab, identify the request and then click on its title.
It is always possible to delete the link between a training request and a session without cancelling the request. This will enable you to link it to another more relevant session if need be.
If a calendar invite had been sent to employees, it will be cancelled, and they will be notified by email.
Sessions, or any other session-related requests, will not be impacted by the deleted request-session link.
🔎 Step 4 - Updates for employees
Once the request is approved or rejected, the employee will receive an email. An employee can track his requests by accessing his profile at the bottom left of the screen or via the sidebar menu, "Training" tab and then "My requests".
➡️ Who can submit a training request?
An Admin can create training requests for all users by proceeding as follows. A Manager can do so for all his direct and indirect employees.
➡️ Who can create and access training sessions?
Only an Admin. And therefore only the Admin will be able to link a training request to a session.
Managers and employees retain the same scope of action as before: Managers can only issue training requests whereas employees can view, via their profile, the requests made on their behalf. Employees, however, cannot access any information relating to sessions and they are not aware if they are sharing a session with others, since only individual calendar invites are sent.
➡️ Is it possible to arrange for individual training sessions, meaning with only one employee?
Of course, individual sessions can be organized. Considering that each training request must necessarily be linked to a session in order to be taken into account, the process that Admin follows allows to organize either collective sessions or individual ones for which they simply interlink a single request to a session.
➡️ Is it possible to include an employee in a session without first submitting a request?
No, a request must first be made in order for it to be linked to a session. If an additional participant needs to be included in a session, the Admin will first create the request or ask the employee's Manager to do so.