Chapter 3: Setup and Configuration of Event Scheduling Prerequisites for this Module Before implementing the Event Scheduling  module, the People Management  module must be configured. Follow the guides in the People Management   book to ensure you have: Created an organisational structure, Imported users, Configured user roles and permissions, and Completed users' reporting lines. Event Scheduling Implementation Guide This guide focuses on the  Event Scheduling  module and the features available to administrators. Beyond training, the module can serve as a  central coordination tool  for structured events, such as workshops, onboarding sessions, or internal initiatives. Companies can  manage venues ,  facilitators ,  approvals , and  attendance  in one place, reducing administrative overhead and duplication. HR or employee development teams can schedule recurring  programmes , segment employees into  targeted groups , and  monitor completion  and  competence  levels. By following the outlined procedures, administrators can: Configure the  Event Scheduling  module and permissions, Set up the master data required, Create and manage events, and Record attendance and completion. Before you can configure and use the  Event Scheduling  module, you must activate the module and assign the required user permissions. Activate the Event Scheduling module Click the  gear icon  to access the  Setup and Configuration  menu. Click  Ruleset Setup . Select the  ruleset   you would like to update. Navigate to the  Products   tab. Click on the  Event Scheduling   product card, then click the  toggle  button to set the product’s status to  Active . Add Event Scheduling to the system menu Click the  gear icon  to access the  Setup and Configuration  menu. Click  Ruleset Setup . Select the  ruleset   you would like to update. Navigate to the  System Menu  tab. Click the  Event Scheduling  menu item in the system menu preview. Click the  toggle   button  to set the system menu item’s status to  Active . You can select an icon for the  Event Scheduling  module by clicking  CHANGE ICON . Click  SAVE  to continue or  CANCEL  to discard your changes. Assign the Event Scheduling administrator permission Hover over the  sidebar  menu, then click  People Management . Click to navigate to the  View/Edit People  tab. Click the  pencil icon  to manage the person whose profile you want to edit. In the  left-hand menu , navigate to  User Permissions , then click  System  Modules Admin . Click the  LINK ROLE  button. Tick the  checkbox   next to   Event Scheduling  in the table to assign the Event Scheduling administrator role to the user. Click  SAVE  to continue or  CANCEL  to discard your changes. Update the Master Data Library Click the  gear icon  to access the  Setup and Configuration  menu. Click  Master Data . The  Master Data  Library   lists the categories for which administrators can create master data. Use the  search bar  at the top of the screen to filter the search results by  Event Scheduling . Classifications Click on the  Classifications  category   to continue. To add a new master data item, click on  + ITEM . Click the  toggle   button  to set the classification’s status to  Active . Enter a name for the classification. Click  SAVE  when you are finished,  SAVE ADD NEW  to add another master data item or click  CANCEL  to discard your edits. Click the  back arrow  to navigate back to the  Master Data Library  once you are finished. Course Types Click on the  Course Types  category   to continue. To add a new master data item, click on  +ITEM . Click the  toggle   button  to set the course type’s status to  Active . Enter a name for the course type. Click  SAVE  when you are finished,  SAVE ADD NEW  to add another master data item or click  CANCEL  to discard your edits. Click the  back arrow  to navigate back to the  Master Data Library  once you are finished. Categories Click on the  Categories  category   to continue. To add a new master data item, click on  +ITEM . Click the  toggle   button  to set the category’s status to  Active . Enter a name for the category. Click  SAVE  when you are finished,  SAVE ADD NEW  to add another master data item or click  CANCEL  to discard your edits. Click the  back arrow  to navigate back to the  Master Data Library  once you are finished. Regions Click on the  Regions  category   to continue. To add a new master data item, click on  +ITEM . Click the  toggle   button  to set the region’s status to  Active . Select the country from the  dropdown  menu . Enter a name for the region. Click  SAVE  when you are finished,  SAVE ADD NEW  to add another master data item or click  CANCEL  to discard your edits. Click the  back arrow  to navigate back to the  Master Data Library  once you are finished. Venues Click on the  Venues  category   to continue. To add a new master data item, click on  +ITEM . Click the  toggle   button  to set the venue’s status to  Active . Enter a name for the venue. Click  SAVE  when you are finished,  SAVE ADD NEW  to add another master data item or click  CANCEL  to discard your edits. Click the  back arrow  to navigate back to the  Master Data Library  once you are finished. Rooms Rooms are linked to venues; therefore, you should first compile the  Venues  master data items before you can add rooms. Click on the  R ooms   category   to continue. To add a new master data item, click on  +ITEM . Click the  toggle   button  to set the room’s status to  Active . Enter a name for the room. Select the venue from the  dropdown menu . Click  SAVE  when you are finished,  SAVE ADD NEW  to add another master data item or click  CANCEL  to discard your edits. Click the  back arrow  to navigate back to the  Master Data Library  once you are finished. Motivations for Booking Click on the  Motivations for Booking  category   to continue. To add a new master data item, click on  +ITEM . Click the  toggle   button  to set the item’s status to  Active . Enter a name for the item. Click  SAVE  when you are finished,  SAVE ADD NEW  to add another master data item or click  CANCEL  to discard your edits. Click the  back arrow  to navigate back to the  Master Data Library  once you are finished. Create people groups A target audience, or a  People Group , can be created to identify users based on specific criteria. Create people groups for coordinators Click the  gear icon  to access the  Setup and Configuration  menu. Click  People Groups . In the  left-hand menu , navigate to  Event Scheduling , then click  +PEOPLE GROUP . From the  dropdown menu , select  Coordinators . Click the  toggle   button  to set the status to  Active . Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Once the people group for coordinators has been created, you can select the people to add to it. In the  left-hand menu , click to navigate to the  Included   section. Click  People  to add individuals, then click  PEOPLE . Use the  search bar  to search for a specific person, job title, or organisational unit. Select the individuals from the list by ticking the  checkbox  next to a person’s name. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Alternatively, click  Grouped Conditions  to add groups of people based on criteria such as job titles, organisational nodes, etc. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Additionally, you can select the people to exclude from this group. In the  left-hand menu , click to navigate to the  Excluded  section. Click  People  to exclude individuals, then click  PEOPLE . Select the people you would like to exclude. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Click  Grouped Conditions  to exclude groups of people based on criteria such as job titles, organisational nodes, etc. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Create people groups for facilitators Click the  gear icon  to access the  Setup and Configuration  menu. Click  People Groups . In the  left-hand menu , navigate to  Event Scheduling , then click  +PEOPLE GROUP . From the  dropdown menu , select  Facilitators . Click the  toggle   button  to set the status to  Active . Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Once the people group for facilitators has been created, you can select the people to add to it. In the  left-hand menu , click to navigate to the  Included  section. Click  People  to include individuals, then click  PEOPLE . Select the people you would like to include. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Alternatively, click  Grouped Conditions  to add groups of people based on criteria such as job titles, organisational nodes, etc. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Alternatively, you can select the people to exclude from this group. In the  left-hand menu , click to navigate to the  Excluded  section. Click  People  to exclude individuals, then click  PEOPLE . Select the people you would like to exclude. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Click  Grouped Conditions  to exclude groups of people based on criteria such as job titles, organisational nodes, etc. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Create custom people groups for attendees Click the  gear icon  to access the  Setup and Configuration  menu. Click  People Groups . In the  left-hand menu , navigate to  Custom , then click  +PEOPLE GROUP . Enter a descriptive name for the group of attendees. Click the  toggle   button  to set the status to  Active . Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Once the people group for attendees has been created, you can select the people to add to it. In the  left-hand menu , click to navigate to the  Included   section. Click  People  to add individuals, then click  PEOPLE . Select the people you would like to add. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Click  Grouped Conditions  to add groups of people based on criteria such as job titles, organisational nodes, etc. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Alternatively, you can select the people to exclude from this group. In the  left-hand menu , click to navigate to the  Excluded  section. Click  People  to exclude individuals, then click  PEOPLE . Select the people you would like to exclude. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Click  Grouped Conditions  to exclude groups of people based on criteria such as job titles, organisational nodes, etc. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. Set up approval workflows Should an event require a manager’s approval, an administrator can configure an  approval workflow . Click the  gear icon  to access the  Setup and Configuration  menu. Click  Ruleset Setup . Select the  ruleset  you would like to update. Navigate to the  Products  tab. Click on the  People Management  product card, then click  Product Setup. Navigate to the  HR Processes  tab, then click  +PROCESS FLOW. Enter the  name  and the  code for the process flow. Select the  workflow sensitivity fallback  from the  dropdown menu. From the  dropdown menu,  select the  reporting line associated with the manager responsible for this approval workflow. If required, add special instructions  which will be displayed once the manager receives training requests for this event. Using the  dropdown menu,  select the  text  to display on the action buttons  on the training request. Click  SAVE  when you are finished or click  CANCEL  to discard your edits. The new workflow will be displayed in the Workflows table. Create training interventions If an event should be logged to the attendee’s training history, a  training intervention  should be linked to it. However, before creating the event, the training intervention needs to be added to the  Training Intervention Library . Click the  gear icon  to access the  Setup and Configuration  menu. Click  Other System Administration . In the new tab that opens, click  Training Interventions  in the  Training Scheduling  block. The  Training Intervention Library  will open in a new tab. To add a new training intervention, click  ADD . Complete the  details  for the course’s training intervention. Please note that all the fields marked with an asterisk (*) are compulsory. Fill in the name, then select the pathway step type and training provider (if applicable) from the  dropdown menus . Select the learning type, nature of learning, training classification, training category, and skills priority from the  dropdown menus . If required for compliance purposes, select when the learner record will expire. Configure certificate printing for the course (if required). At the bottom of the screen, click  SAVE  when you are finished,  SAVE ADD NEW  to add another training intervention, or  BACK TO LIST  to return to the  Training Intervention Library . Success! Congratulations! You have successfully implemented the  Event Scheduling  module. For more details on how to use the module, view the next chapter:  C hapter 4: Using the Event Scheduling module .