may 2013 training tracking tool user guide participants and functionalities management

May 2013

Training Tracking Tool User Guide

Participants and functionalities management

Training Tracking ToolIndex

1. How can you book participants?2. How can you cancel participants?3. How can you reschedule participants?4. How can you use Event management functionalities? 4.1 Lock/unlock an Event 4.2 Firmly book 4.3 Follow up 4.4 Cancel Course

Training Tracking ToolHow to book participants?

Participants can be booked in two moments:

1.When you are creating the event.

After having completed all the attributes of the events, at the bottom of every page you can find “Go to participants management”

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2. After the creation of the event

In the Catalogue, just look for the Course, then look for the event created, and click on it.

Then select Participants Management option on the popup opening.

Training Tracking ToolHow to book participants?

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Training Tracking Tool How to book participants?

You can book it with two methods, according to your needs.

1.First method- Add participants: to be used when you have few participants to book2.Second method – Import participants: to be used when you want to massively upload participants through an excel sheet

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Training Tracking Tool – How to book participants? First method – Add participants 1/4

Click on Add participants and search the employee/s by one or more attributes.

* For example you can search the surname by inputing only a part

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When you look for an employee, all the person with similar characteristic of your research will appear.

It means that either:-the employee is terminated-the course is locked-the course is fully booked

It means that the employee can be booked

The employee can be booked, but she/he is already booked for another session of the same course or the employee has already done the course.

! You can also look for more employees at a time, and you will find them on the same selection page

It means that the employee is booked for another course in the same day/period

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After having selected one or more employees (through Ctrl+selection) click on Book participants.


Then click on Yes.The message warns you that in case of selection of one or more employees with the red icon, the system will not upload them.

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Once you have clicked on Add participants, check the notification to make sure that the booking was performed correctly.

If the flag is green, and the message «Participant was booked», your booking has been performed correctly.

If the flag is red, and the message «Error when editing participant», there could be some errors:-You exceed the capacity of the Event-The person you are trying to book is terminated-The person you are trying to book is locked-The Event is locked


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Training Tracking Tool – How to book participants? Second method – Import participants 1/2

Click on Import participants

Through this method you can import a list of participants, by downloading the template.

Follow the instruction on the template and click on Upload file

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Select the participant you want to book:

-Through manual selection-Through Select all

And then click on Book participants

Training Tracking Tool – How to book participants? Second method – Import participants 2/2

Then click on YesIndex

Training Tracking ToolHow to cancel participants? 1/3

To cancel a participants, in the section of Participant Management click on the pencil.

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Training Tracking ToolHow to cancel participants? 2/3

After having clicked on the pencil to cancel a participant, the system will ask you to choose a reason for the deletion.

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If the participant has been canceled, you should see a row with status Planned in IT0024 under Indivudual developmentAs a reminder for the future

If the participant won’t be rebooked or doesn’t need to be trained in the future, you should cancel this row in the IT0024 through PA30.

Training Tracking Tool How to cancel participants? 3/3

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Training Tracking Tool How to reschedule a participant? 1/3

To reschedule a participants, in the section of Participant Management click on the clock.

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After having clicked on the clock to reschedule a participant, the system will ask you to choose another event in which rebook the person.

If you are sure of the choice done click on Yes

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Then you will see the selection screen of participants without the Attendee rescheduled.If your rescheduling has been done correctly, you will see at the top of the page a message of confirmation.


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These are the functionalities that can be found inside the Event management

Training Tracking Tool Event management functionalities

Lock/Unlock Course: it is used to prevent the booking of other participants to an EventFirmly book: it is used to confirm the Event’s date and list of participantsFollow up: it is used to confirm presences and absences after the firmly booking of an EventCancel Course: it is used to cancel an Event in case you don’t need it or you haven’t reach the minimum participants number

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Click on the functionality Lock/ Unlock if you want to:

Lock your Event in order other persons can not book other participants to that EventUnlock your Event if you locked it before and now don’t want to have the Event locked anymore

You will see a message of confirmation on the top of the page

Training Tracking ToolLock/Unlock Event

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Training Tracking Tool Firmly book

Click on the functionality Firmly book after the Event dates have been confirmed.

•If at the creation of the Event you are not sure of the confirmation, you can come inside the Event later and make some changes (in dates, participants,..) if needed. However in this case you should Firmly book the Event after.

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Training Tracking ToolFollow up 1/6

Click on the functionality Follow up after the Event has been concluded.

Remember to Follow up everytime after the completion of the Event

In order to Follow up you have to remember that:-Follow up works only if in the Event there are participants booked;-Follow up works only if before the Event has been firmly booked;-Follow up works only when the Event has been concluded; Index

At first you can insert the costs of the Event.

You can choose Cost Details or Cost per each participant. If you choose Cost details,you can also calculate automatically the participant fee that will be shown in the paragraph on the bottom of the page

Complete it ONLY if you have costs related to the Event, if not do not complete it

Training Tracking Tool Follow up 2/6

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To continue the follow up you have two choices:

1. Click on Follow – up (Course Closure)

Or2. Go to Follow up

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Training Tracking ToolFollow up 4/6

Complete Competencies:

-Participation Confirmed: to identify if the participants was present, absent or unconfirmed-Competence: if the Course imparts qualitification (e.g English) – if any-Competence level: if the Course imparts to evaluate the level of competence (e.g. Advanced) - if any

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Complete Evaluation model only* if it is expected for that Course to have a feedback form that participants will see and complete on My Ferrero portal.

• Add Evaluation model: choose from the matchcode the Evaluation model type• Lates App. Date: choose the latest date of completion of Evaluation model on My

Ferrero portal

* If the Event is expected to have a feedback, you should be able to select a feedback from the matchcode.

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When you have completed the Follow up tab, you can click on Save Follow up. Remember to click on Save Follow up everytime you perform some changes.

The system will ask you to confirm the follow up


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Training Tracking Tool Cancel Course

Click on the functionality Cancel Course if you want to definitely cancel that Event.

At the top of the page you will see a confirmation of the Event deletion

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may 2013 training tracking tool user guide participants and functionalities management

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