Training

The Training module in TrakIT lets you build a catalogue of training courses, assign them to employees, track completion, and monitor compliance. It has five pages — Training Master, Training Assignments, Employee Training Records, Training Compliance Dashboard, and My Training — each serving a different role or purpose.

Training Master

For: HR Admin / Training Administrator

Training Master is the catalogue of all training programs in your organisation. Every assignment and employee record is linked to a training defined here.

Viewing the Catalogue

The page lists all trainings for the selected company. Use the Filters bar to narrow down results by Code/Title (free-text search), Category, Type (Online/Self-Paced, Classroom/In-Person, Video, Document/Reading), Mandatory status, and Active/Inactive status. Click Search to apply or Reset to clear.

Adding a Training

Click Add Training (top right). Fill in the form and click Save.

• Code (required) — A short unique identifier, up to 20 characters, stored in uppercase. Example: HSE-001.

• Title (required) — Full name of the training, up to 200 characters.

• Type (required) — Delivery method. Classroom/In-Person trainings go through a manager approval step when an employee submits completion.

• Description — Optional details, up to 1,000 characters.

• Category — Optional grouping label (e.g., Safety, Compliance) used for filtering.

• Duration — Estimated completion time in minutes.

• Mandatory — Tick to flag this training as mandatory for compliance reporting.

• Validity — Days before a completed training expires and needs to be retaken. Enter 0 for no expiry.

• Pass Score — Minimum percentage to pass a quiz (1–100). Leave blank if there is no assessment.

• Content URL / Path — Link to the training material or e-learning portal.

• Provider — Name of an external training provider, if applicable.

• Shared — Tick to allow other companies in your group to use this training.

• Active — Untick to deactivate. Inactive trainings are hidden from assignment dropdowns but historical records are kept.

Editing or Deleting a Training

Each row has a pencil icon to edit and a bin icon to delete. Deletion is permanent and will be blocked if employee records are linked to the training.

Training Assignments

For: HR Admin / Training Administrator

Training Assignments links a training to one or more employees. A single assignment can target an individual employee, an entire department, or all employees. When saved, TrakIT automatically creates individual training records for every matched employee.

Viewing Assignments

The list shows all current assignments. Rows with a past due date are highlighted in red. Filter by Training, Assignment Type (Individual / Department / All Employees), Department, or tick Overdue to show only assignments with a past due date that still have pending employees. The Employees column shows how many people are covered.

Creating an Assignment

Click Assign Training and complete the form.

• Training (required) — Choose from the catalogue.

• Assignment Type (required) — Individual Employee, Department, or All Employees.

• Employee — Shown when Individual is selected. Choose the target employee.

• Department — Shown when Department is selected. Choose the target department.

• Due Date — Optional deadline. Overdue records are highlighted red throughout the module.

• Notes — Internal notes, up to 500 characters.

Click Assign to save.

Updating a Due Date

Click the calendar icon on a row to open the Update Due Date popup. You can set or clear the deadline. This updates the due date on all pending employee records under that assignment.

Removing an Assignment

Click the bin icon to delete an assignment (confirmation required). This also removes all Pending employee training records under it. Records already Completed, Waived, or otherwise actioned are not affected.

Employee Training Records

For: HR Admin / Training Administrator

Employee Training Records is the detailed ledger of every individual training record — one row per employee per training. Use this page to monitor progress, mark completions, approve submissions, waive requirements, and reset records.

Training Status Values

• Pending — Assigned but not yet started.

• In Progress — The employee has started or submitted and it is awaiting approval.

• Completed — Successfully completed (and approved where required).

• Expired — The certificate validity period has lapsed. The employee must retake the training.

• Waived — The requirement has been formally waived with a recorded reason.

• Failed — The employee did not meet the pass score.

Row colour coding: Red = Overdue, Expired, or Failed. Grey = Waived.

Columns

• Employee — Name and employee ID.

• Training — Training code and title.

• Department — Employee's department.

• Status — Current status (see above).

• Due Date — Shown in red if past due and still incomplete.

• Completed On — Date the training was marked complete.

• Score — Quiz score shown in green (pass) or red (fail).

• Cert Expiry — Certificate expiry date. Orange when within 30 days, red when expired.

Filters

Employee name (free text), Training, Department, Status, Mandatory, Overdue Only (tick), and Pending Approval (tick — shows In Progress records with a proof file uploaded but not yet approved).

Available Actions

• Mark Complete (tick icon) — Available when Pending or In Progress. Enter an optional score, notes, and whether approval is required. If approval is required, the record moves to In Progress for a manager to review. Otherwise it moves directly to Completed.

• Approve (thumbs-up icon) — Available when In Progress with a proof file uploaded and not yet approved. Finalises the record as Completed. Enter optional approval notes.

• Waive (slash-circle icon) — Available when Pending or In Progress. Marks the training as Waived. A reason is mandatory.

• Reset (repeat icon) — Available when Expired or Failed. Resets the record to Pending so the employee can retake the training. Requires confirmation.

• Download Certificate (PDF icon) — Available when Completed and a certificate number has been assigned. Opens the certificate as a PDF in a new tab.

Training Compliance Dashboard

For: HR Admin / Management

The Training Compliance Dashboard gives a real-time snapshot of your organisation's training health. It is read-only and refreshes automatically when you change the company or expiry window.

KPI Summary Boxes

• Active Trainings — Number of active programs in the catalogue available to this company.

• Total Assigned — Total employee training records across all programs.

• Completed — Records with Completed status.

• Pending — Records with Pending or In Progress status.

• Overdue — Pending/In Progress records past their due date.

• Expiring — Completed records whose certificate expires within the selected window.

• Pending Approval — In Progress records with a proof file awaiting approval.

• Overall Compliance — Percentage of all assigned records that are Completed.

Use the Expiring within dropdown (30 / 60 / 90 days) in the top toolbar to adjust the Expiring KPI and the Expiring Certificates table.

Compliance by Training

A table showing per-training numbers: Assigned, Completed, Pending, Overdue, Waived, Failed, and Compliance %. Sorted with mandatory trainings first and worst compliance at the top. Compliance % is colour-coded: green = 80% or above, orange = 50–79%, red = below 50%.

Overdue Employees

Lists individual employee–training combinations that are past due, showing the number of days overdue. Use the Department dropdown to filter by department.

Expiring Certificates

Lists employees whose completion certificates expire within the selected window. Rows expiring within 14 days (or already expired) are shown in red; the rest in orange.

My Training

For: All Employees

My Training is the self-service page every employee uses to see their assigned trainings and record their completion. No special permissions are required — any logged-in employee can access this page.

Summary Strip

A line at the top of the page shows your personal totals: total assigned, completed, pending, and — if any — the number of overdue trainings highlighted in red.

The Training List

• Training — Code and title.

• Type — Delivery method.

• Mandatory — Tick indicates mandatory.

• Status — Your current status for this training.

• Due Date — Shown in orange when due within 7 days, red if overdue.

• Completed On — Date you completed the training.

• Score — Your quiz score as pass (green) or fail (red).

• Certificate — Certificate number, expiry date, and link to download the PDF. Expiry shown in orange when within 30 days, red when expired.

Filters

Training code/title (free text), Status, Mandatory, and Overdue Only (tick).

Completing a Training

For any Pending or In Progress training, an action button appears on the right of the row.

Online / Self-Paced, Video, Document → "Mark Complete" — Enter an optional score and notes, then click Mark Complete. The training is immediately recorded as Completed and a certificate is issued if applicable.

Classroom / In-Person → "Submit" — Enter notes and click Submit. The record moves to In Progress and is sent to your HR administrator or manager for approval. A note in the form confirms this. Once approved, the status changes to Completed.

Completion Certificates

When a training is marked Completed and a certificate number has been assigned, TrakIT generates a printable certificate of completion. The certificate includes the employee name, designation, department, and employee number; the training title, code, and category; the completion date and validity date; the approver name and date (for classroom trainings that went through approval); and the certificate number and company logo.

Certificates can be downloaded from the Employee Training Records page (by administrators) and the My Training page (by the employee) using the PDF download icon.

Quick Reference — Who Uses Which Page

Training Master — HR Admin — Build and manage the training catalogue.

Training Assignments — HR Admin — Assign trainings to individuals, departments, or all staff.

Employee Training Records — HR Admin — Monitor, complete, approve, waive, or reset records.

Training Compliance Dashboard — HR Admin, Management — Real-time compliance overview.

My Training — All Employees — View personal assignments and mark them complete.