Training Modules are specific types of training that your organization requires, whether they are qualifications, certificates or particular skills. When applied to an employee's Training Record, you can ensure that only the best and qualified employees are scheduled to work.

This article covers:

  • Creating Training Modules in the Employee Profile
  • Creating Training Modules in the Schedule
  • Creating Training Modules in the Enterprise tab
  • Applying Training Modules to an Employee Profile to create/update a Training Record
  • Applying Training Modules to multiple Employee Profiles to create/update multiple Training Records
  • Editing Training Records
  • Notifications for Training Expiry

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. For clarification, training modules are the certification and 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 can'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. Easy! We'll show you how it works below.

Creating Training Modules

Creating Training Modules in the Locations tab

Click Locations at the top of your screen. Next, click "Edit Settings" next to the location.

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.

Click in the Training Requirements area and begin typing the name of the training module you'd like to create. Press Enter/Return to create the new Training Module and assign it to an Area in the same step.

Creating Training Modules in the Employee Profile

Navigate to an employee's profile and click 'Edit Profile'.

ClickTraining

Click on Add New.

Select the Training Type, Training Date, Expiry Date, Additional Information and Attach a File. Training Type is the only required field. When you are done, click update then Save Employee. 

Creating Training Modules in the Schedule

You can also create and apply training in 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.

Enterprise Tab - Training Modules

In Deputy's Enterprise platform you can also add training from the Enterprise tab. Click Training Modules. Here you will find all previously created trainings in your account.

Select New Training Module in the top left.

The only fields required are Title, Provider, Time Required (days), and Comment. Comment is a legacy field that is no longer used by the Deputy application.

If you select Department from the headings on the left, you'll be able to choose the department(s) that this training would be applicable to. 

When satisfied, click Save in the top left.

How To Apply Training Modules

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

Enterprise Platform - Applying Training Modules To Single Employee to Create Training Records

Go to the People tab. 

Click Options next to an employee. 

Click Edit

Once on the Edit Employee screen, select Training in the blue navigation bar.

This will bring you to this screen. Select add new.

Select the training you've previously created. 

  • The Training Date and Expiry Date will auto populate to today's date and today's date + 30 days respectively. Please adjust these accordingly. Note: You may leave the Expiry Date blank. 
  • Comments such as license number can be included in the Additional Information field. 
  • The Attach File field would allow you to store documentation for this training record. 

Click update when training record has been created. Then select Save Employee.

Applying Training Records To Multiple Employees

To do this, go to the People tab. 

Click the checkboxes on the left of each employee you'd like to add the training to. Then, click "Bulk Actions" at the top of the list, where you'll see an option reading "Add Training," and apply the Training Module to their Training Records.

Edit Training Records

Go to the People tab. Next, click Options next to the employee who's Training Record needs editing.

Click Edit

Once on the Edit Employee screen, select Training in the blue navigation bar.

This will bring you to this screen. Select Edit Record.

  • The Training Date and Expiry Date will auto populate to today's date and today's date + 30 days respectively. Adjust these accordingly. 
  • You may leave the Expiry Date blank. Comments such as license number can be included in the Additional Information field. 
  • The Attach File field would allow you to store documentation for this training record. 

Click update when training record has been created. Then select Save Employee.

Filters

In the people page, you can now view filters based on training expiry.

Training

Here you can search for employees with specific training records.

Training Expiry

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.

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