Learning Calendar – Confirmed and Unconfirmed Attendees

Confirmed Attendees

The Confirmed Attendees tab will display employees who have been confirmed to attend the booked session. An employee is confirmed once they have had all their documents verified and completed all E-Learning if it is part of the mobilisation requirements.

An email is sent to the company that mobilised the employees confirming their spot on the booked session. You can view this email from the Employee's profile.

To view the email:

1. Search for the Employee’s profile.
2. Click the button, then select Emails about employee.
   
3. Check the subject of the email to see if this is the correct email confirmation from the session booked for the employee. This is the same email that was sent to the company informing them that their employee was confirmed for the booked session.
   

Once the session is completed, the worksite user has the option to mark the employee as attended or reschedule if the employee didn’t make it to attend or remove the employee from the session.

To access this feature, custom access and permission is needed.

To mark as attended:

1. Tick the check box next to the employee's name then click the Mark as attended button at the bottom part of the screen.
   
2. You can Reschedule the employee if was not able to attend the session by clicking the Reschedule attendees button.
   
3. Bulk selection of employees is also possible when marking the employees as attended, rescheduled, or removed from the session.
   

The Action () button will also give you the same option but this time it is for per employee.

Note: You must add the attachment before you mark attendance. The reason for this is that when you mark the employee as attending, this is when the skill gets added to their profile. If you add the attachments after marking them as attended, the attachments won’t go onto the employee’s profile.

Under Confirmed attendees, you will also have the option to add more attendees by clicking the  button. Added employees also need to complete all the requirements based on the job title selected.

To export the selected session:

1. Select  tab.
2. Selected sessions can be exported via PDF, CSV file, and as a spreadsheet.
   
3. Selected sessions can also be printed and copied from.
   

Unconfirmed Attendees

The Unconfirmed Attendees tab will display employees who have been registered for the session but have either not had all their documents verified or not completed all their E-Learning if it is part of the requirements, or the session already reached the maximum attendees and no more spot available for the next employee’s booked on the same session.

The reason why they haven’t been confirmed will be listed.

An email was also sent to the company that mobilised the employees stating the employee was not confirmed outlining the reason why and that the employee needs to be rescheduled for the next available session.

Sample email correspondence for incomplete requirements.

Sample email correspondence for a fully booked session.

Ability to mark unconfirmed attendees

This feature allows level 3 users with appropriate custom permission to 'mark as attended' unconfirmed attendees should they wish to let the workers attend the session without being confirmed.

To mark unconfirmed attendees:

1. Go to Learning Management → Learning Calendar.
2. Select  to go to session details page.
3. Select the Unconfirmed attendees tab.
   
4. Click the  then select ‘Mark as attended’.
   
5. Click ‘Mark as attended’ to continue. Note that this action cannot be undone once marked as attended.
   
6. You have just marked an unconfirmed attendee as attended.
   

Note: The outstanding requirements still need to be supplied and completed to activate the mobilisation.

Ability to reorder priority for confirmation

This feature allows level 3 users to rearrange the order of priority for confirmation should the user wish to approve the employees at the bottom of the list.

To reorder priority:

1. From the Unconfirmed attendees tab, click Reorder priority button.
   
2. Drag and move the attendee to the top to rearrange the priority.
   
3. Click the tab when done and you have just re-arrange the priority.