This article is for HR staff and training managers who organise classroom or remote sessions. It explains how to read the schedule, set up a session over one or several days, follow its details, keep the attendance sheet for each sitting and record costs.
Before you start #
- The Training module must be installed for your workspace.
- Seeing the schedule, a session’s details and the invitation preview: “Sessions & scheduling”, Access level. Creating a session, moving a sitting, confirming a session, marking it completed and recording its costs: Execute level.
- Keeping and closing the attendance sheets of every session: “Attendance”, Execute level. Without this permission, the sheet is read-only. A trainer keeps the sheet for their own sittings from their workspace (see The trainer workspace).
- Rooms (including virtual rooms), trainers and their hourly rate are set up in Settings › Training › Rooms, trainers & providers (“Training module settings” permission). The schedule’s Rooms & trainers button leads there.
The session schedule #
Open Training › For me › Session planning. The “Sessions & schedule” page shows the number of sessions and seats taken at the top, and highlights sessions missing a room or trainer and those below minimum seats.
The Previous week and Next week arrows move through the weeks; This week takes you back to the current week. Six views are available:
| View | What it shows |
|---|---|
| Week | The grid from Monday to Friday, 8:00 to 19:00, one column per day. This is where sittings are created and moved. |
| Trainers | One row per trainer, with their speciality and workload. |
| Rooms | One row per room, with its site and capacity. |
| Month | One cell per sitting: a three-day session fills three cells. |
| Sites | Sittings per site. Click a site to filter the other views on it. |
| Operations | Items to settle: sessions below minimum seats, sittings with no trainer or no room, people beyond capacity, plus the fill rate and trainer load. |
The Trainers and Rooms views make the point: an empty slot is not an availability. Leave, part-time work and on-call duty are not shown there.
Scheduling a session #
- Click New session, or click an empty hour in the Week view to pre-fill the day and time.
- Enter the Title (required), the Category, the Mode (On-site, Remote or Hybrid), the number of Seats and the Minimum seats.
- Under Sessions, fill in the date, start, end, room and trainer for each day. Add a day creates a session over several days. For a remote session, only virtual rooms are offered.
- Read the conflicts shown as you type (“Checking availability…”). They take every week into account, not just the one on screen.
- Click Create session. It is created with the Draft status and a reference.
Conflicts detected #
- Blocking (the button turns into “Resolve the conflict”): end time before start time, room already booked, trainer already running another session, two sittings of the session overlapping, trainer absent for the whole day (approved absence).
- Warnings: room too small for the planned seats, trainer who would exceed their weekly hours cap, planned seats below the minimum, partial absence of the trainer.
Session details #
Click a session in the schedule to open its details. The header shows the status, the mode and the number enrolled against the seats. The Day selector switches between the days of the session. The tabs are:
- Participants: the people enrolled, their department and their state (Pending, Confirmed, Waitlisted with their rank, Cancelled), read-only;
- Attendance: the attendance sheet for the selected sitting;
- Costs: the actual costs of the session.
At the bottom: Confirm session moves a Draft session to Confirmed; Mark as completed closes a Confirmed, Full or Running session. The Full status is set automatically when enrolments reach capacity, and goes back to Confirmed if a seat becomes free.
To move a sitting to another day, drag its block in the Week view; the times are kept and blocking conflicts refuse the move. A sitting of a running or completed session can no longer be moved.
Taking attendance #
- In the session details, open the Attendance tab and choose the sitting (“Day 1”, “Day 2” and so on).
- Use Mark all to give everyone the same state, then correct each line: Present, Late, Absent or Excused.
- Click Close the sheet. The button stays greyed out while anyone is still “Not signed”.
The sheet only lists confirmed participants, and there is one per sitting. Print gives you a paper version. Being marked present (or late) completes the course’s “On-site session” lessons for that person. You can correct a sheet that has already been closed from the session details, then close it again.
The sheet states that it is kept by the trainer and that it is not an electronic signature.
Recording costs #
The Costs tab takes four items: Trainer, Room, Catering & breaks and Printed materials. An empty field means “not recorded”, which is not the same as 0. Under Trainer, the “At the hourly rate: …” suggestion copies the estimate calculated from the trainer’s rate. The Total and the cost Per confirmed learner are recalculated: it is based on enrolled learners, not seats. Click Save costs.
Invitations and reminders #
- As soon as a session has someone enrolled, the Preview the invitation button in its details shows the email as it will be sent, using your company template, and the list of recipients. This screen sends nothing.
- Invitations are sent automatically by the “Session reminder” rule, for Confirmed or Full sessions: by default, confirmed participants receive an email 7 days and then 1 day before the first sitting. The text is customised in Settings › Manage Illizeo › Email, Training category, “Session reminder” template. If the template is disabled, the preview says so.
- Sittings appear in the Illizeo calendar of the people enrolled (confirmed or pending enrolment).
Good to know #
- Mark as completed is refused while any attendance sheet of the session is incomplete.
- An unclosed sheet holds up participants’ certificates and the count of the trainer’s hours; the trainer gets a reminder the day after the sitting (“Attendance sheet to close” rule).
- Conflict messages are produced by the server and may appear in French in the English interface.
- Amounts are shown in euros.
- Reminder rules are set in Training › Notifications; see Administering the Training module.
FAQ #
Why is a session not shown in the Week view? #
The Week view shows the grid from 8:00 to 19:00, Monday to Friday. A sitting outside those hours can be seen in the Month view.
Someone is listed under Participants but not on the attendance sheet. Why? #
Only participants in the Confirmed state sign in. Someone who is Pending or on the waiting list does not appear on the sheet.
