Plans - Use the New Hire Scheduler

The New Hire Scheduler gives Plan Managers one workspace for coordinating the live Event requirements in a new-hire Learning Plan. You can organize learners into practical cohorts, compare their current schedules, register them for upcoming Events, adjust whether a course is required, and then send the applicable calendar updates.

Important: The Scheduler is enabled for selected Learning Plans. If the New Hire Scheduler tab is not available on the Plan, contact Profiscience to discuss enabling it for that Plan.

Before You Begin

• You must be able to manage the selected Learning Plan.
• The learners must already be enrolled in the Plan.
• Instructor-led course requirements should have upcoming Events available. If an Event has not been created yet, you can create it from the Scheduler.
• On-demand-only courses do not need an Event assignment; the Scheduler shows them as assigned.

Open the New Hire Scheduler

1. In InstructorSite, select Plans.
2. Open the new-hire Plan you want to manage.
3. Select the New Hire Scheduler tab beside Overview and Users.

The banner at the top summarizes the workflow:

1. Find and Select Learners

Use View Learners By to organize the scheduling population by:

• Name
• Hire Date
• Hire Date and Location
• Enrollment Date
• Enrollment Date and Location
• Location

Search for a group or learner, and use the status filter to focus on records that require action. Select a group, then select all or only some learners in that group. The status icon indicates whether scheduling work remains.

When one learner is selected, expand the schedule summary to review that learner's existing Event registrations. You can also use Copy as text for Email when you need to share the schedule outside the Scheduler.

2. Choose Events and Learners for Each Course

The right side shows the selected learners' Plan courses. Open a course card and:

1. Under Choose an Event, select an upcoming Event. Review its date, location, capacity status, and calendar-update status.
2. Under Select Learners, select the learners who should be registered for that Event.
3. Repeat for the other Event-based courses in the Plan.

The learner grid preserves useful context:

• Completed learners cannot be scheduled again for that course.
• Already Registered identifies an existing registration, including standby status when applicable.
• Pending Attendance means attendance has not yet been recorded for a past Event. Use Review Attendance; the learner cannot be scheduled again until attendance is resolved.
• Not Required means the course does not currently apply to that learner.

If an Upcoming Event Is Not Available

Select Create Event on the course card. Event creation opens in a new browser tab so the Scheduler and your in-progress selections remain available. A Return to Scheduling banner provides a direct route back.

After the Event is created, the Scheduler normally adds it to that course's Event choices automatically. If it does not appear, refresh the Scheduler and continue.

Note: Creating an Event does not automatically select it or register learners.

Change Whether a Course Is Required

If a course should not apply to one or more selected learners, use either:

• Mark Selected Not Required for selected learners in a course, or
• the learner's status menu to choose Make Required or Make Not Required.

These are pending changes until you save them. Use Reset Changes if you want to undo the unsaved changes for that course.

3. Review and Save Your Changes

After you make registration or requirement changes, the save bar appears at the bottom of the page.

1. Select View Changes to review the proposed changes by course and learner.
2. Select Save All Changes.
3. Confirm that the save completes before leaving the page.

You can use Discard Changes to reload the saved Scheduler data and remove all unsaved changes. If you try to leave with unsaved changes, the Scheduler warns you first.

4. Send Calendar Updates

Saving registration changes and sending calendar updates are separate steps. After a save, the Next Step: Calendar Updates window lists the applicable updates for the selected group or learner.

• Select Send Calendar Updates to send the listed requests.
• Select Don't Send Calendar Updates to close the window without sending them. The registration changes remain saved, and the Scheduler continues to flag calendar updates that are ready to send.

Before sending, review the learner, course, Event date, update type, and whether an update came from the current save or was deferred earlier.

Working With Large Plans

The Scheduler initially loads up to 100 of the most recently enrolled learners. If more are available, select Load 100 More until the learners you need are loaded.

Select All Learners applies only to learners already loaded on the page. Loading more learners preserves existing selections and unsaved scheduling changes.

Frequently Asked Questions

Why don't I see the New Hire Scheduler tab?

The Scheduler must be enabled for the selected Learning Plan, and you must be able to manage that Plan. Contact Profiscience if you want to use the Scheduler on a Plan that does not show the tab.

Why is a learner missing?

First clear the search and status filter. On large Plans, select Load 100 More because only the first batch of learners is loaded initially. Also confirm that the learner is enrolled in the Plan.

Why can't I select a learner for a course?

The learner may have completed the course, may be waiting for attendance to be recorded for a past Event, or may not be required to complete that course. Read the learner's status in the course card for the specific reason.

Why isn't a past Event listed under Choose an Event?

Only upcoming Events can be selected for new scheduling. A past Event appears only when it is relevant to a pending-attendance message.

What do the capacity indicators mean?

The Event list shows whether capacity is available, at the last seat, full, or exceeded after pending selections are considered. Review the Event and your organization's standby process before saving registrations when capacity is limited.

Does Save All Changes send meeting requests?

No. Saving commits the registration and requirement changes. Use the calendar-updates step that follows the save to send the applicable calendar requests.

What if I close the calendar-updates window without sending?

Your registration changes stay saved. The Scheduler marks those calendar updates as ready so they can be reviewed and sent later.

Can I schedule on-demand courses?

On-demand-only courses do not require Event registration. The Scheduler shows them as assigned and lets you change whether they are required for the selected learners.

What happens when a Plan has more than one version?

The Scheduler uses each learner's applicable Plan version and course requirements. Version labels appear in grouping information when they are needed to distinguish cohorts.

Can I create or view an Event without losing my Scheduler work?

Yes. Create Event and View Event open in a new tab from the Scheduler. The original Scheduler tab remains available with its in-progress context.

Expected Result

After you save and send the appropriate calendar updates, the selected learners show the correct Event registrations or requirement status for each course. When no scheduling or registration work remains, the Scheduler displays All caught up!