Automatically Create Training for New Joiners in Assure

Summary:

This article describes how to automatically create and assign training courses to new employees when creating a Person Record in Assure. Users can assign a Training Needs Analysis (TNA) Template (also called Qualification) during Person Record creation via the web interface or data import, which automatically generates Training Records for specified courses.

Prerequisites:

• User Role: System Administrator or user with permission to create and edit Person Records
• Modules Required: Person Register, Training Needs Analysis (TNA), Course Library, Training Records
• Setup: TNA Templates (Qualifications) must already be configured with associated courses
• Permissions: Write access to Person Register module
• Version/Region: Assure (all versions supporting TNA Templates)

Problem/Intent:

New employees often require a predefined set of training courses based on their role or department. Manually creating individual Training Records for each new joiner is time-consuming and error-prone. This feature automates the assignment of training courses by linking a TNA Template (Qualification) to a new Person Record, ensuring consistent training compliance from day one and reducing administrative overhead.

Steps:

Method 1: Assign Training When Creating a Person Record via Web Interface

1. Navigate to People > Person Register in Assure.
2. Click +New Record to create a new Person Record.
3. Complete the required fields (e.g., Name, Email, Organizational Unit).
4. Scroll to the Training section within the Person Record form.
5. Select Yes in the Training section to enable training assignment.

6. Click the cog icon next to the TNA Template (Qualification) field.

7. In the pop-up window, select the TNA Template (Qualification) that corresponds to the new joiner's role or training requirements.

8. Click Confirm or Select to apply the TNA Template.

9. The system displays the list of courses associated with the selected TNA Template.

10. (Optional) Reorder courses by clicking and dragging the arrow icons next to each course.

11. (Optional) Add additional courses by clicking Add From Course Library and selecting courses from the list.

12. (Optional) Remove unwanted courses by clicking the delete icon on the right-hand side of each course row.

13. (Optional) Modify course-level details such as Required By Date or Priority directly in the course list (Note: Status and Completed On fields cannot be modified at this stage).

14. Click Save Record to create the Person Record.

15. The system automatically creates:

• A Training Needs Analysis (TNA) Record linked to the selected TNA Template
• Individual Training Records for each course in the TNA Template

16. Navigate to the newly created Person Record to view the Training Overview section, which displays the assigned training compliance status.

Method 2: Assign Training via Data Import

1. Prepare a CSV or Excel file for bulk Person Record import.
2. Include the following standard columns: First Name, Last Name, Email, Organizational Unit, etc.
3. Add the Qualification column to the import file.
4. Populate the Qualification column with the TNA Template ID for each person:
   • Navigate to People > Training Needs Analysis > TNA Templates.
   • Open the relevant TNA Template (Qualification) record.
   • Copy the numeric ID from the URL (e.g., https://yoursite.assure.com/People/TNATemplate/Edit/5620860 → use 5620860).
5. (Optional) Add the Override Required By Date column to specify a custom Required By Date for training courses.
   • Format the date as YYYY-MM-DD or according to your system's date format.
   • If left blank, the system uses the default Required By Date from the TNA Template.
6. Save the import file.
7. Navigate to Admin > Data Import > Person Register (or equivalent import location).
8. Upload the prepared file.
9. Map the columns in the file to the corresponding Assure fields:
   • Map Qualification to the TNA Template field.
   • Map Override Required By Date to the override date field.
10. Click Validate to check for errors.
11. Review validation results and correct any errors in the source file if necessary.
12. Click Import to complete the data import.
13. The system creates Person Records and automatically assigns TNA Templates and Training Records based on the imported data.
14. Verify the import by navigating to People > Person Register and reviewing the Training Overview section for newly imported persons.

Method 3: Assign Training via API (Coming Soon)

Note: This functionality is not yet available via the Assure Person Register API. When implemented, users will be able to create Person Records with an attached TNA Template (Qualification) programmatically using API calls.

Notes & Warnings:

• Training Assignment Timing: Training can only be automatically assigned during Person Record creation. Once a Person Record is saved, you must manually assign TNA Templates or Training Records via the TNA or Training Records modules.
• Status and Completion Date: The Status and Completed On fields for courses cannot be modified during Person Record creation. These fields must be updated after the Person Record is saved, either via the TNA Record or individual Training Records.
• TNA Template Configuration: Ensure that TNA Templates (Qualifications) are configured correctly with all required courses before assigning them to new joiners.
• Qualification Field Caption: The "Qualification" field may appear under a different caption depending on your system configuration. Check with your Assure Administrator for the correct field name.
• Override Required By Date: If a custom Required By Date is provided, it applies to all courses in the TNA Template. Individual course dates cannot be overridden during creation but can be modified later.
• Data Import Limitations: Ensure the TNA Template ID is valid and exists in the system. Invalid IDs will cause import errors.
• API Availability: API-based training assignment is not yet supported. Check Assure release notes for updates on this feature.

Examples:

Example 1: Assign Training to a New Office Manager via Web Interface

Scenario: A new office manager, Jane Doe, is starting next week. She requires the "Office Manager TNA" template, which includes courses: Fire Safety, Data Protection, and Health & Safety Induction.

Steps:

1. Navigate to People > Person Register and click Add New.
2. Enter Jane's details: First Name = Jane, Last Name = Doe, Email = jane.doe@company.com.
3. Scroll to the Training section and select Yes.
4. Click the cog icon next to the Qualification field.
5. Select Office Manager TNA from the list.
6. Review the displayed courses (Fire Safety, Data Protection, Health & Safety Induction).
7. (Optional) Add an additional course "Manual Handling" by clicking Add From Course Library.
8. Click Save.
9. The system creates Jane's Person Record, a TNA Record linked to "Office Manager TNA," and individual Training Records for Fire Safety, Data Protection, Health & Safety Induction, and Manual Handling.
10. Navigate to Jane's Person Record to view the Training Overview section showing her training compliance status.

Example 2: Bulk Import New Joiners with Training via Data Import

Scenario: HR needs to onboard 50 new employees, each requiring role-specific training.

Data File Example (CSV):

Steps:

1. Prepare the CSV file with the columns shown above.
2. Obtain TNA Template IDs (5620860 for Sales TNA, 5620861 for Marketing TNA, 5620862 for IT TNA).
3. Navigate to Admin > Data Import > Person Register.
4. Upload the CSV file.
5. Map columns: Qualification → TNA Template, Override Required By Date → Custom Required By Date.
6. Click Validate to check for errors.
7. Click Import to complete the process.
8. Verify that John, Mary, and Alex have Person Records created with their respective TNA Templates and Training Records assigned.

Expected Results:

• John Smith: Sales TNA assigned with Required By Date = 2025-12-31 for all courses.
• Mary Johnson: Marketing TNA assigned with default Required By Dates from the template.
• Alex Brown: IT TNA assigned with Required By Date = 2026-01-15 for all courses.

Example 3: Modify Course Details During Person Record Creation

Scenario: A new warehouse supervisor, Tom Green, requires the "Warehouse Supervisor TNA" but needs an additional course and a different priority for one course.

Steps:

1. Navigate to People > Person Register and click Add New.
2. Enter Tom's details: First Name = Tom, Last Name = Green, Email = tom.green@warehouse.com.
3. Scroll to the Training section and select Yes.
4. Click the cog icon and select Warehouse Supervisor TNA.
5. The courses display: Forklift Training, Manual Handling, Fire Safety.
6. Click Add From Course Library and add "First Aid Training."
7. Drag and drop "Manual Handling" to reorder it to the top of the list.
8. Click Save.
9. The system creates Tom's Person Record with the TNA and Training Records for Forklift Training, Manual Handling, Fire Safety, and First Aid Training.

Troubleshooting:

Related Articles:

• Training Compliance Overview on Person Record – Learn how to view and interpret the training compliance overview displayed on Person Records after training is assigned.
• Data Import - Bulk Importing System Users – Detailed guidance on bulk importing users and training data, including required columns and formatting.
• How to Manage Recurring Training in Assure – Understand how to configure and manage recurring training courses using TNA Templates.

Modules/Features Affected:

• Person Register: Primary module where new joiners are created and training is assigned.
• Training Needs Analysis (TNA): TNA Templates (Qualifications) define the training courses assigned to new joiners.
• Training Records: Individual training courses are automatically created as Training Records when a TNA Template is assigned.
• Course Library: Source of available training courses that can be added to TNA Templates or manually added during Person Record creation.
• Data Import: Supports bulk assignment of TNA Templates to multiple new joiners via CSV or Excel upload.
• Insights/Reporting: Training compliance data from assigned courses feeds into dashboards and reports for monitoring training status.

Workflow Dependencies:

• TNA Templates must be configured with courses before they can be assigned to Person Records.
• Training Records are dependent on the successful creation of a Person Record and TNA assignment.
• Data Import functionality relies on correct TNA Template IDs and field mappings.
• Reporting modules depend on Training Records to display compliance and completion data.

Shared Functionality:

• The Training Overview on Person Records aggregates data from Training Records and TNA Templates.
• The Override Required By Date feature affects the default dates set in TNA Templates, impacting both TNA Records and individual Training Records.

AI Metadata:

Product Area: People Management, Training & Competence
User Role: System Administrator, HR Manager, Training Coordinator, Person Record Editor
Tags: Training, New Joiners, Person Record, TNA Template, Qualification, Training Needs Analysis, Course Library, Training Records, Data Import, Training Assignment, Training Compliance, Onboarding, Employee Training, Bulk Import, API
Version/Region: Assure (all versions), Global
Important Synonyms: TNA Template = Qualification, Training Needs Analysis = TNA, Person Record = Employee Record = User Record
Suggested Embedding Keywords: assign training new joiner, create training person record, TNA template qualification, automate training assignment, bulk import training, new employee onboarding training, training compliance new hire, data import TNA, override required by date, training overview person record