Who is this article for?

Users who need to add Training Records.

Training User (TRGUSR) permissions are required.

Training Records within the system can be created for Individual Trainees or for batches of Trainees via Departments or Roles.

Administrators can both raise and confirm the Training Records. If enabled in the module settings, Trainees can create, confirm and even cancel their own training records, giving you the flexibility you need to create a system that suits your requirements.

1. Accessing Training Records
2. Creating Training Records
   • Individual Training (User)
   • Bulk Training (Department)
   • Bulk Training (Role)
   • Previous Bulk Training (Department)
   • Previous Bulk Training (Role)
   • External 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. Creating Training Records

There are several methods for adding Records.

Individual Training (User)

To create a new Record:

1. Navigate to Training Manager.
2. Click New Training.

3. Choose a Department.
4. Add a Trainee.
5. Select the Training Category and associated Training Course from the dropdown boxes.
6. If Calendar Events are enabled in the chosen Course, you will see a Calendar icon in the Course Details header bar.
   Click it to reveal the Calendar Event window.

7. Set the Start Date.
8. Select a Location.
9. Tick the Multi-day Event box if the Course is carried out over multiple days.
   This will enable the End Date field.
10. Optionally, uncheck the All Day Event box to enable the Start and End Time fields.
    You can use these fields to define the length of the Training Course.
11. Choose a Training Date from the Calendar widget.
    When the course is saved, the notification email to the Trainee will include a .ICS file to create an event in their email client Calendar.
12. Click Save.

If you wish to collect details of Training Providers, Trainers, and Cost for later analysis, you will also have to populate these fields prior to saving.

To create additional Training Records for the same User, click the Add Course icon from the New Training Details header bar.

Once the details for each Course have been created, click the Save icon in the New Training Details header bar.

All Training Records take on the re-training period defined in the Course Details screen.

Bulk Training (Department)

To create a new Record:

1. Navigate to Training Manager.
2. Click New Bulk Training.

3. Select Multiple Training By Department radio button.

4. Choose a Department from the dropdown.
5. Select a constituent Group within the selected department using the dropdown.
   A list of Trainees who are members of both the selected Department and Group will be displayed.
   All Users in the selected Group are pre-selected for Training.

6. Remove those Users that don’t require Training by unticking the box to the left of their name.
   If the chosen Group has many members, the list of Users can be viewed by selecting the scroll bar to the right of the User names.
7. Select a mandatory Training Category and a constituent Training Course.
8. By default, the records will be set to Allow Trainees to Schedule.
   Keeping this setting allows the Users to schedule their own training but, you can set the Complete Training By date to give them a target date for doing so.
9. If you select Schedule Now, the Confirm Training By field will change to Training Date and you can select a specific date for the training to take place.
10. Optionally you can send a weekly reminder to those Trainees that don’t confirm their Training Record by populating the Weekly Reminder Start Date using the calendar widget.
11. Click Save.

If you wish to collect details of Training Providers, Trainers, and Cost for later analysis, you will also have to populate these fields prior to saving.

Bulk Training (Role)

To create a new Record:

1. Navigate to Training Manager.
2. Click New Bulk Training.

3. Select Multiple Training By Role radio button.

4. Choose a Role from the dropdown.
   A list of Trainees who are associated with that Role will be displayed.
   All Users in the selected Role are pre-selected for Training.

5. Remove those Users that don’t require Training by unticking the box to the left of their name.
   If the chosen Role has many members, the list of Users can be viewed by selecting the scroll bar to the right of the User names.
6. Select a mandatory Training Category and a constituent Training Course.
7. By default, the records will be set to Allow Trainees to Schedule.
   Keeping this setting allows the Users to schedule their own training but, you can set the Complete Training By date to give them a target date for doing so.
8. If you select Schedule Now, the Confirm Training By field will change to Training Date and you can select a specific date for the training to take place.
9. Optionally you can send a weekly reminder to those Trainees that don’t confirm their Training Record by populating the Weekly Reminder Start Date using the calendar widget.
10. Click Save.

If you wish to collect details of Training Providers, Trainers, and Cost for later analysis, you will also have to populate these fields prior to saving.

Previous Bulk Training (Department)

To create a new Record:

1. Navigate to Training Manager.
2. Click Previous Bulk Training.

3. Select Multiple Training By Department radio button.

4. Choose a Department from the dropdown and a constituent Group within the selected department.
   A list of Trainees who are members of that Department and Group will be displayed.
   All Users in the selected Group are pre-selected for Training.

5. Remove those Users that don’t require Training by unticking the box to the left of their name.
   If the chosen Group has many members, the list of Users can be viewed by selecting the scroll bar to the right of the User names.
6. Set the Complete Training By date.
7. If Auto-confirm Training is selected, documentary evidence of completed training attendance may be mandatory, as set by the settings for the Training Course.
   This will have the effect of automatically confirming the Training Record for all Trainees.
   If Auto-confirm Training is not selected, all internal Trainees will have to confirm their Training Records but Users classified as External will have their Training records automatically confirmed.
8. To attach documentary evidence, select the Add New icon in the blue Documents Header bar.
   From there you can select a local document to attach to the Training Records.
9. Click Save.

If you wish to collect details of Training Providers, Trainers, and Cost for later analysis, you will also have to populate these fields prior to saving.

Previous Bulk Training (Role)

To create a new Record:

1. Navigate to Training Manager.
2. Click Previous Bulk Training.

3. Select Multiple Training By Role radio button.

4. Choose a Role from the dropdown.
   A list of Trainees who are members of that Role will be displayed.
   All Users in the selected Role are pre-selected for Training.

5. Remove those Users that don’t require Training by unticking the box to the left of their name.
   If the chosen Role has many members, the list of Users can be viewed by selecting the scroll bar to the right of the User names.
6. Set the Complete Training By date.
7. If Auto-confirm Training is selected, documentary evidence of completed training attendance may be mandatory, as set by the settings for the Training Course.
   This will have the effect of automatically confirming the Training Record for all Trainees.
   If Auto-confirm Training is not selected, all internal Trainees will have to confirm their Training Records but Users classified as External will have their Training records automatically confirmed.
8. To attach documentary evidence, select the Add New icon in the blue Documents Header bar.
   From there you can select a local document to attach to the Training Records.
9. Click Save.

If you wish to collect details of Training Providers, Trainers, and Cost for later analysis, you will also have to populate these fields prior to saving.

External Training

Training Records for external Trainees can be created using the same process as internal staff. he only difference is the User record definition.

External Trainees can be associated with an appropriate Department or Role to reflect your organisational structure and Training Records for them can be assigned accordingly.

Since external Trainees are not members of the organisation and do not have the capability to sign in, the process for confirmation of their Training Records differs.

Training Records that are not automatically confirmed must be confirmed by a Training Administrator.  They can filter the Training Records List by ticking the External Trainees only checkbox.

An external Trainee will not receive emails when their training is Confirmed, Deleted, or when re-training is due. If there is a quiz associated with the Training Course, external Trainees will not be required to complete the quiz.