Post Training Admin Tasks - updating attendance, generating cert...etc

Post-Training Admin Tasks

Once a course has finished, there are a few common admin tasks training providers complete to keep their records accurate and certificates up to date.

This guide walks through a typical post-training workflow:

1. Review and update attendee names on the booking (Requires delegate Allocation Add On)

2. Record attendance (Present / Absent)

3. Record training outcomes (Pass / Fail / Retest / Did Not Attend) and generate certs (Requires delegate Pass/fail Add On)

4. (Optional) Use the Certification Portal to manage and send third-party certs - (Requires Certification feature Add On)

1. Review and Update Attendees on the Booking

After training, the admin team should first confirm that the attendee list on the booking matches who actually attended. Full user guide on delegate allocation here

This is most common for private / in-house schedules where attendees can change, rather than public courses.

Steps:

1. Go to Bookings and open the relevant booking.

2. Review the list of attendees:

   • Remove any attendee who did not attend.

   • Add a new contact for anyone who attended but is not yet in your database.

   • Or search existing contacts in your contacts database and assign them to the booking.

3. Save the booking once the attendee list is correct.

This ensures that only the correct people are included in attendance, results, and cert generation later.

2. Record Attendance (Present / Absent)

Next, the admin can record who was present or absent on the day. Full user guide here

Steps:

1. Open the Attendance feature.

2. The system will default to today’s date (you can change the date if needed).

3. From the list of attendees:

   • Mark anyone who did not attend as Absent.

   • Use the Bulk Update option to mark all remaining attendees as Present.

When you apply the update:

• A Present status is recorded for each attendee.

• A date stamp is logged, including who updated the attendance and when.

This gives you a clear record of attendance for each schedule.

3. Update Results and Generate Certificates

Once attendance is recorded, the next step is to mark training outcomes and optionally generate certificates. Full user guide here

Steps:

1. Go to Courses > Schedules.

2. Search for and open the relevant schedule.

3. Go to the Attendees tab.

4. Use the left-hand selection options to select the relevant attendees.

5. From the Pass / Did Not Attend (results) actions, choose a bulk update option for the selected attendees.

Result Options

You can bulk update results using the following statuses:

• Pass

• Pass + Generate Cert

• Fail

• Retest

• Did Not Attend

Pass

• Applies a Pass result to the attendee.

• Applies a renewal date (based on your course rules).

• Optionally, you can trigger an email to the booker confirming that these attendees have passed and will receive their certificate shortly.

Pass + Generate Cert

• Sets the result to Pass and applies a renewal date.

• Generates an internal (in-house) certificate using your branded template (logo, details, etc.).

• Can automatically email the cert:

  • to the booker,

  • to the students,

  • or to both, depending on your configuration.

Fail / Retest / Did Not Attend

• Sets the attendee’s status accordingly:

  • Fail – attendee did not meet the requirements.

  • Retest – attendee must re-sit an assessment or part of the training.

  • Did Not Attend – attendee was registered but did not attend.

• You can configure automated emails to send when any of these statuses are applied (for example, notifying the booker that specific staff need to rebook or retake the course).

Why This Matters

• Results are formally recorded against the booking and attendee.

• The result and renewal date are visible whenever you view the booking or attendee record.

• Renewal reminders are driven by these results:

  • Renewal reminders only send for attendees with a Pass status.

  • No reminders are sent for Did Not Attend, Fail, or Retest.

4. (Optional) Use the Certification Portal

If you are using the Certification Portal add-on, you can manage post-training certs in one central place. See complete user guide here

Typical uses:

• View a list of all certified attendees and the certs you have issued.

• See who has been marked as Passed and what certs they have already received.

• Upload third-party certificates (e.g. from external awarding bodies) when they arrive.

• Email these third-party certs to the booker, attendees, or both directly from the portal.

This makes it easy to keep your cert records complete, combining both internal and external certs in one place.