Overview:
Training record forms can be used to keep track of Training Documents, licences and certifications for Employees. Examples of documents are First Aid Certificates, White Cards, Operator tickets etc.
Training records will be linked to Contacts in Upvise
Training Matrix in the Forms app can be used to keep track of expiring documents, with a visual dashboard colour coded expired or expiring-soon documents.
Tasks will be created as reminders for team members to action and renew documents when needed.
Screen Guide:
Form name: Training Record
If applicable, the form can have an expiry date which will be tracked from the Matrix.
The expiry date will be used to automatically generate a task and assign it to the user submitting the record.
Training Dashboard in Forms App
The dashboard for this Form shows a link to the Matrix, a list of Expiring licences within 90 days and a List of expired licences.
Training Matrix
There is a button within the dashboard that will take you into the training matrix. This Matrix displays a list of Employees, and a column for each of the Documents types you are using.
If the document has expired, a red Expired label shows on the record. If expiring soon (within 90 days) it shows the expiry date in an orange label, otherwise this date is displayed in yellow (meaning no action required yet).
The buttons at the top display the list of equipment that fall in that status and filters can be used to search for specific plant or other criteria.
Task reminders created automatically
When the expiry date of the Training Record falls within the next 7 days, a task is created automatically to remind the Training Record owner (the person who submitted the record in upvise) that the document is expiring soon. These tasks are visible from the Calendar and from Tasks.Tasks will automatically generate and assign to the upvise user who submits the training record.
If an training record has expired, a new record should be submitted so you maintain an audit trail & history of the training records.
Submitting Training Records
Navigate to the contact app
Select “Groups”
Select “Employees”
Select the employee who you are going to submit a training record for.
Click the “+” button
Click “Forms”, Employee
Click on “Training Record”
Input details such as the qualification name, the type, assessment date and expiry.
When Complete, click the “tick” to save the form data
Review the data and click “Submit” when you are happy with the data captured
Customising Training Records
You are able to add additional form fields into the training record form to capture more details if required. e.g. training provider. Standard form fields should be retained and hidden if they are not required.
Additional Support
Contact Workbench Support support@wbi.freshdesk.com or your Workbench Consultant to further discuss implementation or training of this function.