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Add New People

Learn how to create new personnel records in Training Manager Web Edition.

Overview​

Adding new personnel records is essential for tracking employee training and maintaining organizational structure. This guide walks you through creating personnel records with proper identification and organizational assignment.

Prerequisites​

Before adding personnel, ensure you have:

  • Data Administrator or System Administrator permissions
  • Access to the People List page
  • Employee information ready (name, group, job roles, etc.)
  • Understanding of your organization's personnel numbering scheme

Step-by-Step Instructions​

1. Access the New Person Function​

Click the "New Person" button, which can be found in two locations:

  • People List page - In the main toolbar above the personnel list
  • Personnel Detail page - When viewing an existing personnel record

New Person Entry

2. Enter Required Information​

On the new personnel page, complete the required fields:

Required Fields​

First Name:

  • Enter the employee's first name
  • Use proper capitalization
  • Follow your organization's naming conventions

Last Name:

  • Enter the employee's last name
  • Use proper capitalization
  • Include suffixes (Jr., Sr., III) if applicable

New Person Entry Detail

Personnel Number (Optional)​

You have two options for personnel numbering:

Automatic Numbering:

  • Leave the "Personnel Number" field empty
  • The system will automatically generate a unique personnel number
  • Recommended for consistent numbering

Manual Numbering:

  • Enter a specific personnel number manually
  • Ensure the number follows your organization's scheme
  • Verify the number isn't already in use
  • Useful for migrating from existing systems or to match existing employee IDs

3. Complete Additional Information​

Fill in other important fields as needed:

Contact Information​

  • Email Address - For system notifications and communication
  • Phone Number - Primary contact number

Organizational Assignment​

  • Department/Group - Assign to appropriate organizational group
  • Location - Specify work location or site
  • Job Roles - Define the employee's job roles (note: this may be linked to training requirements, and is distinct from an organizational job title)
  • Supervisor - Assign reporting relationship

Employment Details​

  • Hire Date - Employee start date
  • Personnel Number - Employee identifier
  • Status - Active/Inactive designation

4. Save the Personnel Record​

Click the "Save" button to create the personnel record.

Save Person Entry

Personnel Number Best Practices​

Automatic vs. Manual Numbering​

Use Automatic Numbering When:

  • You don't have an existing numbering system
  • You want to ensure unique numbers
  • You're starting fresh with Training Manager

Use Manual Numbering When:

  • You have an established employee ID system
  • You're migrating from another system
  • You need specific number formats or ranges

Numbering Scheme Examples​

  • Sequential: 001, 002, 003...
  • Departmental: HR001, IT001, PROD001...
  • Location-based: NY001, LA001, CHI001...
  • Hire year: 2024001, 2024002...

Organizational Assignment​

Groups and Departments​

Properly assign personnel to organizational groups:

  • Consistency - Use standardized group names
  • Hierarchy - Maintain clear organizational structure
  • Flexibility - Allow for future reorganization

Locations​

Assign personnel to appropriate locations:

  • Physical sites - Manufacturing plants, offices, warehouses
  • Regions - Geographic territories or areas
  • Virtual locations - Remote workers, mobile personnel

Roles and Job Functions​

Define clear job roles that:

  • Reflect actual responsibilities - Match the employee's duties
  • Link to training requirements - Connect roles to required training
  • Support compliance - Enable regulatory requirement tracking

After Creating Personnel Records​

Once personnel records are saved:

  1. Modify User Account - Modify the system access if needed
  2. Schedule Initial Training - Plan training sessions for new employees
  3. Verify Information - Review the record for accuracy and completeness

Troubleshooting​

Common Issues​

"Personnel Number Already Exists" Message:

  • Choose a different number or use auto-generation
  • Check if the person already exists in the system
  • Verify numbering scheme consistency

"Required Field Missing" Message:

  • Ensure first and last names are entered
  • Check for any additional required fields
  • Verify data validation messages

Save Button Not Working:

  • Verify all required fields are completed
  • Verify any data validation messages are resolved

Access Issues​

Cannot Access New Person Function:

  • Verify user permissions with administrator
  • Check syste role assignment

Data Quality Tips​

Accurate Information​

  • Double-check spelling - Names and contact information
  • Verify organizational assignments - Correct departments and roles
  • Email Address - Ensure correctness for notifications and password resets
  • Consistent formatting - Follow established data standards

Future Maintenance​

  • Regular reviews - Periodically verify personnel information
  • Update procedures - Establish processes for information changes
  • Data cleanup - Remove or inactivate outdated records

Next Steps​

After creating personnel records:

Next: Learn how to edit existing personnel records to update their information.