Creating flexible learning paths is essential to career development. With scaling businesses spread across multiple locations, it is vital to offer training that is accessible virtually as well as in person. The live training element within the learning module can offer the ability to track attendance to all virtual and in-person training, as well as provide the user the flexibility they need to sign up for a training that fits their schedule.
Using Live Training learning elements in combination with other types of learning elements (e.g. videos, quizzes, or tasks) you can create Blended Learning experiences - directly within Leapsome.
Table of Contents:
Creating Live Training Learning Elements
Adding Time slots to your training
Creating multi-day live training
Approval flow for Live Training
Working with the participant list
How is the attendance to a live training tracked in Leapsome?
Cancelled slots
Exporting the participant list
Finding and accessing booked/unbooked Live Training
Do Live Trainings adjust to local timezones?
Creating Live Training Learning Elements
To create a Live Training Learning element, navigate to 'Learning' > 'Elements administration' > 'Actions' > 'Create a new learning element', and select 'Live training' from the list of options.
As a super-admin, you can set up a live training element to be part of a learning path, or as a freely accessible element available to all or specific users. If the live training is freely accessible, then users are able to enroll in the learning element independently.
Please note: If the live training element is marked as 'Freely accessible' to all employees, the employees will not receive a notification that this training is available. However, it will be available for them to search for in their content library.
You can additionally select whether the Live Training requires approval in order for the employee to enroll. To learn more, see the section 'Approval flow for Live Training'.
Adding Time slots to your training
Within the element, you can add multiple time slots for available training. Each timeslot needs to specify the following information:
- Date (for each slot)
- Start and end time for each training
- Type: Either virtual or in-person
- Address/URL: If the training is virtual, then a link to the training is mandatory, and if it is in person, then the address to the location of the training should be included.
- Min/max number of participants: Specifying the minimum number of participants gives the flexibility for the host to cancel/reschedule the training if the threshold is not met. Specifying the maximum number of participants ensures that training constraints can be met (ie. room size for in-person training is available)
- Contact person: The contact person would be the point of contact for questions regarding the event as well as have access to the attendance list. Ideally, it would be the person responsible for scheduling and operational tasks; but it can also be the host of the event (if different stakeholders are involved). One or multiple contact people can be listed to give flexibility for backup owners or multiple event owners.
- Add a description: different slots under the same live training can have different requirements, instructions, expectations and more. Admins can customize each slot by adding a description with any relevant details for the different slots.
Creating multi-day live training
Sometimes, you can have a live training that lasts multiple days. In Leapsome, when you are setting up a live training ('Settings' > 'Elements administration' > 'Actions' > 'Create a new learning element' > 'Live training'), you can select its start and end dates to be different days reflecting that this live training is scheduled to be across multiple days.
Approval flow for Live Training
As an Admin, you can set up an approval process for Live Trainings. This will allow you to oversee which employees are registering for which trainings, and have established checks in place to ensure.
Setting up the approval
To create an approval flow, navigate to 'Settings' > 'Automations' > 'Approvals' > 'Live Training Slot Enrollment' and click on 'New approval flow'. In the pop-up window, you can select the new approval flow's:
- Name
- Process (in this scenario, choose 'Live Training Slot Enrollment')
- Relevant employees (choose for which employees this approval flow will be applied)
- You can additionally enable the setting 'Enable implicit approval'. If enabled, any steps in the approval flow that can be approved by the person requesting the approval, will be automatically approved. You can also enable the setting 'Applies to admins.' If enabled, the approval flow will be applied to module and platform admins as well - they will need approval for their own actions.
- Lastly, define the approval steps. The approver's can be: specific person(s), manager, manager's manager, HRBP, team member or admin).
When an approval flow for Live Training is established in Admin Settings - this will show when creating a new Live Training in the 'Learning' module as a setting 'Requires approval to enroll in live training slots?'. If you enable this option, participants will need to wait for approval before they can enroll in the slot and it is only applicable if there are any approval flows for this action set up in the company settings. If the checkbox remains unchecked, it means the approval flow will be ignored for this live training.
When employees book a live training and the approval flow is required, it will go into the approval process. Employee will see that their live training is in the 'Pending approval' state.
- Employees can still cancel a slot at any time. If it is in the approval flow, the approval gets dismissed.
- If the approval request is rejected by the approver, the employee gets removed from the participant list, however, they can still book it again.
- If the Live Training host adds a participant manually - the approval flow will be skipped and the enrollment will be automatically accepted.
Working with the participant list
The participant list and attendance can be viewed in tabs 'Element administration' or 'Live Trainings'.
- Head to Element administration > search Live training in the 'Types' dropdown menu > click on the live training element > 'Participants'. The participant list and attendance status of participants will pop up.
- Head to 'Library' > 'Live Trainings' > click on the three vertical dots of the relevant live training > 'Manage participants'.
- In these locations, admin or contact person of the training will be able to export the participant list for their records, as well as manually add users to the training and track their attendance.
How is the attendance to a live training tracked in Leapsome?
When you click on 'Manage participants', in the pop-up window, you will see which users actually attended the training vs registrants. The user will be marked as 'Attended' only if the toggle turns blue.
If live training is a mandatory element in a learning path, the user will not be able to continue the path unless an admin confirms their attendance in the 'Manage participants' window.
Cancelled slots
Registered participants can also cancel their slots. When a slot is canceled, this will be shown in the 'Manage participants' window.
Exporting the participant list
You can export the participant list by clicking 'Export participants'. The participant export list will include the following information:
- Participant ID
- Participant name
- Participant email
- Participation: yes/no
- Live training:
- ID
- Slot start/end date & time
- Location
- Contact person
- Learning Element name + ID
Finding and accessing booked/unbooked Live Training
All live training you have booked or want to book can be found in the sub-menu tab 'Library' > 'Live training' in the Learning module. In the 'Live training' tab, you will find the following:
- By default, the filter "Combined filter: Not booked" is applied. This will help you to filter for upcoming trainings that you can book. Not booked trainings are shown in the order of closest to furthest away in terms of the scheduled date.
- You can remove the filter to access all booked (attended or upcoming), not booked or hosted by you live training.
To enroll in live training, click on "Book slot" on the training card either at the bottom or by clicking the three vertical dots on the right-hand side of the training.
Once you are enrolled in a live training, you can manually add the training to your calendar. Navigate to Library > Live Trainings in the menu bar > click the three vertical dots on the right-hand side of the booked training and select the calendar of your choice.
If a meeting is virtual, the participant will be able to join the virtual meeting within 5 minutes of the training by clicking 'Join.' In this case, the session will be marked as 'attended' as soon as the user clicks the 'Join' button.
Please note: Just like other learning elements, if an element is edited (e.g. time slots have updated dates/times), these elements will also be updated for all users who have enrolled and not completed the training, and visible for all users who are newly enrolled.
Do Live Trainings adjust to local timezones?
If you have colleagues from different timezones, as a Learning element creator or/and a Super-admin, it's important to understand the timezone differences and how those get displayed in Leapsome. Times adjust based on the user's browser/device time zone. This means that if you are located in Germany and create a Live Training at 4 PM local time, your colleagues in New York will see the Live Training based on their local device's timezone - which would be 10 AM. When users will be adding this event to their calendars, it will add based on the time displayed in Leapsome.