In Assure, it is possible to update the Status of multiple Training Records with the same course at once. This allows you to update the training status of multiple attendees on a course in one step.
You can also add attachments and URL links to the Training Records as part of the same bulk operation. The bulk update runs as a Background Process, meaning Assure queues the work automatically and notifies the user when the job starts and when it completes.
Prerequisites
- An active Assure user account with access to the People module.
- Access to the following: Training Records, Training Needs Analysis, or Course list pages.
- Training Records must already exist in Assure for the course you wish to update.
- For courses linked to a Training Needs Analysis (TNA), the TNA must be saved and linked to the relevant people.
How to Access Training Bulk Update
You can perform bulk updates from three places:
1. Training Record List Page
- Navigate to Modules > People > Training Records.
- Select the Training Bulk Update button on the top right of the screen.
2. Training Needs Analysis List Page
- Navigate to Modules > People > Training Needs Analysis.
- Select the Training Bulk Update button on the top right of the screen.
3. Course List Page
- Navigate to Modules > People > Course.
- Find the course you wish to update and click the menu cog (cog wheel icon) on the record.
- Select Training Bulk Update from the menu.
Steps to Update
Step 1: Select the Course to Update
When you navigate to Training Bulk Update from the Training or TNA list pages, you will then need to choose which course you wish to update.
Note: If you accessed Training Bulk Update directly from the Course list page via the menu cog, the course is pre-selected and this step is skipped.
Step 2: Select Training Records to Update
To add the Training Records you wish to update, click Select Training Records. In the pop-up you can select all, search and select, and more.
Step 3: Update the Fields
In the Fields section, you can update the Status of the Training Records, as well as add a date the training was completed on.
If the course for the training record you want to update is recurring training, you can enter the required status and the date the training was completed on. The next course and required by date will auto-populate if linked to a TNA.
If you are only using the Training Records to manage your people's training or the training type is one-off, the next course will not auto-populate. You will have the option to manually replace and update when setting the new status by ticking the box 'Replace and Update'.
Step 4: Add Attachments and Links (Optional)
In the Attachments section you can add one or more files and links to the records. Each training record updated will have a copy of the file and/or URL attached to the record.
Click the Add File button to open the file explorer and select the file you wish to upload. If you wish to add more than one file, you must add these one at a time.
Click the Add Link button to add a URL link, where you can also add a description of the URL.
Step 5: Apply Changes
When you click Apply Changes, you will receive a notification that these changes will begin in the background.
You will receive a further notification once the bulk update has been completed.
An email summary of the background process will also be sent to the user who initiated the change.
For further information on background processes, refer to the Background Processing in Assure article.
Important Note: Courses Linked to a Learn Mission
The status of a training record linked to a Learn Mission can only be moved forwards - for example, Not Started to Completed. It cannot be moved backwards, i.e. Completed to Not Started.
The available status transitions are:
| Current Status | Available New Status Options |
| Optional / Not Required | Optional/Not Required, Not Started, In Progress, Completed |
| Not Started | Optional/Not Required, Not Started, In Progress, Completed |
| In Progress | In Progress, Completed |
| Completed | Completed |
AI Metadata
Product Area: People and Training, Training Records, Training Needs Analysis
User Role: Assure Administrator, Training Manager, EHS Manager, any user with access to the Training Records, Training Needs Analysis, or Course modules
Tags: Bulk Update, Training Records, Training Bulk Update, course status, completed date, attachments, Replace and Update, Background Processing, People module, TNA
Version/Region: All Assure versions; all regions
Important Synonyms: Training Bulk Update = bulk update training records; TNA = Training Needs Analysis; Course = TNA Course/Component = Course Library; Status = training status; Replace and Update = renew training record; Background Processing = background job
Suggested Embedding Keywords: bulk update training records Assure, update multiple training records, training bulk update button, update training status multiple attendees, add attachments training records bulk, bulk complete training course, training record status update, replace and update training Assure
Relevant Modules and Cross-Module Implications: This article sits within the People and Training module in Assure. The Training Bulk Update function is accessible from three submodule list pages: Training Records, Training Needs Analysis, and Course. When bulk updates are applied, the process runs via Background Processing (Assure's background job feature that queues time-consuming tasks so users can continue working). For Training Records linked to an Evotix Learn Mission, status can only be moved forwards and cannot be reversed manually.