Training Tracker Guide

This guide will go over:

1. Creating a training program
2. Recording an upcoming training program
3. Adding a completed training program
4. Sending out reminders

1. Creating a training program

Navigate to the 'Training Programs' tab in your Training module and click on 'Create training program'.

Fill out the name of the training, add a description and attach any applicable files. Select the fields you would like to track for this program - by default, each program tracks the date of completion, optional notes, and files.

By default, admins (for all employees) and managers (for their reports) can record a completed training. If you would like to grant enrolled employees permission to record, check off "Allow employees to record their own program completion".

You can set a due date by selecting "set due date" radio and inputting the number of days, months or years, relative to enrolment date. Enrollment date is the date when the employee is added to a training program. For new hires, if a training is assigned during the onboarding flow, their first day of work would be considered as the enrollment date.

If a certain training has multiple sessions, you can set the program to repeat. The options are:

• On a specific date: input a month and day of the year
• Relative to enrollment date: input the number of days, months, years after enrollment date
• Dependant on expiration date: Program will repeat dependant on recorded expiration date. This is recommended for licences. The next repeated session due date will be the expiration date.

To set a number of times you would like this program to repeat, select "does end" and input the total number of sessions.

Lastly, add employees you would like to enrol into the program and click 'Save'.

2. Recording a training program

To record an upcoming training program, navigate to the employee's profile and click on the 'Training' tab. Click on the three dots on the training you would like to mark as complete and select "Record".

Enter the training details and attach any files. These files will also be saved to the employee's 'Documents' tab. Click 'Save' to complete the training.

Once saved, the 'Upcoming Training' section will update and the training details will be recorded in the 'Completed' section. Click on the completed training to see the recorded details of the training or make changes.

 

3. Adding a completed training program

If you would like to add training details to an employee who may not be enrolled in a training program, click on the '+ Completed Training' button in the employee profile under the 'Completed Training' section. You can choose to select an existing training program or add a one-off training program to that employee.

4. Sending out reminders

Reminders can be sent out to employees if they are authorized to record training details. This can include admins, manager, or the enrolled employee. 

To send a reminder, click on the three dots on the training you would like to send a reminder for and select "Remind". A modal will appear and may be able to select who you would like to send a reminder to.

5. Training Report

Exporting a report on Training Programs can be found under the "Reporting module. The "Training Report" feature gives you an overview of all the information related to Training Programs created.

It displays the following information:

• Training Name
• First Name
• Last Name
• Status
• Due Date
• Completion Date
• Cost
• Credits
• Result
• Instructor
• Notes

By default, the report displays data for all training programs, excludes terminated employees, and only shows results for the most recent training session. To refine the report information, you can choose to filter results. You may filter by training programs as well as displaying results that include terminated employees and full training program history.