Session Details Reference
Complete reference guide for all user interface elements, fields, and buttons in the Session management area.
Overview
This reference provides detailed descriptions of every element you'll encounter when working with Session records in Training Manager Web Edition. Use this guide to understand the purpose and functionality of each field, button, and tab.
Toolbar Buttons
The session toolbar provides essential navigation and action buttons:
| Button | Description | Additional Notes |
|---|---|---|
| Back | Returns to the previous page | Maintains your navigation history |
| Save | Saves all changes to the session record | Always save after making changes |
| New Session | Creates a new Session | See Add New Sessions guide |
| Copy | Creates a duplicate of the current session | Useful for creating similar sessions |
| Delete | Moves the session to the recycle bin | See Delete Sessions guide |
Toolbar Usage
- Use Save frequently to avoid losing changes
- Copy is helpful when the same group of students attend training for multiple different courses
- Delete moves to recycle bin - you can restore if needed
Session Tabs
Session details are organized into several tabs, each containing related information:
General Tab
The General tab contains the core session information and student management.
Session Configuration
| Field | Type | Description | Required |
|---|---|---|---|
| Course | Selection | The training course delivered in this session | Yes |
| Version | Selection | Specific version of the course | Recommended |
| Begin | Date/Time | Date and time when the session started | No |
| End | Date/Time | Date and time when the session ended | No |
| Hours | Numeric | Training duration in hours | Optional* |
*Hours field auto-calculates from Begin/End times, and can be manually entered to override.
Course and Version:
- Course Selection: Choose from active courses in the course catalog
- Version Tracking: Links to specific course versions for compliance
- Default Values: Course selection populates default trainer, location, and costs
Schedule Information:
- Begin/End Times: Use for session scheduling
- Auto-Calculation: Hours automatically calculated when both times provided
- Manual Hours: Enter directly to override auto-calculation (for example, if the session spans multiple days)
Session Resources
| Field | Type | Description | Source |
|---|---|---|---|
| Trainer | Selection | Session instructor | Personnel with "Is Trainer" = Yes |
| Location | Selection | Where training occurred | Location hierarchy |
| Capacity | Numeric | Maximum number of students | Planning and safety limits |
Resource Management:
- Trainer Assignment: Must be active personnel marked as trainer
- Location Selection: From configured location hierarchy
- Capacity Planning: Helps with room booking and safety compliance
Cost Information
| Field | Type | Description | Calculation |
|---|---|---|---|
| Fixed Cost | Currency | Base cost for conducting the session | Independent of student count |
| Total Cost | Currency | Complete session cost | Auto-calculated: Fixed Cost + (Student Cost × Student Count) |
Cost Calculation Details:
- Fixed Cost: Covers facility, equipment, trainer fees
- Student Cost: Per-student materials, certificates, assessments
- Total Cost: Automatically calculated and updated when students added/removed
Cost Management
Total Cost = Fixed Cost + (Student Cost × Number of Students)
Student Management Controls
| Button/Control | Description | Functionality |
|---|---|---|
| Add Student | Add one or more students to session | Opens student selection dialog |
| Remove Student | Remove selected students from session | Requires student selection first |
| Batch Update | Update multiple students simultaneously | Status, completion date, score, notes |
Student Management Workflow:
- Add Students: Select from active personnel or import from groups
- Manage Attendance: Track who attended the session
- Record Outcomes: Update completion status and scores
- Batch Operations: Efficiently update multiple students at once
Student List Details
For each student enrolled in the session:
| Field | Type | Description | Usage |
|---|---|---|---|
| Student | Display | Personnel name and details | Connected to personnel record |
| Status | Selection | Training completion status | Completed, Enrolled, Pending, Pending Approval, Wait-Listed, Failed, Cancelled, No Show |
| Completion Date | Date | When training was completed | May differ from session end date (i.e. after demonstration of proficiency) |
| Score | Numeric | Test or evaluation result | Optional performance metric |
| Student Cost | Currency | Cost for this specific student | Override default if needed |
| Notes | Text | Student-specific training notes | Notes in this section appear on the Training Transcript (with Notes) report. |
Status Definitions:
- Completed: Training successfully finished with all requirements met
- Enrolled: Student is registered to attend training
- Pending: Training not yet completed
- Pending Approval: Special status for user submitted training record
- Wait-Listed: Student available but not yet confirmed
- Failed: Training not successfully completed
- Cancelled: Student cancelled before completion
- No Show: Student did not attend and did not cancel
Completion Date Usage:
- May be different from session end date
- Useful for makeup work or additional requirements
- Required for compliance tracking and reporting
Notes Tab
Free-Form Documentation
Common Uses for Session Notes:
- Training effectiveness observations
- Equipment or facility issues
- Recommendations for future sessions
Files Tab
Document Management
| Feature | Description | Supported Formats |
|---|---|---|
| File Upload | Attach session-related documents | PDF, DOC, PPT, images |
| Download Access | Retrieve uploaded files | Available to authorized users |
File Management Tips:
- Upload training materials used in session
- Store completed evaluations and assessments
- Save attendance records and scanned sign-in sheets
- Attach certificates or completion documents
- Attach small files (pdf), use links in the Notes for large files (videos)
Common Document Types:
- Training Materials: Presentations, handouts, manuals
- Assessments: Tests, quizzes, practical evaluations
- Documentation: Attendance sheets, certificates
History Tab
Change Tracking
| Information | Description | Details Available |
|---|---|---|
| Change List | Chronological record of changes | Date, user, fields changed |
| Change Details | Specific information about each update | Click any row for full details |
| Audit Trail | Complete modification history | Maintained for compliance |
History Tracking Includes:
- Session schedule changes
- Student additions and removals
- Status updates and completion records
- Cost adjustments
- Resource reassignments
Audit Value:
- Demonstrates training management diligence
- Provides compliance audit trail
- Supports legal and regulatory requirements
Integration with Other Modules
Session Relationships
With Course Management:
- Sessions deliver specific courses and versions
- Course updates may affect existing sessions
- Default values populate from course settings
With People Management:
- Trainers must exist in personnel with trainer designation
- Students must have personnel records in the system
- Session completion updates individual training transcripts
With Requirements:
- Session completion can fulfill training requirements
- Requirement due dates can be used for session scheduling
- Compliance status automatically updated based on individual completions
With Reporting:
- Session data feeds training reports
- Cost information supports budget management
- Completion status enables compliance tracking
Navigation and Workflow
Getting to Session Details
- From Session List - Click on any session row
- From Search Results - Select session from filtered list
- From Personnel Records - Follow session links from training transcripts
Common Workflows
Creating and Delivering Training:
- Create new session with course and schedule
- Add students and prepare materials
- Print sign-in sheets if needed
- Conduct Session
- Record attendance and completion status
- Generate reports and certificates
Managing Session Changes:
- Edit session details as needed
- Add or remove students
- Update completion status
- Document changes in notes
- Notify affected stakeholders
Session Lifecycle Management:
- Plan and schedule sessions
- Execute training delivery
- Record outcomes and completion
- Generate reports and documentation
Related Topics
- Add New Sessions - Creating session records
- Edit Sessions - Modifying session information
- Delete Sessions - Removing sessions
- Restore Sessions - Recovering deleted sessions
- Manage Courses - Course catalog management
- Manage People - Personnel and trainer management
- Manage Requirements - Training requirement compliance
- Dashboards & Reports - Training reporting and analytics
This reference guide covers all aspects of the Session interface. Bookmark this page for quick access to field descriptions and session management functionality.