🔹Learning Module

Learning Module

The Learning Module in Pocket HRMS lets you set up, run, and track training programs for your employees. It covers the full process — from defining the basic building blocks like training types, trainers, and locations, to creating a learning program, scheduling and assigning it to employees, and tracking progress through reports.

This guide walks you through the module phase by phase, in the order you would typically set things up.

Configuring the Learning Module

1. How to Create a Learning Type?

Path: Cloud > Settings > Learning > Learning Type

Learning types let you categorize and organize different kinds of training content, so you can group related trainings under one label (for example, Digital Marketing or Autocad) and associate multiple individual learnings with each type.

Step 1: Log in to Cloud, go to Settings, open Learning, and select Learning Type.

Step 2: The Learning Type List shows all existing types and a total entry count. Use the search bar to find a type by name.

Step 3: Click + Add New Type. Enter a name in the Learning Type Name field, then click Add Learning Type to save.

Step 4: Click the eye icon in the View column to see the learnings under a type. This opens the Learning Name List, with a count badge (for example, ESS Training shows 5 learnings).

Step 5: Click the pencil icon to edit a type. The Edit window shows the name field (pre-filled) and a Current Status box with the number of associated learnings. Update the name and click Save Changes.

Step 6: To delete a Learning Type, click the trash icon in the Action column.

1. How to Add or Create a New Trainer?

Path: Cloud > Settings > Learning > Trainer Details

Trainer Details lets you maintain a list of the people who deliver training — both employees from within your organization (Internal Trainer) and trainers from outside your organization (External Trainer).

Step 1: Log in to Cloud, go to Settings, open Learning, and select Trainer Details.

Step 2: Use the Internal Trainer and External Trainer tabs to switch between the two lists. Each trainer appears as a card showing their name, department, skills, and certification.

Step 3: Use the search bar to find a specific trainer.

Step 4: Click the + icon to add a new trainer. Choose Internal Trainer or External Trainerat the top of the window.

Step 5: For an Internal Trainer, select the Employee Code from the dropdown (mandatory). Department is filled in automatically based on the employee record. Enter Skills and Certified In (both mandatory), then click Save. Click Clear to reset the form.

Step 6: For an External Trainer, enter Trainer Name, Email, Phone, Skills, and Certified In — all mandatory — then click Save. Click Clear to reset the form.

Step 7: Click the pencil icon on a trainer's card to edit their details. The Edit window shows Employee Code and Department as read-only (pre-filled), with Skills and Certified In editable. Update the fields and click Update to save.

Step 8: Click the trash icon on a trainer's card to delete the trainer.

1. How to Add a Training Location?

Path: Cloud > Settings > Learning > Training Location

Training Location lets you maintain a list of physical venues where training sessions take place, such as office meeting rooms or city-based venues.

Step 1: Log in to Cloud, go to Settings, open Learning, and select Training Location.

Step 2: Each location appears as a card showing its name and address.

Step 3: Click the + icon to add a new location. In the Training Location window, enter the Location name and Address (both mandatory), then click Save. Click Close to exit without saving.

Step 4: Click the pencil icon on a location's card to edit it. The Training Location window opens pre-filled with the existing Location and Address. Update the fields and click Update to save.

Step 5: Click the trash icon on a location's card to delete it.

Creating the Learning Program

1. How to Create a Learning Program?

Path: Cloud > Settings > Learning > Learning Program Details

The Learning page lists all learning programs created in the system. Each program appears as a card showing its name, mode (Online/Offline), duration, and date range.

Step 1: Log in to Cloud Portal, go to Settings, open Learning, and select Learning Program Details.

Step 2: Click the + icon at the top right of the Learning page to create a new program. This opens the Create Learning Program window, with four tabs: Learning Details, Configuration, Reference Material, and Assignment.

Step 3: In the Learning Details tab,

1. Enter the Learning Name, Learning Type, Training Mode (Online or Offline)

1. Learning Platform, Duration(In Hours or Days) along with their values,

Eg: 5 Hours or 3 Days.

1. Start Date and End Date, Location, and Learning Head — all mandatory.

1. If you want to enable certificate options, Check the box, and Click Save.

Step 4: In the Configuration tab, under Notification, enable Learning Email & Feedback, set reminder timing, and select a feedback form. Click Save.

Step 5: In the Reference Material tab, choose a Content Type from the Dropdown, then click Create.

Step 6: In the Assignment tab, click + Add Assignment, Fill in the details, then Save Assignment.

Step 7: Check the Certificate checkbox in Learning Details to enable the Certification Details tab. There, select a Template and enter a Title, then click Save.

Step 8: Click the copy icon on a program's card to duplicate it. Enter a Learning Name, Start Date, and End Date, then click Copy.

Step 9: Click the pencil icon on a program's card to edit it. This opens the Update Learning Program window with the same tabs described above. Make Changes as per your requirement, and click on Save.

Step 10: Click the archive icon on a program's card to archive that learning program.

Step 11: Click the trash icon on a program's card to delete it.

1. How to Create a Training Batch?

Path: Cloud > Settings > Learning > Training Batches

Training Batches lets you group specific employees under a learning program, so you can track that group's training together.

Step 1: Log in to Cloud Portal, go to Settings, open Learning, and select Training Batches.

Step 2: Enter a Batch Name, select one or more Employee Codesto be added to the batch, and select one or more Learnings from the Select Learnings field (all mandatory). Select Learnings refers to the learning program names created earlier under Learning Program Details.

Step 3: Optionally, set a Practical Date and Select Sessions. Click Create Batch to save.

Step 4: The Created Batches table below lists all batches created so far, showing Batch Name, Employees, Learnings, Practical Date, and Learning Session.

Step 5: In the Created Batches table, click Edit in the Actions column to modify a batch. The Edit Training Batch window opens pre-filled with the Batch Name, Practical Date, Employees, Learnings, and Sessions. Update the fields and click Save.

Step 6: Click Delete in the Actions column to delete a batch.

Assigning Training

How to Assign a Learning Program to Employees?

Path: Cloud > Settings > Learning > Assign Learning Program

Assign Learning lets you assign a specific learning program to one or more employees, using filters to narrow down who it applies to.

Step 1: Log in to Cloud Portal, go to Settings, open Learning, and select Assign Learning Program.

Step 2: Select a Learning Type and a Learning Namefrom their respective dropdowns. Click the assign Button to choose which employees to assign the program to.

Step 3: Choose an Employee Status: All, Active, or Inactive. Select specific employees using Select Employee, or narrow the list further using the Filters section (Branch, Department, Designation, Location, and others). Click Apply.

Step 4: Click "Click here to view assigned employee records" to see everyone already assigned to a program. Set a Start Date and End Date to filter the list by assignment period.

Step 5: Click Edit next to a record to modify it, Scroll the page upwards to change and update the details.

Tracking and Reporting

1. How to Generate a Training Management Detailed Report?

Path: Cloud > Settings > Learning > Training Management Detailed

Report Training Management Detailed lets you pull a training status report, either grouped by employee category or filtered down to a specific employee.

Step 1: Log in to Cloud Portal, go to Settings, open Learning, and select Training Management Detailed.

Step 2: Use Group By to group the report, and check Summary if you want a summarized view. Optionally filter by Training Name and Training Status.

Step 3: To pull the report for a specific employee, select them under Employee. Set a From Date and To Date to define the reporting period.

Step 4: To pull it by category instead, use the Category panel on the right to check one or more categories (for example, Supervisor Trainee, Staff, Team Lead).

Step 5: Click Download Excel or Download PDF to get the report in your preferred format.

1. How to Generate a Training Report?

Path: Cloud > Settings > Learning > Training Reports

Training Reports lets you generate one of several report types from a single page, using the Report Type dropdown to switch between them.

Step 1: Log in to Cloud Portal, go to Settings, open Learning, and select Training Reports.

Step 2: Use the Report Type dropdown to choose which report to generate: Training Master Report, Employee Training Card Report, or Training Progress Report.

To generate a Training Master Report:

Step 1: Select Training Master Report from the Report Type dropdown.

Step 2: Filter by Employee Code, Learning Type, Training Name, Start Date, End Date, Batch Name,and Type as needed.

Step 3: Click View.

To generate an Employee Training Card Report:

Step 1: Select Employee Training Card Report from the Report Type dropdown.

Step 2: Select an Employee Code. Click View.

To generate a Training Progress Report:

Step 1: Select Training Progress Report from the Report Type dropdown.

Step 2: Filter by Employee Code, Learning Type, Training Name, Start Date, End Date, Batch Name, and Type as needed. Click View.

Path Link: https://cloud.pockethrms.com/Settings/Employee/Index?module=Training&submodule=TrainingReports

Learning on the ESS Portal

This section covers the employee-facing side of the Learning Module, accessed through the ESS Portal.

Path: Log in to the ESS Portal > Learning > Learning

Step 1: Log in to the ESS Portal, Click Learning in the top navigation, From the sub-menu, select Learning.

Step 2: This opens a screen with six tabs:

Dashboard, Learning List, Employee Session, Certificate Detail, Feedback, and Learning Catalog.

1. Dashboard

Step 1: Open the Dashboard tab. The Training Status panel on the left shows a count of trainings for the employee. The calendar on the right shows scheduled trainings by date. Use the arrows to move between months, click today to jump to the current date, and use month, week, or day to change the calendar view.

Step 2: Scroll down to see the Certification Received panel, listing certificates the employee has earned (for example, IVIS Learning Certificate, Online Sales Training Certificate).

Step 3: Below that, the Training List panel shows trainings assigned to the employee, each with a completion date, and The Training Programs Completed In Month panel shows trainings completed within the current month.

1. Learning List

Step 1: Open the Learning List tab and:

1. Set a date range using the two date fields to filter which learning programs are shown.

2. A count badge next to the date fields shows the total number of programs.

3. Use the Status dropdown to filter by status (default is All).

4. then click View to apply it.

5. Click Download to export the list.

6. Use the search bar to find a specific learning program by name.

Step 2: Each learning program appears as a card showing its name, date range, and status (for example, Expired or Completed). Cards for programs assigned by a manager are marked "Assigned by Manager".

Step 3: Click a card to open its details. This opens a screen with the tabs Learning Details, Reference Material, Assignments, Session, and Certificate Details.

Step 4: In the Learning Details tab, view the Learning Name, date range, Description, and a Progress bar showing percentage completed.

Step 5: In the Reference Material tab, select a document from the list (for example, a video or linked document) to view its content or link in the panel on the right. Click Next to move to the next document.

Step 6: The Assignments tab lists assignments for that learning program, showing Assignment Name, Assignment Description, Choose File, Trainer Rating, Trainer Feedback, and Status.

Step 7: The Session tab shows Employee Sessions and Previous Session History for that learning program.

Step 8: The Certificate Details tab lists certificates for that learning program, showing Learning Name, Trainer Name, Learning Date, Status, and Action.

1. Employee Session

Step 1: Open the Employee Session tab. The Employee Sessions panel at the top shows any currently scheduled sessions for the employee.

Step 2: The Previous Session History table below lists past sessions, showing details like Trainer Name, Employee Name, Learning Name, Session Name, Date, and Time.

Step 3: Use the search bar to find a specific session, and use Previous, Next, and the page numbers to move through the list.

1. Certificate Detail

Step 1: Open the Certificate Detail tab.

The table lists all certificates earned, showing Learning Name, Trainer Name, Learning Date, and Status. Click the download icon in the Action column to download a certificate.

Step 2: Use the search bar to find a specific certificate, and use Previous, Next, and the page numbers to move through the list.

1. Feedback

Step 1: Open the Feedback tab. The table lists trainings assigned to the employee, showing Trainer Head, Training Name, Training Status, Employee Feedback, and Employee Rating.

Step 2: Click the Employee Rating dropdown and select a rating from 1 to 5, then submit it.

Path Link: https://ess.pockethrms.com/Training/Transaction/MyTraining?Menu=Dashboard

Trainer on the ESS Portal

This section covers the Trainer sub-menu on the ESS Portal, used by employees who deliver training.

Path: Log in to the ESS Portal > Learning > Trainer > Trainer Dashboard

Step 1: Log in to the ESS Portal. Click Learning in the top navigation, and from the sub-menu, select Trainer.

Step 2: This opens a screen with four tabs: Trainer Dashboard, Assign Training, New Employee Session, and Employee Session.

1. Trainer Dashboard

Step 1: Open the Trainer Dashboardtab.

Step 2: Check Total Trainings Conducted to see how many trainings you've delivered so far.

Step 3: Check Pending Feedbacks to Submit to see if any trainee feedback is still due from you.

Step 4: Look at Trainee Performance Summary for an overall average score across your trainees.

Step 5: Look at Training Completion Status to see how many trainings are Completed, In Progress, or Not Started.

Step 6: Scroll down to Top Performing Employees and Low Performing Employees to see which trainees are doing best and which need more support.

1. Assign Training

Step 1: Open the Assign Training tab. Select a Learning Type and Learning Name. Choose an Employee Code, then click Submit to assign the training to that employee.

Step 2: To assign the same training to several employees at once, click Multiple Employee instead. In the Assign Training Multiple window, search for employees by Code or Name, check the ones you want, then click Save.

Step 3: The table below lists all training assignments, showing Employee Code, Employee Name, Learning Name, and Assigned Date.

Use the search bar to find a specific assignment.

Step 4: Select one or more rows using the checkboxes, then click Delete to remove those assignments.

1. Employee Session New

Step 1: Open the Employee Session New tab.Select a Learning Name (mandatory). Optionally filter further by Batch Name, Session Name, and Session Date.

Step 2: Click Search to view matching sessions. Results appear in a table below, showing Training Name, Session Name, Session Deviation Name, Session Deviation Description, Session Date, Total, Present, and Absent. Click Export to download the results as an Excel file.

1. Employee Session

Step 1: Open the Employee Session tab. The Employee Sessions panel at the top shows any currently scheduled sessions.

Step 2: The Previous Session History table below lists past sessions, showing details like Trainer Name, Employee Name, Learning Name, Session Name, Date, and Time. Use the search bar to find a specific session.

Path Link: https://ess.pockethrms.com/Training/Transaction/MyTraining?Menu=Dashboard

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