Creating and Managing Training Records
Learn how to log new training records for employees and contractors, update existing records, and understand the record lifecycle and automated notifications.
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
- From the main menu, navigate to Training Records.
- 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 anExpiry Date
. - Training Expired: Informs the employee and
Training Coordinator(s)
once anExpiry 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.
Version: 1
Training Management Overview
Understand the purpose and key components of Training Management, including Training Records, Competencies, Occupation Requirements, and the Training Matrix.
Generating Reports from Training Records
Guidance on accessing and generating standard reports related to training compliance, history, and upcoming expiries.