Review training records

The Training Records page is where you review how your people are tracking against the training assigned to them. A training record is one employee's assigned training program together with when they completed it and when it expires. A training program is a defined competency or certification — for example a forklift licence or a machine-specific safety induction — that you assign to people through the training matrix, the grid of who is trained on what.

Use this page when you need a current, at-a-glance picture of training compliance: before an audit, when planning who can be scheduled on a job, or when you want to find and clear expired certifications. Reviewing records is mostly a read-and-monitor activity — you spot who is at risk here, then follow the linked tasks to record a completion or renew a training. Records are drawn from the training matrix, so an employee appears once training has been assigned to them.

Before you start

You need the right permissions to see training records:

• View the Records page. The Records grid requires the View training matrix permission (training_matrix.view). It is granted by default to the Super user, Entity admin, Training, and People roles. The Operator and Manager roles do not include it, so those accounts cannot open the training Records page.
• Open an employee's detail. Drilling into one person's training opens their assignment detail, which requires the View training assignments permission (training_assignments.view). The same four roles — Super user, Entity admin, Training, and People — hold it by default.
• Training already assigned. The page lists employees who have training assigned to them through the matrix. If nothing has been assigned yet, the page shows No training assignments with the prompt Add training assignments to get started, and there is nothing to review.

Open the training records

In the sidebar, open the Training module and select Records. The page is titled Records and carries the subtitle Track current employee training status from matrix assignments. Each employee with assigned training appears as a card in a grid.

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Read an employee's compliance at a glance

Every card summarises one employee without you needing to open them:

• Who they are. The card shows the employee code, full name, and their department and job title.
• Compliance badge. A coloured badge reflects how much of their assigned training is complete: Compliant at 100%, Partial from 70% up to 99%, and At Risk below 70%.
• Completion bar. A progress bar visualises the same completion percentage.
• Counts. Three figures break the picture down — Assigned (total training assigned), Completed, and Expired. The Expired figure turns red whenever it is above zero, so lapsed certifications stand out.
• View training records. The footer link opens that employee's full training detail.

If more than 12 employees match, the grid paginates. A footer reads Page x of y with the total count, and Previous and Next buttons move between pages.

Filter and search the records

The controls above the grid narrow the list so you can focus on the people who need attention:

• Search employees. The search box (placeholder Search employees...) matches by name as you type.
• Filters. Select Filters to open a drawer titled Filters with two facets on this page:
  • Compliance — choose Compliant, Non-compliant, or Expiring, or leave it on Any status.
  • Department — pick a single department, or All Departments.

Active filters appear as removable chips (labelled Search, Compliance, and Department), and Clear resets them all. While the list refreshes, a small Updating results... indicator shows beneath the controls.

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Review one employee's training in detail

Select a card, or its View training records link, to open that employee's training detail. The page header shows their name and job title, with a back control that returns you to the Records grid. Two areas make up the view.

The sidebar: Overview and Training Summary

• Overview (Employee details and training status) lists the person's employee code, department, job title, site, shift, and manager, and shows a compliance pill: Compliant, Partial, or At risk. Fields with no value read Not assigned.
• Training Summary (Compliance and risk signals) shows the overall completion percentage with a bar, then Assigned, Completed, and Expired counts. Below them, a risk list names each expiring or expired training; selecting a risk jumps to and expands that training's card.

The Trainings and History tabs

The main column has two tabs. Trainings (with a count) lists a card per assigned training; History holds the audit trail.

Each training card shows the program code and name, whether the training is mandatory, recommended, or optional, its skill level, and a status: Valid, Expiring, Expired, In progress, or Pending. The Completed and Expires dates sit on the card. Training that is expired or expiring shows a coloured risk strip — for an expired training it reads that the person is non-compliant until it is renewed, with a Renew now action where renewal is allowed. Expired records open already expanded, because they are usually the reason you are on the page.

Expand a card to see its full record: the Trainer and Provider, the Validity period, and when it was Last renewed, plus any certificates held as evidence. The footer offers Edit record, Renew training (or Renew early for a still-valid training), and History for that one training. The History tab lists every change — edits, uploads, and renewals — under the heading Activity; if there has been no activity yet it reads No activity yet.

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Example: a quarterly compliance review at Leeds Fabrication Plant

Dana Winters, the owner at Granite Peak Manufacturing, runs a compliance review before a customer audit of the Leeds Fabrication Plant. She opens Training, then Records, and selects Filters, choosing the Expiring compliance option to surface everyone whose certifications are close to lapsing.

Three cards remain. One shows a welder, DOCS-EMP-0042, badged Partial with an Expired count of 1 in red. Dana selects the card. On the detail page, the Training Summary lists a risk item for DOCS Confined Space Entry expired, and she selects it to jump straight to the expanded card. Its risk strip confirms the training lapsed and marks the welder non-compliant until it is renewed. Dana notes it for follow-up, then uses the Renew now action to start the renewal so the welder can be scheduled on confined-space work again. Because she filtered by Expiring first, she cleared every at-risk certification in one pass rather than opening people one by one.

Act on what you find

Reviewing records tells you what needs doing; the actions themselves live in their own tasks:

• To record that someone finished a training and attach evidence, follow Record training completion and evidence.
• To renew an expired or expiring certification, follow Renew expiring training.
• To assign new training to people, follow Assign training.

Troubleshooting

• The Records page is empty. If the page reads No training assignments, no training has been assigned through the matrix yet. Assign training first, then return to review it.
• "Employee not found." Opening a detail page from a broken or edited link shows Employee not found with Select an employee from the training list. Go back to the Records grid and pick an employee from there.
• A person you expect is missing. The grid only lists employees with training assigned, and any active filter narrows it further. Clear the filters and confirm the person has training assigned through the matrix.
• The compliance badge and the Compliance filter disagree. The badge on a card is a completion tier (Compliant, Partial, or At Risk based on completion percentage), while the Compliance filter groups people by compliance status (Compliant, Non-compliant, Expiring). They are calculated separately, so a filtered result and a card badge will not always use the same word.

Permissions and availability

Reviewing training records is generally available. The Records page is gated by the View training matrix permission (training_matrix.view), and opening an employee's detail is gated by the View training assignments permission (training_assignments.view). Both are read permissions; recording completions, editing records, and renewing training are governed by separate manage permissions and are covered in their own guides.

Related

• Training — the training module overview and its home dashboard.
• Use the training matrix — the grid the Records page draws from, mapping people to programs.
• Record training completion and evidence — log a completion and attach certificates.
• Renew expiring training — clear an expiring or expired certification.
• Employee record — the person's wider record, including their department, job title, and shift.