Manage participant aptitude

Important: this article is intended for Endalia HR users with the Administrator profile.

Aptitude indicates whether a participant has met the minimum attendance required to successfully complete a training action. It is a key piece of information for managing FUNDAE subsidies and for training reporting.

TABLE OF CONTENTS

• What is aptitude?
• How is it calculated automatically
• How to set the minimum attendance threshold
• How to check participants' aptitude
• How to modify aptitude manually
• Aptitude and FUNDAE

What is aptitude?

Aptitude is a calculated field that has two possible values: Fit or Not fit. It shows whether a participant has reached the minimum attendance percentage set for that training action.

It is different from the participant's phase (Enrolled, Started, Pending completion, Completed, Withdrawn): the phase indicates the point in the participation cycle, while aptitude indicates whether the quality of participation meets the minimum attendance requirement.

How is it calculated automatically

The system automatically calculates aptitude when a participant reaches the Pending completion or Completed phase. The formula is:

• If final attendance ≥ configured minimum threshold → Fit
• If final attendance < configured minimum threshold → Not fit

The final attendance used for the calculation is:

• The manual attendance if it has been entered (this always prevails over the automatic calculation).
• The session attendance calculated automatically if there is no manual attendance.

Before the participant reaches one of these phases, the aptitude field appears empty.

How to set the minimum attendance threshold

The minimum attendance percentage is set per training action from the Evaluation and Closure tab, under the Aptitude section.

The default value is 75%. You can modify it while the training action is in Draft or Available status. In later statuses (In progress, Completed) the field is visible but not editable.

Steps:

1. Go to the record of the training action.
2. Go to the Evaluation and Closure tab.
3. In the Aptitude block, enter the required minimum attendance percentage.
4. Save the changes.

How to check participants' aptitude

Each participant's aptitude is visible in the Aptitude column of the participants table, within the Participants tab of the training action sheet.

The possible values you will see in this column are:

• Fit: the participant meets the minimum attendance.
• Not fit: the participant does not meet the minimum attendance.
• Empty: the participant has not yet reached the Pending completion or Completed phase, so aptitude has not yet been calculated.
• Info icon: if the aptitude has been modified manually, a visual indicator will appear to show this.

How to modify aptitude manually

You can override the automatically calculated value at any time. This operation is called override and is permanent: once changed manually, the system will not recalculate the aptitude for that participant even if their attendance changes.

Individual modification:

1. Go to the Participants tab of the training action record.
2. Find the participant whose aptitude you want to modify.
3. From that participant's action menu, select Modify aptitude.
4. Choose Fit or Not fit and confirm.

Bulk modification:

1. Select multiple participants using the table checkboxes, or select all filtered results.
2. In the action toolbar, select Manage aptitude.
3. Choose Fit or Not fit in the modal that appears and confirm.

Once you confirm the manual modification, the field will display a visual indicator to show that aptitude has been manually overridden. Subsequent changes in attendance will not affect this value.

Aptitude and FUNDAE

If the training action is subsidizable, aptitude has a direct impact on the management of the subsidy:

• Only participants with Fit aptitude are counted as eligible participants for FUNDAE purposes.
• A participant in the Withdrawn phase who has aptitude Fit is counted for FUNDAE.
• The count of eligible participants is one of the data exported in the FUNDAE group completion XML.

For this reason, it is especially important to review and, if necessary, correct the aptitude of participants before performing the FUNDAE export.