Module Guide: Training & Learning

The Training module is where staff development is planned, delivered, and evidenced — the catalog of courses the company offers, the requests employees raise to attend them, the scheduled sessions themselves, who actually turned up, what they scored, and what the whole exercise cost against the year's budget.

This guide gives the big picture: what the module is for, how a training moves through it end to end, who sees what, and what can be customized. Deeper guides for each area are linked below. No technical background needed.

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Purpose

Training answers two questions that usually live in a spreadsheet, if they're answered at all:

• "Who has been trained on what, and can we prove it?" — a per-employee record of every session attended, completed, scored, and certified.
• "What is training costing us, and is it working?" — spend measured against a yearly budget, and attendee evaluations measured against each program.

Everything runs off the same employee list, the same reporting lines, and the same company structure the rest of the system already maintains.

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What's Included

Area	What it covers
Programs & Categories	The catalog of courses the company offers, grouped into categories.
Trainers	Who delivers the training — an internal employee or an external provider.
Training Requests	An employee asking to attend something, and their manager's decision.
Sessions & Attendance	A scheduled delivery to a group, its roster, attendance, completion, scores, and certificates.
Evaluations	The feedback form attendees fill in afterwards, and the results per session and per program.
Budgets & Settings	The yearly training budget per company or department, and how spend is measured against it.

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The Training Journey

A typical training moves through the module like this:

1. A program exists in the catalog — a course with a category, a delivery mode, a duration, and an indicative cost. (Not mandatory: a session or a request can also be raised as free text for something one-off.)
2. An employee raises a request — the program they want, why, their preferred dates, and an estimated cost, with an optional attachment such as a provider quotation.
3. Their manager decides. Approved, or rejected with a reason. The employee is notified either way, and can cancel their own request any time before it's decided.
4. HR schedules a session from the approved request — a date and time, a mode (in person, online, or hybrid), a trainer, a venue or meeting link, the real cost, and the roster of attendees. Everyone added is notified.
5. The session runs — it moves to Ongoing on its own once the start time passes — and HR marks the roster: attended, absent, or excused.
6. Completion is recorded per person — completion status, an optional score, remarks, and a certificate file.
7. The session is marked complete, which opens the evaluation window. Everyone marked as having attended is asked to submit their feedback.
8. The results accumulate — into each employee's own training history, into the average rating per program, and into the year's spend against budget.

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What Each User Sees

Training area	Employee	Reporting Manager	HR Administrator
Training dashboard	—	✅	✅
My Trainings (own history, certificates, requests)	✅	✅	✅
Raise a training request	✅	✅	✅
Cancel their own undecided request	✅	✅	✅
See their team's requests	—	✅	✅
Approve or reject a request	—	✅ (their reports)	✅
See every request company-wide	—	—	✅
Open a session they are on the roster for	✅	✅	✅
Browse the session list	—	✅	✅
Open any session, whoever is on it	—	✅	✅
See a session's cost	—	—	✅
Schedule, edit, cancel, or complete a session	—	—	✅
Mark attendance, scores, and certificates	—	—	✅
Browse the program catalog, trainers, and evaluation templates	—	✅	✅
Create or edit programs, categories, trainers, and templates	—	—	✅
Submit an evaluation for a session they attended	✅	✅	✅
See evaluation results for a session	—	—	✅
See this year's budget and spend	—	—	✅
Manage budgets and settings	—	—	✅

In short:

• Employees request training, see their own history and certificates, open the sessions they are booked on, and evaluate what they attended. The Training menu points them at My Trainings.
• Reporting managers additionally see and decide their team's requests, browse the catalog and the schedule, and get the dashboard — but not the money.
• HR administrators run the module: the catalog, the trainers, the schedule, attendance, evaluation results, and the budget.

"HR Administrator" here means whoever holds the relevant training permissions — see Settings: Permissions & Roles.

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How Visibility Is Decided

1. Ownership. An employee always sees their own requests, their own training history, and any evaluation open to them. Being on a session's roster also lets them open that session — which is where My Trainings and the "you have been scheduled" notification both link.
2. The reporting line. A manager sees the requests of the people who report to them, and can decide those requests. Approval authority is specific: being a manager of someone else's team is not enough to approve this employee's request. Being a manager also opens the Dashboard, Sessions, Programs, Trainers and Evaluation Templates screens — to browse, not to edit.
3. Permissions. The training permissions grant company-wide visibility and management — every request, the catalog, the schedule, attendance, evaluation results, and the budget. They are also what reveals the money: session costs, the budget card, and the budget-versus-spend chart.
4. Company. Every record belongs to a company, and the company switcher decides what's on screen. A program, session, trainer, category, template, or budget belongs to the company that was selected when it was created; a request belongs to the company of the employee who raised it.

Two rules run through all of this:

• Browsing and editing are separate. Being a reporting manager is enough to look at the catalog, the trainer list and the schedule. It is never enough to change them.
• Reaching a page and seeing every figure on it are separate. A manager opens the dashboard for their team's pending requests; the budget card and the average-rating chart are left off it unless they hold the budget and evaluation permissions. The same applies to the cost column on the session list.

Dashboard and Sessions stay in the Training menu for everybody. For an employee who is neither a manager nor a permission holder, both entries lead to My Trainings instead, so the menu is never a row of doors that refuse them.

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Customization Options

• Categories group the catalog (for example "Compliance", "Technical", "Leadership").
• Programs carry a delivery mode, a duration, an indicative default cost, and their objectives.
• Evaluation templates are reusable question sets — rating, Likert, yes/no, multiple choice, and free text.
• Training settings, per company, set the default evaluation template and how many days attendees have to submit an evaluation.
• Budgets are set per year, company-wide or for a single department.

Categories, evaluation templates, budgets, and settings live under Settings → Training. Everything else is in the Training menu.

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Good to Know

• Approval is about the person, not the seat. A request is decided by the requester's own reporting manager, or by someone holding the training-approval permission. Nobody else can decide it, even another manager who can see it.
• A request and a session are different things. The request is the ask and its estimated cost; the session is the delivery and its real cost. Scheduling an approved request links the two, and from then on the session's cost is what counts against budget.
• Evaluations open on completion, not on the end date. A session's evaluation window starts when someone marks it complete — that is also what notifies attendees.
• Only people marked as having attended can evaluate. Marking attendance is therefore a prerequisite for any feedback at all.
• Nothing in this module sends email. All notifications are the in-app kind, on the notification bell.
• A session starts itself; it never finishes itself. A planned session becomes Ongoing once its start time passes, without anyone marking it. Completion stays a deliberate act, because that is what opens the evaluation window and notifies attendees.
• Reporting managers browse the catalog without extra permissions. Programs, Trainers and Evaluation Templates open for any reporting manager, so they can look up what's on offer before deciding a team member's request. Creating and editing still need the matching permissions.

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Deeper Guides

Guide	What it covers
Programs & Categories	The course catalog and how it's organized.
Trainers	Internal and external trainers, and how their details are kept current.
Training Requests	Raising a request, the approval decision, comments, and scheduling.
Sessions & Attendance	Scheduling a session, its roster, attendance, completion, scores, and certificates.
Evaluations	Templates, the feedback form, and the results.
Budgets & Settings	The yearly budget, how spend is measured, and the module's settings.

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