Event Scheduling Plan and organise training sessions effortlessly. This feature ensures employees have access to the right opportunities for growth and development at the right time. Chapter 1: Introduction to Event Scheduling Overview of Event Scheduling The Event Scheduling module sits at the operational centre of how structured learning, training, and development activities are delivered within an organisation. While other modules in the system define what  needs to happen,  Event Scheduling  is responsible for  making it happen in practice by coordinating people, resources, and timelines in a controlled, trackable way. Event Scheduling is designed to manage the full lifecycle of events, including: training sessions, workshops, onboarding programmes, and assessments. It enables administrators to configure foundational data, create and schedule events, assign facilitators, manage bookings, and track attendance and completion outcomes. What distinguishes it from a simple calendar tool is its integration with organisational structures. Events are linked to people groups , approval workflows , costing structures , and learning records , ensuring that each event is not only scheduled but also governed, measured, and aligned with business objectives. Event Scheduling serves as the  bridge between strategy and execution within the HR ecosystem. It connects: strategic intent (performance and compliance requirements), structured learning design (learning management), and operational delivery (actual events and attendance). Let's see how it fits into the employee development lifecycle.   Role in the employee development lifecycle Within the employee development lifecycle, Event Scheduling serves as the  execution layer . Identify needs :  Skills gaps and development requirements are typically identified through performance reviews, compliance requirements, or strategic initiatives. Define learning interventions : Learning programmes or training interventions are designed and structured, often within a Learning Management context. Deliver learning : This is where  Event Scheduling becomes critical. It translates planned interventions into scheduled sessions with defined attendees, facilitators, and logistics. Track participation and outcomes : Attendance, completion status, and competency are recorded and fed back into employee records. Evaluate and improve : Event data supports reporting, helping to refine future development initiatives. Without  Event Scheduling , there is a gap between planning and delivery, making it difficult to ensure that development activities take place and are properly tracked. So, how does it integrate with the rest of the SignifyHR system? Let us take a look. How it connects to other modules Learning Management The  Learning Management module specifies training content, curricula, and learning pathways. Event Scheduling implements these by: Scheduling instructor-led or blended learning sessions Linking events to training interventions Recording attendance and completion as learning records Learning Management answers what should be learned , while Event Scheduling answers when, where, and by whom it is delivered . For more information, visit our book on the Learning Management module. Performance Management Performance Management identifies development needs through appraisals, goals, and feedback. Event Scheduling supports this by: Enabling targeted training for underperformance or growth areas Assigning employees to relevant events based on performance outcomes Providing completion and competency data to feed back into performance reviews For more information, visit our book on the Performance Management module. People Management The People Management module provides the structural data, such as employees, reporting lines, and permissions. Event Scheduling uses this by: Assigning attendees using people groups or organisational criteria Enabling manager approval workflows for event bookings Linking facilitators, coordinators, and attendees to real employee profiles For more information, visit our book on the People Management module. Purpose of the Module The Event Scheduling module can be used as the backbone of a company’s learning and development strategy. Instead of managing training informally, organisations can formalise everything from course planning to attendance tracking and competency outcomes . HR or employee development teams can schedule recurring programmes, segment employees into targeted groups, and monitor completion and competence levels. This allows companies to: Identify skills gaps , Ensure compliance training is completed, and Build a more measurable and accountable approach to employee development . 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. Booking workflows, waitlists, and capacity limits help organisations optimise resource allocation , prevent overbooking, and ensure the right people attend the right events at the right time. Moreover, the Event Scheduling module enables organisations to move from fragmented event management to a data-driven model. With centralised records of attendance, costs, and completion status, companies gain visibility into participation trends and return on investment. Leaders can assess which programmes are effective, which are underutilised, and where improvements are needed. Over time, this supports better decision-making , more efficient budgeting , and stronger alignment between events and business objectives.   Key Features of the Module Event management Event creation and administration Events can be linked to training interventions or free-text entries. Coordinators , facilitators , and training providers can be assigned to specific events. For more information on these roles, see the  Administrator, Coordinator, and Facilitator Roles . Events can consist of multiple sessions , including multi-day events. Attendance is recorded per session. Sessions can be copied to multiple days. Both  in-person  and  virtual events can be created and managed. Events can be edited after they have been created. Attendee management and booking control Event attendees can be added individually or using pre-defined people groups . Workflows can be set up to assist with event registrations and approvals . Integration with HR process workflows for approvals. Manager-based or administrator-based approval flows. Alignment with reporting lines for decision-making. Participation is easily managed through  attendee limits , waitlists , and  booking deadlines . Easily add additional attendees, even after an event has been created. Calendar integration and self-service functionality A calendar view of all scheduled events allows users to stay up to date on upcoming events. The self-service booking interface, using a calendar, allows attendees to sign up for events. Events can be configured to determine who can view and book them. Attendees can easily log their attendance by scanning unique QR codes .   Record-keeping and reporting Costing and financial tracking Cost structures can be linked to events to ensure efficient budgeting. Resource allocation is optimised, and the administrative burden is lightened. Event administrators can allocate costs per attendee or distribute them across attendees. Billing details, invoice references, and payment status are recorded to support better decision-making. Attendance and completion tracking Attendance can be recorded per session, with multiple status options. Attendees' progress is tracked in terms of overall completion and competency outcomes. The module supports partial and final attendance updates . Attendance data can be edited and updated to maintain data integrity. Attendance registers can be exported for reporting, ensuring an accountable approach to employee development. Historical attendance records are easily accessible. Full audit trails of attendee participation are kept for compliance and reporting purposes. Chapter 2: Roles and Permissions Administrator, Coordinator, and Facilitator Roles In the  Event Scheduling  module, the roles of Event Administrator , Coordinator , and Facilitator operate at different levels of responsibility, but they work together to ensure that events are successfully planned, delivered, and recorded. In practical terms: The  Event Administrator ensures the event exists and is properly managed in the system, The Coordinator ensures it is properly organised in reality, and The Facilitator ensures it delivers value to attendees. Let us look at some key differences in their roles. Event Administrator The Event Administrator operates at a system and governance level . This role is responsible for configuring and managing the module itself, rather than running the event on the ground. The Event Administrator is responsible for the following: Activates the module and assigns permissions Configures master data such as venues, categories, and people groups Creates and manages events in the system Controls bookings, approvals, and workflows Captures attendance, completion status, and costs Maintains records for reporting, compliance, and audits Coordinator The Coordinator operates at both the  planning and operational levels . This role focuses on making sure the event is properly arranged and runs smoothly from a logistical perspective. The Coordinator plays an important role in the following tasks: Organises event details, including the schedule, venue, and setup Oversees arrangements before and during the event Ensures everything is in place for the session to run smoothly May view reports or historical data only if they have been given access to the Report Builder   module. Facilitator The Facilitator operates at a delivery and interaction level . This role is responsible for running the session and engaging with attendees. Facilitators are responsible for the following: Leads the session or training Guides discussions and activities Keeps the session on track Ensures learning or event objectives are achieved To see how these roles integrate into the  Event Scheduling  module, please read the section explaining How Event Scheduling Works . Managerial and Employee Roles While the event administrator, coordinator, and facilitator roles support different stages of the event lifecycle, from setup to delivery to tracking, the process is carried out through the involvement of managers and employees, who drive participation and governance.  The event administrator configures the module, creates events, and manages bookings and data.  The coordinator then ensures that all logistical arrangements are in place. The facilitator delivers the event and engages attendees during each session.  Employees interact with the process by discovering events, submitting booking requests, and attending sessions. Managers provide oversight by approving or declining bookings where required. Together, these roles form a continuous lifecycle in which events are planned , approved , delivered , attended , and ultimately recorded . Let us explore the roles of managers and employees in more detail. Managers Managers can act as approvers when an event booking requires manager approval. If manager approval is enabled, the request is sent to the person’s training manager, provided the reporting line has been populated. Managers then use the  HR Processes   functionality of the system to approve or decline it. Managers do not appear to be responsible for setting up the module, creating events, configuring master data, or capturing attendance unless they have also been given administrator rights. In other words, being a manager grants approval authority within the workflow but not full administrative control of the module. Additionally, managers may view reports or historical data only if they have been given access to the  Report Builder   module. Employees Employees are primarily the  module's attendees  or  end users of the Event Scheduling module. They can view events that have been made visible on the end-user calendar, book themselves onto events, and submit a booking request with a motivation. If approval is not required, their booking is confirmed immediately. If approval is required, the booking remains in an Awaiting Approval state until it is actioned. Once successfully booked, they also receive a QR code by email that can be used for attendance scanning. Employees cannot configure the module, manage master data, create events, assign permissions, record attendance, or approve other people’s bookings. Those tasks belong to administrators and workflow approvers. Employees can only book events that are activated for booking and visible in the calendar. In simple terms Employees can request and attend events. Managers can review and approve or decline those requests when approval is required. Administrators do everything else, including setup, event creation, attendance management, and overall module administration. How Event Scheduling Works Based on the guide and the role definitions we have already established,  Event Scheduling operates as a controlled lifecycle that progresses from setup to booking to delivery to attendance capture and finally to completion reporting.  The exact flow depends on whether the event requires administrator approval, manager approval, or no approval at all. Let us take a look at each of the following scenarios you may encounter when using the  Event Scheduling  module, and the roles played by the administrator, coordinator, facilitator, manager, and employee: An event that requires an administrator's approval . An event that requires the manager's approval . An event where  no approval  is required. Administrator approval is required Scenario: A company creates an internal development session, but only an Event Scheduling Administrator may approve attendance requests. The administrator prepares the module and event. The administrator activates the module if needed, ensures the right permissions are in place, configures the master data, and creates the event in Event Scheduling. They set the event status to confirmed, add the relevant sessions, link the training intervention if required, and make the event visible on the calendar so employees can book it. They also set the requirement for administrator approval. The coordinator prepares the event operationally. The coordinator ensures the practical arrangements are in place, including the venue, room, timing, session setup, and any logistical details to be managed before the event. The facilitator prepares to deliver the session. The facilitator is assigned to the session and focuses on delivery, ensuring the content, discussion, and participant engagement are ready for the session date. The employee submits a booking request. The employee sees the event in the calendar, clicks to book, and submits a booking request with the required motivation. Because approval is required, the booking does not go through immediately and remains pending. The administrator reviews the request. The Event Scheduling Administrator checks the request and either approves or declines it. If approved, the employee is added to the attendee list. If declined, the employee is not booked onto the event. The event takes place. The coordinator supports logistics on the day, while the facilitator runs the session. If the event uses QR codes, a booked attendee can scan the code to log their attendance. The administrator records attendance and completion. After the session, the administrator updates per-session attendance, records the overall completion status, and captures competency information where applicable. If there are costs, they can also be recorded against attendees. Responsibilities in this story Administrator: creates the event, configures approval, approves or declines bookings, records attendance and completion, and maintains the event record. Coordinator: manages the practical setup and logistics. Facilitator: delivers the event. Employee: submits a booking request and attends once approved. Manager: not involved in the approval path in this scenario. Manager approval is required Scenario: A compliance or development event must be approved by the employee's training manager before the employee may attend. The administrator configures the event and workflow. The administrator sets up the event in Event Scheduling, ensures the relevant training intervention and master data are in place, and links the booking process to an HR workflow that requires manager approval. The guide notes that the training manager reporting line must be populated for each person for this to work correctly. The coordinator prepares the logistics. The coordinator ensures the venue, room, sessions, and event details are ready. If the event runs over more than one day, multiple sessions can be created. The facilitator is assigned to lead the event. The facilitator is linked to the session and prepares to host and guide the event flow. The employee submits a booking request. The employee books themselves onto the event from the calendar view and selects a motivation from the master data list. Because manager approval is required, the request's status is Awaiting Approval. The manager receives the request and decides. The manager finds the request in the HR Processes approval queue and either approves or declines it. If approved, the employee becomes a confirmed attendee. If declined, the booking does not proceed. The event is delivered. The coordinator handles the operational side, the facilitator runs the session, and the employee attends once approved. QR codes may be used to help record attendance once the person is booked. The administrator completes the administrative follow-up. The administrator updates attendance records per session, captures overall completion status, and can view historical attendance or export the attendance register. Responsibilities in this story Administrator: sets up the event, configures manager approval, monitors the event record, and updates attendance and completion data. Coordinator: ensures the logistics are ready. Facilitator: delivers the event and guides participant interaction. Manager: reviews booking requests and approves or declines them. Employee: submits the request, waits for approval, and attends after approval. No approval is required Scenario: A workshop is open to the relevant audience and does not require approval before booking. The administrator creates the event and opens it for booking. The administrator sets up the event, selects the sessions, adds the relevant master data, and enables the option that makes the event visible on the end-user calendar. No approval workflow is assigned. The coordinator organises the event logistics. The coordinator ensures the venue, room, timing, and arrangements are ready. The facilitator prepares for delivery. The facilitator is assigned to the event and gets ready to run the session on the scheduled date. The employee books immediately. The employee sees the event in the calendar, clicks to book, selects a motivation if required, and submits the booking. Because no approval is required, the booking is confirmed straight away. The employee receives the normal event communications. Once booked, the employee may receive the QR code email and any other notifications configured for the event. The event is delivered, and attendance is captured. The coordinator manages the operational side, the facilitator leads the event, and the administrator captures attendance and completion afterwards. Attendance can be recorded session by session, and the system can show historical attendance and completion status. Responsibilities in this story Administrator: creates the event, makes it available for direct booking, and records attendance and completion afterwards. Coordinator: handles practical event setup. Facilitator: delivers the event. Employee: books directly and attends. Manager: not involved unless the organisation later chooses to add approval requirements.   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 . 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  dropdown 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  dropdown 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  dropdown 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  dropdown 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  s ummary 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  H istorical  A pprovals  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  icon s , 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  I ntervention  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. Chapter 5: FAQs FAQs for Managers and Employees FAQs for Managers How do I find the training requests that need my approval? How do I find the training requests that need my approval? Training requests can be found through the HR Processes widget on the Dashboard when it is enabled, or through the envelope icon in the System Inbox . From there, open the HR Processes  module and review the requests waiting for your approval. The employee’s manager is also notified by email when approval is required. The email contains a link to the training request on the  HR Processes  module. What does it mean when a request is waiting for my approval? What does it mean when a request is waiting for my approval? It means an employee has submitted a booking request for an event that requires manager approval. The request is pending your review before the employee can attend. What information do I get before I approve or decline a request? What information do I get before I approve or decline a request? The approval screen shows the event details, including the event name, start and end dates, and the session schedule. You can also add notes and upload files if needed. Using the  REQUEST MORE INFO button on the approval screen, you can ask the employee for additional information before approving or declining the request. How do I approve or decline training requests? How do I approve or decline training requests? From the System Inbox, open the HR Processes module. Go to Awaiting Your Approval , and select APPROVE/DECLINE to process the request. Once you approve the request, the employee may attend the event, and the booking is moved forward in the system. If you decline the request, the employee will not be approved for that event. If the HR Processes widget is enabled on the Dashboard, you can navigate directly to the HR Processes  module. How do I view historical approval requests I handled before? How do I view historical approval requests I handled before? Historical approvals can be accessed from the left-hand menu in the HR Processes module. Do I need to be an Event Scheduling administrator to approve requests? Do I need to be an Event Scheduling administrator to approve requests? No – a line manager with the relevant managerial rights can handle manager approvals without being a system administrator. Some events require manager approval, some require administrator approval, and some may require both. Can an administrator override my decision? Can an administrator override my decision? Yes, Event Scheduling administrators can override manager approvals. Can I attach notes or supporting documents to my approval decision? Can I attach notes or supporting documents to my approval decision? Yes, the approval screen allows the manager to add notes about the request. Additionally, managers can upload files from their devices in the approval pop-up window. What if the employee has already booked something else at the same time? What if the employee has already booked something else at the same time? The system warns employees about conflicting bookings when they try to register for a new event. This suggests that you should review the request carefully to check for timing conflicts. Can I book employees onto events myself? Can I book employees onto events myself? Yes, managers can book employees from specified people groups onto events. Can I view attendance or completion status for my team after the event? Can I view attendance or completion status for my team after the event? If a manager has the required access rights, they can pull an attendance report for an event. Additionally, a completion and compliance report can be pulled once an event is completed. FAQs for Employees How do I find events that I can book onto? How do I find events that I can book onto? Employees can access available events through the Calendar View or List View in the Event Scheduling module. They can view upcoming events, session dates, event details, and booking availability directly from these views. Why can I see some events but not others? Why can I see some events but not others? Employees only see events they have been linked to, events that are open for booking, or events they already have access to through configured booking permissions. Why can’t I book onto a specific event? Why can’t I book onto a specific event? There are several possible reasons: The event may require manager approval, administrator approval, or both. Booking deadlines may have passed. The event could already be full. If there is an active waitlist with available spots, you will be added to it. The event may not be available to your people group. What happens after I request to book onto an event? What happens after I request to book onto an event? Depending on the event configuration, your booking may either be confirmed immediately or routed for approval. If approval is required, the request will be sent to your manager, an Event Scheduling administrator, or both. You can view the event details on the Calendar View and download any available documents. How do I know whether my booking has been approved? How do I know whether my booking has been approved? Email notifications are used throughout the booking and approval process. You will receive an email notifying you that the manager has approved or declined your booking request. Additionally, you can view the booking status in the Event Scheduling module. Can I cancel or reschedule my own booking if I can no longer attend? Can I cancel or reschedule my own booking if I can no longer attend? Yes. Employees can use the CANCEL BOOKING option from the event details screen, or click MODIFY BOOKING to choose another slot (if available). What happens if I try to book onto two overlapping events? What happens if I try to book onto two overlapping events? The system warns you when an event overlaps with another booking in your calendar. When this happens, you must either cancel the conflicting booking or select a different event timeslot. Can I book onto more than one event at the same time? Can I book onto more than one event at the same time? Yes. On the Calendar View, there is a BOOK MYSELF ON MULTIPLE EVENTS option that allows employees to submit bookings for multiple events. How do I get more information about an event? How do I get more information about an event? The event details include venue and session information. Events can take place in physical venues, rooms, or via virtual channels such as Teams or Zoom. The session start and end times, as well as the event date, are also included in the event details. For more information, you can contact the event coordinator. What documents can I download from an event? What documents can I download from an event? Employees can download attendee-facing documents that administrators upload to the event. Documents such as venue directions, training materials, event programs, and other informative materials can be downloaded from the event details section. How is attendance recorded for an event? How is attendance recorded for an event? Attendance can be captured manually by administrators or through QR code scanning. What is the difference between attendance, completion, and competency? What is the difference between attendance, completion, and competency? Attendance Attendance refers to whether a learner or attendee was present for a scheduled training event or session. Attendance simply confirms participation in the event and does not indicate whether the learner successfully completed the training or demonstrated competency. Completion Completion status refers to the overall outcome of a learner’s participation in a training event or course. It indicates whether the learner successfully completed the event requirements and may include statuses such as Completed, Not Completed, Cancelled, or Rescheduled. Completion status focuses on the learner’s progress and outcome rather than just their presence. Competency Competency status refers to whether a learner has demonstrated the required level of knowledge, skill, or capability linked to the training intervention. Competency is usually assessed against defined criteria and may include statuses such as Competent, Not Yet Competent, or Not Applicable. Competency status measures ability and proficiency, not attendance or course completion alone. FAQs for Administrators What do I need to switch on before the Event Scheduling module works? What do I need to switch on before the Event Scheduling module works? The module must be activated in Ruleset Setup under the Products tab, and the Event Scheduling item must also be activated in the System Menu tab. The correct administrator permission must then be assigned to the relevant user. Why can users still not see Event Scheduling after I activated the product? Why can users still not see Event Scheduling after I activated the product? The product activation alone is not enough. The Event Scheduling menu item must also be activated in the System Menu tab, and the user must have the appropriate permission assigned in People Management . Where do I assign the Event Scheduling administrator role? Where do I assign the Event Scheduling administrator role? Open People Management , go to View/Edit People, edit the required person’s profile, open User Permissions, select System Modules Admin, and link the Event Scheduling role. What master data should be prepared before I start creating events? What master data should be prepared before I start creating events? Administrators should prepare classifications, course types, categories, regions, venues, rooms, and motivations for booking in the Master Data Library . Why do I need to set up venues before rooms? Why do I need to set up venues before rooms? Rooms are linked to venues, so venue master data must exist before rooms can be added. Can I activate or deactivate master data items later? Can I activate or deactivate master data items later? Yes. The master data screens include toggle buttons that allow administrators to set items to Active or manage them as needed. When should I create People Groups rather than select people one by one? When should I create People Groups rather than select people one by one? People Groups should be used when the audience needs to be managed as a defined group, such as coordinators, facilitators, or a custom attendee audience. This is more practical than building the audience from scratch each time. Grouped Conditions is a way to include or exclude people based on criteria such as job titles or organisational nodes. What happens if I add a People Group after I have already linked individual attendees? What happens if I add a People Group after I have already linked individual attendees? Adding a People Group replaces the list of individual attendees already added to the event. It is best to ensure those individual attendees are part of the People Group. This can be done by opening the Setup and Configuration menu, navigating to People Groups, and editing the People Group linked to the event. How do I decide whether an event should be linked to a training intervention? How do I decide whether an event should be linked to a training intervention? If the event should create a learner record, link it to a training intervention from the Training Intervention Library. If a learner record is not required, use the Free text option. Can I create an event without a training provider in master data? Can I create an event without a training provider in master data? Yes. If the provider does not exist in the Master Data Library , the administrator can enter a free-text provider name. Can one event contain multiple sessions? Can one event contain multiple sessions? Yes. Events can have multiple sessions, and additional sessions can be added by copying an existing one. Can multiple facilitators be assigned to one event? Can multiple facilitators be assigned to one event? Yes. When creating or editing an event, multiple facilitators can be selected. Can Event Scheduling support both physical and virtual events? Can Event Scheduling support both physical and virtual events? Yes. Physical venues and rooms can be selected, and virtual channels such as Teams or Zoom can also be configured. How do booking and cancellation deadlines work? How do booking and cancellation deadlines work? Administrators can set the number of days before the event during which bookings and cancellations are allowed, and choose whether non-working days are included. Can I require approval before an attendee can book or attend? Can I require approval before an attendee can book or attend? Yes. Events can be configured to require administrator approval, manager approval, or both. What is the practical difference between manager approval and administrator approval? What is the practical difference between manager approval and administrator approval? Manager approval sends the request to the employee’s training manager. Administrator approval allows an Event Scheduling administrator to approve the booking request. Event Scheduling administrators can override manager approvals. How will managers know there is a request waiting for them? How will managers know there is a request waiting for them? When an employee makes an event booking, managers are notified by email. They can also access requests through the HR Processes widget on the Dashboard or through the System Inbox. Where do I configure event notifications? Where do I configure event notifications? Open the Notifications section in the event setup. Email templates linked to Event Scheduling are listed there and can be activated or previewed. Can I upload different documents for attendees and for facilitators? Can I upload different documents for attendees and for facilitators? Yes. Documents can be uploaded for attendees, and separate documents can be uploaded for facilitators or coordinators, with the latter not being visible to attendees. How do I know whether an attendee is waiting for approval? How do I know whether an attendee is waiting for approval? In the Attendees section, the booking status indicates whether the attendee is awaiting approval from an administrator or a manager. Event Scheduling administrators can approve or decline requests by clicking on the status icons in the Attendees section. How does attendance get recorded? How does attendance get recorded? Attendance can be updated manually by an administrator per session or via QR code scanning if that process is in use. The attendance screen includes icons that allow the administrator to mark all attendees in a session at once. What is the difference between attendance, overall completion, and competency status? What is the difference between attendance, overall completion, and competency status? Attendance records whether the person attended the session. Overall completion status records whether the event outcome was Completed, Not Completed, Rescheduled, or Cancelled. Competency status records whether the attendee is Competent, Not Yet Competent, or Not Applicable. Can I export attendance and completion information? Can I export attendance and completion information? Yes. Export options are available for attendance registers and overall completion status. How do costs work in Event Scheduling? How do costs work in Event Scheduling? Costing structures can be added to the event. Cost descriptions are linked through the training intervention, and then costs can be applied to the event and attendee records. Cost items can be configured as per-attendee, evenly distributed across attendees, or excluded for virtual attendees. Invoice reference numbers and invoice dates can be recorded in the costs-per-attendee area. What does the Who Can Book tab control? What does the Who Can Book tab control? It controls whether the event appears on end-users’ calendars and who is allowed to book themselves on the event. Options are provided that allow everyone to book, managers to book from specific people groups, or people from selected people groups to book themselves. How do I know whether an event is visible to employees? How do I know whether an event is visible to employees? Visibility depends on the event status, booking configuration, and Who Can Book settings. The guide also indicates that confirmed events appear in Calendar View. Chapter 6: Glossary Glossary Attendance record An attendance record is used to document whether each attendee was present at an event session, absent, or absent with an excuse. Administrators use this record to accurately track participation, add notes as necessary, and finalise attendance for reporting and historical reference. The guide also indicates that attendance can be updated for each session, which is crucial for events with multiple sessions. Attendees Attendees are individuals who have been added to an event and are expected to participate. They can be added one by one or as part of a group. Their attendance, completion status, and cost information can be tracked within the event record. Additionally, if self-service booking is enabled, attendees can book themselves onto events. Booking request A booking request is a submission made by an individual who wishes to attend an event, particularly when prior approval is necessary. Depending on the established workflow, this request may need to be approved by an Event Scheduling Administrator or the person’s manager. Once the request is approved, the individual is officially booked for the event. Calendar view The calendar view displays scheduled events in a calendar format, making it easy to see what is happening on specific dates. In this view, events are organised by their names, allowing users to see the upcoming events they are attending. Additionally, employees can use this view to book themselves for events. Categories Categories serve as labels for organising events into relevant subjects or business areas, such as Management, Soft Skills, or ICT Development. They assist administrators in classifying and filtering events more efficiently. Categories can be selected when setting up the event's detailed information. Classification A classification is a master data value that describes the broader category or type of an event, such as "Local" or "International." It helps standardise event records, making reporting and filtering more consistent. Classifications are chosen during the event setup process under the extended details section. Completion status Completion status indicates the final outcome for an attendee after an event has occurred. Statuses such as Completed, Not Completed, Rescheduled, and Cancelled can be included. This information helps organisations monitor whether attendees finished the event and whether any follow-up is necessary. Confirmed event A confirmed event is one that has been approved and is ready for users to view in the calendar. It's important to note that only confirmed events will appear in the calendar view. This status is crucial because it distinguishes confirmed events from draft or pending ones, ensuring that only events ready for booking and attendance are displayed. Coordinator A coordinator is responsible for organising the practical arrangements for an event and ensuring it runs smoothly. They manage the logistical aspects of the event setup, including confirming the event details, venue, and schedule. The coordinator plays a key role in the event planning process. Course type A course type is a master data value that describes the format or origin of a course, such as "Internal" or "External." It helps differentiate between various types of learning or event interventions. Course types can be selected in the extended details section when creating or editing an event. Custom people group A custom people group is a user-defined group created for a specific purpose, typically to simplify attendee selection. Administrators can add individuals to these groups either one by one or by applying certain conditions, such as job titles or organisational nodes. These groups are particularly helpful when the same set of people needs to be invited to events on a recurring basis. Facilitator A facilitator is responsible for leading the event session and guiding participants through the activities or learning experiences. They help keep the session focused, support discussions, and ensure that the event meets its objectives. Additionally, the system allows for multiple facilitators to be assigned to an event if necessary. Free text Free text allows users to enter their own values rather than choosing from a predefined list. This option is available for items such as training interventions and training providers. It is particularly useful when the specific item has not yet been stored in the Master Data Library or when flexibility is required. HR process An HR process is a configured approval workflow that is used when event bookings need to be reviewed by a manager or administrator. HR processes are established separately and linked to the booking approval flow. This linkage determines who needs to approve a request before the attendee is confirmed. Learning record A learning record is created when an event is associated with a training intervention. It's important to note that if a course is not linked to any training intervention, no learning record will be generated. This means that while the event can still be scheduled, it won’t be documented as part of the employee's formal learning history. List view The list view is the area where administrators can see all scheduled events in a list. It supports searching, filtering, and expanding each event to view or edit details. The list view is the main workspace for creating, managing, and maintaining events.  Master data Master data is the core reference information used throughout the module, including classifications, course types, categories, regions, venues, rooms, and booking motivations. It is stored in the Master Data Library, creating consistency in the system and helping avoid duplicate or incorrect entries. Setting up master data correctly is essential before events can be managed properly. Motivation for booking A motivation for booking is the reason a person gives when requesting to attend an event. These reasons are stored in the Master Data Library and selected from a dropdown during booking. This helps organisations understand why the booking was made, especially where approval is required. Notifications Notifications are the email templates and messages used to communicate event-related information to users. These messages can support booking confirmations, approvals, reminders, and other event communication needs. People group A target audience, or a people group, is a defined collection of people used to organise coordinators, facilitators, or attendees. It can be built from selected individuals or from group conditions such as job titles or organisational nodes. People groups make it easier to manage large groups of people without adding them one by one every time. QR code A QR code is a unique code sent to a person after they have been successfully booked onto an event. The code can be scanned in the system to match the attendee to the event reference and record attendance more quickly. This speeds up attendance capture and reduces manual errors. Reporting line A reporting line defines the relationship between employees in terms of hierarchy, indicating who reports to whom. It is used in  People Management to establish organisational structure, manage permissions, and support workflow processes such as approvals and performance tracking. Room A room is the specific space within a venue where an event takes place. Rooms help organisations specify exactly where a physical event will be held.  Session A session is one scheduled occurrence of an event, usually with its own date, time, and facilitator. Events can have more than one session, especially when they run over multiple days. Attendance is tracked per session, making sessions important for accurate event administration. System menu The system menu is the navigation area where the Event Scheduling module can be added, making it easy for users to access. The administrators must activate the menu item during the module's setup and configuration. This ensures  Event Scheduling  is visible and available to users who need it. Training intervention A training intervention is the learning item or course that an event is built around. It appears in dropdowns throughout the module and can be linked to an event, allowing the system to create a learning record. Training provider A training provider is the organisation or person delivering the event. When creating an event, administrators can select a provider from a dropdown or enter one using free text. It is also linked to the training intervention so that event delivery details are recorded consistently.  Venue A venue is the location where a physical event will take place, such as a head office or training facility. Venues are created in master data and can then be linked to rooms. They form part of the event’s location setup and help users know where the event will be held. Waitlist A waitlist is the group of people who want to attend an event after the maximum number of attendees has been reached. The event setup includes minimum, maximum, and waitlist values. This helps organisations control attendance numbers while still keeping a queue of interested participants.