Training

TrakIT keeps track of the training your employees must do: which trainings exist, who must do them and by when, who has done them, and whose certificates are about to expire.

Training is for employees: TrakIT users set up with their HR details on Employee master. Their department and Employee ID, shown on the training pages and certificates, come from their employee record.

The training pages are under HR > Training:

Menu item	Page	What it is for
My Training	My training	Every user: see your own trainings, mark them complete and download your certificates.
Compliance	Training compliance	A company’s training at a glance: completion rates, overdue trainings and certificates about to expire.
Records	Training records	Every employee’s trainings: mark them complete, approve submissions, waive or reset them.
Assignment	Training assignments	Assign a training to an employee, a department or all the employees of a company, with a due date.
Masters	Training master	The list of trainings: add, change and delete them.

How training works

1. Set up the training. On Training master, add each training once: its type, whether it is mandatory, how long a completion stays valid and, if there is a test, the pass score. A training belongs to one company. Tick Shared to let other companies use it too.
2. Assign it. On Training assignments, assign the training to one employee, to a department or to all the employees of a company, with a due date if you need one. TrakIT adds a training record, with the status Pending, for each employee the assignment covers.
3. Complete it. Employees mark their trainings complete on My training, with their test score if there is one. A Classroom / In-Person training is submitted for approval instead, and someone who manages training records approves it on Training records. They can also mark trainings complete for employees, or waive them, there.
4. Get the certificate. Every completed training gets a certificate, with a certificate number and, if the training has a validity, an expiry date. The employee and the people who manage training records can download it as a PDF.
5. Renew it. When a certificate expires, TrakIT marks the record Expired and adds a new Pending record, so that the employee does the training again.

Meanwhile, TrakIT emails reminders to employees as due dates and certificate expiry dates come near, and Training compliance shows how each company is doing.

Training statuses

Each training record, one per employee and training, has one of these statuses:

Status	Means
Pending	Assigned, and not done yet.
In Progress	Submitted for approval: the employee has done it, and it waits for someone to approve it on Training records.
Completed	Done, and passed if a score was entered for a training with a pass score. It has a certificate.
Expired	Completed, but the certificate’s validity has run out. A new Pending record replaces it.
Waived	Not required of this employee: someone waived it, with a reason.
Failed	Marked complete with a score below the training’s pass score. It must be reset before the employee can try again.

A Pending or In Progress training whose due date has passed is overdue. Overdue trainings are shown in red on the training pages.

Who gets a training record

An assignment creates the records on the day you save it, for the employees it covers then:

• Individual Employee: that employee.
• Department: the company’s employees in that department.
• All Employees: all the company’s employees.

An employee who already has a Pending, In Progress or Completed record for the training doesn’t get a second one. Employees who join the department or the company later aren’t added: assign the training to them individually.

Employees whose status is Terminated, Resigned or Retired are left out of department and company assignments. Their records no longer appear on the training pages or in the compliance figures, and they get no reminders.

Which trainings a company can use

The trainings a company can see and assign are:

• its own trainings,
• the trainings other companies share (with Shared ticked),
• any trainings set up for every company on your installation.

Only active trainings can be assigned. Only the company a training belongs to can change or delete it; a training set up for every company can be changed only by a system administrator.

Certificates and renewal

When a training is completed, TrakIT gives the record a certificate number and works out the certificate’s expiry date: the completion date plus the training’s Validity, in days. A training with a validity of 0 never expires.

The certificate is an A4 PDF, which TrakIT generates each time you download it. It shows your installation’s logo, the employee’s name, designation, department and Employee ID, the training’s title, code and category, the Date of Completion, Valid Until (or No Expiry), the Certificate No. and the date it was issued, which is the day you download it. The designation and department are the employee’s current ones.

Employees download their own certificates on My training. Users who manage training records download the certificates of their companies’ employees on Training records.

Once a day, TrakIT checks the completed trainings. When a certificate’s expiry date has passed, it marks the record Expired and adds a new Pending record for the same training and employee, due 30 days after that day, unless the employee already has a Pending or In Progress record for it. The expired record stays, as history.

Reminders

TrakIT emails reminders to employees on these days:

When	Email subject starts with
14 days and 3 days before a training’s due date	Training Reminder:
On the due date	Training Due Today:
Once a week while the training is overdue	Overdue Training:
30 days and 7 days before a certificate expires	Certificate Expiring Soon:

The subject goes on with the training’s code and title. The email gives the training’s code, title and due date, with the days remaining or overdue, and whether it is mandatory; for an expiring certificate, also its expiry date.

Reminders go only to employees who have an email address on their user record. Trainings without a due date get no due-date reminders.

Who can use the training pages

Every user can open My training, to see their own trainings. The other pages need permissions in the Employee Training section of your role:

Page	Needs
Training compliance	Read.
Training records	Read to see the records; Update to mark trainings complete, approve, waive and reset them.
Training assignments	Read and Assign to open the page; Update to assign trainings and change due dates; Delete to remove assignments.
Training master	Read to see the trainings; Update to add and change them; Delete to delete them.

The section’s Create permission isn’t used by the training pages. See Roles and permissions.

On these pages, you choose the company to work on from the companies you have access to.