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The team leaderInviting and approving requests

Inviting and approving requests

The team leader4 min read
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Inviting and approving requests

🚧 Coming soon. This page is being prepared and its content may still change.

As a team leader, you step in at two moments. You assign the seats of trainings that have a limited number of places to the members of your team, and you answer the requests your learners send when they want to attend a session or follow a training. Everything happens in the learner application, never in the back office. For the rest of your role, see Following your team.

Assigning a seat

This part concerns you when you are the one choosing, without anyone having asked. Some trainings have a limited number of seats: you designate the members of your team who get one, because you know who needs it first.

The difference with the rest of this article lies in who takes the initiative:

  • You assign a seat: you choose the person, then you invite them.
  • You answer a request: the learner has taken the step, and you decide on their request.

Your assignment can then go through an approval, by a validator, by an administrator, or by both. Until the approval is done, the seat is not secured. Tell the person concerned, otherwise they will believe their registration is already confirmed.

⚠️ A seat is only counted when the learner accepts the invitation. If you invite three people for two remaining seats, the first two to answer get them. There is no waiting list and no over-allocation.

The learner sees a Track invitations block on their home screen, then an A seat is waiting for you window in which they choose Accept or Decline. If they decline, they give a reason, which you receive.

Answering a request

Your learners can send you two types of requests:

  • a session sign-up, when one of them wants to attend a scheduled session;
  • a training request, when one of them wants to follow a subject of their own accord.

You are told by a notification in the application.

Approving or rejecting a training request

  1. In the application, open the Requests screen.
  2. Select the tab matching the type of request to handle.
  3. Find the line of the learner concerned, then open the detail of their request.
  4. Select Approve to grant the request, or Reject to turn it down.

Handling session sign-ups

  1. From the Requests screen, open the session concerned.
  2. In the Requests tab, state for each learner whether you approve or reject them. The Details tab reminds you of the session information.
  3. Select Validate to record your answers.

⚠️ The Validate button stays inactive until you have marked at least one learner. Your answers are only recorded once you have selected it: if you close the window before that, they are lost.

⚠️ When the session is full, no further approval is possible. The screen displays No seats left. You cannot approve more participants. If a waiting list is enabled on the session, learners approved beyond the limit are placed on it.

⚠️ You are not necessarily the only one who has to answer. Your company can require the agreement of several roles (team leader, validator, administrator). The request is approved only once every required role has accepted. A single rejection, whatever the role, turns the request down and ends the circuit.

Why your answer counts

On a classroom training, you are the only one who knows whether the person can leave their post on the day. Neither the validator nor the administrator has that information: your answer is what settles it.

Answering fast, even to say no

A request left waiting three weeks misses the opportunity, and the person will not ask again. A quick refusal with a reason beats an approval that arrives too late.

No automatic reminder exists: a request nobody handles stays pending indefinitely.

⚠️ When there are no seats left, answer anyway, even to say “next session”. Silence makes it look like the request got lost.

If you are going on leave, say who handles the requests in your place.

🔧 On the administrator side. The approval circuit, the delays and the cover for absences are decided from the back office. See Setting up a team leader.

Going further

Following your teamCommon problems
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