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.

You may schedule a class for a single day, or schedule a multi-day class by entering the start date and end date. For single-day classes, the start and end dates should be the same. You may also enter the start time and end time. If you have the number of hours entered for the training, when you enter a start time, the end time will be calculated for you.

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:

• Start Date: enter the date the training begins.
• End Date: enter the date the training ends. This may be the same as the start date.
• Start Time: select from available times that you may set from Options and Settings, "Time Increments".
• End Time: select from available times that you may set from the Options and Settings, "Time Increments". If you have entered the number of hours for the training, the end time will be automatically calculated based on the start time.
• Instructor: select from the list of approved instructors, or type in a new one.
• Location: select from the list of class locations, or type in a new one.
• Capacity: the capacity for the selected class location.

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 Start Date and End 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, you may simply enter the start and end date for the class. However, this method only allows you to track completions for the class as a whole and not for individual days. If you need to track attendance for individual days, here are some options: 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.

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:

• All employees for any training
• All employees for a specific training
• Required employees for a specific training
• Scheduled employees for a specific class with or without barcodes

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. Under "Print Class Sign-in Sheet", click 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. Under "Print Class Sign-in Sheet", click 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. Under "Print Class Sign-in Sheet", click This Class + Barcode, or This Class for a sign-in sheet without barcodes.