Managing Employee Training
The Employee Training tab provides a central view of the training, qualifications and competency requirements associated with an employee.
Training can be assigned through the employee’s role or recorded separately where the employee holds training or qualifications outside their normal role requirements.
Employee training can come from more than one source.
- Role Based Training Courses are linked to the employee through their assigned Employee Role.
- Other Training Courses (Outside of Role) can be recorded where the employee holds additional training or qualifications.
The training available and the Actions you can perform depend on your Engage authorities and your organisation’s Training configuration.
- Go to Employees > Employees.
- Open the employee.
- Select the Training tab.
- Review the employee’s Role Based Training Courses.
- Review any Other Training Courses held outside their role.
- Use the available Actions to manage individual training records.
- Use Add Training / Qualifications where additional training needs to be recorded.
- Use Download Training PDF where a printable training summary is required.
Managing Employee Training
From Employees > Employees, find and open the required Employee record.
Select the Training tab.
The Training tab separates the employee’s training into:
- Role Based Training Courses
- Other Training Courses (Outside of Role)
Role Based Training Courses are requirements associated with the employee’s assigned Employee Role.
The training table can display:
- Training Course
- Qualification
- Requirement
- Status
- Renewal
- Competency Level
- Certificate Number
- Comments
- Actions
This provides a quick view of what training the employee requires for their current role and the current status of each requirement.
The Status column shows the current position of the employee’s training requirement.
Depending on the course and employee record, this may show whether training has been completed, is available, booked or has not yet been completed.
The Renewal column shows when completed training is due to be renewed where the course has a renewal period.
Some training may be configured as Lifetime and therefore display Never Expires.
Renewal information should be kept current so upcoming or overdue training can be identified before the employee’s competency lapses.
Where applicable, a completed training record can also include a Competency Level.
Examples may include competency descriptions such as:
- Ability to Train Others
- No Supervision Required
- Other competency levels configured for the Training Course
Certificate numbers and comments can also be retained where they apply.
This provides more useful information than simply recording that somebody attended a course. It allows Engage to retain the level of competency achieved where the Training Course supports it.
Select Manage Additional Training Roles where the employee needs training associated with another role in addition to their primary Employee Role.
This can be useful where an employee performs additional duties or needs to maintain competencies that normally belong to another role.
Use additional Training Roles for genuine training requirements rather than changing the employee’s primary Employee Role simply to make another course appear.
Training that is not part of the employee’s normal Role Based Training can be recorded separately.
Click Add Training / Qualifications.
Once added, these records appear under:
Other Training Courses (Outside of Role)
This area is suitable for relevant competencies or qualifications held by the employee that are not required by their current Employee Role.
Examples could include:
- An additional operator competency
- First Aid training
- Specialist equipment training
- A qualification retained from a previous role
- Other relevant external training
The Actions column provides the functions available for each individual Training record.
The Actions displayed can vary according to the course, its current status and your authorities.
Use these Actions to manage the applicable Training record rather than creating duplicate training entries. Hovering over each button will tell you what they do.
Click Download Training PDF in the top left where a printable or downloadable summary of the employee’s training is required.
This provides a convenient training record without requiring each Training Course to be reviewed individually.
Training Courses can also be linked to Assets where a particular competency is required to use or operate that equipment.
Where the employee holds the linked Training Course, they can appear in the asset’s list of actively trained employees.
This provides a useful connection between:
- The employee
- The competency they hold
- The Training Course that records it
- The Asset that requires that competency
Review the employee’s Training tab whenever their Employee Role changes.
Role Based Training requirements are connected to the employee’s role, so a change in role can change the training requirements that apply.
The Employee Bio retains Role History, allowing previous and current roles to be reviewed.
Relevant training already held by the employee should not be unnecessarily recreated simply because their role changes.
A Training Course I expected to see is missing
Check the employee’s assigned Employee Role and confirm that the Training
Course has been assigned to that role.
The employee needs training that is not part of their role
Use Add Training / Qualifications or review whether an
additional Training Role is appropriate.
The employee has changed roles
Update the Employee Role and review the Training tab to confirm the new
Role Based Training requirements.
A completed course is showing a renewal date
The Training Course has a renewal period. Review the renewal date and arrange
refresher or renewal training according to your organisation’s process.
The employee holds the training but is not shown as trained for an Asset
Check that the Training Course has been linked to the Asset and that the
employee’s training is current.
I cannot manage the Training record
Your authorities may not allow you to manage employee Training. Speak with
your Engage administrator.
