How to register an advanced training call

The advanced training call allows you to register more comprehensive training sessions, with a person responsible, call email sending, sessions, and the possibility to include a main and external training company. If you only need a quick record without these options, use the basic call.

Steps to register the call

1. Go to Training and information > Training calls and click New advanced.
2. Fill in the call fields and click Save.
3. From the Courses tab, click New to link the course (or several) to the call and, if necessary, its evaluation questionnaire template.
4. From the Attendees tab, link the training needs to the call.
5. From the Sessions tab, create the session or sessions of the call.
6. From the Reports and attachments > Reports tab, obtain the list of attendees and training certificates.

Note

At a minimum, you must fill in Title and Person responsible to be able to save the record.

Caution

• If you include more than one course in the same call, only the training needs of employees to whom ALL the courses apply will appear.
• 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.
• The number of hours of the sessions must match the number of hours of the course.

Tip

• To mark employee attendance, from the Sessions tab you can select the session and click Mark session attendance in bulk.
• You can also access the registration from an existing call.

Detail screen fields

Field	Description
Code	Free text to identify the call with a specific code.
Title	Free text with the title of the call.
Bonified	Checkbox indicating that the call has been managed with a bonus. When checked, the Bonus groups tab is shown. If checked, when linking training needs, these will appear with the Bonified checkbox checked by default.
Bonus code	Free text with a specific code for the bonus.
Online	Checkbox indicating that the call is online. In the Online call field of Configuration > Moodle connection, only calls with this checkbox checked appear.
Evaluation questionnaire template	Template of the satisfaction survey that employees will complete. It is created as a questionnaire template in the Questionnaires module.
Main training company	Selectable indicating the main training company.
External training company	Selectable indicating the external training company.
Trainer	Selectable indicating the trainer. Although not mandatory, it is recommended to fill it in because it appears in the reports Attendee list by call, Attendee list by session, and Training action completion certificate.
Trainer position	Free text with the trainer’s position. It is recommended to fill it in because it appears in the same reports as the Trainer field.
Person responsible	Selectable identifying the employee who will manage the call. They will also receive SmartStatus notifications related to the call.
Date (of the sessions)	Automatically filled with From 31/12/9999 to 01/01/0001 and updated when a session is registered.
Place (of the sessions)	Automatically filled when a session is registered.
Status	Phase in which the call is. See status behaviour.
Total call hours	Number of hours required to complete the training. Automatically filled when sessions are registered.
Closing date	Manual date when the call was closed.
Means and documentation	Free text listing the material resources needed to deliver the training. Appears in the reports Prevencontrol course documentation receipt and Attendee list by session.
Observations	Free text with relevant observations.
Tags	Tags to group calls by criteria without a dedicated field.

Note

SmartOSH automatically adds a number to the call when it has a session date, with the format CVF + two digits of the session year + 5 sequential digits. For example, a session on 27/02/2022 would generate something like CVF2200001.

Behaviour of the «Status» field

The status of the call evolves automatically in most cases:

• Pending planning: initial status when creating the call.
• In progress: applied automatically when sessions are registered and saved.
• Completed / managed: modified manually.

Caution

When changing the call to Completed / managed status, 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 training needs you expected do not appear, it may be due to:

• The training need has not been created (the course has not been linked with the scope or entity).
• The need has not yet been generated: if you linked the course with the scope or entity today, training 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 call 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 call.

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Source: DM-SO-23-002 “How to register advanced type training calls”, version 1, 24/01/2023.