SharePoint Employee Training Management User Guide

For configuration instructions please refer to the Employee Training Management Configuration.

For installation instructions please refer to the Employee Training Management Installation.

Note: All screenshots below were taken from SharePoint 2013. There should be no difference in SharePoint 2010 or SharePoint 2016.

Lists

Employee Training Management contains the following lists:

Training Catalog

The Training Catalog is a list of topics and courses. You can use the Training Catalog to create your training program, a syllabus, or use it as a list of topics that will be covered in scheduled training events. In the Training Catalog you can see how many employees are interested in a topic and can therefore schedule training events accordingly.

Training catalog

Scheduled Trainings

The Scheduled Trainings is a list of the actual training events. A training event can be created from a topic (in the Training Catalog) or directly in this list.

Scheduled trainings

Enrollments

This list displays either all of your own enrollments or all enrollments from all users, depending on your permissions. The enrollments displayed are enrollments in both topics (from the Training Catalog) and training events (from the Scheduled Trainings list). Attendees will receive an invitation via e-mail when enrolled in a topic or training event.

Enrollments

Primary Skills

In the Primary Skills list you can maintain primary skills covered in training events. Primary skills can be used in the Training Catalog, the Scheduled Trainings list and the Trainers list. Primary skills are also displayed in the Enrollments list, allowing you to filter employees by certain skills.

Primary skills

Trainers

The Trainers list contains contact information and the primary skills of all trainers and lecturers. Trainers are used in the Training Catalog, the Scheduled Trainings list and the Feedback list.

Trainers 

Feedback

The Feedback list contains feedback information about completed training events. If organizers request feedback, attendees receive an e-mail with a link to the feedback form. Once this form is filled out, the information will appear in the Feedback list.

Feedback

Organizers

This chapter explains how to carry out various tasks as an organizer, such as creating and managing topics,  scheduling training events and managing enrollments.

Create a new topic in the Training Catalog

To create a new topic in the Training Catalog, you should open the Training Catalog and then click on New Item at the top of the page.

New item in training catalog

A window will open where you can add information about your topic.

New item window in training catalog

Enter the required information and click Save.

Note: If content approval is required, the topic has to be approved to make it visible to all users. In this case a message is displayed at the top of the form which opens.

New item window in training catalog with content approval

Schedule a training event from the Training Catalog

Open the Training Catalog and select the topic you want to schedule a training event for. Then click on Schedule a Training Event in the Items tab.

Schedule a training event from training catalog

New training from training catalog

Information specified in the topic will automatically be displayed in the new form which appears. Enter the information you require, such as an enrollment, a maximum number of enrollments etc. Then click on Save to schedule the event.

If you wish, you can also create a meeting workspace by checking the corresponding option. When this option is selected you are automatically forwarded to the meeting workspace screen where you can specify details about your workspace.

Meeting workspace option

Create workspace screen

Schedule a training event from the Scheduled Trainings list

It is also possible to schedule a new training event directly in the Scheduled Trainings list. Here you can schedule a training event without linking it to a topic.

Simply click on New Event at the top of the page.

New event in scheduled trainings

The same form will appear where you can enter information about your event.

New training from training catalog

Click on Save to schedule the event.

Adding people from the waiting list

When creating a training event you can specify whether you want the training event to have a waiting list. If you have selected this option and the training event has reached its maximum number of enrollments, employees will then be able to sign up for the waiting list. In this case the following warning message will appear.

Event is fully booked

If people have signed up for the waiting list and, for whatever reason, there are now more places available for the training event, the following message will appear.

People on the waiting list

Clicking on the number of people will open a window where you can view the people on the waiting list. Here you can select the people you wish to add to the training event. To add them click on Add selected people or alternatively you can click on the Add all link on the original message if you wish to enroll all people from the waiting list in the event.

Manage waiting list

Add interested people to a training event

If a training event is assigned to a topic, it is possible to add people to the event who have registered an interest in the topic.

Select the training event in the Scheduled Trainings list and click on View Item in the Items tab.

View item in scheduled trainings

A window will appear with information on the training event and, if people have registered their interest in the topic, a message will appear at the top of the screen.

People interested in event

You can either click on Add all to add all of these people to the event, or you can click on the number of people where you can view the people interested in the event.

To only add specific people to the event, select the people you wish to add and click on Add selected people.

Add interested people

Manage enrollments

It is very simple to manage the enrollments for both topics in the Training Catalog and training events in the Scheduled Trainings list.

Selecting a topic from the Training Catalog and then clicking on Manage Enrollments will open a window showing people interested in the respective topic, as well as all enrollments for all events covering the topic.

Manage enrollments in training catalog Manage topic enrollments

It is also possible to view the enrollments for a specific training event. To do this select the training event in the Scheduled Trainings list and click on Manage Enrollments. A window will then open displaying all enrollments, whether normal invitations or people on the waiting list.

Manage enrollments in scheduled trainings

Manage training enrollments

Rescheduled training events

If a training event is rescheduled, all attendees and people on the waiting list will automatically receive an e-mail detailing the changes if you change any details which appear in the invitation e-mail, such as the title, date/time, location etc.

Collect feedback

When creating a training event you have the option of collecting feedback.

Collect feedback option

If you have selected this option, an e-mail will be sent to all attendees once the event has finished with a link to your feedback form.

This feedback can then be viewed in detail in the Feedback list.

Feedback screen

Feedback item window

Attendees

This chapter explains how to enroll in topics and training events, how to manage your enrollments and how to provide feedback.

Enroll in a topic

You can enroll in topics you are interested in. You will receive an invitation via e-mail if a training event covering one of these topics is scheduled.

Select the topic in the Training Catalog and click on Enroll in the Items tab.

Enroll in topic 

If you are signed in, your user account will automatically be displayed in the enrollment form.

Enrollment topic user account

If you don’t have a user account, you can select the Enroll with e-mail address option from the dropdown and enter your name and e-mail address.

Enrollment topic email

Note: If content approval is required, the enrollment has to be approved first. In this case a message is displayed at the top of the enrollment form.

Enrollment topic content approval 

Enroll in a scheduled training event

You can also enroll in scheduled training events.

Select the training event from the Scheduled Trainings list and click on Enroll in the Items tab.

Enroll in training

If you are signed in, your user account will automatically be displayed in the enrollment form.

Enrollment training user account

If you don’t have a user account, you can select the Enroll with e-mail address option from the dropdown and enter your name and e-mail address.

Enrollment training email

Note: If content approval is required, the enrollment has to be approved first. In this case a message is displayed at the top of the enrollment form.

Enrollment training content approval

You will receive an invitation as soon as the enrollment is approved.

Note: If you are not able to enroll in a training event, the enrollment deadline might have expired or the training might be fully booked.

Max enrollments reached

Sign up for the waiting list

If the training event has reached its maximum number of enrollments the following warning message will appear.

Event is fully booked 

You can, however, still sign up for the waiting list by clicking on Waiting list. This will open a window where you can enter your user account or name and e-mail address and place yourself on the waiting list. If a participant cancels, the first user on the waiting list will be added to the training event.

Waiting list dropdown

Reserve a seat and view similar events

Clicking on the arrow below the waiting list icon will open a menu where you have the additional options of reserving a seat at a future training event or viewing similar training events which are already planned. If these options are not available, it means the training event is a one-off.

1. Reserve a seat

Clicking on Reserve a seat will register your interest in any subsequent training events covering the same topic. This can also be done by enrolling in a topic.

2. View similar events

Click on View similar events will open the following window where you can view training events already planned covering the same topic.

View similar events

Here you can select and enroll in training events as usual. All training events covering the same topic as the fully booked training event will be displayed here.

Cancel enrollment

There are two ways to cancel an enrollment.

You can either open the Enrollments list and click on Delete Item in the Items tab …

Delete item in enrollments

… or decline the invitations using your e-mail client (if you have received a meeting request).

Open your e-mail client’s calendar, then click on the event.

Click Decline -> Send the Response Now.

Decline now

Give feedback

If the organizer requests feedback, you will receive an e-mail after the training event has finished. Use the link in the e-mail to open the feedback form.

Feedback email

You can also open the training event or the enrollment and click on Give Feedback.

Give feedback in enrollment

Then fill out and submit the feedback form.

Employee Training Management Overview