Training Register

The Training Register is a domain level sub-application within the Safety Suite which allows you to track employee training history.  For more information on the Safety Suite, refer to Safety Suite. 

Note that the sub-apps in the Safety Suite are unlike most other apps in that they reside at the domain level, not at the project or partition level. They can be accessed while you have a project or partition open, but the data entered is not linked to that project or partition and instead resides at the domain level.

Key elements of the Training Register are as follows:

• You can set up a training register record for each employee in your company as needed. 
• You can record training events for each employee with a training register record. 
• The employees must first be set up as employees in the Contacts app in Kahua. Employees are set up as contacts, and then additional information is captured for them on an employee record. 
• Your domain administrator can modify the names of the training event fields to match your organization's requirements.
• You can upload supporting media or reference documents, such as images or pdf files of training certificates or completion documents.
• You can print a training report for an individual employee or a log report for all or a filtered list of employees. 

TABLE OF CONTENTS

• Create employee records
• Create a new training register record or edit an existing one
• Generate an employee training register report
• Generate a training register log report
• Import existing records
• Delete a training register record

Create employee records

Each employee for whom you are creating a record must be set up as an employee in the Contacts app. Employees are first set up as contacts in the People sub-app, and then additional information is captured for them on an employee record in the Employees sub-app.

For information on setting up employee records, refer to Managing Employee Profiles.

Create a new training register record or edit an existing one

All the Safety Suite applications are domain level applications, but they can be accessed from any project or partition in your domain. The records you create are not connected to the project or partition that is open at the time you create the record.

To create a new training register record for an employee or edit an existing one, complete the following steps:

1. Navigate to the Training Register sub-application (Apps > All Apps > Safety > Training Register). 
2. To create a new record, click New on the action bar. The new training register detail page opens.
   To edit an existing record, select it from the log view to open the detail page and click Edit from the action bar.
3. Complete the following fields as necessary:

   Field	Description
   Employee
   Number	Allow Kahua to auto-number the record, or enter a different value.
   Employee	Select the person whose training information you are tracking. To be available for selection, this person must first be set up as an employee in the Employee Profiles sub-app of the Contacts application.
   Employee Number	This number defaults to the Employee Number set up in the Employee Profile. It can be edited.
   Status	Select the appropriate status.
   Department	Select the employee's department. Note that this field is a lookup list that your domain administrator manages in the Configuration app.
   Phone	Enter the phone number of the person reporting the injury.
   Onboarding Date	Enter the employee's onboarding date.
   Training
   Enter training dates for the employee. You can enter the class date or certificate expiration date as needed. Note that these fields are managed by your domain administrator in the Configuration app. If your organization requires different training classes, your domain administrator can modify the names of these fields to reflect your organization's requirements.
   Media
   Upload any relevant image files, such as pictures of certificates. For more information on using this section, refer to Media.
   References
   Upload any relevant files or documents, such as training certificates. For more information on using this section, refer to References.

4. When you have entered all the necessary information, click Save. 

Generate an employee training register report

There is a built-in portable view available by default, an Employee Training Detail report.

To generate the form, complete the following steps:

1. Navigate to the Training Register sub-application (Apps > All Apps > Safety > Training Register). 
2. Select the appropriate record from the log view to open the detail page.
3.  Click View from the action bar. 
4.  Select Employee Training Detail or any other installed portable view that is available to you.
5. The report view opens. To generate a pdf of the report, click on the Open PDF icon . The PDF file can be printed or emailed.
   
   
   
   
6. Click the Close icon  when you are done.

Generate a training register log report

You can generate a training register log report.

To run this report or any other report that is available to you in the Training Register sub-app, complete the following steps:

1. Navigate to the Training Register sub-application (Apps > All Apps > Safety > Training Register). 
2. Click the Reports icon in the action bar.
   
   
   
   
3.  Select the Employee Training Detail report or any other report that is available to you. 
4. Apply any desired filters. 
5. Select View or Download as appropriate. For more information, refer to Viewing a Report.
   
   
   
   
6. Click the Close icon  when you are done.

Import existing records

If you have existing training register data that you want to import into the Training Register sub-app in Kahua, you can do so through the import process.

You will first generate an export of an existing record to access the correctly formatted spreadsheet file for the import. Once the exported file is available, add the appropriate values for the records you want to import to the exported spreadsheet. You can then import those records. For more information, refer to Import Tips and Tricks.

Delete a training register record

Users with the appropriate permissions can delete a training register record.

If an employee has left your company, consider modifying the employee status to "Terminated" or another status you establish. You can then set report filters to exclude employee records with that status.

To delete a record, complete the following steps:

1. Navigate to the Training Register sub-application (Apps > All Apps > Safety > Training Register). 
2. In the log view, select the check box next to the record or multiple records that you want to delete. 
3. Select Delete from the action bar.
   
   
   
   
4. Click OK on the confirmation message. The record or records will be deleted.

If a record was deleted in error, it can be recovered from the Recycle Bin application by an administrator. For more information, refer to Recycle Bin.