Training Schedule

A training schedule is one session: this course, these days, this trainer, these people. It is the busiest screen in the module, because it turns the plan into an invitation and produces the list the attendance sheet is taken from.

Where

Training Management › Training Schedule

Who uses it

The HR officer, once per session

When

Once the course is planned and the dates are agreed

Needs first

Training Course and either a Trainer or a Training Vendor

What it is for

The course says what is taught. The session says when, where, by whom, and to whom.

Three things on this screen do work for you. The Days tab is numbered in date order for you, so day 1 is always the earliest date whatever order you typed them in. The capacity is enforced on the nominee list, so the thirteenth person on a twelve seat course is waitlisted rather than silently seated. And the session cannot be marked Completed until an attendance document has been saved for it, which is what stops a client ending up with completed sessions nobody can prove happened.

The nominee list is also where each participant's score and result live. The attendance document works out pass or fail and writes it back onto these lines, so this is the screen a client looks at to see how a session went.

What it takes from the screen before it

The nominee list can be filled from the open needs. Pick the course first, then use Pull Approved Needs: it brings in every released, open need line for that same course that is not already tied to a session, earliest due date first, and skips anybody already on this session. If it finds nothing, the warning says so plainly, and the cause is almost always a need that is not released or has no course named on the line.

What the next screen takes from it

Training Attendance is built from this session: its course is taken from here, its grid is one line per session day per nominee, and the pass or fail it works out is written back onto these nominee lines.

Every field, in plain words

Header

Field	What it means	What to put in it	Notes
Schedule	The document number.	Fills itself. Leave it.	Must be unique.
Schedule Date	The date the session was arranged.	2 February 2026	Required. This is not the date the course runs.
Schedule Status	Where the session has got to.	Fills itself as PLN Planned	See the list below.
Course	Which course is being run.	Forklift Operation and Safety	Required. Pick it before you pull any needs.
Trainer	Who delivers it.	Rizwan Ahmed	Required unless a vendor is named. One of the two must be filled.
Training Vendor	The outside provider delivering it.	Quality Systems Consultants	Required unless a trainer is named.
Training Location	Where the session is held.	Lahore Plant	A good candidate for a company default on Training Setting.
Venue	The room or place within that location.	Training Hall, first floor
Online URL	The joining link for an online session.	Leave it empty for a classroom course	Hide the field on Training Setting at a client who never runs online courses.
Capacity	How many seats the session has.	12	Live. People beyond this number are waitlisted. Leave it at zero for no limit.
Remarks	Anything about the session.	Yard test on day 2, boots required.

Schedule Status values:

• PLN Planned. The default. Dates are set but nothing is committed.
• CON Confirmed. The session is going ahead. Saving in this status turns everybody who accepted into a confirmed seat, which is the list the attendance sheet opens with.
• CNC Cancelled. The session is not happening.
• CMP Completed. The session is finished. You cannot save this status until an attendance document exists for the session.

Schedule

Field	What it means	What to put in it	Notes
Date From	The first day of the course.	10 March 2026	Required. Cannot be later than Date To.
Time From	The start time on a normal day.	09:00
Date To	The last day of the course.	11 March 2026
Time To	The finish time on a normal day.	17:00

Cost

Field	What it means	What to put in it	Notes
Cost Type	Whether the cost below is for each person or for the session as a whole.	PP Per Person	See the list below.
Cost Amount	The cost in rupees.	8000	Cannot be negative.
Min Attendance %	The least attendance a participant on this session must have to pass.	80	Live. It overrides the figure on the course. Must be between 0 and 100. Leave it empty to use the course figure.

Cost Type values:

• PP Per Person. The amount is what each participant costs. Twelve men at 8,000 rupees is 96,000 rupees.
• PS Per Session. The amount is what the whole session costs however many attend. A consultant charging 150,000 rupees for the day is Per Session.

Days

One line per day the course runs. The day number is filled in for you in date order.

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 this is.	Fills itself. Leave it.	Numbered 1 upwards in date order on save, whatever order you typed the dates.
Day Date	The actual date.	10 March 2026	Required on every line. The same date cannot be listed twice.
Time From	The start time that day.	09:00
Time To	The finish time that day.	17:00
Line Text	A note on the day.	Classroom session.

Add a line for every day, not just the first and last. The attendance sheet is one line per day per person, and the attendance percentage is worked out over the days actually marked, so a two day course with one day listed is a two day course that measures half the attendance.

Nominees

One line per person. This is the invitation list, and afterwards the result list.

Field	What it means	What to put in it	Notes
Line	The line number.	Fills itself. Leave it.
Employee	Who is nominated.	Asif Nawaz	Required on every line. The same person cannot be nominated twice.
Functional Area	His functional area.	Production	Comes across with a pulled need.
Department	His department.	Warehouse	Comes across with a pulled need.
Position Category	His position category.	Workers	Comes across with a pulled need.
Position	His position.	Forklift Operator	Comes across with a pulled need.
Position Grade	His grade.	G3	Comes across with a pulled need.
Mandatory	Whether attendance is compulsory for this man.	Tick it for a compliance course	Records that it is compulsory. Nothing enforces it.
Accepted	A tick to show he accepted.	Leave it to the nomination status	The nomination status below is the one the seating uses.
Line Text	A note on the nominee.	Night shift, needs the morning batch.
Training Need	The need this nomination came from.	Fills itself when the line is pulled from a need
Nomination Status	Where this person's invitation stands.	Fills itself as INV Invited	See the list below. This is the field the capacity check reads.
Decline Reason	Why he turned it down.	On annual leave that week.	Required as soon as the status is Declined.
Completed	Whether he finished the course.	Leave it. The attendance document sets it.	Ticked when his result comes out as a pass.
Score	His test mark.	72	Type it here from the marked paper. Nothing fills it in for you, and the attendance document reads it to decide pass or fail.
Result	Pass, fail or incomplete.	Leave it. The attendance document sets it.	See the list below.
Certificate	The certificate issued to him for this session.	Leave it

Nomination Status values:

• INV Invited. He has been asked and has not answered. The default.
• ACC Accepted. He said yes. Saving the session as Confirmed turns this into CNF.
• DEC Declined. He said no. A decline reason becomes required. A declined line is left alone by the seating and is not carried onto a repeat session.
• WTL Waitlisted. The session is full. Set for you when there are more nominees than seats. If a seat frees up, the next waitlisted person is moved back to Invited on the next save.
• CNF Confirmed. He has a seat on a confirmed session. This is the list the attendance sheet opens with.

Result values:

• PAS Passed. He attended enough and, where a test was required, passed it.
• FAL Failed. He did not meet the rule.
• INC Incomplete. A test was required and no score has been entered for him yet. Nobody has failed, the result is simply not in.

The two buttons on the Nominees tab

Pull Approved Needs fills the list from the open needs for the course named on the header. Pick the course first or it will tell you to. It skips anybody already on the list, so you can press it again after a new need is raised without creating duplicates.

Send Invitations notifies everybody whose status is Invited or Waitlisted. Save the session first, since there is nothing to invite anybody to until the document exists. It reports how many people it reached. Anybody without a user account is skipped rather than failing the run, which is normal at a manufacturer where the shop floor does not log in, so expect the count to be lower than the number of nominees and tell those men in person.

How to configure it

1. Make sure the course exists on Training Course and the trainer or vendor exists.
2. Open Training Schedule. Schedule Date today. Course Forklift Operation and Safety. Trainer Rizwan Ahmed. Training Location Lahore Plant, Venue Training Hall.
3. Set Capacity to 12. Set Date From 10 March 2026 and Date To 11 March 2026, Time From 09:00, Time To 17:00.
4. On the Cost tab, Cost Type Per Person, Cost Amount 8000, Min Attendance % 80.
5. On the Days tab add one line per day: 10 March 09:00 to 17:00, and 11 March 09:00 to 17:00. Leave the day numbers alone.
6. On the Nominees tab press Pull Approved Needs. Check the list, then add anybody else by hand.
7. Save. Press Send Invitations and note how many were reached.
8. As people answer, set their nomination status to Accepted or Declined, with a reason for every decline. Save again. Anybody beyond the twelfth seat is waitlisted for you.
9. When the session is going ahead, set Schedule Status to Confirmed and save. The accepted nominees become confirmed seats.
10. Run the course, then take the attendance on Training Attendance. Only then come back and set the status to Completed.

Scenarios

The whole factory floor must do fire safety before the audit, and the hall holds thirty

Raise the needs for everybody, then run several sessions of the same course. On each session set Capacity to 30 and pull the needs. The first thirty are seated and the rest are waitlisted, which tells you immediately how many more sessions you need. Do not raise the capacity to fit everybody into one session the hall cannot hold.

Three men on a twelve seat course dropped out a week before

Set their nomination status to Declined with a reason each. On the next save, three waitlisted people move back to Invited, because seats have freed up. Press Send Invitations again, which notifies exactly those three and nobody who has already answered.

Two men did not pass and the client wants them on the next batch

Create a new session for the same course and put them on the nominee list. The people worth carrying forward are the waitlisted, the ones who never answered and the ones who did not pass. Anyone who declined is deliberately left behind, because a new date does not change their answer. Their old session keeps its own result, so the record shows they were sent twice, which is what the client wants to see.

Our supervisory course is bought in and billed as one fee

Name the Training Vendor instead of an internal trainer. Cost Type Per Session, Cost Amount 150000. The cost does not change when a nominee drops out, which is the difference between the two cost types and the reason to ask the client how they are billed.

What it is connected to

• Training Course must exist, and supplies the pass rule and the default minimum attendance.
• Either a Trainer or a Training Vendor must exist.
• Training Need supplies the nominee list through Pull Approved Needs.
• Training Attendance is taken against this session, and writes the result back onto its nominee lines.
• Training Feedback is collected against this session, and can only be submitted once the session is Completed.
• Training Assessment is the question paper the score comes from. The mark itself is typed onto the nominee line by hand.

If something looks wrong

• "It will not let me complete the session" - no attendance document has been saved for it. Take the attendance first. This is deliberate: a completed session with no attendance would leave nobody with any history.
• "Pull Approved Needs says nothing is waiting" - either the course on the header is not the course on the needs, the needs are not released, or the need lines already have a schedule on them.
• "It says to select the course first" - the course on the header is empty. Needs are pulled for a course.
• "Invitations went to fewer people than I nominated" - the ones who were skipped have no user account. Tell them in person.
• "Somebody is waitlisted and I do not know why" - the capacity is full. Count the accepted and confirmed seats, and raise the capacity or run a second session.
• "It says an employee is nominated twice" - he is on two lines. One seat per person.
• "It says a session day is listed twice" - two day lines carry the same date. Every day has one line.
• "Everybody came out Incomplete" - the course requires a test and no scores have been entered on the nominee lines.