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

To set up training requirements in your Deputy account, you'll need to be either a Location Manager or a System Administrator.

In this article we will cover:

• What are training requirements
  
  • Scheduling 
  • Unscheduled shifts
• How do I create training modules
• How do I apply training modules to team members to create a training record
• How do I edit training records
• Notification of upcoming training expiry
• Delete or edit a training module
• Manage training modules and training records in bulk
• Using training records to make scheduling easier
• Watch a video on managing training in Deputy 

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 team members.

Training records are applied to each team member's profile and can be used purely as a way of tracking that your employees have current training and as a place to store their certification if you wish to upload their certification.

Further functionality is added when a training module is applied to an area by a manager. This will then affect which team members are recommended to work in this area or which areas they can start unscheduled shifts in, depending on which training records they have assigned in their profile.

Note: training records must not be expired to be valid.

It works in these ways:

Scheduling

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

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

Scheduling managers can still override the training warning and schedule a team member without the appropriate training into an area but it will be flagged on the schedule.

Clocking in for unscheduled shifts

Managers can also use training requirements to manage which users with 'employee' level access can clock into unscheduled shifts into areas with training modules assigned by enabling an optional location setting.

With this setting turned on, users with 'employee' level access cannot start an unscheduled shift in an area where they do not have the required training, even if they are marked as preferred team members in this area.

For one-off instances where an employee needs to work in an area without the required training, the manager can workaround this block by either:

• scheduling the employee into the shift and overriding the training warning in the schedule so that the team member can clock in for the shift
• starting the unscheduled shift on behalf of the employee by starting the shift in the team member's profile on the People page.

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

Have you created a training module in error or have a training module you no longer need? System Administrators can delete training modules no longer needed in their accounts. 

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.

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.

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. 

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

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.

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.

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 (200 character limit)
• 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 Edit to make changes.

You can see which training records are due to expire (if a training expiry date was set) and there is also an icon to indicate any comments or files added to the training record.

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 (up to 200 characters), or upload a relevant file within this record.

Remember to click Save when you're finished.

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

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.