Personnel Details Reference

Complete reference guide for all user interface elements, fields, and buttons in the Personnel management system.

Overview

This reference provides detailed descriptions of every element you'll encounter when working with personnel records in Training Manager Web Edition. Use this guide to understand the purpose and functionality of each field, button, and tab.

Toolbar Buttons

The personnel toolbar provides essential navigation and action buttons:

Button	Description	Additional Notes
Back	Returns to the previous page	Maintains your navigation history
Save	Saves all changes to the personnel record	Always save after making changes
New Person	Creates a new personnel record	See Add New People guide
Copy	Creates a duplicate of the current person	Useful for creating similar personnel records
Delete	Moves the person to the recycle bin	See Delete People guide

Toolbar Usage

• Use Save frequently to avoid losing changes
• Copy is helpful when adding personnel with similar information
• Delete moves to recycle bin - you can restore if needed

Personnel Information Tabs

Personnel details are organized into several tabs, each containing related information:

General Tab

The General tab contains the primary personnel information and organizational assignments.

Personal Information

Field	Type	Description	Required
First Name	Text	The person's given name	Yes
Last Name	Text	The person's family name	Yes
Personnel Number	Text/Numeric	Unique identifier for the person	Optional*
Phone Number	Text	Contact phone number	No
Email Address	Email	Email address for communications	No
Hire Date	Date	Date when the person was hired	No

*Personnel Number is auto-generated if left blank

Employment Details

Field	Type	Description	Configuration
Classification	Selection	Employment type (Full-Time, Part-Time, Contractor, etc.)	Set values in Options > Selection Fields
Status	Selection	Active or Inactive designation	System defined
Shift	Selection	Work shift assignment (1st Shift, 2nd Shift, etc.)	Set values in Options > Selection Fields

Classification Options:

• Full-Time: Regular full-time employees
• Part-Time: Part-time workers
• Contractor: Contract workers
• Consultant: Consulting personnel
• Custom values can be added in system options

Status Values:

• Active: Person is currently employed and available for training
• Inactive: Person retains historical data but is not actively employed

Organizational Structure

Field	Type	Description	Management
Group	Selection	Personnel group assignment	Right-click Group folder list to manage
Location	Selection	Physical work location	Right-click Location folder list to manage
Supervisor	Selection	Direct supervisor	Populated from personnel with "Is Supervisor" = Yes

Organizational Hierarchy

• Groups organize personnel by department, team, or function
• Locations track physical work sites
• Supervisors enable management reporting

Role Assignments

Field	Type	Description	Impact
Job Role(s)	Multi-Select	Job roles assigned to this person	Links to training requirements
Is a Supervisor?	Yes/No	Designates supervisory responsibilities	Enables name in supervisor selection field
Is a Trainer?	Yes/No	Designates training capabilities	Makes person available as course instructor
Excluded from Required Training?	Yes/No	Exempts from automatic training requirements	Use sparingly for special cases

Profile Picture

Feature	Description	Specifications
Picture Upload	Upload personnel photo	Supports common image formats (JPG, PNG, GIF)
Display Size	Automatically resized for interface	Recommended: 150x150 pixels minimum
Privacy	Visible to authorized users only	Follows system permission settings

Account Tab

The Account tab manages system access and security settings.

Login Configuration

Field	Type	Description	Default Behavior
Login Name	Text	Username for system access	Alternative to email address for login
Timezone	Selection	User's local timezone	Affects date/time displays

Login Management

• Login names useful for users without email addresses, but "Reset Password" requires email"
• Timezone settings ensure accurate scheduling and reporting

Security and Permissions

Field	Type	Description	Access Levels
System Role	Selection	Functional permissions within system	See role descriptions below
Scope	Selection	Data access boundaries	See scope descriptions below

System Role Definitions

Role	Description	Capabilities
Viewer	Read-only access (default)	• View training records • Generate reports • No editing capabilities
Data Administrator	Standard administrative access	• All Viewer capabilities • Add, edit, delete courses, personnel, sessions • Manage requirements and selection fields • Cannot change company options or passwords
System Administrator	Full system access	• All Data Administrator capabilities • Modify company options • Permanently delete from recycle bin • Set user passwords • Transfer administrator rights

Scope Definitions

Scope	Description	Data Access
Company	Organization-wide access	All personnel training data
Individual	Personal access only	Own training records only
Group	Department/team access	Training data for assigned group
Location	Site-based access	Training data for assigned location
Direct Reports	Supervisory access	Training data for direct reports only

Security Considerations

• System Administrator role should be limited to essential personnel
• Scope settings prevent unauthorized data access
• Password management requires appropriate permissions

Transcript Tab

The Transcript tab displays the person's complete training history.

Training Record Fields

Field	Type	Description	Source
Course	Selection	Training course	From course catalog
Version	Selection	Specific course version	Links to course version data
Status	Selection	Completion status	System managed
Completion Date	Date	When training was completed	Manual entry
Score	Numeric	Test or evaluation score	Optional performance metric
Student Cost	Currency	Cost per student for this training	For budget tracking
Notes	Text	Training-specific notes	Additional context or details
Related Session	Link	Associated training session	Auto-created if none exists
Trainer	Selection	Course instructor	From personnel with trainer designation
Location	Selection	Where training occurred	From location hierarchy

Transcript Management

Adding Training Records:

1. Click Add button in transcript tab
2. Select course and version
3. Enter completion date and score
4. Link to existing session or create new one
5. Save the training record

Editing Training Records:

1. Click on any existing record
2. Modify fields as needed
3. Update notes for additional context
4. Save changes

Training Documentation

• Include Notes for special circumstances
• Link to Related Session for group training tracking
• Update Student Cost for accurate budget reporting

Requirements Tab

The Requirements tab shows training requirements assigned to this person.

Requirements Display

Element	Description	Details
Requirements List	All training requirements for this person	Based on job roles and direct assignments
Requirement Status	Compliance status for each requirement	Up To Date, Untrained, Overdue
Due Dates	When training must be completed	Calculated from requirement rules

Requirement Sources:

• Job Role Requirements: Automatically assigned based on job roles
• Direct Requirements: Specifically assigned to individual
• Group Requirements: Inherited from personnel group membership
• Location Requirements: Based on work location

For detailed requirement management, see Manage Requirements.

Compliance Tracking

Requirements automatically update based on:

• Job role changes
• Group reassignments
• Location transfers
• Requirement modifications

Notes Tab

Free-Form Documentation

Feature	Description	Best Practices
Rich Text Editor	Formatting capabilities	Use for detailed personnel notes
1024 Characters	Include emergency contacts, consider visibility based on Scope assignments
Version History	Changes are tracked	Document reasons for updates

Common Uses for Notes:

• Special training
• Accommodation requirements
• Training development plans

Files Tab

Document Management

Feature	Description	Supported Formats
File Upload	Attach personnel documents	PDF, DOC, images, certificates
File List	View all attached documents	Organized by upload date
Download Access	Retrieve uploaded files	Available to authorized users

File Management Tips:

• Upload training certificates
• Attach accommodation documentation
• Keep emergency contact information

Common Document Types:

• Training certificates
• Medical clearances
• Emergency contact forms
• Accommodation requests

History Tab

Change Tracking

Information	Description	Details Available
Change List	Chronological record of modifications	Date, user, fields changed
Change Details	Specific information about each update	Click any row for full details
Audit Trail	Complete modification history	Maintained for compliance

History Tracking Includes:

• Personal information changes
• Role and permission modifications
• Organizational reassignments
• Account status changes

Navigation and Workflow

Getting to Personnel Details

1. From Personnel List - Click on any person row
2. From Search Results - Select person from filtered list

Common Workflows

Adding New Personnel:

1. Click New Person button
2. Complete General tab information
3. Set up Account access if needed
4. Assign appropriate role and permissions
5. Save the personnel record

Updating Personnel Information:

1. Navigate to person details
2. Modify fields as needed
3. Update organizational assignments
4. Add training records to transcript
5. Save all modifications

Managing Personnel Lifecycle:

1. Create person with Active status
2. Assign to appropriate groups and locations
3. Set up system account if needed
4. Update job roles as responsibilities change
5. Track training completion in transcript
6. Set to Inactive when person leaves organization

Field Validation and Requirements

Required Fields

• First Name - Must be provided
• Last Name - Must be provided
• Status - Must be Active or Inactive

Data Format Requirements

• Email Address - Must be valid email format
• Phone Number - Accepts various phone number formats
• Date Fields - Use system date format
• Numeric Fields - Must contain valid numbers

Integration with Other Modules

Personnel Relationships

With Course Management:

• Trainers populate course default trainer lists
• Supervisors appear in Supervisor selection fields

With Requirements:

• Job roles automatically assign training requirements
• Group and location assignments inherit requirements

With Sessions:

• Personnel with "Is Trainer" can be assigned as trainers
• Training completion updates transcript records

With Reporting:

• Organizational structure enables management reports
• Training history supports compliance reporting

Troubleshooting Common Issues

Personnel Number Problems

"Duplicate Personnel Number" Message:

• Choose a different number
• Use auto-generation by leaving field blank
• Check if person already exists

Login Access Issues

User Cannot Access System:

• Verify System Role is assigned
• Check Scope permissions
• Confirm account is Active
• Validate login credentials

Supervisor Not Available

Person Missing from Supervisor List:

• Verify target person has "Is Supervisor" = Yes
• Check if person is marked as Active

Training Requirements Not Appearing

Requirements Missing from Tab:

• Verify job role assignments
• Check requirement active status
• Confirm group/location assignments
• Review requirement settings

Related Topics

• Add New People - Creating personnel records
• Edit People - Modifying personnel information
• Delete People - Removing personnel
• Restore People - Recovering deleted personnel
• Manage Requirements - Linking people to training requirements
• User Management - System access and security
• Manage Courses - Course catalog management
• Training Sessions - Scheduling and delivery

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This reference guide covers all aspects of the personnel details interface. Bookmark this page for quick access to field descriptions and functionality explanations.