As a trainer you have several options to communicate with the participants of your sessions. This article gives an overview of all communication features available from the trainer role. You open these features via Communication.
Overview of communication options
| Feature | Description |
|---|---|
| Compose e-mail | Compose an e-mail and send it to (a selection of) participants of a session. |
| E-mail history | View previously sent e-mails including subject, recipients, attachments and send date. |
| Attendance list | Manage the attendance of participants at a session and enter results. |
| Forms | View and manage forms linked to the session, such as evaluations. |
| Participant documents | Upload and manage documents for individual participants. |
Compose and send an e-mail
From the Compose tab you can write an e-mail to the participants of the session. You can:
- Enter a subject (pre-filled with the training name by default).
- Select recipients from the session's participant list.
- Compose a message with the rich text editor.
- Add attachments.
- Optionally add your e-mail address so participants can reply.
See the article Compose and send an e-mail to participants for a detailed guide.
E-mail history
On the History tab you will find an overview of all e-mails previously sent from the session. For each e-mail you can view the details, including the message and the attachments.
See the article View e-mail history for more information.
Attendance list
Via the attendance list you can register the attendance of participants as a trainer. Per participant you can perform the following actions:
- Register attendance (present, absent or unknown).
- Enter a result (passed, failed or not completed).
- Add a comment to a participant.
After updating the attendance list, any linked notifications are sent automatically, for example to the manager or HR employee when a participant is absent.
Forms
As a trainer you can view forms linked to the session, such as evaluation forms. You can:
- View the list of forms per session.
- View and analyse form results.
- Export forms as PDF.
Participant documents
From the attendance list you can upload and manage documents per participant. This is useful for:
- Uploading certificates or assignments.
- Adding relevant documentation to a participant.
- Managing (editing or deleting) previously uploaded documents.
See the article Upload and manage participant documents for more information.
Frequently asked questions
Which permissions do I need to send e-mails to participants?
You need the Trainer role and the session must be linked to you. Administrators have access to the e-mail history, but cannot compose e-mails themselves from the trainer module.
Can I communicate with participants of other sessions?
No, the communication features are linked to a specific session. You can only send e-mails to participants who are registered for the session to which you are linked as a trainer.
Are participants automatically informed of changes?
Automatic notifications (such as reminders and status changes) are managed via the portal's notification settings. The e-mail feature in the trainer role is intended for manual, personal communication with participants.
Can I send attachments with my e-mail?
Yes, you can add one or more attachments when composing an e-mail. Use the Add attachment button below the message field.