CLASSES

How do I Schedule Classes?

TRAIN TRACK® allows you to schedule classroom training in advance and enroll employees. Once a required employee is enrolled in a class, their completion status will be "scheduled". You may assign an instructor for the class, and select a class location. Class size may be limited based on the capacity of the room you have selected, or based on the capacity you determine. You may print sign-in sheets for classes, and after the class, it's easy to record attendance by scanning in the barcodes from the sign-in sheet, or you can batch-add completions.

Note: With the Web Edition interface, employees may self-enroll in classes. The Web Edition interface may be purchased separately.

 

View Scheduled Classes

To view scheduled classes, follow these steps

  1. Open the Training Detail screen to the training you wish to view.
  2. Select to show Classes > Scheduled.




  3. Scheduled classes and enrolled employees will be displayed.

The Scheduled Classes section contains data about each scheduled class:

Each scheduled class is listed in the top section. Select a scheduled class, and the enrolled employees are displayed in the section below.

 

Add a Scheduled Class

To schedule a class, follow these steps

  1. Open the Training Detail screen to the training you wish to schedule classes for.
  2. Select to show Classes > Scheduled.
  3. Scheduled classes and enrolled employees will be displayed.
  4. In the top section, scroll to the bottom of the list and locate the new (blank) record.
  5. Enter the Date of the class.
  6. Select Start Time and End Time. If you have entered the number of hours for the training, then the end time will be calculated for you, based on the start time.
  7. Select an Instructor from those listed under the Instructors tab, or enter a new one (optional).
  8. Select a Location or enter a new one (optional).

Now you are ready to enroll employees in the class.

 

Edit Scheduled Classes

To edit scheduled classes, follow these steps

  1. Open the Training Detail screen to the training you wish to view or edit.
  2. Select to show Classes > Scheduled.
  3. Scheduled classes and enrolled employees will be displayed.
  4. Edit the class record.

 

Delete a Scheduled Class

To delete a scheduled class, follow these steps

  1. Open the Training Detail screen to the training you wish to delete classes for.
  2. Select to show Classes > Scheduled.
  3. Scheduled classes and enrolled employees will be displayed.
  4. Locate the class you wish to delete.
  5. Click Delete Class.
  6. To confirm the deletion, click Yes.

Using this method to delete the record will ensure that the enrolled employees are also deleted.

 

Multi-day Classes

To schedule a multi-day class, list each day of the class as a separate training, and then schedule each class. Employees will be able to enroll in each of the sessions. Or, you may wish to set up the training as a parent/child, with a parent (or umbrella) topic, and multiple child sessions, one for each day of the class. See parent/child modules. This allows you to track attendance separately for each day of the class. You will still need to enroll the employees for each day. Alternatively, you can just list the class on the first date, and include information about the additional days in the title or description.

 

Class Capacity

You may record a capacity for each class location. The capacity for the selected location will be displayed with each scheduled class. You will not be able to enroll more employees than the capacity allows.

 

Print Roster and Sign-in Sheet

You may print a Roster listing all employees enrolled for the class, or a Sign-in Sheet for employees to sign when they attend the class. Class rosters and sign-in sheets list all employees, and are not limited to only the subordinates or the department of the user.

To print a class roster for a specific class, follow these steps

  1. Open the Training Detail screen to the training you wish to print reports for.
  2. Select to show Classes > Scheduled.
  3. Scheduled classes and enrolled employees will be displayed.
  4. Select the scheduled class in the top section.
  5. Click Print Class Roster.

You may select to print sign-in sheets including:

To print a class sign-in sheet for ANY training, follow these steps

  1. From the Report Menu, select Class Sign-in Sheet.
  2. Click Print.

To print a class sign-in sheet for a specific training, follow these steps

  1. Open the Training Detail screen to the training you wish to print reports for.
  2. Select to show Classes > Scheduled.
  3. Scheduled classes and enrolled employees will be displayed.
  4. Select the scheduled class in the top section.
  5. Click Print Class Sign-in Sheet for All Employees.

To print a class sign-in sheet for REQUIRED employees for a specific training, follow these steps

  1. Open the Training Detail screen to the training you wish to print reports for.
  2. Select to show Classes > Scheduled.
  3. Scheduled classes and enrolled employees will be displayed.
  4. Select the scheduled class in the top section of the tab.
  5. Click Print Class Sign-in Sheet for Required Employees.

To print a class sign-in sheet for SCHEDULED employees for a specific class, follow these steps

  1. Open the Training Detail screen to the training you wish to print reports for.
  2. Select to show Classes > Scheduled.
  3. Scheduled classes and enrolled employees will be displayed.
  4. Select the scheduled class in the top section.
  5. Click Print Class Sign-in Sheet.