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Edit Existing Personnel Records

Learn how to modify and update existing personnel information in Training Manager Web Edition.

Overview​

Personnel information changes frequently due to promotions, transfers, contact updates, and organizational changes. This guide shows you how to locate and edit existing personnel records to keep your database current.

Prerequisites​

Before editing personnel records, ensure you have:

  • Data Administrator or System Administrator permissions
  • Access to the People List page
  • Knowledge of which personnel record needs updating
  • Updated information for the employee

Step-by-Step Instructions​

1. Locate the Personnel Record​

Use the search functionality to find the person you want to edit:

  1. Navigate to the People List page
  2. Click in the "Filter People" search box
  3. Use one of these search methods:
    • Scan the personnel barcode using a barcode scanner
    • Type a few characters of the person's name
    • Enter the personnel number for exact matches

The list will automatically filter to show matching personnel records.

Search People

Search Methods
  • Barcode scanning - Fastest method for quick lookups
  • Name search - Use partial first or last names
  • Personnel number - Most precise for exact matches
  • Partial typing - System filters as you type

2. Open the Personnel Detail Page​

Once you've located the person:

  1. Click on the row containing the personnel record
  2. This will open the Personnel Detail page where you can make changes

Open Personnel Record

3. Make Your Changes​

On the Personnel Detail page:

  1. Modify fields as needed by typing or selecting new values

  2. Update any relevant information such as:

    • Contact information (email, phone)
    • Organizational assignments (group, location, supervisor, job roles)
    • Personal information (name changes, emergency contacts in notes)

  3. Click the "Save" button to save your changes

Save Updated Person Record

Advanced Search Options​

If you can't find the personnel record using basic search:

Expand Your Search Scope​

Ensure you're searching the entire database by:

  1. Select top-level folders on the left sidebar:

    • "Groups" - Set to top-level to see all groups/departments
    • "Locations" - Set to top-level to see all sites
    • "Roles" - Set to top-level to see all system roles

  2. Check filter settings next to the search box:

    • "All" - Shows all personnel regardless of status
    • "Active" - Shows only active employees
    • "Inactive" - Shows only inactive employees

Search Strategies​

  • Try variations - Different spellings
  • Use partial searches - Start with fewer characters
  • Check different groups or locations - Person may have transferred
  • Verify status - Employee may be marked inactive

Common Editing Tasks​

Contact Information Updates​

Email Changes:

  • Update primary email addresses
  • Verify email accuracy

Organizational Changes​

Department Transfers:

  • Move personnel between groups/departments
  • Update reporting relationships
  • Adjust job role assignments as needed

Location Changes:

  • Transfer between physical locations
  • Update site assignments
  • Maintain location-specific training requirements

Job Role Changes:

  • Promote to new positions
  • Update job roles for new responsibilities
  • Training requirements updated automatically based on changed roles
  • New training requirements may be needed for new roles if not already created

Supervisory Changes:

  • Update direct report relationships
  • Change supervisor assignments
  • Maintain organizational hierarchy

Employment Status Updates​

Status Changes:

  • Mark employees as inactive when they leave
  • Reactivate returning employees
  • Update employment dates

Personal Information:

  • Name changes (marriage, legal changes)
  • Emergency contact updates in notes

Best Practices​

Before Making Changes​

  • Verify accuracy of new information
  • Facts Only - Avoid subjective comments in personnel records which may be viewed by others
  • Document reasons for major changes
  • Consider impact on training records and requirements

During Editing​

  • Maintain data standards - Follow organizational formatting rules
  • Save frequently - Avoid losing changes due to timeouts
  • Double-check entries - Verify accuracy before saving

After Changes​

  • Verify updates appear correctly in personnel lists
  • Check training requirements if group or role changes - then schedule new training if needed
  • Communicate changes to relevant stakeholders

Impact of Personnel Changes​

  • Required training updated automatically based on group and job role changes
  • Access scope changes for organizational transfers

Troubleshooting​

Personnel Record Not Found​

Possible Causes:

  • Record may be inactive (check filter settings)
  • Person may be in different organizational unit
  • Search terms may be too specific
  • Record may have been deleted

Solutions:

  • Broaden search terms and filters
  • Check all organizational levels
  • Try different name variations

Cannot Save Changes​

Possible Causes:

  • Insufficient permissions
  • Required fields missing or invalid

Solutions:

  • Verify all required fields are completed
  • Ensure unique values for personnel numbers/emails
  • Contact system administrator for permission issues

Changes Not Reflecting​

Check These Items:

  • Filter settings on personnel lists
  • Organizational view selections

Data Privacy Considerations​

When editing personnel records:

  • Maintain confidentiality of personal information
  • Follow data protection policies established by your organization
  • Document changes for audit trails when required

Next Steps​

After editing personnel records:

  • Review user account settings for access changes
  • Communicate updates to supervisors and training coordinators
  • Schedule additional training for job role changes