FAQs for Managers and Employees

FAQs for Managers

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?

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?

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?

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?

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?

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?

Yes, Event Scheduling administrators can override manager approvals.

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?

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?

Yes, managers can book employees from specified people groups onto events.

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?

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?

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?

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?

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?

The guide explains that email notifications are used throughout the booking and approval process. Your booking status can also be viewed in the Event Scheduling module.

Can I cancel my own booking if I can no longer attend?

Yes. Employees can use the CANCEL BOOKING option from the event details screen.

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. According to the guide, 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?

Yes. The guide refers to a BOOK MYSELF ON MULTIPLE EVENTS option that allows employees to submit bookings for multiple events.

How do I know whether an event is virtual or venue-based?

The event details include venue and session information. The guide also explains that events can use physical venues, rooms, or virtual channels such as Teams or Zoom.

Will I receive a calendar invitation after booking an event?

The guide explains that employees can access events through Calendar View and receive email notifications, but it does not clearly confirm whether formal calendar invitations are sent automatically.

How do I know where the training venue is?

Venue and room information are configured as part of the event setup. Employees can view event details, including venue-related information, from the event screen.

Can my manager see that I booked onto an event?

Yes. If manager approval is enabled for the event, the manager is directly involved in the approval process. The guide also explains that managers receive approval notifications through email and the HR Processes widget.

What happens if my manager declines my booking request?

Your booking request will not be approved for attendance. The guide indicates that managers can approve, decline, or request more information during the approval process.

Can my manager ask me for more information before approving my booking?

Yes. The guide explains that managers can use the REQUEST MORE INFO option during approvals.

Will I receive reminders before the event starts?

The guide explains that notification templates exist for Event Scheduling, but it does not clearly confirm whether automated reminder emails are sent before the event date.

How do I know whether an event is compulsory or optional?

The guide does not specifically label events as compulsory or optional, but approval workflows, People Groups, and targeted audiences may influence who is expected to attend.

Can I still attend an event if I missed the booking deadline?

The guide explains that booking deadlines can be configured, but it does not explain whether employees can still be manually added after the deadline has passed.

What documents can I download from an event?

Employees can download attendee-facing documents that administrators upload to the event. The guide also explains that some documents may only be visible to facilitators or coordinators.

Can I see training material before the event starts?

Yes, if the administrator has uploaded documents for attendees. These can be downloaded from the event details section.

How is attendance recorded for an event?

Attendance can be captured manually by administrators or through QR code scanning. The guide explains that attendees receive a unique QR code after booking onto an event.

What is the QR code used for?

The QR code is used to confirm attendance at the event. Administrators can scan the code during the session to record attendance.

What happens if I forget my QR code?

The guide explains how QR code attendance works, but it does not specify what the fallback process is if an attendee does not have their QR code available.

Will I be marked absent if I arrive late?

The guide explains that attendance can be marked automatically after a specified number of minutes, but it does not clearly explain how late arrivals are handled.

Can I see whether I passed or completed the training?

Yes. The guide refers to overall statuses such as Completed, Not Completed, Rescheduled, and Cancelled, which are linked to attendee records.

What is the difference between attendance and completion?

Attendance records whether you attended the event sessions, while completion status records the overall outcome of the event participation.

What does “Competent” or “Not Yet Competent” mean on my learner record?

The guide explains that competency statuses can be assigned separately from attendance and completion. These statuses indicate whether competency requirements were achieved.

Will the event appear on my learner or training history?

Yes, if the event is linked to a training intervention and learner records are being created.

Can I attend an event without it being added to my learner record?

Yes. The guide explains that some events can use a Free Text option instead of creating a linked learner record.

Can I see who else is attending the event?

The guide does not clearly state whether attendees can view the participant list for an event.

What happens if the event is cancelled or rescheduled?

The guide refers to event statuses such as Cancelled and Rescheduled, and notification templates are available for Event Scheduling communications.

Can I request training for my team through Event Scheduling?

The guide focuses mainly on event participation and administration, and does not clearly explain whether employees can initiate new training requests for teams or departments.

Can I attend the same course more than once?

The guide does not explicitly state whether duplicate bookings for the same course or intervention are restricted.

How do I know whether there are still seats available on an event?

The guide explains that attendee limits and waitlist spots can be configured. Booking availability is managed through the event setup.

What happens if the event is already full?

The guide refers to waitlist spots, but it does not fully explain how the waitlist process works from the employee perspective.

Can I attend an event in another region or office?

The guide includes regions and venues in the event setup process, which suggests that employees may attend events across different locations if booking permissions allow it.

Will my attendance automatically update my compliance or training requirements?

The guide explains learner records and training interventions, but it does not clearly explain how compliance or broader HR records are updated after attendance.

Can facilitators or coordinators contact attendees through the module?

The guide explains that notifications and email templates are part of Event Scheduling, but it does not specifically describe direct communication features between facilitators and attendees.

Can I access past events that I attended?

The guide discusses attendance history and learner records from the administrator perspective, but it does not clearly explain what historical information employees can view themselves.