Record training completion and evidence

Recording a completion is how you turn an assigned training into proof that someone is trained. A training program is a defined competency or certification — for example a forklift licence or a machine-specific safety induction. A training record is one employee's assignment to a program together with the date they completed it, when it expires, and any evidence held against it. This guide covers logging that completion, attaching certificates as evidence, and correcting a record after the fact.

Do this whenever a person finishes a training: after a supervised sign-off on the shop floor, when an external provider returns a certificate, or when you are clearing a backlog of paper records into Bulk. Recording the completion updates the person's skill level, starts the validity clock so Bulk can warn you before the certification lapses, and — once you attach the certificate — gives you an audit-ready evidence file that survives every future renewal.

Before you start

You need the right permissions, and the training must already exist for the person:

• Record a completion or attach evidence. Both require the Create training assignments permission (training_assignments.create). It is granted by default to the Super user, Entity admin, Training, and People roles. The Operator and Manager roles do not include it.
• Correct a record or remove a certificate. Editing a recorded completion or deleting an evidence file requires the Manage training assignments permission (training_assignments.manage), held by the same four roles.
• Training assigned first. You record completions against training that has been assigned to a person through the training matrix, the grid of who is trained on what. If a program has not been assigned to anyone yet, assign it first — see Assign training.

Record a completion from the matrix

The training matrix is the quickest place to log a completion, because each cell is one person against one program.

1. In the sidebar, open the Training module and select Matrix.
2. Open a saved layout, or the full Versatility Matrix, and find the cell where the employee's row meets the program's column.
3. Select the cell to open the Training Details dialog. It shows who and what, the current skill level, and any completion and expiry dates on record.
4. If the person has not started yet, the cell reads Not Trained — select Start Training to mark them In Training. Once a training is In Training, select Record Completion.
5. In the Record Completion dialog, set the Completion Date (it defaults to today) and select Record.

Bulk confirms with Training completion recorded.

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What recording a completion does

Logging the completion updates several things at once, all calculated by Bulk:

• Status becomes complete. The training moves to a Valid record (or Expired only if the completion date you entered is already past the validity period).
• Skill level rises to at least Supervised. Bulk lifts the person's skill level to Supervised (level 2 of 4) if it was lower, so the matrix reflects that they are trained. You can raise it further to Competent or Trainer from the Training Details dialog.
• The expiry date is set automatically. Bulk adds the program's validity period to the completion date to calculate when the certification lapses. If the program has no validity period, the training does not expire.
• The completion is logged to history. A Completion recorded entry is written to the training's History with your name and the date, so there is always an audit trail.

Attach evidence to the record

The completion date proves when; a certificate proves what. Evidence lives on the employee's training detail, held against the record.

1. Open the person's training detail. From the Training module, select Records, then choose the employee — or open their record from the People module. See Review training records for the full page.
2. On the Trainings tab, expand the training's card and find the Certificates section (Evidence held against this training record).
3. Drop a file onto the dropzone, or select browse files, to upload. Accepted files are PDF, JPG or PNG, up to 10 MB.

Each uploaded file appears as a row with a Verified seal, its size and who uploaded it, and controls to Preview, Download, or remove it. You can hold more than one certificate against a single record — the dropzone reads Add another certificate once the first is stored.

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Correct a recorded completion

If a date was keyed wrong or the trainer was not captured, correct the record rather than deleting and re-recording it. On the expanded training card, select a date cell or Edit record to open the Edit Training Record dialog. There you can:

• Adjust the Completed date and, if needed, the Expiry date. Expiry follows the program's validity period by default; picking a different date is an explicit override that applies to that one record. Use Reset to auto to return to the calculated date.
• Set the Trainer (a Bulk user or a typed-in name) and the Provider (the organisation that delivered the training; you can add a new provider inline).
• Enter a Reason for change. A reason is required, and the correction — old dates to new — is logged to the training's History with your name and timestamp.

Select Save changes to apply. Bulk confirms with Record updated — change logged to history.

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Example: logging a confined-space induction at Leeds Fabrication Plant

A welder at Granite Peak Manufacturing's Leeds Fabrication Plant, DOCS-EMP-0042, finishes their confined-space entry induction on the shop floor under supervision. Dana Winters, the site owner, opens Training, then Matrix, and finds the welder's row against the DOCS Confined Space Entry column. The cell reads In Training, so she selects it, chooses Record Completion, sets the completion date to today, and selects Record. Bulk lifts the welder to Supervised and, because the program carries a twelve-month validity period, sets the expiry to a year out.

The external assessor emails the signed certificate that afternoon. Dana opens the welder from Records, expands the DOCS Confined Space Entry card, and drops the PDF into the Certificates section. It stores with a Verified seal against the record. When the plant is audited six months later, the certification shows as Valid, the History carries the Completion recorded entry with Dana's name, and the certificate is one click away — proof the welder is cleared for confined-space work.

Expected result

After recording a completion and attaching evidence:

• The training shows as Valid on the employee's record card and in the matrix cell, with Completed and Expires dates.
• The person's skill level is at least Supervised, so the matrix reflects that they are trained.
• The History tab carries a Completion recorded entry; corrections and certificate changes add their own entries.
• The certificate appears under Certificates with a Verified seal, ready to preview or download.

Availability and limitations

Recording training completions is generally available. A few behaviours are worth knowing:

• The matrix Record Completion dialog captures the date only. Evidence is attached separately on the employee's record card, so recording a first completion and attaching its certificate are two steps. Renewals can take a fresh certificate in the same step — see Renew expiring training.
• Recording sets skill level to Supervised, not higher. Reaching Competent or Trainer is a separate judgement you make from the Training Details dialog; it is not implied by a completion.
• Certificate files are limited to PDF, JPG, or PNG, up to 10 MB. Other file types and larger files are rejected. Bulk validates the file both in the browser and on the server.
• Renewing does not replace the record. To start a fresh validity window on an expiring or expired training, use renewal rather than editing the dates — editing corrects the existing window, renewal opens a new one and keeps the old evidence.

Troubleshooting

• There is no Record Completion button on the cell. The action only appears once a training is In Training. If the cell reads Not Trained, select Start Training first; if it is already completed, the dialog offers Renew Training instead.
• "Training completion required before setting skill level to Supervised or higher." You tried to raise the skill level past In Training without a completion on record. Record the completion first, then raise the level.
• The upload is rejected. File type not accepted — use PDF, JPG or PNG up to 10 MB means the file is the wrong type or too large. Export the certificate as a PDF or image under 10 MB and try again.
• You cannot record, upload, or edit. These actions need the training manage or create permissions. If the controls are missing or read-only, ask an administrator to grant your role the Create training assignments or Manage training assignments permission.

Related

• Review training records — the page you open to find a person and drill into their trainings.
• Renew expiring training — start a new validity window on an expiring or expired certification.
• Assign training — assign a program to people so it can be completed.
• Use the training matrix — the grid of who is trained on what.
• Training — the training module overview and home dashboard.