Before You Start
To set this up, you'll need to be either a Location Manager or a System Administrator. Training requirements will allow you to control which employees are recommended to work in a particular area.
It works in two parts:
- Training Modules
- Training Records
For clarification, training modules are the type of certification an employee can have. Training records are 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.
Note: 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?
There are 3 ways to create Training Modules:
- In Location Settings > Areas
- In the Employee Profile
- In the Schedule
1. Creating Training Modules in Location Settings > Areas
Click Locations at the top of your screen.
Click "Edit Settings" next to the Location where you want to add Training Modules.
Click "Areas" on the left. You'll see your areas displayed for you.
Click "Edit" next to one you'd like to create training for, or apply existing training to.
In the Scheduling Areas pop-up window, you'll see three sections. Look for a section named training.
To create a new training category, click in the training area and begin typing the name of the training module. Press Enter to add the new training module. This is an added bonus that you can create a training module and assign it to an area in the same step.
2. Creating Training Modules in the Employee Profile
Navigate to an employee's profile and click 'Edit Profile'.
Click "Job Information."
To create a new Training Module, you can either click in the empty space in the "Training" field, or click "Add New Training."
Now start typing the name of the training module. In this example, we will enter 'Forklift License'. When you are done, press Enter/Return on your keyboard.
You will see the Training Module appear in the box. This can now be applied to other employees.
3. Creating Training Modules in the Schedule
On the Schedule tab, you can create and apply training modules as well. From the schedule tab, select the location you'd like to adjust in the top left.
Click edit next to the area that needs training applied to it.
In the Training Requirements field, enter a new or existing Training Module.
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 people, go to the People page.
Click Options > Edit next to an employee who should have this Training Record.
Click Job Information in the Employee Profile.
Within the training box, begin typing the training module you would like to add, and press Enter/Return on your keyboard.
Click 'Save Details' when you are done.
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.
After you've entered all the required trainings to the employee records, click Save.
Edit Training Records
There are two places to achieve this.
Training modules have additional functionality to allow for attached files, comments, and expiry dates.
To edit a training module, navigate to the 'People' page, then click 'Edit' on the employee who's training you would like to edit.
Now, select the 'Job Information'. Next to each training record is an Edit icon. Click this to expand the edit box.
You can now edit the expiry date, add comments, or even upload a relevant file within this record.
Remember to click 'Update Training' when you're finished.
Additional icons may appear next to each training module, as displayed below:
Here's what each of these means:
Icon Description This icon means that the training module is current and valid. This icon indicates that there is a file attached to this training module. This icon means that there is a comment attached to this training module. This icon indicates that the training module is expired.
In the people page, you can now view filters based on training expiry.
Here you can search for employees with specific training records.
Here, you can filter employees who have expired training records, or upcoming expired records.
If the training is highlighted orange, it means that the training module is expiring within the specified number of days (Expires in next 30/60/90 days filter selected).
If the training is highlighted red, it means that the particular training module is expired.
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. Our help doc found here will walk you through creating and using extensions.
You can find out more about the Expiring Training extension below.
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. You can choose to send a notification to the employee, to the manager who created the training record, or to both. You can also select the specific training record to create a notification for. Finally, you can select when the notification will be sent out, from 7, 14, 30, 60 or 90 days before the expiry date.