Semi-Automated Creation of Mandatory Training Records

Purpose

This feature helps administrators ensure that all personnel have a Training Record for their mandatory competencies. Instead of creating records one by one, the system identifies users who are missing required records and provides prompts to create them in bulk. This is particularly useful for new employee onboarding or when new company-wide training requirements are introduced.

How it Works: A Two-Step Process

The feature works in two stages:

1. Configuration: An administrator first defines which mandatory competencies should be monitored for this process.
2. Trigger: The system then prompts an administrator to create the missing records at several key points during user and training management.

Step 1: Configuration

This is a one-time setup performed in the Administration panel.

1. Navigate to Administration > Training Management.
2. Select the Competency tab.
3. Click CONFIGURE to open the config panel, where you will see the "Automatic Record Creation" tab.
4. Default Workflow Status: Select the workflow step (e.g., 'Open') that newly created Training Records should be assigned to.
5. Select Competencies: From the list of available competencies on the left, select the ones you want to enable for this feature and use the arrow to move them to the list on the right.
   • Best Practice: It is recommended to start with one or two common competencies (e.g., 'Site Induction') to familiarise yourself with the process before enabling it for all mandatory training.
6. Click Save.

Step 2: Triggering Record Creation

Once configured, the system will prompt you to create missing records in the following four ways:

1. When Creating/Editing an Occupational Requirement:

   • After you create a new or edit an existing Occupational Requirement, the system will identify all users affected by this change who do not have the required Training Record. A pop-up will appear, listing these users and allowing you to select and create the necessary records for them.

2. When Editing a User Record:

   • If you edit a user's record in a way that assigns them a new mandatory competency (e.g., by changing their Occupation), a similar pop-up will appear upon saving, prompting you to create the missing record for that specific user.

3. From the Occupational Requirements Screen:

   • Navigate to Administration > Training Management > Occupational Requirements.
   • A "Create missing training records" button will be visible in the toolbar. Clicking this provides a complete list of all users across the system who are missing a record for any of the configured mandatory competencies, allowing you to perform a bulk update at any time.

4. From the Users Screen:

   • Navigate to Administration > Users.
   • A "Create missing training records" button is also available here. It functions identically to the one on the Occupational Requirements screen.

Important Considerations

• Record Must Not Exist: This feature checks only for the existence of a Training Record for that person and competency. It does not check the status of an existing record. If a user already has a record for 'Basic Computer Skills', even if it is expired or overdue, they will not appear in the list to have a new one created.
• Notifications and Rules: The creation of records via this feature will trigger any standard Record Notifications or Rules Engine automations that are configured for the creation of new Training Records.