In the People and Training module within Assure, the Training Needs Analysis (TNA) (a record that maps an employee's training requirements to a group of courses) page allows a user to assign a Qualification or TNA Template (a reusable group of training courses mapped to a particular role) to one or more employees. This article explains how to use the Replace and Update function to manually renew a training requirement for a course that is configured as one-off but must be repeated or refreshed. It also covers how to Remove a course from an employee's TNA when the course is no longer required.
Important: For training that recurs at a regular interval, use the Recurring Training functionality instead. When a course is set to Recurring, the next occurrence automatically populates with a new Required By date on completion -- no manual Replace and Update is needed. Refer to the How to Manage Recurring Training in Assure article for guidance on setting up recurring training.
Prerequisites
- Access to Modules > People > Training Needs Analysis in Assure.
The Training Record (a record in Assure tracking an employee's progress against a specific course) for the relevant course must be in a Completed status. Replace and Update is not available for Training Records in any other status.
When to Use Replace and Update
Recommendation: Where possible, configure the course as Recurring rather than using Replace and Update each time. Recurring training automates the renewal process and reduces manual administration. Replace and Update should be reserved for situations where a course must remain one-off but has an exceptional requirement to be refreshed.
How to Use Replace and Update
1. Navigate to Modules > People > Training Needs Analysis and open the relevant employee's TNA record.
2. Locate the training course that has a Completed status and needs to be renewed.
3. Select the more menu (three-dot menu) alongside the correct Training Record.
4. Choose Replace and Update from the dropdown menu.
What Happens After Replace and Update
- The Required By date is cleared.
- The Training Record status is reset to Not Started.
- The Course Date for the record is marked as Override, indicating the existing course date has been overridden.
What Happens to the Previous Completed Record
Removing a Course from a TNA
Note: Removing a course from the TNA does not delete the training history. If the Training Records are no longer needed, they must be deleted individually from Modules > People > Training Records.
Key Behaviour Reference
| Action | Result |
|---|---|
| Replace and Update applied | New training requirement created; Required By date cleared; status reset to Not Started; Course Date marked as Override |
| Previous completed record | Retained in system; accessible via Modules > People > Training Records; no longer part of active TNA |
| Remove applied | Course removed from TNA; associated Training Records remain in system but are unlinked from the TNA |
| Replace and Update not available | The Training Record is not in a Completed status |