Set up the delivery event
Create the session against the relevant learning item, then record the date, time, venue or online link, capacity and responsible facilitator. Keep event details separate from the learning requirement so the same requirement can be delivered more than once.
Give learners enough information to attend, but keep administrative notes and sensitive attendee information within the appropriate permissions.
- Learning item and session owner
- Date, time and delivery location
- Capacity and joining instructions
- Booking or assignment status
- Required preparation or evidence
Manage the attendee list before delivery
Invite or add the staff who need the training, then distinguish booked, waiting, cancelled and removed attendees. A live list prevents capacity changes from being hidden in email threads.
Managers should see only the people within their permitted scope. Learners should see their own booking and actions without gaining access to the full workforce register.
Complete the register accurately
After delivery, record attended, absent, cancelled or another agreed outcome for every expected attendee. Do not leave a completed session with an unfinished register: it creates uncertainty about whether the training record should be updated.
Where attendance alone is insufficient, retain the assessment, evidence or facilitator decision needed before completion. Corrections should record who changed the outcome and why.
- A status for every expected attendee
- Completion date based on the actual event
- Assessment or evidence outcome where required
- Reason and history for later corrections
Update records and report exceptions
An accepted completion should update the person's training record and matrix using the agreed renewal rule. Absence or failed completion should create a visible next action rather than disappearing from the event history.
Use the Sessions workspace for delivery planning and unfinished registers, then use the Training Matrix and reports for organisation-wide status. This keeps event administration and compliance reporting connected without making them the same view.
Questions this guide answers
Is a session the same as a course?
No. A course or learning item defines the content and result. A session is one scheduled delivery event for that learning. Several sessions can support the same requirement.
Should attendance automatically mark training complete?
Only when attendance is the agreed completion rule. If an assessment, evidence item or facilitator decision is required, keep the result pending until that step is complete.
Can attendance be corrected later?
Yes, by an authorised user. The correction should keep the previous value, who changed it, when it changed and the reason so the resulting training record remains explainable.