Training Modules are specific items that you can attach to employees, whether they are qualifications, certificates or particular skills. When configured and set for employees, you can ensure that only the best and qualified employees are scheduled to work.
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. If an area has the training category and the employee doesn't, the employee can't be recommended to work there. If the area has more than one training category, the employee needs all of them to be recommended. Easy! We'll show you how it works below.
How Do I Create Training Modules?
Via Location Settings > Areas
First, click Locations at the top of your screen. Next, click "Edit Settings" next to the location.
Next, please click "Areas" on the left. You'll see your areas displayed for you. Please click "Edit" next to one you'd like to create training for, or apply existing training to.
In the Area you'll see a section named training. To create a new training category please click in the training area and begin typing the name of the training module. Press Enter to add the new training module.
That's it! You've created the training category, and after clicking the training category to finalise it it will appear as below.
Via Employee Profile
Navigate to an employee's profile and click 'Edit Profile'.
Head to 'Job Information', then click on an empty space in the 'Training' box or click 'Add New Training'.
Now start typing the name of the training module. When you are done, press enter. In this example, we will enter 'Forklift License'.
You will see the 'Forklift License' training module appear in the box. This can now be applied to other employees.
How To Apply Training
Once you've created training for your Areas, you'll need to apply it to your employees. There are two ways to do this.
Applying Training To Single Employees
To do this, please go to the People page. Next, click Options then Edit next to an employee. This will bring up their profile.
Click 'Job Information'.
Within the training box, begin typing the training module you would like to add, then click the relevant training module.
Click 'Save Details' when you are done.
Applying Training To Multiple Employees
To do this, go to the People page. Next, you'll need to click the checkboxes on the left of each employee you'd like to add the training to.
Next, click "Bulk Actions" at the top of the list, where you'll see an option reading "Add Training". Please click it.
Next, click in the box and select the training you have created in the list displayed.
After doing so, please click Save. That's it!
Edit Training Modules
Training modules have additional functionality to allow for attached files, comments, and expiry dates.
To edit a training module, simply navigate to the 'People' page, then click 'Edit' on the employee you would like to alter.
Now, select the 'Job Information'. Next to each training module 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 module.
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 modules.
Here, you can filter employees who have expired training modules, or upcoming expired modules.
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.