How to register a basic training session

The basic training session allows you to quickly register a training session by indicating the external training company, managing attendance, and obtaining the training certificate. If you need to specify a training manager or manage the sending of invitation emails, use the advanced session.

Steps to register the session

1. Go to Training and information > Training sessions and click New basic.
2. Fill in the session fields.
3. From the Attendees tab, click Link, select the staff who must undertake the training, and click Accept.
4. Click Save.
5. From the Reports and attachments > Reports tab, obtain the list of attendees and the training certificates.

Note

At a minimum, you must fill in Title, Date, Location, and Course to be able to save the record.

Tip

• When saving, the session status automatically changes from Pending planning to In progress.
• To mark employee attendance, from the Attendees tab you can select multiple employees and click Mark attendance in bulk.
• You can also access the registration from an existing session using the New basic button.

Caution

Only training needs with status “Not started” appear. If you expect to see a need and it does not appear, check the reasons why training needs do not appear.

Fields on the detail screen

Field	Description
Code	Free text to identify the session with a specific code.
Title	Free text with the session title.
Date	Date on which the session takes place.
Location	Free text with the session location.
Subsidised	Checkbox indicating that the session has been managed with a subsidy. When checked, the Subsidy data and Subsidy groups tabs are shown.
External training company	Dropdown indicating the external company that delivered the training.
Trainer	Dropdown indicating the trainer. Although not mandatory, it is recommended to fill this in as it appears in the reports Attendee list by session, Attendee list by session instance, and Training completion certificate.
Trainer’s position	Free text with the trainer’s position. It is recommended to fill this in as it appears in the same reports as the Trainer field.
Status	Phase in which the session is. See status field behaviour.
Closing date	Manual date when the session was closed.
Evaluation questionnaire template	Template of the satisfaction survey that employees will complete. Created as a questionnaire template in the Questionnaires module.
Tags	Tags to group sessions by criteria without a dedicated field.
Observations	Free text with relevant observations.

Note

SmartOSH automatically adds a number to the session with the format CVF + two digits of the year + 5 sequential digits. For example: CVF2300001.

Status field behaviour

The session status evolves automatically in most cases:

• Pending planning: initial status when creating the session.
• In progress: applied automatically when mandatory fields are completed and saved.
• Completed / managed: changed manually.

Caution

When changing the session status to Completed / managed, a new need with status “Not started” is automatically created for training needs that have status “In progress”, “Not evaluated”, “Suspended”, or “Did not attend”.

Reasons why training needs do not appear

If, when linking attendees, the expected training needs do not appear, it may be due to:

• The training need has not been created (the course has not been linked to the scope or entity).
• The need has not yet been generated: if you linked the course to the scope or entity today, needs are not created until the next day, unless you recalculate them with the corresponding operation.
• The previous need is in status “In progress”, “Not evaluated”, “Suspended”, or “Did not attend” and is linked to a session that is NOT in status “Completed / Managed”, so the new need has not been created.
• The previous need is in status “Completed” and its expiry date has not yet passed.

Related actions

• If you need to correct an incorrectly marked attendance, see How to remove an employee’s attendance from a session.

---

Source: DM-SO-23-001 “How to register basic type training sessions”, version 1, 24/01/2023.