Supplemental Training

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callout-successThis feature is available to Site Managers, Campus Admins, Campus Managers, and User Group Managers depending on system configuration.

 

Introduction

The supplemental training feature lets you store and track records for content that is not offered within the system. You can also upload supporting documents to each user’s training record, track associated costs, and use automatic email alerts to let users know when their training is expiring. Any number of supplemental training records can be added to a user’s profile and then edited, deleted, and reported upon.


Training Record Reports

  1. R403 is a dedicated external training report report.  
  2. R404 is a dedicated internal training report report. 
  3. The Supplemental Training page itself can be filtered and exported as R906.

Navigate to Training Records

callout-successThis feature is available to Site Managers, Campus Admins, Campus Managers, and User Group Managers depending on system configuration.

 

  1. Navigate to User Accounts.
  2. Select Supplemental Training from the Sections menu on the right. If you can't see the menu, show the Tool Panel.
    supplemental-training-navigation-3
Example of an individual's supplemental training page.

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From this page you can view, sort, filter, export, delete, and edit exisiting supplemental training items for multiple users.  The page displays the ID, type, associated product or title, user, various dates, and any attachments for each entry.

  1. Log in with a Manager or Site Manager account type.
  2. Select Supplemental Training. The location of Supplemetal Training is based on your account type.
    1. Manager accounts will find it in main navigation tab.
      supplemental-training-navigation-2
    2. Site Manager accounts will find it under Library in the main navigation menu.
      supplemental-training-navigation-1
Example of the Supplemental Training page.

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    Create or Edit Training Records

    There are multiple methods for creating new supplemental training records. Select the applicable method below.

    Internal training records are those that can be associated with exiting content in the system. For example,  a WHMIS course is available on the system, but your Health and Safety officer needs additional training that is performed outside of the LMS. You can add several training records to the same product. As you enter each record, the most recent update will appear on top while a history of each record update appears below. 

    1. Navigate to Individual's Training Records.
    2. Select Add Supplemental Training.
    3. Select Internal from the drop-down menu.
    4. Select the associated product from the drop-down menu. This list is the user's product enrollments.
      • If the product you need is not listed, use the Associate to Product button to select it and enroll the user.
      • The list contains the products available for enrollment, based on the user's group memberships. 
      • The enrolled product will be available in the associated product from the drop-down menu.
    5. Complete the rest of the form.
    6. Optionally add, replace, or delete an attachment
    7. Save.

    External training records are those that cannot be associated with existing content in the system. For example,  an employee that attended a two-day off site trade seminar as part of their professional improvement.

    1. Navigate to Individual's Training Records.
    2. Select Add Supplemental Training.
    3. Select External from the drop-down menu.
    4. Complete the rest of the form.
    5. Optionally add an attachment
    6. Save.
    1. Navigate to Training Records. Both options allow edits.
    2. Select the name of the training record.
    3. Make changes to editable fields.
    4. Optionally add an attachment
    5. Save.
    Create multiple training records associated to specific users via the Import Utility. Select the Supplemental Training import type from the drop-down menu. Note that training record attachments cannot be uploaded this way.

    callout-successThis feature is available to Site Managers depending on system configuration.


    See Automatic Training Record upon Certification.

    Manage Training Record Attachments

    callout-infoEach training record can have only one supporting document attached to it.

     

    1. Create a Training Record.
    2. Select the name of the training record to open the edit page.
    3. Select Choose File at the bottom of the page. There is a list of supported files available on this page.
    4. Save.

    You can upload a new file to replace the attachment associated to a training record.  

    1. Navigate to Training Records. Both options allow file replacement.
    2. Select the name of the training record to open the edit page.
    3. Select Choose File at the bottom of the page. There is a list of supported files available on this page.
      training-record-replace-attachment
    4. Save.

    You can delete the attachment associated to the training record without impacting the training record.

    1. Navigate to Training Records. Both options allow file deletion.
    2. Select the name of the training record to open the edit page.
    3. Select the Delete icon at the bottom of the page under Attachment.
      training-record-delete-attachment
    4. Confirm the deletion.

    Training Record Availability

    Training record availability can be managed using several methods. Select a method below to learn more.

    An email notification may be enabled to alert users of an upcoming training record expiry.

    Expiries are colour coded, based on their active status in the system.  training-expiry

    • Active (green): Expiry is greater than 60 days from today
    • Expiring Soon (yellow): Expiry is less than 60 days from today
    • Expired (red): Expiry is date is after today

    callout-dangerDeletion permanently removes the record from the system, including associated attachment and reports. 

    Permanently delete one or more training records from an individual's profile. 

    1. Navigate to the User Accounts page.
    2. Select an account name to open the individual's profile.
    3. Select Supplemental Training from the Sections menu on the right. If you can't see the menu, show the Tool Panel.
      supplemental-training-navigation-3
    4. Select the delete icon for the appropriate training record.
      supplemental-training-delete

    callout-dangerDeletion permanently removes the records from the system, including associated attachments and reports. 

    1. Navigate to the Supplemental Training page.
    2. Optionally use Filter and Save Searches.
    3. Select one or more records.
    4. Choose Delete Selected from the Options menu. If you cannot see the menu, show the Tool Panel.
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    5. Confirm the deletion.