Training program management

How it works

1. Open Learning and press New program. Enter the program title, the mode and the hours.
2. Set cert validity in months, or leave it blank when certificates never expire, and tick Mandatory for required training.
3. Pick the program from the list on the left. Mandatory programs carry a mandatory badge.
4. Choose a person in Enroll an employee and press Enroll. People already enrolled drop out of that list, so nobody is enrolled twice.
5. Each enrolment row shows the employee, a status badge and progress in percent.
6. When the person finishes, press Complete. The status becomes completed and a certificate number is issued.

What you can set

• Mode: online, classroom, blended or external.
• Training hours, shown on the program header.
• Mandatory flag for required training.
• Certificate validity in months; blank means no expiry.
• Enrolment statuses: assigned, in progress, completed, waived and expired.
• One enrolment per employee per program.

Why a program catalogue beats training registers

Training records often live in attendance sheets signed on the day and filed away. They prove someone attended, but not who is still missing, how many hours the course ran or when it must be repeated. A catalogue fixes the basics for each program once, the mode, the hours, whether it is mandatory and how long it counts, and every enrolment is measured against that. When an auditor asks for fire safety records, HR opens one program instead of searching files.

Worked example: three programs at a Vapi chemical plant

The HR officer at a Vapi chemical plant sets up three programs in April 2026. Fire safety and evacuation is a classroom course of 4 hours, mandatory, with a validity of 12 months. Forklift operation is an external course of 16 hours, mandatory, valid for 24 months. Chemical spill response is blended, 6 hours, mandatory, valid for 12 months.

She enrols all 60 plant staff in fire safety, the 9 forklift drivers in forklift operation and the 24 people on the production floor in chemical spill response. As each batch finishes, she marks the attendees complete, and each gets a certificate number with an expiry date matching the program's validity.

Setting programs up well

Name programs the way an auditor or buyer will ask for them. Set the hours from the actual course plan, since hours are often checked. Put the validity in line with your refresher cycle, and because each person has one enrolment per program, create a new program for each refresher round. Enrol people when the need arises, at joining or on moving into a role, not in a rush before an audit.

Frequently asked questions