Chapter 4: Using the Event Scheduling Module Add Event Details Hover over the sidebar menu, then click Event Scheduling. Click to navigate to the List View tab, then click +EVENT. Enter a name for the event. To create a learner record for attendees, link a training intervention from the Training Intervention Library using the Course field. If a learner record should not be created, provide a name for the course and tick the Free text checkbox. From the dropdown menu, select the event’s coordinator. From the drop-down menu, select the event’s training provider. Use the search bar to easily find the training provider in the list of dropdown menu items, then click on the training provider’s name. If the training provider is not listed in the Master Data Library, provide a name for the training provider and tick the Free text checkbox. Attendance can be automatically marked by selecting the number of minutes after each session. To do this, tick the Automark Attendance after the Event checkbox. From the dropdown menu, select the physical venue and the room. Virtual channels, such as Teams or Zoom, can be selected from the drop-down menu to present this event online. Enter the minimum and maximum number of attendees allowed, as well as the number of waitlist spots for this event. Click the toggle button to count only physical venue bookings when considering booking limits for an event. Configure the booking and cancellation deadlines. Enter the number of days before the event during which bookings will be accepted. Click the toggle button to set the status to include non-working days. Enter the number of days before the event during which cancellations will be accepted. Click the toggle button to set the status to include non-working days. Use the text boxes to describe the intended target market for this event and to list any terms and conditions. Select the event status, such as Draft, Confirmed, Finalised, or Cancelled. Only confirmed events will be displayed in the Calendar view. Use the drop-down menu to select a pre-configured workflow process for the event’s approvals. Click the toggle button to set the status to require administrator approval. If an administrator’s approval is required, any event scheduling administrator can approve an attendee’s registration request. Click the toggle to set the status to require manager approval. If a manager’s approval is required, then the employee’s training manager will be notified. Event scheduling administrators can override manager approvals. Choose the date, time range, and facilitators for the event. Multiple facilitators can be selected for a single event. If the event spans over multiple days, another session can be added by clicking on the copy icon. To delete a session, click the dustbin icon. Additional details about the event can be captured in the Extended Details section. From the drop-down menus, select Classification, Category, Region, and Course Type (which administrators previously configured as master data). Additional comments about the event can be entered in the text box. An external URL can be provided for attendees to complete a survey. Click SAVE when you are finished or click CANCEL to discard your edits. Configure Event Notifications Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab and expand the course you would like to edit by clicking on its name. Click on the name of the event you would like to edit. In the left-hand menu, click Notifications. Email templates linked to Event Scheduling will be listed in the table. Templates can be previewed by clicking the view icon. Click the toggle button to set the template’s status to Active. Add Attendees Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab and expand the course you would like to edit by clicking on its name. Click on the name of the event you would like to edit. In the left-hand menu, click Attendees. Use the radio buttons to select people groups or individuals to link. To add individual attendees, click +ATTENDEE. In the pop-up window, select the people group from the dropdown menu to filter people. Click the toggle button to add everyone in the people group. Use the search bar to find a specific person, job position, or location within the organisation. Use the checkboxes next to the names to select the required attendees. Click SAVE when you are finished, SAVE ADD NEW to add another attendee or click CANCEL to discard your edits. The selected attendees will appear in the table. To delete an attendee, tick the checkbox next to their name. If you click SAVE, the selected attendees will be deleted. The status of the attendee's booking is shown in the right column. If an approval workflow is linked to this event, the status will include an icon to show that the attendee's booking is awaiting an administrator's or manager's approval. To add a group of people, select the custom people group you have previously created from the dropdown menu. Click the view icon to view the people in the people group. Please note that if you have already added individual attendees, adding an attendee people group will replace the list of individual attendees. To add an attendee when using the People Group option, you will need to update the people group as described earlier. Click SAVE when you are finished or click CANCEL to discard your edits. Configure Who Can Book If the attendees selected for the event (in the previous step) are individuals, you can use the Who Can Book tab to configure employee self-service for bookings. Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab and expand the course you would like to edit by clicking on its name. Click on the name of the event you would like to edit. In the left-hand menu, click Who Can Book. Click the toggle button to set the status to display the event on end users’ calendars. Select a colour for this event. Use the radio buttons to choose who can book themselves on this event: Everyone can book themselves, or Managers can book from the people groups listed below, or People from the selected people groups can book themselves. Click SAVE when you are finished or click CANCEL to discard your edits. Upload Documents to an Event Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab and expand the course you would like to edit by clicking on its name. Click on the name of the event you would like to edit. In the left-hand menu, click Documents. Click UPLOAD to link a file to this event so attendees can download it. Choose the file you would like to upload. Click SAVE when you are finished, SAVE ADD NEW to add another file (up to five files allowed) or click CANCEL to discard your edits. Click UPLOAD to link a file to this event so facilitators or coordinators can download it. This document is not visible to attendees. Choose the file you would like to upload. Please note that up to five files are allowed. Click SAVE when you are finished, SAVE ADD NEW to add another file or click CANCEL to discard your edits. Configure Costing Structures Administrators can add costing structures to events. The cost description categories are specified on the linked training intervention. The costs are then defined using the Event Scheduling module. Add costs to the training intervention 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. Select the training intervention you have created for this event. Navigate to the Costing Structure tab, then click ADD. In the pop-up window, click ADD to add default cost items. Once the costing structure detail window loads, fill in the cost description. If the cost item should be a default item, tick the checkbox. Click SAVE when you are finished, SAVE ADD NEW to add another item or click CANCEL to discard your edits. Choose which costs to link to the event by ticking the checkbox next to each cost item. When you have selected all the relevant costs, click SELECT. For each cost item, add the cost amount. Tick the checkboxes if the cost should change per attendee, and if the cost item is editable. Once you are finished, click SAVE. Add costs to the event Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab and expand the course you would like to edit by clicking on its name. Click on the name of the event you would like to edit. In the left-hand menu, click Costing Structure. Click +COST to link costs to this event. Use the checkboxes to link the applicable cost descriptions to the event. Click SAVE when you are finished or click CANCEL to discard your edits. The cost descriptions will be listed in the Costing Structure table. Each cost description item can be edited: Enter the cost amount. Click the toggle button to change the cost per attendee. Click the toggle button to set the cost distribution to be evenly distributed across all attendees. Click the toggle button to set the status to exclude the cost for virtual attendees. In the costing structure summary section, the costs per person and per virtual attendee will be listed, along with the total cost for this event. Update Attendance for Events Attendance can be updated for each attendee at each event. Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab.  Expand the event for which you would like to update attendance. Click to access the attendance records for the event. From the pop-up window, select the session from the dropdown menu. Use the icons below the Attendance heading to update attendance for all attendees. Click the tick icon to mark all attendees as Attended. Click the envelope icon to mark all attendees as Absent with an excuse. Click the cross icon to mark all attendees as Absent. Click CONFIRM to proceed or CANCEL to discard your changes. Alternatively, update each attendee’s attendance status individually by clicking the icons in the Attendance column next to their name. Optionally, notes about the session can be added for each attendee. The buttons at the bottom of the pop-up window have the following functions: Click VIEW ATTENDANCE HISTORY to view the attendance register for each session in the event. Click SEND ABSENCE NOTIFICATIONS to notify absent attendees of missed sessions. Click EXPORT ATTENDANCE REGISTERS to export attendance registers to an Excel document. Click SAVE FOR LATER to save your changes. Click SAVE & SET ALL UNMARKED ATTENDED to save your changes and set all unmarked records to Attended. Update Attendees' Overall Completion Status Attendees’ overall completion status can be updated for each event. Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab.  Expand the event for which you would like to update the overall completion status. Click to access the overall status for the event. Use the icons under the Overall Status heading to update the status for all the attendees. Click the tick icon to mark all attendees’ statuses as Completed. Click the cross icon to mark all attendees’ statuses as Not Completed. Click the calendar icon to mark all attendees’ statuses as Rescheduled. Click the cancel icon to mark all attendees’ statuses as Cancelled. Click CONFIRM to proceed or CANCEL to discard your changes. Alternatively, update each attendee’s overall completion status individually by clicking the icons in the Overall Status column next to their name. Use the icons under the Competent Status heading to update the competency for all the attendees. Click the tick icon to mark all attendees’ statuses as Competent. Click the cross icon to mark all attendees’ statuses as Not Yet Competent. Click the cancel icon to mark all attendees’ statuses as Not Applicable. Click CONFIRM to proceed or CANCEL to discard your changes. Optionally, notes about the event can be added for each attendee. The buttons at the bottom of the pop-up window have the following functions: Click EXPORT OVERALL STATUS to export the overall completion status of all attendees to an Excel document. Click VIEW ATTENDANCE HISTORY to view the attendance register for the event. Click SAVE FOR LATER to save your changes. Click SAVE & SET ALL UNMARKED COMPLETED to save your changes and set all unmarked records to Completed. View Costs per Attendee Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab.  Expand the event for which you would like to view the per-attendee costs. Click to access the overall status for the event. Click the arrow icon next to an attendee’s name to expand their event record. The costs linked to the attendee are listed. Costs distributed to all attendees during event configuration cannot be edited. Costs charged per attendee during event configuration can be edited. Invoice reference numbers and invoice dates can be recorded. Click the toggle button to set the cost’s status to Paid. The invoice information can be copied to all the other attendees by clicking COPY INVOICE INFORMATION. Click CONFIRM to proceed or CANCEL to discard your changes. View Historical Attendance Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab. Expand the event you would like to view the attendance history for. Click the history icon to view the event's attendance history. The pop-up window displays the attendance history for the event, with the following features: Use the sliders at the top of the window to filter the attendance history by dates. Click on the pencil icon to edit the attendance for a specific session. Attendees who attended the event are marked with a green tick icon. Attendees who were absent with an excuse are marked with a yellow tick icon. Attendees who were absent without an excuse are marked with a red tick icon. Click +SESSION to navigate to the event configuration screen, where you can add another session. Click +ATTENDEE to navigate to the attendee list, where you can add more attendees. How to Book Myself on an Event Employees can use the self-booking service to book themselves on open events. Hover over the sidebar menu, then click Event Scheduling. When on the Calendar View tab, click +BOOK MYSELF ON MULTIPLE EVENTS. Use the date filter to view events within a specific date range. Click the calendar icon to change the date range. Use the search bar to search for a specific event by name. Tick the checkbox next to an event to book yourself on that event. Once an event has been selected, click SUBMIT BOOKING REQUEST to continue. If the employee has a conflicting booking, the system will display a pop-up window warning them of the overlap. To proceed with registering for the new event, first cancel the existing booking or choose a different timeslot. Click CONTINUE to proceed. If the employee has no conflicting bookings, the booking motivation pop-up window will appear. Select the motivation for booking from the dropdown menu and fill in any special requirements. Click SUBMIT when you are finished or click CANCEL to discard your edits. A pop-up message will confirm that you have successfully booked yourself for the event. Click CONTINUE to proceed. The new event will show in the My Upcoming Events section. If an employee has requested to attend an event that requires approval, the event card will show the system as Awaiting Manager Approval. How to do Approvals Manager approvals Some events require manager approval for attendees. Upon submitting a request to attend an event, the attendee’s manager will be notified by email. Additionally, when navigating to the Dashboard, the manager will see a new request on the HR Processes widget if it has been enabled. Click VIEW ALL REQUESTS to proceed. Alternatively, the manager can access training requests by clicking the envelope icon to open their System Inbox. Click on HR Processes to continue. The HR Processes feature of the System Inbox will open. In the left-hand menu, click AWAITING YOUR APPROVAL to view open requests. Find the employee’s training request, then click APPROVE/DECLINE. In the pop-up window, the request details will appear. The event details will display, including the event name and start and end dates. The manager can add notes about the request. The manager can upload files from their device. Using the buttons at the bottom of the pop-up window, the manager can: Click REQUEST MORE INFO to obtain more information about the training request from the employee. Click DECLINE to deny the employee’s training request. Click APPROVE to allow the employee to attend the event. The manager can navigate to Historical Approvals using the left-hand menu. Here, details about past requests can be viewed.   Administrator approvals Some events require an event administrator's approval for attendees. Hover over the sidebar menu, then click Event Scheduling. Navigate to the List View tab. Expand the event for which you would like to manage administrator approvals. Click on the event’s name to navigate to its configuration settings. In the left-hand menu, click Attendees. The status of the attendee will show Awaiting Admin approval. Click the tick icon to approve the employee’s request. Click the cross icons to decline this request. The attendee’s status will change depending on the icon you click. To proceed, click SAVE. A pop-up message will ask you to confirm these changes. Click CONTINUE to proceed or click CANCEL to discard your changes.   Using the Calendar View The following section demonstrates what end users see in the Event Scheduling module. Hover over the sidebar menu, then click Event Scheduling. The Calendar View tab will open. If an employee has been booked for an event, the event details will show in the My Upcoming Events section. Click on the event card for more information. A pop-up window will display information about the event, such as: Event details, including the: start date, end date, number of sessions, available seats, and the event coordinator’s name. The session schedule, including the: dates, start and end times, and the facilitators’ names. Downloadable content, such as documents, is specifically for attendees. Attendees can update their booking by clicking MODIFY BOOKING. An event booking can be cancelled by clicking CANCEL BOOKING. Click CLOSE to return to the calendar. The left and right arrow icons, as well as the date dropdown menu, can be used to view past or future events. Using the List View Hover over the sidebar menu, then click Event Scheduling. Click to navigate to the List View tab. This page shows all events within your date range filter. Use the search bar to search for specific courses or events. Use the calendar icon to change the date range filter. Courses can be selected using the dropdown menu. Courses are grouped by Training Intervention name. The number of events linked to the training intervention is shown in the Events column. Administrators can click the +EVENT button to create a new event. Employees and non-administrators will view only the events they have been added to and free-to-book events. They are not able to create new events. Scan QR Codes for Events The QR code scanning feature lets event attendees quickly log their attendance. Hover over the sidebar menu, then click Event Scheduling. Click to navigate to the Scan QR Code tab. Once an attendee has been booked on an event, they will receive an email containing a unique QR code. The QR code can be scanned to confirm the attendee’s attendance at events. Use the date filter to find the correct event. Select the event from the dropdown menu. Select the session you would like to update your attendance for from the dropdown menu. Use your phone to scan the QR code. Attendees who have successfully scanned in will be displayed in the block on the right.