Configuring permissions

To enable the groups of employees that you want to be able to request training

1. On your sidebar, go to Settings
2. In General, open Permissions
3. Choose the Permission group
4. Click on Training
5. Enable Create training requests permission
6. Choose the scope:
   • For themselves
   • For direct and indirect reportees
   • For people on teams they lead
   • For people in their legal entity
   • For the whole company
7. Click on Save changes

To enable the groups of employees who should be able to review, approve, or reject training requests (Managers or HR)

1. On your sidebar, go to Settings
2. In General, open Permissions
3. Choose the Permission group
4. Click on Training
5. Enable the permissions:
   • Access to the training management space
   • Approve training requests
   • Reject training requests
   • Manage training requests (choose the scope)
6. Click on Save

Creating approval flows

Let’s create a typical case with three approval groups:

1. Default approval group: once an employee sends a training request, in the first step, it has to be reviewed and approved by the manager. If the manager approves the request, then, in a second step, it has to be reviewed and approved by any member of the HR staff.
2. Approval group for manager’s requests: if the request is made by a manager, then only HR staff has to review and accept or reject it.
3. Approval group for HR staff’s requests: If the request is made by HR staff, it will be approved automatically.

1. Default approval group

1. In your sidebar, go to Settings
2. Access the Training section
3. In the Approval configuration for course requests section, open the Default approval group
4. Change the Title and the Description if you like
5. Configure the first approval level:
   1. Click on the approval level
   2. Click on the pen icon to modify the approver
   3. Configure the approval level as follow: Approver type: relative role and Approver: manager
   4. Click on Save approver
6. Configure the second approval level:
   1. Click on Add approval level
   2. Select User as approver type
   3. Select all the users you want to be approvers in this level
   4. Click on Save approval level
7. Click on Save changes - in the upper right corner of the page

2. Approval group for manager’s requests

1. In your Sidebar, go to Settings
2. Access the Training section
3. In the Approval configuration for training requests section, click on Add new approval group
4. Type a Title and Description
   • You can choose to set it as an auto-approval group
5. Click on Save

   

6. Click on the approval level
7. Click on the pen icon to modify the approver
8. Select User as approver type
9. Select all the users you want to be approvers in this level
10. Click on Save
11. Click on Save changes
12. Go to Employees tab
13. Click on the Add employees at the top right corner
14. Select the employees whose requests you want to go to this approval group. 
    You can use the filters to find only the managers, for example
15. Finally, click on Save

3. Approval group for HR staff’s requests

1. In your Sidebar, go to Settings
2. Access the Training section
3. In the Approval configuration for training requests section, click on Add new approval group
4. Type a Title and Description
5. Activate the Auto-approval group toggle
6. Click on Save 
7. Go to Employees tab
8. Click on Add employees at the top right corner
9. Select the employees whose requests you want to go to this approval group
10. Finally, click on Save

Activating the request period

You might be interested in defining when your employees can request training. You may want to limit the times when they can create these requests.

For that:

1. In your Sidebar, go to Settings
2. Access the Training section
3. In the Course requests section, activate Enable course requests
   • When this toggle is activated, employees with the appropriate permissions will be able to request training
   • When this toggle is deactivated, nobody will be able to request training

Creating a training request

New proposal

1. In your Sidebar, go to My training 
2. Go to the My training requests tab
3. Click on Request course
4. Fill in the Training request field. You have to specify:
   • The course need
   • Basic information
     • Course name
     • Provider name
     • External link
     • Related competencies
   • Time and cost information
     • Dates
     • Total course hours
     • Course schedule
     • Cost
     • Subsidised course (if needed)
   • Participants
   • Comments
5. Click on Send for approval

From catalogue

Employees can also request to join a course that already exists in the training plan by 

1. Clicking on Check the full catalogue
2. Directly in the Catalogue tab
3. By clicking on + Request course → From catalogue

Approving or rejecting a training request

When a request is submitted, the approval flow begins. For each approval level, notifications are sent to the approvers, and the request will not advance to the next level until at least one approver from the current level has approved it.

The approvers will receive:

• A notification in Inbox → Requests from which can review the basic information of the request and approve or reject it.
• An email from which they can approve or reject the request directly.

Approvers can access the list of all requests by navigating to Training → Requests, where they can view requests by Status and apply filters by Applicant, Competencies, and/or Request date.

Approvers can:

• Add info to a pending request
• Approve a request: If there are pending steps in the approval flow, the request stays pending; if it's the last step, it changes to approved
• Reject a request: The reason is mandatory, and the request is rejected without further steps.