Training Attendance

Training Attendance is the sign-in sheet for one session, one line per person per day. It is also the engine of the module: when you save it, the system decides who passed, writes that back onto the session, and gives every passer his course history and his certificate.

Where

Training Management › Training Attendance

Who uses it

The HR officer, once per session, after the course has run

When

As soon as the session is over, and before the session is marked Completed

Needs first

A saved Training Schedule with its days and nominees

What it is for

This is the screen that turns a session into a record on people's files. Up to this point nothing has touched an employee. When this document is saved, three things happen for every person on the session.

The system works out his attendance as the days he was present or late over the days actually marked on this sheet. It compares that with the minimum attendance, taking the session's figure if there is one and the course's figure otherwise. Then it looks at the course: if no test was required, attendance alone decides, and if a test was required it also wants a score. The verdict is written onto his nominee line on the session as Passed, Failed or Incomplete, and Completed is ticked for a pass.

For everyone who passed, his course history is written on Employee Courses, marked as company training rather than something he came with. If the course carries a certification, a certificate is written on Employee Certification, and if the course repeats, the certificate is given an expiry that many months out. Both are written once. Save the document again and nothing is duplicated.

Because the percentage is worked out over the days actually marked, a half filled sheet cannot fail anybody by counting days nobody was asked about. That is deliberate. It also means that if you only mark day 1 of a two day course, everybody present on day 1 counts as fully attended, so finish the sheet before you save it as final.

What it takes from the screen before it

The session. Pick the schedule and the course fills itself from it, so the course is never typed twice. The score it compares against the pass mark is the one typed on the nominee line of the session. This screen reads that score, it does not own it, and no other screen fills it in for you.

What the next screen takes from it

Training Schedule cannot be marked Completed until this document exists, and the results shown on its nominee lines are the ones written from here.

Every field, in plain words

Header

Field	What it means	What to put in it	Notes
Attendance	The document number.	Fills itself. Leave it.
Attendance Date	The date you are recording the attendance.	12 March 2026	Required. This is not a course date.
Training Schedule	Which session this sheet is for.	The forklift session of 10 March	Required. Everything else follows from it.
Course	The course that was taught.	Fills itself from the session. Leave it.
Remarks	Anything about how the session went.	Day 2 yard test held in the afternoon.

Attendance lines

One line per person per day of the session.

Field	What it means	What to put in it	Notes
Line	The line number.	Fills itself. Leave it.
Day No	Which day of the course the line is for.	1	Use the day numbers from the session's Days tab.
Day Date	The date of that day.	10 March 2026
Employee	Who the line is about.	Asif Nawaz	Required on every line.
Attendance Status	Whether he was there.	P Present	See the list below.
Hours	How many hours he was actually in the room.	8	Use it where a man came late or left early. It does not change the pass verdict, which counts whole days.
Line Text	A note on the line.	Left at 15:00, called to the plant.

Attendance Status values:

• P Present. He was there. Counts as attended.
• A Absent. He was not there. Does not count as attended.
• L Late. He came late but he was there. Counts as attended, because lateness is a punctuality matter rather than an absence. Use the Hours column to record what he actually sat through.
• E Excused. He was given leave not to attend. Does not count as attended, so an excused man on a two day course will fall below an 80 percent minimum. Where the client means to excuse somebody from the whole course, take him off the session's nominee list instead.

The same person cannot be marked twice on the same day. Twelve men over two days is twenty-four lines, and every one of them needs a status.

How to configure it

1. Run the course first and get the signed paper sheet from the trainer.
2. Open Training Attendance. Attendance Date today. Pick the Training Schedule. The course fills itself.
3. Add a line for every person for day 1: Day No 1, Day Date 10 March 2026, Employee, Attendance Status, Hours.
4. Repeat for day 2. Every person needs a line for every day, including the men who did not turn up, who get Absent.
5. Before you save, check that the scores are on the session's nominee lines if the course requires a test. Without a score the result comes out as Incomplete, not Failed.
6. Save. Open the session and look at the Nominees tab: every line now has a result.
7. Check one passer on Employee Courses and, if the course certifies, on Employee Certification.
8. Now set the session's Schedule Status to Completed.

Scenarios

Three men missed the second day of the forklift course

Mark them Absent on day 2 and Present on day 1. Their attendance is 50 percent. With a minimum of 80 percent they come out as Failed, which is correct and is the client's own rule. If the client intends to let them off, the minimum attendance on the session is the figure to change, before the sheet is saved, not the attendance marks.

A man attended everything but we have not marked his test yet

Mark his attendance normally. His result will be Incomplete, because the course requires a test and no score has been entered. That is the right answer: he has not failed, the mark is not in. Put the score on his nominee line and save this document again, and he turns into a pass.

The whole floor did fire safety and we need the certificates to show for the audit

Make sure the course has Certificate Applicable ticked and a certification named before you save the attendance. Every passer gets a certificate dated from this document, with an expiry set from the course's repeat months. If you discover afterwards that the course was not set up to certify, fix the course and save this attendance document again. The certificates that were missed are written then, and the ones already there are not written twice.

The trainer gave us one sheet for a three day course

Enter all three days. A one day sheet for a three day course measures attendance over one day, so a man who came on day 1 and vanished will pass. This is the single most common cause of a client disputing the results.

What it is connected to

• A saved Training Schedule with its days and nominees must exist first.
• Training Course supplies the minimum attendance, whether a test is needed, the pass mark, the certification and the repeat months.
• The result is written back onto the nominee lines of Training Schedule.
• A pass writes a row on Employee Courses and, where the course certifies, on Employee Certification.
• Training Feedback can only be submitted once the session is Completed, which cannot happen until this document exists.

If something looks wrong

• "Nobody got a result" - the session has no day lines, or no attendance line has been saved for anybody. The calculation needs at least one marked day.
• "Everybody shows as Incomplete" - the course requires a test and the nominee lines have no scores.
• "A man who attended everything shows as Failed" - check the minimum attendance on the session, then on the course, and check whether some of his days were marked Excused, which does not count as attended.
• "Nobody got a certificate" - the course does not have Certificate Applicable ticked, or no certification is named on it. Fix the course and save this document again.
• "The certificate has no expiry" - the course repeats every zero months, which is correct for a certificate that does not expire.
• "It says an employee is marked twice on a day" - two lines carry the same person and the same day number.
• "The percentages look twice what they should be" - the session has a day listed twice, or this sheet is missing days. Both are counted from what is actually entered.