Who is this article for?

Users who need to review training records.

Training User (TRGUSR) permissions are required.

Changing the details of ongoing and completed courses can be done through the Training Records List screen. 

1. Accessing Training Records
2. Amending Training Records
3. Adding Journal Entries
4. Rescheduling Training Records
5. Cancelling Training Records
   
   • Cancelling Re-Training
   • Cancelling Training

1. Accessing Training Records

To access Training Records, navigate to Training Manager.

You will see the Training Records List screen using your last selected filters.

2. Amending Training Records

To edit an existing Record:

1. Open the relevant Training Record by selecting it from the list.
   You will be presented with the Training Record details screen.

2. Modify details as necessary
3. Click Save.

3. Adding Journal Entries

Entries of any changes that are made to the Training Record are automatically input as a Journal entry. For example, where the cost of the training is updated.

Ad-hoc entries can be entered at any time.

To create a Journal Entry:

1. Open the relevant Training Record by selecting it from the list.
2. Switch to the "Journals" tab.

3. Click the New Journal icon in the Journal header bar.

4. Enter a mandatory Comment.
5. Tick Attach Document if you wish to attach any documentation to the record.
6. Give the document a Title.
7. Browse... to locate the document you wish to attach to the Journal.
8. Click Save.

Any attached documentation can be viewed by selecting the View Document icon located to the far right of the Journal record.

4. Rescheduling Training Records

If a scheduled Training Record needs to be rescheduled, the module gives the ability to do so, while also logging a reason for the reschedule and providing a cancellation .ICS file via email notification if calendar events are enabled.

To reschedule a Record:

1. Open the relevant Training Record by selecting it from the list.
2. Change the Training Date field to reflect the new date.
3. If the system settings require Users to enter a password, you will see the password window appear, similar to below:

4. Enter your password.
5. Click Save to confirm.
   You should then be presented with the "Reschedule Training – Reason" window.

6. Select a Reschedule Reason from the dropdown.
7. Provide a Comment giving further details for the change.
8. Tick Include Calendar Event to include an .ICS file in the confirmation email.
9. Click Save to confirm the rescheduled training date.

5. Cancelling Training Records

Cancelling Re-Training

If a Trainee changes roles or leaves the organisation, a Training Administrator may need to cancel any re-training dates that have been set.

To cancel re-training:

1. Open the relevant Training Record by selecting it from the list.
2. Click the Minus (-) icon next to the calendar in the Re-Training Date field.
   You will see a pop-up window.

3. Enter a Reason.
4. Click Save.

The re-training requirement will be removed and an entry will be left in the Journal.

Cancelling Training

If a created Training Record is no longer required, a Training Administrator can cancel the record.

If enabled in the system settings, the cancellation functionality can be opened to Trainees, allowing them to cancel their own Training Records.

To cancel training:

1. Open the relevant Training Record by selecting it from the list.
2. Click the Cancel icon from the header bar.
3. If the system settings require Users to enter a password, you will see the password window appear, similar to below:

4. Enter your password.
5. Click Save.
   You should then be presented with the "Cancel Training" window.

6. Choose a Cancellation Reason from the dropdown.
   These are created and maintained by a System Administrator.
7. Provide a Comment explaining the cancellation.
8. Clic kthe Cancel icon to confirm.

If calendar events are enabled, the Trainee will receive an email notification with a new .ICS file to cancel the previously scheduled event in their calendar.