Training budgets let you set a maximum amount available for trainings per department. Once budgets have been set, training costs are automatically charged to the department budget when a user registers for or completes a training.
Requirements
- The Charge training costs to department budgets portal setting must be set to Yes.
- You need administrator rights to set up budgets.
Set up a budget for a department
- Go to Management > Costs > Budgets.
- Select the year for which you want to set the budget.
- Find the required department in the overview.
- Enter the available budget in the Budget column.
- Click Save.
Budget fields
| Field name | Description | Required |
|---|---|---|
| Department | The department to which the budget applies. | Yes |
| Year | The year to which the budget applies. | Yes |
| Budget | The total amount available for trainings. | Yes |
Create a new budget year
To create budgets for a new year:
- Go to Management > Costs > Budgets.
- Click Create new year.
- The system creates a new budget year. You can then enter the budgets per department.
Note: Unspent budget is not automatically carried over to the following year. Set up a new budget for each year.
Budget indicator in the catalogue
When training budgets have been set up, the catalogue shows whether the user has enough budget for the relevant training sessions. This lets users see in advance whether a registration falls within the available department budget.
If the Check user budget in catalogue training setting is enabled and a user does not have enough budget, the Register button is blocked. In that case, the user cannot register for the training, but can still join the waiting room if it is enabled.
When this setting is enabled, participants with insufficient budget are shown in grey in the selection list when registering participants through the training planner, and they cannot be selected.
View the budget per user
The Budget tab in the user profile shows the available and spent budget:
- Open the user profile.
- Go to the Budget tab.
- You see the total department budget, the amount spent and the remaining budget.
Frequently asked questions
What happens if the budget is exceeded?
When the Check user budget in catalogue training setting is enabled and a user does not have enough budget, the registration button in the catalogue is blocked. The user cannot register for the training, but can still join the waiting room. When registering participants through the training planner, participants with insufficient budget are shown in grey and cannot be selected.
Can the user see in the catalogue whether there is enough budget?
Yes, when the Check user budget in catalogue training setting is enabled, the catalogue shows per training session whether the user has enough budget for the training. If the budget is insufficient, the registration button is blocked.
Can I import budgets?
Yes, you can import user budgets via Management > Management > Imports > Users > User Budget.
Where can I find a budget report?
Go to Reports > Budget & Costs > Budget and costs for an overview of all budgets and spending.