You can set an in-person training course to add paid time to each student's timesheet for every day of the course. The time is already approved when it appears, so nobody needs to request or approve anything. It works like a bank holiday: students show as off site that day, and it doesn't use up any of their holiday allowance.
Setting Up Training Timesheets (One-Off)
You only need to do this once. Until it's done, the timesheet options don't appear on your courses.
Go to System Settings, then Training.
Find the Timesheets setting.
Select Add a training pay rate and time request type.
This creates a Training pay rate and a Training time request type, and selects it for you.
If you'd rather use one of your existing time request types, choose it from the list instead.
Save your changes.
Adding a Course to Timesheets
Select Training, then In-Person Courses, and open the course.
In Details, select edit button on Timesheets.
Tick Add this course to attendees' timesheets.
Choose what Each training day counts as:
Contracted hours (default): the student's normal contracted hours for that day of the week.
Course day times: the course's actual start and finish times for that day.
Save your changes.
NB: Make sure that the individual has contracted hours on their profile (Address Book > Employment Tab) - otherwise this won't generate on their timesheet.
What Happens Next
When the course is published, each student gets one pre-approved Training entry on their timesheet for every course day. It will appear in the Time Off section on the Timesheet (see below).
If you switch it on for a course that's already published, the entries are added straight away. Switching it off removes them.
If you add a student to a published course, their entries appear shortly afterwards.
If you remove a student or cancel the course, their entries are removed.
If you change the course dates, the entries are updated to match.
If you change what each day counts as, existing entries are updated to the new hours.
The entries show on the student's weekly timesheet, on the web and in the mobile app, as approved Training lines.
Students also appear in Who's off site on their training days.
Use Case
Training managers, coordinators and super users who want students' paid training time to appear on their timesheets without anyone having to submit a time request.
Payroll teams who need training days paid and visible alongside normal working time.
đĄTips
A training day that falls on a day the student isn't contracted to work, for example a Saturday on a Monday-to-Friday contract, adds no time when using Contracted hours.
Weeks where the timesheet has already been approved are left as they are, so approved pay is never changed.
Each student needs a time-off policy for their training days to be added. Anyone without one is skipped, and everyone else on the course still gets their entries.