Adding a Training Event

From the Human Resources screen, select the Options menu and then Training Events.
At the Training Events screen, click the New Record button.

Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.

Enter a description for the new training event in the Training Event Description field. The description can be up to 40 characters in length.
Enter the ID of the training to schedule in the Training ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
For internal trainings only, enter the ID of the site where the training event will be held in the Site ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
For internal trainings only, enter the ID of the building where the training event will be held in the Building ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
For internal trainings only, enter the ID of the room where the training event will be held in the Room ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If desired, enter the ID of the person or company presenting the training event in the Trainer ID field. The ID entered here must be for a valid employee, employer, payee, or vendor. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the appropriate status (Cancelled, Held, or Scheduled) for the training event in the Event Status field, or click the down-arrow button to select the correct one. When adding a new training event, the status will default to Scheduled, but can be changed to Held once the training event has been completed (or changed to Cancelled if the training event will not take place).

Note: Once a training event has been saved, if the Event Status field is changed to Held, a message will appear asking whether to select the Training Event Attended field (located in the Event Roster List) for all the employees tied to the training event; to then update all the employees who currently do not have the field selected, click Yes.

Enter the date when the training event will begin in the Training Event Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the time when the training event will begin in the Training Event Start Time field. Use the hh:mm AMPM format. If military time is entered, the system will automatically convert the hours to regular time; for example, if 1400 (or 14:00) is entered, the system will automatically convert it to 2:00.

Note: The colon does not have to be entered between the hour and the minutes; for example, enter 8 o’clock as 800 or 0800. Also, the AM or PM does not have to be entered, if desired, as the hours 7 through 11 will default to AM and hours 12 through 6 will default to PM.

Enter the date when the training event will end in the Training Event End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the date entered in the Training Event Start Date field.
Enter the time when the training event will end in the Training Event End Time field. Use the hh:mm AMPM format. If military time is entered, the system will automatically convert the hours to regular time; for example, if 1400 (or 14:00) is entered, the system will automatically convert it to 2:00.

If desired, enter the number of hours for the length of the training event in the Hours field. The number of hours can be up to 8 digits long (including the decimal point if applicable) and will be rounded to 2 decimal places by the system if capable.
If applicable, select the Internal Training Event field to indicate the training event is an internal training to be held within the school district for employees. A checkmark will appear in the box if the field is selected. When adding a new training event, this field is not selected by default.
If desired, enter any additional information to track for the training event in the Comments field. The comment can be up to 1,000 characters long.
Complete the Event Roster section to tie the appropriate employees to the training event. Employees can be entered individually (one at a time) or a group of employees can be selected all at once.

Note: If desired, employees can also be added to a training event from within the Employee File (on the Trainings screen).

Method 1: Entering One Employee at a Time:

In the blank line (indicated with an asterisk) at the bottom of the Event Roster List, enter the ID of the employee to enroll in the training event in the Employee ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. The name of the specified employee will appear in the Last Name and First Name fields and cannot be changed.
Select the Training Event Attended field to indicate the employee attended the training event. A checkmark will appear in the box if the field is selected. When adding a new training event, the Training Event Attended field is not selected by default; once the training event has been completed, the field can be selected for those employees who attended the training.
For external trainings only, complete the applicable Expense fields to track the cost to attend the training event for the employee, if desired. The expenses that can be tracked for a training event are: Air Transportation Expense, Ground Transportation Expense, Lodging Expense, Food Expense, Event Fee Expense, and Miscellaneous Expense. The amounts can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.
For external trainings only, enter the total number of miles to and from the training event for the employee in the Mileage field, if desired. The number can be up to 5 digits long (no decimals).
If desired, enter any additional information to track for the employee for this training event in the Comments field. The comment can be up to 1,000 characters long.
If the employee has an email addresses entered in the Employee File with the Other Communication field selected, a checkmark will appear in the Other Communication Email field. This field is for informational purposes only and cannot be changed.
Repeat these steps until all the applicable employees have been added to the specified training event.

Method 2: Selecting a Group of Employees:

Click the Multiple Employee Selection button located above the Event Roster List.
The Employee Selection screen will appear listing all the active employees by default. Specify which of the employees to add to the training event by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Click the Execute button to add the selected employees to the training event.
Complete the remaining information for the employees now listed in the Event Roster List, if applicable, using the instructions above for Method 1, starting with the second bulleted item.
Click the Save button.
If desired, click the Email button at this time to send an email message to the employees tied to the training event that have an email address entered in the Employee File with the Other Communication field selected.

Steps to Send an Email within Training Events