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.

Before you start:

Before using the training record, you should completed a review of the below form template fields:

Field: F1 (Training Record): “Qualification Name”
1. This is the List of licences and certification’s you’d like to record.
2. Examples are “White Card”or “Drivers licence”.

Field: F3 (Training Record): “Type”
1. This is the List of the Type of Qualifications you’d like to record.
2. Examples are “Diploma” or “Induction”.

Forms

3. Field: F12 (training record): ”Employees”

a. this should be looking for your “employee” contact group in upvise.

Note: Do not rename or delete any fields in this template as the Matrix function and Task generation will cease to work.

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 as well as the employee) 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

Note: when there is no expiry populated, there will be no reminder task generated.

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 form fields will not reflect in the matrix display.

Importing Training Record Data

An import option is available in upvise to import training record data in BULK.

The import process does not generate Task reminders or allow for BULK image imports.

1. Navigate to the Training Record Template

Navigate to the Training Record Template (Forms > Templates > Training Record)

2. Extract the import template

Click on the ellipsis
Select “Import Forms”

Download Form Import

An Excel file will be exported for the data to be populated

3. Prepare the Data Import File

You will have a blank Excel file with the below headings.

Column Header	Details	Example
id	The forms ID. This can be the Same as the Name.
Name	The Form Name you Want Displayed
Date	Today’s Date
Status	1 = Submitted If you Import the forms in any other status they will need to be manually submitted.
Owner	The owner of the submitted training record. see Users
LinkedID	Workbench Person Id You can see this by exporting your contact list to excel in upvise or checking the ID in workbench	Contact>Export Workbench > Person
LinkedRecord	Contact
Employee	Employee’s Full name as it is in workbench
Qualification Name	Qualification Name Note: this must be reflected in your qualification list defined in your template first.
or Enter
Type	Type Note: this must be reflected in your qualification list defined in your template first.
Assessment Date	Date the assessment occurred
Expiry Date (If Applicable)	Date the record expires
Attendees Signature	N/A cannot import images
Verified by	Employee’s Full name as it is in workbench- this may be different to the employee the record is for
Verification Signature	N/A cannot import images
Notes	any notes if required