If you use the DTA module, you can also offer external training to employees. These trainings are not followed directly through the platform, but they are requested, reviewed, and managed via the LMS. In this article, we explain step by step how the request process for external courses works.
There are two ways an external offer request can be initiated:
1. The employee submits a request from the library
2. A manager assigns external training to an employee
Both routes have their own steps and handling process. Below, we explain each situation in detail, including what happens in cases of approval, rejection, and cancellation.
1. Employee submits a request from the library
When an employee requests an external training:
Their team managers receive a notification (often by email).
The manager logs into the LMS and goes to the overview of requests
(Manage > Requests > External courses).In the request you can find details such as the training, provider, cost, and motivation. The status at this stage is "pre-approval".
The team manager selects the correct budget (if they have permission) or checks whether the employee’s personal budget can be used.
If needed, the team manager adds a study expense arrangement.
Sending the request
At the bottom of the request, the team manager can choose to send it. There are three scenarios:
The team manager has approval rights for the selected budget
→ The request is sent for budget review
→ The manager approves the budget right away and sends request to provider.
→ Status: Provider review
The employee’s personal budget is used
→ The request is sent directly to the provider.
→ Status: Provider review
The team manager does not have approval rights for the selected budget
→ The request is forwarded to the approval managers responsible for the budget.
→ A comment can be added if necessary.
→ Status: Pending (pending budget review)
Budget approval manager approves or rejects the request
Decline
→ Enter a reason.
→ The requester is notified.
Approve
→ The request is forwarded to the provider.
→ Status: Provider review
Provider review
Here, there are two scenarios:
1. The employee selected a specific session (for scheduled training) or a flexible training
The provider approves or rejects the request.
After approval: Status becomes Confirmed
After rejection: Status becomes Declined
2. The employee did not choose a date for a scheduled training
The provider proposes a date.
The requester and/or manager receive a notification.
Status becomes Dates suggested
Once the date is accepted, the status changes to Confirmed
2. Assigning external training to an employee
You can assign external training via:
Users > All users > click ‘Assign’ for the user > External offer
Select the desired training.
A pop-up appears with the option to start the approval route immediately.
You can also choose to do this later; the request will then appear under
Manage > Requests > External offer.
The following steps are the same as described above.
Cancelling an external request
You can cancel an external request as long as the session has not started yet:
Do this using the Cancel button at the bottom of the request.
If the request has already been confirmed by the provider, cancellation fees may apply depending on the provider’s terms.
Who can cancel?
The employee Can cancel as long as the request has not yet been confirmed (unless configured otherwise via:
Requests > Three dots in the top right > External offer request settings > Allow request cancellation)
After the request is confimed, the employee can only request cancellation. The manager will be notified and processes the cancellation in the LMS.
The provider can also cancel the request from the provider portal. In that case, cancellation costs never apply.
After cancellation, the request status becomes Cancelled.