Training requirements will allow you to control which employees are recommended to work in a particular area based on their training and your organisation's needs.

To set this up, you'll need to be either a Location Manager or a System Administrator.

In this article we will cover:


What are Training Requirements?

Training requirements work in two parts:

  • Training Modules - the type of certification an employee can have

  • Training Records - the instances where training modules are applied to the employees.

If an area has a required training module, and the employee doesn't have that training record, the employee won't be recommended to work there.

If the area has more than one training module requirement, the employee needs all of them to be recommended in that area.


How Do I Create Training Modules?

Training Modules are the type of certification an employee can have.

There are 3 ways to create Training Modules:

  1. In Location Settings > Areas

  2. In the Employee Profile

  3. In the Schedule

Note: to delete or edit Training Modules after they have been created you will need to contact our 24/7 support.

1. Creating Training Modules in Location Settings > Areas

On the Locations page, click Edit Settings next to the Location you wish to add a Training Module to.

Select Areas from the left-hand side menu and click Edit next to the Area you would like to create training for, or apply existing training to.

In the Edit Areas pop-up window, you can add your training module in the Training Requirements field.

If the training already exists and you want to add it to this Area you can either select it directly from the dropdown list or begin typing the name of the training to filter the options for selection.

If the training is a new module you want to add then type its name and hit 'Enter' to add and assign the training module to this Area in one step.

Click Save before you close the window.

2. Creating Training Modules in the Employee Profile

On the People page, navigate to an employee's profile and click on their name.

Select Employment from the left-hand menu and you can see the training modules already noted for this employee. To add new training modules click on Edit.

To create a new Training Module, click on Add Training

If the training already exists and you want to add it to this Employee you can either select it directly from the dropdown list or begin typing the name of the training to filter the options for selection.

If the training is a new module you want to add then type its name and hit 'Enter' to add and assign the training module to this Employee in one step.

Click Save before you close the window.

Once a training module has been added to this employee it can now be applied to other selected employees using Bulk Actions > Add training on the People page.

3. Creating Training Modules in the Schedule

On the Schedule page, you can create and apply training modules as well. On the upper left-hand side of the page, select the location you'd like to add training to.

Click edit next to the Area that needs training applied to it.

In the Training Requirements field, enter a new or existing Training Module and click Save before closing the window. 


How To Apply Training Modules

Once you've created training for your Areas, you'll need to apply it to your employees. 

Applying Training Modules To Single Employee to Create Training Records

To apply Training Modules to employees, go to the People page.

Click on the name of the employee who should have this Training Record.

Select Employment from the left-hand menu and you can see the training modules already noted for this employee. To add new training modules click on Edit.

Click on Add training and select the training you would like to apply to this employee or begin typing the name of the training and hit enter when you have selected the correct one.

Click Save before you close the window.

Applying Training Records To Multiple Employees

From the People page, click the checkboxes to the left of each employee who should have this training record.

Click Bulk Actions > Add Training. 

Click in the box, and select the training you have created in the list displayed. If your list is long, you can type the name of the training to narrow your list.

Press your Enter/Return key to add the training. You can add multiple training modules to this record by searching for them in the field and pressing return to add them.

Click Save to apply these training records to the selected employees.


Edit Training Records

In addition to applying Training modules to employees, there is also the functionality to include other training relevant training information such as:

  • attaching files

  • text comments

  • training expiry dates

To edit a training module, navigate to the People page, then click the name of the employee whose training you would like to edit.

Select Employment from the left-hand menu and you can see the training modules already noted for this employee.

Click on the drop-down arrow to the right of the training module you would like to expand.

You can now edit the expiry date, add comments, or upload a relevant file within this record.

Remember to click Save when you're finished.

Filters

On the People page, you can use filters to view list of people based on training records they hold and training expiry.


Receive Notification for Upcoming Training Expiry

Deputy Extensions allow you to add extra functionality to your Deputy account. These are based on event triggers. You can set up a Deputy Extension which will send you a notification when a training module is about to expire.

To access Deputy Extensions go to Integrations in the dropdown menu under your profile on the top right-hand side of the screen.

In the Deputy Extensions module, you can search by typing "expiry" and click on Activate.

Extension - Expiring Training > Send Notification

In case of re-training, Deputy will allow you to set training module expiry dates. This extension will ensure that you are informed well before this set date, in the instance of having to schedule training dates for employees.

The options within the extension allow you to choose:

  • To send a notification to the employee, to the manager who created the training record, or to both.

  • Select the specific training record to create a notification for or choose all.

  • Select when the notification will be sent out from 7, 14, 30, 60 or 90 days before the expiry date.

  • Whether you want this notification to apply to all your locations or just the one you have selected.

Don't forget to click on Save.

Did this answer your question?