The trainer workspace: preparing, running and declaring your hours

This article is for employees who run training sittings, and for HR staff who register them as trainers. The trainer workspace brings together upcoming sittings, their preparation, attendance, materials, assignments to review, participant feedback and the hours run.

Before you start #

• The Training module must be installed for your workspace.
• “Trainer space” permission: Access level to view the workspace, Execute level to tick a sitting’s preparation items, take attendance for your sittings, confirm your hours and review assignments.
• You must also be listed as an active trainer, linked to your employee account, in the trainer list (see below). Otherwise the menu entry does not appear, and the screen says “You are not registered as a trainer here”.

Registering a trainer (HR) #

Trainers are set up in Settings › Training › Rooms, trainers & providers, Trainers tab (“Training module settings” permission, Execute level to save).

1. Click New trainer.
2. Enter the Name and Email.
3. Turn on Internal trainer and choose the Employee account (required for an internal trainer): this link is what opens the trainer workspace and allows them to take attendance.
4. Leave Active on, then click Save.

An external trainer belongs to a provider and has no linked employee account, so they have no trainer workspace. To remove a trainer, deactivate them: sittings already scheduled keep them.

Opening your workspace #

Open Training › Deliver › Trainer workspace. Four tiles sit at the top: Sessions this week, Hours this month, Sheets to close and Avg. satisfaction. The tabs are described below.

Dashboard #

It highlights the Next session (day of the session, room or virtual class, number of confirmed learners) with the Prepare the session and Attendance buttons, the hours for the month, this week’s sittings and the To do list: attendance sheets to close and periods of hours to submit. With no sitting in the next fourteen days, it shows “No session scheduled”.

My sessions #

The list of your sittings over the next fourteen days, with the room (or “Room TBD”) and the number enrolled. A sitting with no room carries the alert “No room booked — flag it to HR”. For each sitting:

• Prepare opens the sitting’s preparation;
• Take attendance opens the full attendance sheet in session planning (you also need access to session planning); a sitting already done shows “Signed”;
• Field sheet opens the simplified sheet for a phone.

A banner lists the attendance sheets to close: until a sheet is closed, learners have no certificate and your hours are not counted.

Preparing a sitting #

The “Session preparation” screen shows the sitting’s state (To prepare, In progress, Ready) and a checklist:

• two items checked by the system, marked “Set by the system”: the room is booked (except for a virtual class) and participants are confirmed;
• items you tick yourself: materials reviewed, equipment checked, exercises and cases prepared, participants’ prerequisites checked.

Items marked “blocking” prevent the sitting from going ahead as it stands. The Participants list flags people who are new to the subject (“New”) and those missing a prerequisite (“Missing prerequisite”); you only see what helps you run the sitting, not participants’ training history. The Agenda and Materials blocks complete the screen.

Taking attendance on site #

The Field sheet is designed for a phone or tablet, and works without a network.

1. Open your trainer workspace once while online: the sittings of the next eight days that you can take attendance for are then stored on the device.
2. On site, open the sitting’s field sheet and tap Present, Absent or Excused for each person. The counter shows how many people are recorded.
3. Without a network, a banner shows how many entries are held on the device. They are sent as soon as the network is back, or with Send now.

Late arrivals are then specified on the full sheet, which is also where the sheet is closed. A closed sheet can no longer be changed from the field: corrections go through HR. If an entry could not be saved, tell HR rather than entering it again.

Materials, feedback and statistics #

• My materials: the files of the courses you teach, grouped by course, with an Open button. They come from the blocks of each course’s published version.
• Feedback: participants’ evaluations of your completed sessions, with the response rate and comments, anonymous and in random order. Below the minimum number of responses, results are hidden. You only see your own feedback; trainers are not ranked.
• My statistics: hours run, sittings and average satisfaction over six months, with a chart per month. Hours come from attendance sheets.

Reviewing assignments #

The Assignments to review tab gathers submissions from participants in your sessions (filter To review or All submissions). Click Accept to complete the lesson, or enter a comment and click Return: a comment is required to return a submission.

Hours & fees #

The Hours & fees tab shows the last six months, period by period: hours run, number of sittings and status (Open, Submitted). Hours are calculated from the attendance sheets you close, not from a declaration.

1. Check the period. “Incomplete period — resolve before submitting” flags an attendance sheet that has not been closed.
2. Click Confirm period, then Confirm.

As an internal trainer, these hours feed the training cost analysis: there is no invoicing. A confirmed period moves to the Submitted status and its hours are frozen.

Good to know #

• A period with an unclosed sheet is refused; a period already submitted cannot be submitted again.
• Some preparation texts (the checklist item names) are produced by the server and may appear in French in the English interface.
• Amounts are shown in euros.
• Keeping the full sheet and scheduling sessions are described in Scheduling sessions and taking attendance.