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 will work?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.Management.
Where do I assign the Event Scheduling administrator role?
Where do I assign the Event Scheduling administrator role?
Open People Management,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?
The guide shows that administratorsAdministrators should prepare classifications, course types, categories, regions, venues, rooms, and motivations for booking in the Master Data Library.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 insteadrather ofthan selectingselect 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.
Can I build a People Group using criteria instead of selecting individuals manually?
Yes. The guide shows Grouped Conditions asis 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?
The guide states that addingAdding 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 or use free text?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 guide allowsLibrary, the administrator tocan enter a free-text provider name.
Can one event contain multiple sessions?
Can one event contain multiple sessions?
Yes. The guide shows that eventsEvents can have multiple sessions, and additional sessions can be added by copying an existing one.
Can Imultiple remove a session after adding it?
Yes. The guide shows a dustbin icon that canfacilitators be usedassigned to deleteone aevent?
Can multiple facilitators be assigned to one event?
Yes. TheWhen guidecreating statesor thatediting an event, multiple facilitators can be selected for a single event.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 thatduring which bookings and cancellations are allowed, and can choose whether non-working days are included.
How
Can I controlrequire whetherapproval onlybefore confirmedan eventsattendee appearcan inbook theor calendar?attend?
Use the event status field. The guide states that only confirmed events are displayed in Calendar View.
Can I require approval before an attendee is allowed tocan 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. TheEvent guide also states thatScheduling 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?
TheWhen guidean saysemployee 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. The guide shows that documentsDocuments can be uploaded for attendeesattendees, 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 showsindicates whether the attendee is awaiting approval from an administrator or manager approval. The guide also notes that an approval icon appears when a workflowmanager. isEvent linked.
Canadministrators Ican approve or decline attendeesrequests directlyby fromclicking the event record?
Yes. The guide shows thaton the status icons in the Attendees section can be used to approve or decline requests.section.
How does attendance get recorded?
How does attendance get recorded on the day of the event?recorded?
Attendance can be updated manually by an administrator per session,session or via QR code scanning if that process is beingin used.use.
What attendance statuses can I record?
The guide shows Attended, Absent with an excuse, and Absent.
Can I update attendance for all attendees at once?
Yes. The attendance screen includes icons that allow the administrator to mark all attendees in a session at once.
Can
What attendanceis afterthe itdifference hasbetween alreadyattendance, beenoverall captured?
The guide explains how to update attendancecompletion, and viewcompetency attendancestatus?
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. The guide includes exportExport 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.
Can I charge some costs per attendee and others as shared event costs?
Yes. The guide states that costCost items can be configured as per-attendee, evenly distributed across attendees, or excluded for virtual attendees.
Can I record invoice details for each attendee?
Yes. Invoice reference numbers and invoice dates can be recorded in the costs-per-attendee area.
Can
What invoice details across multiple attendees?
Yes. The guide includes a COPY INVOICE INFORMATION option.
How do employees book themselves onto events?
Employees can usedoes the CalendarWho ViewCan andBook thetab BOOKcontrol?
What happens if an employee tries to book an event that clashes with another booking?
The system warns them about the conflict. They must cancel the existing booking or choose a different timeslot.
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.
CanOptions Iare restrict self-booking to certain people groups?
Yes. The guide shows optionsprovided that allow everyone to book, managers to book from specific people groups, or people from selected people groups to book themselves.
Can
How do I know whether an event detailsis once they are booked?
Yes. The Calendar View displays event details, session schedules, and downloadable content.
Can an employee cancel their own booking?
Yes. The event details screen includes a CANCEL BOOKING option.
How does the QR code process work?
Once booked onto an event, the attendee receives an email with a unique QR code. The code can be scannedvisible to confirmemployees?
Can I choose which session I am scanning attendance for?
Yes. The guide shows that the event and session are selected before QR code scanning takes place.
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.
Can I use Event Scheduling for recurring programmes?
Yes. The introduction explains that the module can be used to schedule recurring programmes, although the guide does not show a dedicated recurrence automation feature.
Does the guide explain whether there is a limit on attendees, sessions, or facilitators?
The guide allows administrators to configure attendee limits and multiple sessions or facilitators, but it does not specify a system maximum.
Does the guide explain whether automatic reminder emails are sent before events?
The guide discusses notification templates, but it does not clearly state whether reminder emails are automatically triggered before an event starts.
Does the guide explain whether external calendar integrations are available?
The guide covers the module’s calendar views, but it does not clearly confirm integration with external calendar platforms.
Does the guide explain whether waitlisting is automated when an event is full?
The guide mentions waitlist spots, but it does not explain the full waitlist process from setup to attendee experience.
Does the guide explain whether virtual meeting links are launched directly from Event Scheduling?
The guide states that virtual channels such as Teams or Zoom can be selected, but it does not explain the launch behaviour in detail.
