A training session is a classroom or online event for a course: a date, a time, a place, and a list of trainees booked on it. Sessions are scheduled from the course they teach. A session can have a capacity, and QTRACA stops you booking more people than it holds — except that trainees excused from the session do not take up a place.
Where to find it: Training > Courses, open the course, then the Sessions tab.
Training Calendar in the Training menu shows trainees’ training due dates, not sessions. Sessions are listed on each course’s Sessions tab, and trainees see the sessions they are booked on in the Training Centre.
Concepts
| Term | What it means |
|---|---|
| Session | One scheduled event for a course. A course can have any number. |
| Booking | A trainee enrolled on a session, listed under Attendees. A new booking has the status registered. |
| Capacity | The most people the session holds. Leave it empty for no limit. |
| Excused | A booking marked excused. It stays on the list for the record but does not take a place. |
| Spots available | Capacity minus the bookings that take a place. |
Quick start
- Open the course’s Sessions tab and click Schedule Session.
- Fill in the date, start and end time, location and capacity, then click Schedule Session.
- On the new session’s card, click Attendees, then Add Attendees.
- Pick the trainees and click Enroll N Trainee(s).
- On the day, take attendance — see Taking Attendance.
The Sessions tab
Each session is a card showing its status badge, Date, Time (start and end, such as 09:30 - 11:00), Location, Instructor, Capacity and, for online sessions, a Join Meeting link. Capacity reads as places taken out of the capacity, followed by (N spots available) or (Full).
| Button | What it does |
|---|---|
| Take Attendance | Shown only on the day of the session. Opens the attendee list, the same as Attendees. |
| Attendees | Opens the list of bookings below the cards. |
| Calendar | Downloads a calendar invite (.ics file) for the session, to add to Outlook or Google Calendar or send to attendees. |
| Edit | Reopens the session details. |
| Delete | Deletes the session and its bookings after “Are you sure you want to delete this session?”. |
Scheduling a session
| Field | Notes |
|---|---|
| Session Title * | Starts as the course name followed by “Session”. |
| Description | Optional. Shown on the card. |
| Session Date * | Defaults to today. |
| Start Time * / End Time * | Default 09:00 to 10:00. |
| Location | Room or building. |
| Instructor | A QTRACA user. |
| Capacity | Maximum number of attendees. Leave empty for unlimited. |
| Virtual Meeting Link | For online or hybrid sessions. Appears on the card as Join Meeting. |
Click Schedule Session to save; “Session scheduled successfully!” confirms it.
Booking trainees
Click Add Attendees to open Add Attendees to <session>. Search and select trainees under Select Trainees to Enroll; the hint shows Remaining capacity. Then click Enroll N Trainee(s).
- If everyone is booked, “Successfully enrolled N trainee(s)” confirms it.
- If some bookings are refused, Partial Success says “Enrolled X trainee(s), Y failed”, and an error message gives the reason.
- A booking that would go over capacity is refused with “This session is full.” Places are checked booking by booking, so selecting more people than there are spots books as many as fit and refuses the rest.
- A trainee can be booked on a session only once.
Export downloads the attendee list as a CSV file with the session details and each trainee’s name, email, status and notes.
Capacity, excused bookings and available spots
Capacity counts the bookings that take a place: registered, attended and absent. An excused booking does not, so excusing someone who cannot come frees their place for someone else without losing the record that they were booked.
Every count on the screen works the same way. The card’s Capacity and spots available, the attendee list’s Enrolled, and the Remaining capacity in Add Attendees all leave excused bookings out. The list adds how many are excused, for example Enrolled: 2 / 10 (1 excused). Add Attendees is hidden once the places are all taken.
Changing an excused booking back to registered, attended or absent takes a place again, so it is refused with “This session is full.” when the session has no room.
What trainees see
In the Training Centre a trainee sees the upcoming sessions they are booked on, with date, time, location and instructor. Excused bookings, past sessions and cancelled sessions are not shown. Trainees cannot book themselves; staff book them here. See Navigating the Training Centre.
Availability and permissions
- Part of the Training module, on every course type.
- Scheduling, editing and deleting sessions needs the Admin or Training Coordinator role.
- Booking trainees, changing a booking’s status and removing a booking needs Admin, Setup Admin User, Supervisor or Training Coordinator.
Things to know
- Booking someone does not assign them the course. A session is the event; the assignment is on the course’s Trainees tab. Attending a document course’s session does complete the course — see Taking Attendance.
- A session’s status cannot be changed from this screen. New sessions are scheduled. To call a session off, delete it.