Employee Management

The employee management tab allows users to create sessions, assign participants, manage training history, edit session details, and evaluate employee training.

Summary Table

When you select the employee management tab, the system displays a summary list showing all registered and active users. The summary table contains the following columns:

• Employee: This column shows the user's name, user's email, phone number, position, and status (Active ). The position and/or phone number will only appear if they were identified in the user's record.

• Assigned By: This column indicates who assigned the training to the employee. The values can be 'Curriculum,' 'Trainer,' or 'Self-Assigned,' representing different sources of assignment.

  1. Curriculum: Signifies that the user needs the training as per the curriculum relevant to their position.

  2. Trainer: Indicates that the employee does not require the training based on the curriculum, but a trainer has marked it as required.

  3. Self-Assigned: Indicates that the employee does not require the training and has assigned it to themselves or taken it upon themselves.

• Required: This column displays whether the employee requires the training (Yes or No). Additionally, this column allows changing the value (Yes or No) unless the training is required by the Curriculum. The employee cannot independently change whether they are required to take the training or not.

• Trainings Status: This column shows the user's current training status in a training. The training statuses are as follows Pending, In Process, Pending Evaluation, Expired, Untrained or Trained.

• Add Icon : To assign a user to a session, click on the icon. For more details, visit the Assign a Session Training section.

• Employee Management Training Icon : To manage employee training session, click on the icon, For more details, visit the Employee Training Management section.

To learn how to use the search filters, please click here.

Employee Management- Summary Table

Tips

• By default, the Employee Management tab will be selected when the Training Management Record Details screen is displayed.

Assign a Session Training

You cannot assign training or log historical training for a user whose training status is Pending, In Process, or Pending Evaluation.

When you click on the add icon , the system would present the following screen.

1. Create a New Training Session

Clicking Create a new training session will open the following fields:

• The Session field, by default will have the training's name followed by a hyphen and the word session, however you can edit the session name.

• The system will select the value of the End field based on the training's duration time and the value selected in the Start field.

• The Trainer field, allows you to select or change the trainer for the training session. You will only be able to choose among the users who were identified as trainers in the training record.

• The virtual session link field allows you to add links. The field validates URLs for HTTPS.

Tips

• All fields with * are required to be filled.

• When saving the record, the system validates for conflicts with other training sessions of the selected trainer based on start and end dates and times.

• After saving the record, the system will send an email notification to the employee, notifying them that they have been assigned to a training session.

• When the employee is assigned training that they do not require based on their curriculum, they will now require the training due to the trainer's assignment.

Click on the Create Training Session button and the user is automatically assign to the session. The system would open the Employee Training Management.

2. Assign a Training Session

To assign an employee to a created training session, click on Assign a Training Session.

To view the available sessions, select the "Training Session" field, choose a session from the options, and click the Assign Training Session button.

The system automatically opens the Employee Training Management.

3. Log a Historical Training

Clicking Log a historical training will open the following fields:

• By default, the "Completed" option will be selected. You will not be able to change the value of this field.

Tips

• All fields with * are required to be filled.

• If the minimum score percentage is identified in the training record and the employee's score meets or exceeds it, the Pass option is selected; otherwise, the Fail option is chosen. If no minimum score is specified, the Result field defaults to Pass regardless of the employee's score.

Click on the Register Historical Training button, it will open the Employee Training Management modal with the historical training data.

Employee Training Management

To access the Employee Training Management, you can click on the following icon . This allows you to manage training sessions, including removing sessions, editing employee sessions, and evaluating employee training. The employee training management displays 5 columns, to manage the employee training session:

• The status filed can be edited by clicking on or by the pencil icon . If the status is Pending for Evaluation, Approved, or Not Completed it cannot be change from the pencil. Statuses for your selection are Pending, In Process, Pending Evaluation, Approved or Not Completed.

• The Completed field displays the date and time when the training was completed. It will automatically select the current date and time when the status is changed to Pending Evaluation and / or Approved, but you can modify it by clicking on it. This feature is only available for the Pending for Evaluation and / or Approved status.

Tips

• If the minimum score percentage is identified in the training record and the user's score meets or exceeds it, the Pass option is selected; otherwise, the Fail option is chosen. If the minimum score percentage is not identified in the training record, the Result field remains unselected.

• The training results is required to change the status to Approved.

• Historical Training Logs cannot be edited.

• Once the training is graded and saved it cannot be edited.

To save changes made to user assignments, press the green checkmark icon located in the upper right corner of the screen, and then confirm your password to update the users' training status.

Delete a Trainign Assginment

To delete a training assignment, press the erase icon .

Restore a Deleted Training Assignment

To restore an employee training assignment click on the icon.

The system will display all the removed employee training assignemtns. To restore an employee training assignment, click on the restore icon . The system will restore the user's Session Training to its last Training Status. To go back to the actual session training click on the back icon .

Tips

• In the table's top section, it notifies the number of days after which records, once deleted, will be permanently removed from the system. The number of days can vary depending on the type of subscription. Click here for more details.

• The 'Remaining' column indicates the number of days remaining for the record to be permanently removed from the system.

View Attachments

To view attachment of a training assignment, click on the icon.

To know more about the ellipsis icon function click here.

View Training Exam

To view the employee training exam, click on the icon.

1. Performance Metrics:

   • This section displays the employee's score and performance metrics.

   • In the performance metrics, you'll find information such as the pass rate, fail rate, completion rate, sessions taken, average score, duration, correct questions, incorrect questions, and unanswered questions.

2. Exam Result:

   • This section displays the exam result.

3. Questions:

   • This section displays the exam questions and the answers selected by the employee.

4. Question Navigation Buttons:

   • By pressing the buttons in this section, the user can navigate through the exam questions.

Tip

• If the employee completes the exam and the trainer changes the status of the assigned training to Pending or In Process, the exam status will be reset to Pending.

Download Training Cerificate

Notes: The Training Certicate feature is only available on the Enterprise Plan.

By pressing the icon, the system generates a PDF certificate confirming that the employee has successfully completed the training.

Tip

• The option to generate the certificate will be enabled once the assigned training is evaluated.

Audit Trail

The Audit Trail feature is only available on the Enterprise Plan.

Click the icon to access the history of the training sessions in chronological order. You can view a complete log of events that cannot be edited or modified.

By pressing the print icon , the system automatically downloads the audit trail report.

Audit Trail in PDF

When you print it will include a stamp with a unique control number along with the name of the user who initiated the print with a stamp detailing the date / time it was made, all this information can be found in the document footer, as shown in the example below. Designed to comply with the cGMPs, ALCOA, ALCOA+, and other data integrity and security standards associated with forms and documents.

Footer Example

Print, Export, & Audit Trail Activity

To print or export a summary table, click the vertical ellipsis icon . A drop-down menu will appear with options to print or export the record. For more information about the icon's meaning or function, click here.