Training records

The Employee Training Records page lists the training records of a company’s employees: one row for each employee and training, with its status, due date, score and certificate. Here you mark trainings complete for employees, approve the trainings they submitted, waive trainings, reset failed and expired ones, and download certificates.

To open it, select HR > Training > Records.

Records are created when a training is assigned, on Training assignments. For how the statuses follow each other, see Training.

Choose the company

The list at the top chooses whose records you see: the records of the employees of one company. It holds the companies you have access to, starts on your own company, and is greyed out if you have only one. Changing the company resets the filters.

Employees whose status is Terminated, Resigned or Retired are left out, and so are the trainings that have been deleted.

Find records

Select Filters to open the filter panel, if it is closed.
Enter or select the filters you need.
Select Search.

Filter	Finds
Employee	Any part of the employee’s name.
Training	The records of one training. The list holds the active trainings the company can use.
Department	The records of the employees of one department.
Status	Records with one status.
Mandatory	Yes for the records of mandatory trainings, No for the others.
Overdue Only	Records still Pending or In Progress whose due date has passed.

A filter in use is highlighted. Reset clears the filters. TrakIT remembers whether you left the filter panel open or closed.

To list the trainings waiting for approval, choose In Progress in Status.

The list

The heading shows how many records match, for example Records Found - 48. The list shows 25 records per page, by due date (records without a due date first) and then by employee name.

Column	Shows
Employee	The employee’s name, with their Employee ID under it.
Training	The training’s code, with its title under it.
Department	The employee’s department.
Status	The record’s status.
Due Date	When it is due, or -. Red once the date has passed, while the record is Pending or In Progress.
Completed On	The day it was completed.
Score	The score entered when it was marked complete: green for a pass and red for a fail, for a training with a pass score.
Cert Expiry	When the certificate expires, or -. Amber within 30 days of expiry, and red, with (Expired), once it has passed.
(icons)	What you can do with the record. See below.

A row is in red when the training is overdue, Expired or Failed, and in grey when it is Waived.

The icons depend on the record’s status:

Icon	Name	On	What it does
Tick in a circle	Mark Complete	Pending and In Progress records	Marks the training complete, or approves a submitted one.
Slashed circle	Waive	Pending and In Progress records	Waives the training.
Circling arrows	Reset to Pending	Expired and Failed records	Resets the record so that the employee can take the training again.
PDF	Download Certificate	Completed records	Downloads the certificate.

You see the first three only if your role has Update in the Employee Training section.

Mark a training complete

Record a training an employee has done, for example a training given by an outside provider:

Select Mark Complete (the tick) on the record.
Mark Training Complete shows the training and the employee. Enter the Score (%) if the training had a test, or leave it blank.
Enter Notes, if needed, up to 500 characters.
Decide on Requires Approval. It is ticked to start with for a Classroom / In-Person training:
- Clear it to complete the training now.
- Leave it ticked to record the training as submitted for approval: it then stays In Progress until it is approved.
Select Mark Complete.

When the training is completed, TrakIT records it as completed today and issues its certificate, whose expiry date counts from today. If the training has a pass score and the score you entered is below it, the training is recorded as Failed instead: reset it when the employee is to take it again.

Approve a submitted training

A training waiting for approval has the status In Progress. It is either a Classroom / In-Person training an employee submitted on My training, or one recorded here with Requires Approval ticked. To approve it, mark it complete without approval:

Choose In Progress in Status, and select Search.
Select Mark Complete (the tick) on the record.
Clear Requires Approval.
Enter the Score (%), if the training had a test, and any Notes.
Select Mark Complete.

The training becomes Completed, with its certificate. Its completion date, and so its certificate’s expiry date, count from the day you approve it.

There is no action to reject a submission: leave it In Progress, or waive it if the employee doesn’t need the training.

Waive a training

Waive a training an employee doesn’t need to do, for example because they already hold an equivalent qualification:

Select Waive (the slashed circle) on a Pending or In Progress record.
In Waive Training, enter the Reason. It is required, up to 500 characters.
Select Waive.

The record becomes Waived and is shown in grey. A waived record can’t be changed back to Pending from this page.

Reset a failed or expired training

Resetting a record lets the employee take the training again:

Select Reset to Pending (the circling arrows) on a Failed or Expired record.
Select OK to confirm Reset this record back to Pending?.

The record goes back to Pending: its completion date, score and certificate are cleared. Its due date doesn’t change, so the record may show as overdue straight away. Changing the due date of the assignment on Training assignments changes it for all the assignment’s Pending records.

When a certificate expires, TrakIT already adds a new Pending record for the training (see Certificates and renewal). Reset an Expired record only if the employee has no such record, otherwise they would have the training to do twice.

Download a certificate

Select the PDF icon (Download Certificate) on a Completed record. The certificate opens as a PDF in a new tab, where you can save or print it. For what it shows, see Certificates and renewal.

Messages

Message	What to do
Training marked as completed.	Nothing: the training is completed, or Failed if the score was below the pass score. Check the status in the list.
Training submitted and awaiting approval.	Nothing: the training stays In Progress until it is approved.
A reason is required to waive a training.	Enter the Reason.
Score must be a number.	Enter the score as a number, for example 85 or 85.5, without the % sign.
Notes contains prohibited content.	Remove any HTML tags from the notes or the reason, and don’t start them with =, + or @.
Training is already marked as completed., Only Pending or In Progress trainings can be waived. or Only Failed or Expired records can be reset.	The record changed after the list was shown. Select Search to refresh the list.

Who can use this page

Your role needs these permissions in the Employee Training section:

Permission	Allows you to
Read	Open the page, see the training records of the companies you have access to, and download certificates.
Update	Mark trainings complete, approve, waive and reset them.