Automatically Create Training for New Joiners
This article covers
- Overview
- How to Assign Training when Creating a Person Record
- Data Import
- API – Coming Soon
OVERVIEW
When creating a new person record, there is a ‘Training’ section. Here, when ‘yes’ is selected, it is then possible to select a TNA Template (Qualification).
Note: This can only be done when creating a new person.
To do so, select the cog and in the pop up select the TNA you wish to add to the person.
Once selected, the courses associated with the TNA chosen will display on the person record. You can sort the courses using the arrows at the side to drag and drop.
Additional courses can be added using the ‘Add From Course Library’ button.
Remove courses by selecting the delete button on the right hand side.
A number of the course details can be overwritten if required. The “Status” and “Completed on” columns cannot be modified when creating a new Person Record.
When you Save the Person Record, a TNA and Training Records will be created for that person with the courses you have specified. You can modify status and completion for a course from the new TNA Record (for more than one course) or Training Record (for individual course).
Once saved, the “Training” section in the Person Record will display a training overview for that person. You can learn more in this knowledge base.
Data Import
When importing training data for a person, two additional columns have been introduced to support adding training for new joiners:
1. Qualification
This column should contain the ID of the TNA (Training Needs Analysis) template that you want to assign to the individual.
To find this ID:
- Navigate to the relevant TNA Template (Qualification) record.
- Copy the number from the URL, as shown below (highlighted in orange):
https://[your-site]/People/TNATemplate/Edit/5620860#/information
Note: “Qualification” is the default caption for this field, but it may appear under a different name depending on how your system is configured.
2. Override Required By Date
Use this column to specify a custom "Required By" date for the training courses in the template.
- If a value is provided, this date will override the default required-by date from the TNA template.
- If left blank, the system will fall back to using the default date set in the TNA.
API
This is not yet available using the Person Register API. Once this work is completed you will be able to use the API to create Person records with an attached TNA Template (Qualification).