Training FAQ

Will a clinic attendee's schedule throw a conflict if their clinic overlaps with a task?

In Scheduling, no conflicts will be created. However, a black "Training" or "Trainer" pill will appear on the timeline to signify that the instructor has signed up for a clinic.

Timekeeping, however, cannot accept conflicts between paid activities. If you schedule an instructor who attended a paid clinic for a task that's also associated with a paid activity, Timekeeping will have to throw one of the paid activities out.

You can avoid this kind of situation by not linking your paid clinics to a paid activity. Instead, you can create a task in Scheduling and link it to a paid activity.

See Paying Staff for Attending or Leading Training Clinics to learn more about the two approaches to paying staff for clinics.

Note: For a training clinic to pay attendees, it must be linked to a paid activity in admin settings. See Creating and Associating Paid Activities to learn more.

Once linked, a clinic type will not indicate that it is paid clinic. Because of this, we recommend adding "paid" or an equivalent note to the title of the clinic type.

How do I, as a scheduler, ensure I'm not scheduling tasks for an instructor who is already signed up for an unpaid training?

Common solutions resorts use to prevent scheduling instructors on top of a training involve using shifts like "Off - Available for Privates" or "Off - No Override" so the scheduling team knows not to schedule tasks on those days. Then, resorts train the instructors to only sign up for clinics on days they are scheduled off, unless there is a mandatory clinic you direct them to. If they have a paid training, (see question prior to this one) it may be beneficial to have mandatory paid trainings as tasks so that schedulers can see it in tasks and so that it will throw a conflict.

How do I ensure an instructor doesn't signup for a clinic while they're scheduled to work and already have a task on their schedule?

You cannot. It will be dependent on your school how you choose to train the instructors or supervisors to be accountable.

If an instructor is signed up for a clinic and then gets put onto a lesson last second at lineup, what happens?

If the trainer marks them as not-attended, they will not get credit for that clinic. If the clinic is more than 24 hours away, the instructor can drop out of the clinic on their own. If it is within 24 hours they will have to have a scheduler remove them from the clinic by design so the trainer can then be notified by the supervisor/admin as well. You should go back at the end of the day and remove them from the clinic as an admin so they do not show in the 'did not attend' training reports.

While this Trainer's clinic overlaps with a paid tasks, there is no conflict being thrown so they will not have a red box warning. Since trainers need to be paid out of tasks and cannot be paid from training, once a task for the clinic is put onto their schedule it would throw a conflict or any overlapping tasks.

An Instructor says they cannot drop a clinic they've signed up for, why?

Resorts can set limitations as to when an instructor can no longer drop or add a clinic, and would need to contact a supervisor to make changes. Check your settings for Training in Admin settings -> Product settings -> Training -> Attendance.