The Calendar is where instructor-led training gets a date, a time and a room before it happens. A coordinator schedules a session for a course, employees book a seat from their portal (or staff add them), the sign-in sheet prints with the roster already filled in, and after the class one Record attendance step writes everyone's completion records. It sits in the sidebar between Record Completion and Employees, and anyone who can view reports can open it.
Note: Permissions follow the work. Scheduling, editing and cancelling sessions and adding or removing employees use Assign & schedule; recording attendance uses Record completions. A location-scoped member sees the sessions at their locations and any session with no specific location and must schedule at one of them.
What a session is
A session is one course, on one date, from a start time to an end time on that same day, at a location (or "No specific location"), optionally with an instructor, a seat limit and notes for employees. It has a roster: the employees booked onto it. Scheduling a session does not assign anything and booking a seat does not change a due date; the connection to training records is made once, when attendance is recorded. Every session shows one of five states, always worked out from the clock and the facts on the session, never typed: Upcoming, In progress, Ended (finished, attendance not yet recorded), Attendance recorded and Cancelled.
The calendar page opens as a List grouped by day (with a Today marker) showing the Next 90 days; switch to Past 90 days to find sessions that have happened, or to the Month view to step through months. Filter by Course (a course filter finds sessions scheduled on any version of that course) and, where your organization has locations, by Location. Each row shows the time with its zone abbreviation, the course and its version, location, instructor, Seats ("3 of 8", "Full", or "3 booked" when there is no limit) and the state badge.
Scheduling a session
Where: Sidebar → Calendar → Schedule session; or a course's detail page → Upcoming sessions → Schedule session, which pre-selects the course. Before you start: Administrator, Manager or Training Coordinator (the Assign & schedule permission). The course must be current and active: "Only current, active courses can be scheduled."
- Choose the Course.
- Set the Date (today or later), Start time and End time. Both times fall on that date and the end must be after the start ("End time must be after the start time."); a session cannot be longer than 24 hours.
- Choose the Location, or leave No specific location. Under the picker the form names the time zone the times are read in, for example "Times are in America/Toronto (the location's zone). Employees see the session in this zone too."
- Optionally type the Instructor (pre-filled from the course's default instructor when it has one; up to 200 characters).
- Set the Capacity (1 to 500) or leave No limit ticked, which is the default.
- Decide whether Employees can book themselves. It is ticked by default; the helper text says "Untick for a closed session that only staff enrol (an academy week, a mandated group day). Employees you add still see it in their portal." A closed session appears in the portal only for the employees you add to it.
- Optionally add Notes (shown to employees) (up to 2,000 characters), for example what to bring.
- Click Schedule session. The toast "Session scheduled." appears and the new session's page opens.
Time zone rule: a session's times are shown in the session location's time zone, or in your organization's time zone when the location has none or the session has no specific location. Every screen, the sign-in sheet, the portal and the emails use that zone, never the reader's browser zone. Where it differs from your organization's zone, the zone is named beside the time, and the portal adds the time in the organization's zone underneath.
The session page and roster
Click any session to open it. The header shows the course, the state badge, the date and time range with its zone abbreviation (for example "Thu, Sep 25 · 9:00 AM to 12:00 PM EDT") and the course version; a status line below reads "Upcoming", "In progress", "Ended, attendance not recorded", "Attendance recorded on <date>" or "Cancelled (<reason>)". The Details card lists When, Location, Instructor, Seats (with how many are left when there is a limit), Portal booking ("Employees can book themselves" or "Staff enrol employees"), Attended once recorded, who created the session and when, and the notes shown to employees.
The Roster card starts with the count ("6 booked") and lists every booked employee with their Department, when they were Booked, the Source (Self-booked from the portal or Added by staff) and their Attendance (Not recorded; then Attended with a View record link, or Absent). An employee without an email address is marked "no email": session emails cannot reach them, so tell them in person. While the session is open, Remove takes someone off the roster after a confirmation ("<name> loses their seat on this session. Their training records are not affected, and they can be added again while the session is open.").
The buttons across the top follow the work they do: Add employees, Edit and Cancel session need Assign & schedule and disappear once attendance is recorded or the session is cancelled; Print sign-in sheet is always available; Record attendance needs Record completions and stays disabled until the session date ("Attendance can be recorded from the session date onward."). Location scope applies on top of that: a location-scoped member gets those four buttons only on a session held at one of their own locations. On any other session they can open — including one scheduled with No specific location — Add employees, Edit, Cancel session and Record attendance are absent and the page says "This session is outside your location scope, so it is read-only for you. A member with access to its location can add employees, edit, cancel or record attendance." Print sign-in sheet still works.
Location scope: a location-scoped member sees only the booked employees at their own locations. When the roster holds people they cannot see, the count line says so ("6 booked · 4 shown (others are outside your location scope)") and the sign-in sheet carries the same notice, so a partial roster is never mistaken for the whole class. Record attendance is not offered at all on such a roster, because attendance is recorded for the whole class in one step: a member whose scope covers every booked employee records it instead.
Adding employees and walk-ins
Click Add employees. The dialog Add employees to this session states the seats left (or "This session has no seat limit.") and that "Booked employees with an email address are notified." Search by name, number or department, tick people (active employees you can see who are not already booked; up to 500 at a time) and click Add N employees. The toast reports exactly what happened, for example "Booked 12 · 2 already booked · 1 not booked: the session is full · 10 will be emailed". If you tick more people than there are seats, the dialog warns that "the extra will not be booked"; the seat limit is enforced when the booking is saved, so two coordinators cannot overbook a room. Booked employees who have an email receive "Booked: <course> on <date>" with the time, place and instructor.
Walk-ins are handled the same way: someone who turned up unbooked is added with Add employees before attendance is recorded. Only booked employees can be marked attended.
Printing the sign-in sheet
Click Print sign-in sheet on the session page. The sheet page carries the same toolbar as the course sign-in sheet: Back returns to the session, Portrait / Landscape sets the print orientation (portrait by default), Attach signed sheet files a scan of the signed sheet under the course's Materials & SOPs (Manage courses permission), and Print sign-in sheet opens the browser's print dialog. The sheet carries your organization's logo and name, the Course, Session date, Time (with the zone abbreviation), Location and Instructor already filled in, one numbered row with a signature line for every booked employee, and five blank rows for walk-ins. It is the same layout the course sign-in sheet prints, with the roster taken from the bookings instead of from pending assignments. The page states what comes next: "Hand it out at the session, then record attendance from the session page with the signed copy in front of you."
Recording attendance
This is the step that turns the roster into training records. From the session date onward, click Record attendance. The dialog says what it will do: "Ticked employees get a completed record for <course> (their existing due assignment is completed if they have one). Unticked employees are marked absent and nothing is recorded for them. Attendance is recorded once."
- Under Attended, every booked employee is ticked except anyone whose employee record has been archived: they stay on the list with an Archived tag but start unticked, because a completion record cannot be written for them. Untick the people who did not come; the count reads "5 of 6".
- Check the Completion date. It defaults to the session date and must fall between the session date and today.
- Optionally enter a Grade (optional) (0 to 100) that applies to everyone ticked.
- Check Training hours. It defaults to the scheduled length of the session ("Defaults to the scheduled length; edit if it ran shorter or longer."), from 0 to 24, and is stamped on every attendee's record.
- Check the Instructor, pre-filled from the session.
- Click Record 5 attended, 1 absent. The toast reads, for example, "5 attended, 1 absent · 5 completion records written" (adding "N already recorded for this class" or "N walk-ins assigned" when either applies) with a View the records action that opens Record Completion on the Completed view for that course, newest completion first.
What happens to each ticked employee: if they hold a pending assignment for the course, their earliest one is completed, whatever its due date; if they hold none, a completed record is created for them (this needs the Assign & schedule permission as well, otherwise the dialog refuses with "N attendee(s) have no assignment for this course and you cannot assign training. Ask a coordinator to assign the course, then record attendance."); if they already hold a completion for the course dated anywhere from the session date to the completion date — somebody scanned in at the door on the day, say — that record is this class's and is kept, not duplicated. From there the records behave exactly as if you had used Mark complete: a certificate is issued where the course requires one, a grade below the passing grade makes the record Failed, and a recurring course schedules its next occurrence. Records are written against the course's current version, so a session scheduled before a new version went live still records correctly.
Once only: attendance is recorded one time per session. Afterwards the session reads Attendance recorded, the roster shows each person as Attended (with a View record link) or Absent, and Add employees, Edit and Cancel session are gone. Trying again says "Attendance has already been recorded for this session. Correct individual records from Record Completion." An Administrator can change who was attended or absent from the session page with Correct attendance: a completion record is written for anyone marked attended; for anyone marked absent, the record this session wrote is reopened (or removed, for a walk-in the class added) and its next scheduled occurrence cancelled, while a record another session or a kiosk scan wrote is left in place; every change is in the audit trail. Other corrections (a date, a grade, hours) stay on the individual record in Record Completion. Absent employees get no record and keep whatever assignment they had.
Editing and cancelling a session
Edit opens the same form as scheduling, with the course fixed ("The course cannot change on an existing session; schedule a new one instead."). You can move the date and times, change the location, instructor, capacity, notes and the self-booking setting; the capacity cannot go below the number already booked, and a session cannot be moved into the past. The page warns that "Changing the time or the place emails every booked employee who has an email address." Click Save changes; the toast reads "Session updated." and, when the time or place changed, how many booked employees will be emailed (their email is headed "Changed: <course> now on <date>").
Cancel session asks "Cancel this session?" and tells you how many booked employees will be emailed ("those with an email address"); the session "stays on the calendar as cancelled; no training records are created or changed." Add a Reason (optional, shown to employees) (up to 500 characters) and click Cancel session, or Keep session to back out. Booked employees with an email receive "Cancelled: <course> on <date>" with your reason; in their portal the session shows Cancelled by your organization. A cancelled session cannot be edited, booked or recorded, and a session cannot be cancelled once attendance is recorded.
What employees see
Employees with portal access get a Calendar tab beside My training. It lists My bookings (their upcoming seats, and recent ones for 30 days after the session) and Open for booking: sessions that have not started, are marked for self-booking, whose course is current and available at their location, that are held at their own location or at No specific location, and that they are not already booked on. An employee with no location on their profile is therefore offered only the sessions scheduled with No specific location. Each card shows the course, the date and time in the session's zone (with the organization's time underneath when it differs), location, instructor, notes and the seats ("Seats: 3 of 8 left", "Full", or "No seat limit"). Book a seat books instantly and emails a confirmation to employees who have an email address; Cancel my booking appears only on a session marked Employees can book themselves, and releases the seat any time before the session starts; on a closed session the card prints "This session is enrolled by your training coordinator; ask them to remove you." where the button would be, because staff own that roster. Their booked sessions carry a pill: Booked, then Attended or Marked absent once you record attendance, Cancelled by your organization when you cancel the session, or Removed by your organization when staff remove them from a session that still goes ahead (it stays under their bookings as history and is not offered to them again). The My training page also shows their next booked session in one line. The exact states are in Book or cancel a seat in a session (portal).
Good to know:
- There is no waitlist. When a session is Full, employees see it as full and cannot book; a seat someone releases is simply free for the next person.
- There are no reminder emails before a session. Employees are emailed when they are booked, when the time or place changes and when the session is cancelled, and only if they have an email address on their profile.
- Sessions are scheduled one at a time. There is no recurring series, no draft session and no calendar (ICS/Outlook) export.
- Sessions cannot be edited or cancelled after attendance is recorded; corrections happen on the records.
- Employees can only book sessions marked Employees can book themselves; closed sessions are filled by staff.