Training Management

Overview

The Training menu is used to manage all employee training and certification data. This feature allows you to monitor training status, certificate validity periods, view training history, add new records, and manage supporting documents such as certificates.

Page Navigation

The Training page is located in the Employee Development » Training menu.

Training Statistics

At the top of the page, a summary of training statistics is displayed in card form:

Statistics Cards

Status Definitions

Search Feature

A search column is available to help find training data based on:

• Employee name
• Certification Title
• Certificate Number
• Employee ID
• Provider/Issuer

Action Button

Record Training: Button to add new training data

Training List View

This page displays a table listing all employee training data.

Table Structure

Table Data

Footer:

• Active (7) | Warning (1) | Alert (0) | Expired (2)
• Rows per page: 100 | Page: 1 - 10 of 10

Training Status

Training status is calculated based on the Valid Until date:

Actions on Training Data

Each data row has an action menu (⋮) containing:

Training Details

Click Detail to view complete employee training information.

Header Information

Imam Saeful Millah A Workshop Technician

Attachment

No attachment available

Detail Information

New Record

To add new training data, click the New Record button.

Data Input Methods

When adding new training, you will be given a choice of input methods:

Question:

Method Options:

Download Templates

Click Download templates to get the template file in:

• Excel (.xlsx)
• CSV (.csv)

The template contains the columns needed for training data import.

Import File

After filling in the template, click Import File to upload data in bulk.

Add Manual

Click Add Manual to input training data manually through a form.

New Training Form (Add Manual)

Form Fields

Certificate Validity

Status

Document Upload

Upload Requirements: No file selected

The file must be in PDF format and must not exceed 2MB in size.

• File format: PDF
• Maximum size: 2 MB
• Click to select file or drag and drop

Form Action Buttons

Training Type

Certificate Number Format

Pay attention to the Certificate Number format in the data examples:

Usage Tips

1. Monitor Validity Periods - Pay attention to statistics (Active, Warning, Alert, Expired) to know which certificates need updating.
2. Upload Certificates - Always upload PDF certificate files as digital archives (max 2MB).
3. Fill Certificate Number Correctly - Ensure the certificate number matches what is on the document.
4. Pay Attention to Certificate Validity - Choose "Specific Date" for certificates with a validity period, or "Lifetime" for those valid for life.
5. Use Import for Bulk Data - If adding many training data at once, use Download Templates and Import File.
6. Categorize Training Type - Select the appropriate training type to facilitate reporting and analysis.
7. Update Expired Status - The system usually updates status automatically based on the date, but still needs monitoring.

Common Scenarios

Scenario 1: New Training

Employee attends training and receives a certificate:

• Click New Record → Add Manual
• Fill in all required fields
• Select Certificate Validity: Specific Date
• Upload PDF certificate file
• Status: Active
• Data appears in the table with Active status

Scenario 2: Certificate About to Expire

Certificate approaching expiry date:

• Status changes to Warning (yellow) if 1-3 months
• Status changes to Alert (orange) if < 1 month
• Need to schedule refresher or extension

Scenario 3: Expired Certificate

Certificate has passed the expiry date:

• Status automatically becomes Expired (red)
• Employee cannot use that certificate
• Need to retake training

Scenario 4: Lifetime Certificate

Certificate is valid for life:

• Select Certificate Validity: Lifetime
• Valid Until column does not need to be filled
• Status will remain Active forever

Scenario 5: Bulk Data Import

Adding many training data at once:

• Click New Record → Download templates
• Fill in the Excel/CSV template
• Click Import File and upload
• System validates and adds data

Troubleshooting

Training Data Not Appearing

• Check the selected status filter
• Ensure there are no search filters
• Refresh the page
• Check internet connection

Failed to Upload PDF File

• Ensure file format is PDF (not JPG/PNG/DOC)
• Check maximum file size of 2MB
• Ensure the file is not corrupted
• Try compressing the file if too large

Failed to Import File

• Ensure you are using the correct template
• Check data format matches the template
• Ensure no required columns are empty
• Check date format (dd/mm/yyyy)

Status Not Updating Automatically

• Status is calculated based on the Valid Until date
• Check if the date is correct
• Refresh the page
• If still not updating, check system settings

Certificate Number Error

• Ensure there are no problematic special characters
• For very large numbers, the system automatically uses scientific notation
• Edit manually if necessary

Integration with Related Menus

Employee Database

Training data is integrated with employee profiles in Employee Database under the Training tab.

Employee Profile

Training details can be viewed in the employee profile.

Competency Matrix

Approved certifications will update the employee's competency matrix.

Training Reports

Training data is used in employee development reports.

Next Steps

• Employee Database
• Competency Matrix
• Training Calendar
• Training Reports