Training Requirements Reference
Complete reference guide for all user interface elements, fields, and buttons in the Training Requirements management system.
Overview
This reference provides detailed descriptions of every element you'll encounter when working with training requirement records in Training Manager Web Edition. Use this guide to understand the purpose and functionality of each field, button, and tab.
Toolbar Buttons
The requirements 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 requirement record | Always save after making changes |
| New Requirement | Creates a new training requirement | See Add New Requirements guide |
| Copy | Creates a duplicate of the current requirement | Useful for creating similar requirements |
| Delete | Moves the requirement to the recycle bin | See Delete Requirements guide |
Toolbar Usage
- Copy is helpful when creating requirements with similar assignment rules
- Delete moves to recycle bin - you can restore if needed
Training Requirements Tabs
Requirement details are organized into several tabs, each containing related information:
General Tab
The General tab contains the core requirement configuration and assignment rules.
Course Assignment
| Field | Type | Description | Required |
|---|---|---|---|
| Course | Selection | The training course required for this requirement | Yes |
Course Selection:
- Choose from available courses in the course catalog
- Only active courses appear in the selection list
- Course version changes may affect requirement compliance
Course Integration
When the selected course is updated or versioned, the requirement automatically reflects these changes for compliance tracking.
Required Personnel Assignment
These fields determine who must complete the training:
| Field | Type | Description | Management |
|---|---|---|---|
| Required Groups | Multi-Select | Personnel groups that must take the course | Right-click Group folder to manage groups |
| Required Job Roles | Multi-Select | Job roles that must take the course | Configured in Options > Selection Fields |
| Required Individuals | Multi-Select | Specific people who must take the course | Selected from active personnel |
Assignment Logic:
- Required Groups: All personnel in selected groups must complete training
- Required Job Roles: Anyone assigned to these roles must complete training
- Required Individuals: Specifically named people must complete training
- Multiple assignment types can be combined for comprehensive coverage
Exclusion Rules
These fields allow you to exempt specific personnel from the requirement:
| Field | Type | Description | Use Cases |
|---|---|---|---|
| Excluded Groups | Multi-Select | Personnel groups exempted from the requirement | Executive groups, temporary workers |
| Excluded Job Roles | Multi-Select | Job roles exempted from the requirement | Contractors, consultants |
| Excluded Individuals | Multi-Select | Specific people exempted from the requirement | Medical exemptions, role-specific exclusions |
Exclusion Priority:
- Exclusions override requirements
- Specific individual exclusions take precedence over group inclusions
- Use exclusions sparingly to maintain training compliance
Exclusion Management
Exclusions remove training obligations entirely. Document reasons for exclusions in the Notes tab for audit purposes.
Training Schedule Configuration
| Field | Type | Description | Format Examples |
|---|---|---|---|
| Initial Training Due | Date | When first training must be completed | MM/DD/YYYY |
| New Hire Grace Period | Numeric | Days new hires have to complete training | 30, 60, 90 days |
| Retraining Frequency | Selection | How often retraining is required | Annually, Every 2 Years, One Time Only |
Schedule Details:
Initial Training Due:
- Sets the baseline due date for all assigned personnel
- Existing employees receive this due date immediately
- New hires receive adjusted due dates based on grace period
New Hire Grace Period:
- Provides buffer time for new employees to complete training
- Calculated from hire date, not requirement creation date
- Prevents immediate "overdue" status for new personnel
Retraining Frequency Options:
- One Time Only: No recurring training required
- Annually: Required every 12 months from completion
- Every 2 Years: Required every 24 months from completion
- Every 3 Years: Required every 36 months from completion
- Custom: Configurable intervals as needed
Scheduling Best Practices
- Set Initial Training Due dates with reasonable lead time
- Use New Hire Grace Period to accommodate onboarding schedules
- Choose Retraining Frequency based on regulatory requirements
Notes Tab
Free-Form Documentation
| Feature | Description | Best Practices |
|---|---|---|
| Rich Text Editor | Full formatting capabilities | Use for detailed requirement descriptions |
| 1024 Characters | Include regulatory references, compliance notes | |
| Version History | Changes are tracked | Document reasons for updates |
Common Uses for Notes:
- Regulatory compliance references
- Training objectives and learning outcomes
- Special instructions for trainers or students
- Exception documentation and approval records
- Historical context for requirement changes
Documentation Examples:
- "Required by OSHA 29 CFR 1910.95 for noise exposure"
- "Annual refresher training per company policy"
- "Excludes temporary contractors per HR directive"
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 auditing |
History Tracking Includes:
- Course assignment changes
- Personnel assignment modifications
- Exclusion rule updates
Compliance Value:
- Demonstrates due diligence in training management
- Provides audit trail for regulatory inspections
- Documents decision-making process for changes
- Supports legal compliance documentation
Assignment Logic and Compliance
How Personnel Are Assigned
Requirements automatically assign training based on multiple criteria:
- Group Membership: Anyone in a required group gets the training
- Job Role Assignment: Anyone with a required job role gets the training
- Individual Assignment: Specifically named individuals get the training
- Exclusion Processing: Excluded personnel are removed from assignments
Compliance Calculation
The system calculates compliance status based on:
Assignment Rules:
- Required groups + Required job roles + Required individuals
- Minus excluded groups + excluded job roles + excluded individuals
- Result = Final list of people who must complete training
Due Date Calculation:
- Existing Personnel: Initial Training Due date
- New Hires: Hire date + New Hire Grace Period
- Retraining: Last completion date + Retraining Frequency; or effective date of new version for version-based requirements.
Status Definitions
| Status | Description | Action Required |
|---|---|---|
| Up To Date | The Training has been completed and meets the required re-training criteria (if any). | None |
| Untrained | The training has not been completed, but is not yet overdue because it is still within the grace period for the Initial Due Date requirement, or none of the Course Versions are effective yet. | Schedule training |
| Overdue | The initial training or retraining does not meet the Requirement criteria for the date and/or version. | Immediate training required |
| Invalid | Version-based training has not been completed on the currently effective version, even though it has been completed for a version outside of it's effective period. | Schedule training (or correct data if needed) |
Integration with Other Modules
Requirement Relationships
With People Management:
- Job role assignments automatically trigger requirements
- Group membership determines training obligations
With Course Management:
- Course selection determines training content
- Course versions affect retraining requirements for version based requirements
- Course status impacts requirement availability
With Training Sessions:
- Session completion satisfies requirement obligations
With Reporting:
- Compliance reports use requirement criteria
- Overdue training reports highlight non-compliance
Related Topics
- Add New Requirements - Creating requirement records
- Edit Requirements - Modifying requirement information
- Delete Requirements - Removing requirements
- Restore Requirements - Recovering deleted requirements
- Manage People - Personnel management and job role assignments
- Manage Courses - Course catalog management
- Training Sessions - Scheduling and delivering required training
- Dashboards & Reports - Compliance monitoring and reporting
This reference guide covers all aspects of the training requirements interface. Bookmark this page for quick access to field descriptions and compliance rule explanations.