Creating and Managing Training Records

Overview of Training Records

Training Records are the individual entries that track a person's engagement with a specific Competency (course, license, skill). You will create and manage these records within the Training Records module. The system uses distinct forms for internal staff and external contractors to capture relevant details accurately.

Creating a New Training Record

1. From the main menu, navigate to Training Records.
2. Click the New Record button.
   • For internal employees, the standard "Training Record" form will typically open by default.
   • For external contractors, ensure you select the "Contractor Training Record" form if prompted, or if "User Type" is available, select "External".

Key Fields (Internal Employee - "Training Record" Form):

• Name (Internal): Select the employee. This is required.
• Competency: Choose the specific training course or skill. This is required. The system may use this to auto-fill renewal information.
• Started Date: (Optional) When the training began.
• Completion Date: (Optional) When the training was successfully finished. This date cannot be in the future. Entering this date is often a trigger for calculating the Scheduled/Renewal Date.
• Scheduled/Renewal Date: Indicates when the training needs to be renewed or a refresher is due. This may auto-populate based on the selected Competency's renewal rules and the Completion Date.
• Expiry Date: (Optional) The official date the certification or competency expires. This also can auto-populate and is critical for tracking compliance. Records become "Expired" after this date.
• Resources/Comments: Useful for notes, or links to certificates (though dedicated attachment features may also exist).
• Training Coordinator(s): (Optional) Select internal staff responsible for overseeing this specific training record. They may receive notifications.
• Course Status: (Optional) The current stage of the training (e.g., Not Started, In Progress, Completed, Overdue). For integrated Online Learning courses, this may update automatically.

Key Fields (External Contractor - "Contractor Training Record" Form):

• Name (Contractor): Select the contractor. This is required.
• Competency: Choose the training. This is required.
• Completion Date: (Optional) As above.
• Scheduled/Renewal Date: (Optional) As above.
• Expiry Date: This is required for contractor records to ensure their qualifications are current.
• Accountable: Select the internal employee responsible for this contractor's training. This person is required and will likely receive related notifications.
• Contractor Company: Assign to the correct contractor company via the hierarchy. This is required.

Online Learning Section (if applicable):

If the training is an Online Learning course, this section will display read-only information:

• Progress %: Completion progress of the online course.
• Result/Score: Outcome of the course (e.g., Pass/Fail, score).
• Launch Link: A direct link for the user to access the online course.

General Actions:

• Submit: Saves the record and makes it active (usually "Open" status).
• Save (as Draft): Saves your current input without making the record fully active, allowing you to complete it later.

Understanding Training Record Workflow & Statuses

Training records progress through several statuses, influencing available actions and notifications:

• Draft: Initial entry, not yet active.
• Open: Active training, either current or scheduled. If an Expiry Date passes, it will automatically become "Expired".
• Expired: The Expiry Date has passed. The training is no longer considered current. From here, it can be renewed (returning to "Open" with new dates) or archived.
• Manually Archived: A user has intentionally archived the record (e.g., training superseded, person no longer requires it).
• Archived: A final, automated status for records that have been "Expired" or "Manually Archived" for a defined period.

Action buttons like "Archive", "Mark as Open" (to renew), or "Restore" will appear based on the record's current status and your permissions.

Automated Email Notifications

The system helps you stay on top of training requirements by sending automated emails. These typically include a direct link to the relevant training record.

Common Notifications for Internal Employee Training:

• Training Expires Within One Month: Alerts the employee and Training Coordinator(s) before an Expiry Date.
• Training Expired: Informs the employee and Training Coordinator(s) once an Expiry Date has passed.
• Online Learning Record Created: Notifies the employee when an online course is assigned.
• Training Created: Confirms a new record is active, sent to the employee and Training Coordinator(s).

Common Notifications for Contractor Training:

• Training Expires Within One Month: Alerts the Accountable person.
• Training Expired: Informs the Accountable person.