Keep a training delivery register aligned with actual sessions
Join session evidence, attendance, learning materials and feedback into a reliable delivery register.
How this works
Use this when a training team delivers recurring sessions to multiple client teams and manually updates a dashboard afterward. The workflow connects what was scheduled with what actually happened, who attended, which materials were delivered and what feedback arrived.
The register is a delivery record, not a learner assessment. Invitations show expected participants; attendance evidence shows participation. Keep session, team and person IDs stable so rescheduled sessions and repeated names do not inflate delivered totals.
Before you start
Register structure
Define session, team and participant identifiers plus the allowed planned, delivered, cancelled and uncertain statuses.
Completion evidence
Agree what proves delivery and which attendance source takes precedence when meeting records disagree.
Prepare the inputs
- session_plan
- Required
Calendar or delivery schedule export
Capture session ID, client/team, topic, instructor and timezone.
- delivery_evidence
- Required
Attendance export, recording metadata or facilitator confirmation
Retain source references and actual session times; a calendar invitation is insufficient.
- materials_feedback
- Optional / conditional
Delivered files and feedback records
Link to the session; absence remains not received, never zero satisfaction.
Implementation, step by step
Identify changed sessions
- Select the review period and load the existing register. Collect new calendar, meeting and delivery records through approved tools or local exports.
- Resolve reschedules using session IDs and explicit change messages, preserving original and current times rather than inserting a second completed session.
Checkpoint: A deduplicated list of sessions needing reconciliation exists.
Determine delivery status
- Compare actual meeting evidence with the planned session. Extract facilitator, topic, platform and start/end facts where available.
- Mark completion only under the agreed evidence rule. If a recording exists without attendance data, keep attendance unknown rather than copying the invite list.
Checkpoint: Each delivery status has supporting evidence or an explicit hold.
Reconcile participation
- Map attendees to stable people and team IDs. Retain unmatched names and guest accounts in a separate review list.
- Apply the organization’s attendance counting rule consistently, including reconnects and shared devices; do not infer engagement or competence from presence.
Checkpoint: Attendance counts reconcile to participant rows without silent duplicates.
Attach deliverables and feedback
- Match curriculum files, exercises and follow-up materials to the correct session and version. Distinguish prepared files from evidence of actual delivery.
- Associate feedback with its session and response count. Avoid exposing free-text personal comments in broad client dashboards.
Checkpoint: Materials and feedback have clear received or missing status.
Prepare the weekly update
- Export register changes with before/after values, evidence and unresolved owners. Recompute session counts from approved statuses.
- Have the coordinator review discrepancies before applying authorized updates. Preserve an update receipt so repeated runs do not duplicate sessions or participants.
Checkpoint: The dashboard can explain each delivered count and open item.
Decisions along the way
Meeting was cancelled but materials were sent
Record cancellation and material delivery separately; do not count a delivered live session.
Two people share a display name
Keep separate candidate identities until the coordinator resolves them.
What you will produce
training-delivery.csv
CSVA reconciled delivery register.
Include: session_id · team_id · status · actual_time · attendance_count · materials · feedback_status · evidence
training-gaps.md
MarkdownA focused follow-up list for the coordinator.
Include: session_id · missing_evidence · owner · question
Check the result
- Reconcile delivered totals to individual session rows.
- Check repeated calendar imports do not duplicate attendance.
- Ensure missing feedback is not converted into a zero rating.
When something goes wrong
Attendance export is unavailable
Keep the count unknown and request facilitator confirmation.
A material link is inaccessible
Record the missing permission and preserve the existing reference without inventing contents.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Synthetic: update two client workshops.
Inputs
Session S10 has a attendance export with eight unique IDs. S11 has ten invitees but was cancelled.
Expected result
Mark S10 delivered with eight attendees; S11 cancelled with attendance not applicable, not ten participants.
Run a small pilot
Start small
Pilot one client team across several completed and rescheduled sessions.
Record the baseline
Record manual reconciliation time and corrections to delivered counts.
Agree success criteria
Require agreement with coordinator-confirmed attendance and material delivery.
Stop or revise
Stop automatic completion flags when the evidence source is unreliable.
Keep the scope clear
- Do not infer learner performance, satisfaction or training effectiveness from attendance alone.
- Client-facing reports and external register edits follow the existing authorization scope.
Check before using
The training coordinator confirms attendance and completion before client reporting.
Business activities
- Deliver recurring client work
- Deliver courses and training
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: Session plan · Attendance evidence · Training materials · Feedback records
Start with one recurring task, agree which sources to use, and review the first result with your team.
Discuss this workflow