Scheduled Training Sessions
Field tier and aboveIn the app: /training/schedule
Scheduled Sessions lets you plan a training session ahead of time with a topic, a time, a place and the people invited. Invitees with an email on file get an invitation and a reminder, and once the session has happened you mark it held to record who attended.
1.Schedule a session
- Open Training and then Scheduled Sessions.
- Enter the topic, the date and start time, the length, the job site, where on site it is and who is leading it.
- Choose a training type if the session counts toward one, for example Fall Protection. It is optional.
- Tick the invitees. Invite the Site Crew adds everyone assigned to the job site you picked. Workers marked no email will not get the emails, so tell them in person.
- Choose when the reminder goes out, leave Email the invitation now ticked, and press Schedule Session. We tell you who was emailed and who has no email on file.
2.Change or cancel a session
- Press Edit on the session to change its details, its time or who is invited. The person who scheduled it or an admin can do this.
- If you move the time, everyone invited is emailed the new time and the reminder goes out again before the new start. Anyone newly added gets the invitation.
- Press Cancel Session to call it off. It stays on the list as cancelled with your reason, and you can email the invitees that they do not need to come.
3.Mark a session as held
- Once the start time has passed, the session shows Needs sign-off. Press Mark as Held.
- Everyone invited is ticked. Untick anyone who did not come and tick anyone who came without an invitation.
- If the session has a training type, leave Also add a training record ticked to give each attendee that training, dated the day it was held, with the expiry the type sets.
- Press Record Sign-Off. The attendance appears under Toolbox Talk Sign-Off and on each worker's record, the same as a sign-off recorded directly.
Common questions
- When does the reminder go out?
- At the lead time you choose: 2 hours, 1 day, 2 days or 1 week before the start, or not at all. We check every 15 minutes, so it lands within a quarter hour of that time. The person who scheduled the session also gets a copy that names any invitee with no email on file. Reminders need email to be set up for your company.
- What language are the emails in?
- English and Spanish in the same email, with the time shown in the time zone of the person who scheduled it.
- What if the session happened but I forgot to mark it?
- It stays under Upcoming with Needs sign-off until you mark it held or cancel it. Pick the day it was actually held in the Mark as Held dialog.