Replace a Need – FAQ 🔄 What is Replacing a training need? Replacing a need allows you to substitute an already assigned training with another one. The system keeps traceability of the original contribution while updating the training content. 🖱️ How do I replace a training need? Go to the Courses tab. Click the Replace button next to the training need. A new window will open. Select the new course you want to assign. Click on Replace — the new course will replace the original assignment. 👤 Who can replace a training need? Any user can replace a need they contributed , as long as it has not yet been approved or denied. Permissions depend on workflow configuration: If Workflow Hierarchical Approval is enabled (legacy/old workflow): Users at higher hierarchy levels can replace needs created by lower-level contributors. If Workflow Hierarchical Approval is disabled (new workflow): You can replace a need only if: You are the original contributor, or You did override of the need and thus became its contributor. 🚫 Why don’t I see the “Replace” button? If the button is not visible, you likely don’t have permission. Check the following: Are you the contributor of the need? Are you still within the planning (contribution) period ? Has the need already been reviewed (approved/denied) by a higher-level user? Have there been changes in segment configuration or permissions affecting your access? Is the configuration “Managers prevented to Replace or Delete end-user requested needs” enabled? If yes, managers cannot replace needs requested by end-users. 💰 What happens if the task plan includes a budget? If budget configuration is active: The system will validate the budget during replacement , just like when assigning a new need. If the new course exceeds budget constraints, the replacement may be blocked. 🧩 What happens to custom fields during replacement? Some custom fields may be removed automatically due to restrictions: If a manager replaces a need submitted by an end-user, fields not available to managers will be removed. If custom fields depend on specific training conditions, they will be removed if the new course does not meet those conditions. 📩 What happens to notifications and contributor tracking? The system keeps the original contributor information . The original contributor will still receive: Training Plan Approved notifications Training Plan Denied notifications (if these are configured) ⚡ Can I replace multiple needs at once? Yes — Bulk Replace is available. Users with permission can replace multiple training needs in one action. This is only possible: During the planning phase Within their contribution period 📝 Key things to remember Replacement does not erase history — it updates the assigned training. Changes in the segment workflow settings while the plan is already launched heavily impact replace availability. Budget and custom field rules are enforced during the process.

FAQ – Deny a Need 1. What does “Deny a Need” mean? Denying a need allows a contributor or approver to reject a training need submitted in a Task Plan. When a need is denied, the reason must be provided and recorded in the system. 2. Where can I deny a need? Needs can be approved or denied in the Training Needs tab. To deny a need: Click the “Deny” button next to the need. Enter the reason for denial in the required field. Confirm to proceed. This information is stored in the audit log and visible in the need’s details. 3. Who can deny a need? Task Plans with Workflow Hierarchical Approval enabled Any user, organizational unit, or relationship higher than the contributor/approver of the training need can deny it. Task Plans with Workflow Hierarchical Approval disabled Any configured approver of the contributor can deny the need. 4. Contributors without approvers A new configuration allows contributors who have no approvers to deny a need that they assigned and that was automatically approved. This can be configured: Globally : Preferences > Task Plans Global Configurations (section 3.2.1 of the User Manual) Per task : Task Configuration > General > Additional Information (section 6.4.8 of the User Manual) When enabled: Needs assigned by a contributor with no approvers are automatically approved. The contributor can reverse the approval and deny the need . This applies to needs from both the catalog and imported needs . 5. Examples when the Deny button configuration is enabled Manager without approvers A manager assigns a need to a subordinate. The need is automatically approved. He can still reverse the approval and deny the need. End-user without approvers An employee assigns a need to himself. The need is automatically approved. He can reverse the action and deny the need. L&D with multiple profiles Users can select which profile to use when denying a need. 6. Examples when the Deny button configuration is disabled L&D without approvers An RH responsible (L&D) assigns a need to a user. The need is automatically approved. The L&D cannot reverse the approval or deny the need. End-user without approvers An employee assigns a need to himself. The need is automatically approved. He cannot reverse the action and deny the need. 7. Effect on budget When denying a need in a Task Plan with a budget, the cost of the denied need is removed from the budget . 8. Bulk Deny Users with deny permission can perform a bulk deny operation during the planning phase and within their contribution period. This allows multiple needs to be denied in a single action. For details on bulk operations, see section 7.7.13 of the User Manual . 9. Audit and tracking All Deny actions are recorded in the audit log for transparency. The original contributor remains associated with the need for tracking and notifications.

FAQs Archive - Training Plans Support

Q: Configuration of Email Source

FAQ – Email Source Configuration What is Email Source? Email Source allows you to configure the email source that will be used for the emails sent by Training Plans. Which options are available? TP Default – emails will be sent using Training Plans default SMTP. Custom SMTP – emails will be sent using a customized SMTP using the tenant’s credentials. Why might the Email Source Address be replaced? Be advised, some SMTP servers might replace the indicated Email Source Address (found on the textbox next to the Email Source Type) as a security measure, such as Gmail. Where can I learn more about email configuration? Please check our dedicated and abbreviated manual about Email Configuration (available in the section Reference Documentation) to learn more about email configuration.

Session Costs, Capacity and Budgeting

Rita Conde2026-06-16T15:37:40+00:00

Session Costs, Capacity and Budgeting in Training Plans 1. Why does Training Plans not reflect flat session costs accurately when attendance is lower than capacity? Training Plans is designed to

Session Costs, Capacity and BudgetingRita Conde2026-06-16T15:37:40+00:00

Session execution status

Rita Conde2026-05-29T09:01:59+00:00

Session Execution Status (since Release 3.65, March 2026) 1. What changed in Release 3.65? From Release 3.65 (March 2026), Training Plans now manages execution of events at session level. 👉

Session execution statusRita Conde2026-05-29T09:01:59+00:00

Replace a Need

Rita Conde2026-05-12T22:03:39+00:00

Replace a Need – FAQ 🔄 What is Replacing a training need? Replacing a need allows you to substitute an already assigned training with another one. The system keeps traceability

Replace a NeedRita Conde2026-05-12T22:03:39+00:00

Deny a Need

Rita Conde2025-12-05T18:03:08+00:00

FAQ – Deny a Need 1. What does “Deny a Need” mean? Denying a need allows a contributor or approver to reject a training need submitted in a Task Plan.

Deny a NeedRita Conde2025-12-05T18:03:08+00:00

Override of training needs

Rita Conde2025-12-05T17:56:31+00:00

FAQ – Overriding a Need 1. What is “Overriding a Need”? Overriding a need allows a contributor to take control of a training need submitted by someone at a lower

Override of training needsRita Conde2025-12-05T17:56:31+00:00

Configuration of Email Source

Rita Conde2025-11-12T08:05:54+00:00

FAQ – Email Source Configuration What is Email Source?Email Source allows you to configure the email source that will be used for the emails sent by Training Plans. Which options

Configuration of Email SourceRita Conde2025-11-12T08:05:54+00:00

Importing Needs with Custom Fields

Rita Conde2025-11-12T08:16:43+00:00

FAQ: Importing Needs with Custom Fields Q: How does importing needs with custom fields work? When the task plan includes defined custom fields, the import file will contain columns corresponding

Importing Needs with Custom FieldsRita Conde2025-11-12T08:16:43+00:00

Delete a training need

Rita Conde2026-05-29T09:19:24+00:00

📌 FAQ – Deleting a Training Need Who can delete a training need? A user can delete a need they contributed themselves, if the need hasn't been already approved or

Delete a training needRita Conde2026-05-29T09:19:24+00:00

Status of Events During Execution

Rita Conde2025-11-12T08:21:03+00:00

Status of Events During Execution Q1: What does "status of events during execution" mean? It refers to the current progress or state of a training event, as a learner progresses

Status of Events During ExecutionRita Conde2025-11-12T08:21:03+00:00

How is the executed price calculated?

Rita Conde2025-11-12T08:21:20+00:00

📍 During the execution phase of a task, the Task Plan Execution tab allows you to track the actual progress of your plan. In this tab, you can see:

How is the executed price calculated?Rita Conde2025-11-12T08:21:20+00:00