Employee Training
About this module: The Employee Training module provides comprehensive management of employee education and certifications. Create training types (BOZP/safety, ISO standards, product training, onboarding), assign them to employees, track completion, and send automatic notifications.
1. Key Features
- Create and manage training types with content (text, PDF documents, tests)
- Set training recurrence and certification validity
- Assign training to individuals or groups
- Real-time completion tracking
- Automatic notifications before and after deadlines
- Various completion confirmation types (self, supervisor, read text, test)
- Training matrix overview for all employees
- Excel export
2. Access Rights
| Level | Permissions | Recommended Role |
|---|---|---|
| 0 | No access | External workers |
| 1-10 | View and complete own trainings | Regular employees |
| 11-14 | View all trainings, filtering, export | Department managers |
| 15+ | Full administration - create, edit, assign, delete | HR, safety specialists |
3. User Interface Sections
- My Trainings - Trainings assigned to logged-in user (badge shows incomplete count)
- Employee Training Overview - Matrix view of all employees and trainings (level 11+)
- Training Management - Administer training types (level 15+)
4. Creating a Training Type (Administrators)
Basic Information
- Training name - Unique identifier (required)
- Type/Group - Category for filtering (BOZP, ISO, Onboarding, etc.)
- Active - If disabled, cannot be assigned to new employees
- Description - Detailed purpose and content
- Default completion deadline - Pre-filled when assigning
Validity After Completion
- Unlimited - One-time trainings
- Until specific date - Fixed expiration
- Days from completion - E.g., 365 days = 1 year
Recurrence Settings
- Repeat every X days - Auto-assign after expiration (365=yearly, 730=biennial)
- Days to complete on repeat - Deadline for recurring training
Notification Settings
- Send Email / SMS
- Notify assigned user: on assignment, before deadline (X days), after deadline
- Notify supervisor: same options
- Notify additional selected users
5. Training Content
Text to Read
HTML-formatted text. Employee must scroll to the end to enable confirmation checkbox.
PDF Documents
Upload PDF files (max 100MB, 60 files). Employee must read each document to the end.
Tests
Link tests from the Tests module. Multiple tests can be added. Automatic evaluation.
Content Combinations
Any combination: Text + PDF, Text + Test, PDF + Test, or all together.
6. Confirmation Types
| Type | Description | Use Case |
|---|---|---|
| 1. Self-confirmed | Employee fills date, notes, uploads certificate. Status: "Completed" (blue) | Self-service e-learning |
| 2. Supervisor approval | Employee completes, supervisor confirms. Status changes from blue to green | Important trainings, certifications |
| 3. Read text to end | Must scroll through entire text. Checkbox activates only after reaching end | Policies, guidelines |
| 4. Pass test | Must pass all assigned tests. Optional retry on failure | Professional trainings requiring knowledge verification |
7. Training Statuses
| Status | Color | Meaning |
|---|---|---|
| Failed | Red | Test unsuccessful - retry if allowed |
| Assigned | Dark red | Training assigned but not started |
| In Progress | Orange | Started but not completed |
| Completed | Blue | Completed, awaiting approval (if required) |
| Confirmed | Green | Successfully completed and confirmed |
8. Completing Training (Employees)
- Open training - Click "Complete" button in My Trainings
- Read text - Scroll to end, check "I have read everything"
- Read PDFs - View each document to last page, confirm each
- Take test - Opens in new window, auto-evaluates
- Confirm - Fill date, notes, upload attachments if needed
9. Employee Training Overview
Matrix view showing all employees and their training status:
- Rows = Employees, Columns = Trainings
- Color-coded cells show status at a glance
- Filter by employee, training type, status, date range
- Export to Excel
- Click cell for detailed view
10. Administration Functions
Assigning Employees
- Select employees (bulk selection supported)
- Set confirmation type and deadline
- Reschedule deadlines for multiple employees
Bulk Actions
- Mark multiple as completed (for external trainings)
- Reschedule deadlines
- Remove from training
Deleting Trainings
- Soft delete - Marks as deleted, can restore
- Delete + incomplete assignments - Keeps completed records
- Hard delete - Removes everything (irreversible)
11. Email Notifications
- Assignment notification to employee
- Reminder before deadline (configurable days)
- Alert after deadline passed
- Notifications to supervisor and additional users
- Email and/or SMS delivery
12. Tips
- Use groups/types for easy filtering (BOZP, ISO, Onboarding)
- Set appropriate recurrence for mandatory trainings
- Enable test retry for non-critical trainings
- Use matrix view for compliance overview
- Export data for reporting and audits
- Upload external certificates as attachments
13. FAQ
- Test failure? - Retry if enabled, otherwise contact admin
- Missed deadline? - Contact supervisor for extension
- External training? - Admin can mark as completed with certificate upload
- Change deadline? - Admin uses "Reschedule" function
- Multiple tests? - Must pass all assigned tests