Frequently Asked Questions

Common questions and answers about Training Manager Web Edition.

General Questions

Why can't I log in?

If you're having trouble logging in, check these common issues:

1. Verify you're using the correct login page

• Make sure you're accessing Training Manager through the correct URL provided by your organization.
• Your organization may have more than one site. Contact your administrator to confirm you're on the right site.

2. Check your email address

• Confirm your System Administrator has added your email address in Training Manager.
• Use the exact email address that was configured in the system (check for typos, extra spaces, or incorrect domains).
• Contact your administrator if you're unsure which email address was used.

3. Password issues

• If you've forgotten your password or it's not working, use the "Forgot Password" link on the login page.
• Check your email for the password reset instructions (including spam/junk folders).
• Follow the link in the email to create a new password.

4. Account status

• Your account may be inactive or disabled - contact your System Administrator to confirm.
• Check the message on the login page for any specific errors or instructions.

Still having trouble? Contact your System Administrator to check your account or submit a support request with details about the error message you're seeing.

How can I view my transcript?

To view your personal training transcript:

1. Login to Training Manager

• Access Training Manager using your username and password.

2. Navigate to My Dashboard

• Go to the Home/Dashboard page if you're not redirected there by default.
• Make sure you have "My Dashboard" selected in the upper left corner.

3. Open Your Transcript

• Click the "My Transcript" button - your transcript will open in a new window.
• You can print or save it using the toolbar icons as needed.

Quick Access

The My Transcript button is located above your training history list on the My Dashboard page, next to the New Training Record button (if enabled).

Administrator Questions

How do I add a new user?

Training Manager users are managed on the main Personnel page. A user can be assigned any of the following permissions:

• Viewer: Can view all areas of the database but cannot make any changes to the data.
• Data Administrator: Can view and edit all areas of the database except user permissions and company settings.
• System Administrator: Can view and edit all areas of the database including user permissions and company settings.

To set up a new user:

1. Locate or create the personnel record

   • Navigate to the People section using the main toolbar.
   • Either find an existing personnel record or click "New Person" to create a new one.
   • If creating new, enter the person's First Name and Last Name.

2. Set their email address

   • On the General tab, enter their Email Address field.
   • This email is required for password reset functionality.

3. Configure account access

   • Click on the Account tab in the personnel details page.
   • Assign a Login Name if desired (optional - users can login with email address).
   • Select a System Role ("Viewer", "Data Administrator", or "System Administrator").
   • Set a Scope to determine their data access level.

4. Set an initial password (optional)

   • If you want to set a password immediately, click the "Set Password" button.
   • Enter the new password and confirm.

5. Save the record

   • Click "Save" to create the user account.

6. Provide access information

   • Send the login URL to the user.
   • Inform them of their Login Name (if set) and initial password, OR
   • Instruct them to use the "Forgot Password" link to set their own password.

User Setup Best Practices

• Email Address is essential for password resets and system notifications.
• Start new users with Viewer role and upgrade permissions as needed.
• Consider using the Individual or Group scope to limit data access initially.

How do I add the company name and logo on reports?

For detailed instructions on customizing report headers, footers, logos, and formatting options, see the comprehensive Report Options documentation.

Quick Setup:

1. Navigate to Options > Report Options
2. Configure header and footer text
3. Upload your company logo
4. Set default paper size
5. Save changes

How do I add or remove Locations?

To add a new Location:

1. Click the People button in the main toolbar at the top of the page.
2. In the folder list on the left, right-click on the parent folder where you want to add the new Location.
3. Select New from the context menu that appears.
4. Type the name of the new Location and press Enter.

To remove a Location:

1. Navigate to the People section using the main toolbar.
2. In the folder list on the left, right-click on the Location you want to remove.
3. Select Delete from the context menu.
4. Confirm the deletion when prompted*.

*Note: deleting a Location folder containing personnel records will delete the related personnel. Move any personnel records to a different location before deleting the folder to retain their records.

How do I add completed training records?

When students have completed training, you need to set their training status to "Completed" and confirm the completion date for accurate reporting. Choose the method that best fits your situation:

Option 1: Multiple people trained on the same date (Class Session)

1. Navigate to the Class Sessions page and click the "New Session" button.
2. Fill in the session information on the left side of the form.
3. Click the "Add Students" button on the right to add all students who attended.

Quick Add for Required Training

The "Add from list" dropdown provides options to quickly add all students who are Required to take the course at once, or just those who are Overdue, Due in 30 Days, etc.

4. Select all students in the list and click the "Batch Update" button.
5. Set the Status to "Completed" and confirm the Completion Date.
6. Click "Save" to record the training for all students simultaneously.

This method is most efficient when multiple people completed the same training on the same date.

Option 2: Individual completed training (Personal Transcript)

1. Open the People section and select the individual's personnel record.
2. Click on the Transcript tab.
3. Either:
   • Select an existing training record to update, OR
   • Click "New Training Record", fill in the Course fields, and set Status to "Completed".
4. Fill in the remaining information as needed.
5. Click "Save" to record the training.

Note: If you don't select an existing class session, a new session record will be created automatically.

Which method should I use?

• Use Option 1 for group training sessions where multiple people completed training together.
• Use Option 2 for individual completions, makeup training, or one-off situations.

How do I set up annual training requirements?

Training Requirements (sometimes referred to as a "Training Matrix") can be set up to require regular retraining. You have two main options for annual training schedules:

Option 1 - Set frequency to "Repeat every 1 year":

A common approach for annual training is to set the retraining frequency to repeat every 1 year, where the next training date is based on when the training was last completed.

1. Navigate to the Requirements page and create or edit a training requirement.
2. Set the Retraining Frequency to "Repeat every 1 year".
3. Configure the Initial Training Due date to provide a grace period.
4. Save your changes.

Example: If someone completes training on 8/15/2025, they will be due again on 8/15/2026 (1 year from their completion date).

Option 2 - Set frequency to "Repeat when course version changes":

For specific calendar-based retraining dates, you can manage schedules through course versions.

1. Create a training requirement and set the frequency to "Repeat when course version changes".
2. Navigate to the Course Details page for the associated course.
3. Click the Version tab and set up version effective dates:
   • Version 1: Effective Date: 1/1/2025
   • Version 2: Effective Date: 1/1/2026
   • Version 3: Effective Date: 1/1/2027

This option allows you to pre-define retraining dates instead of having dates vary by individual completion dates.

Training Schedule Options

• Option 1 is best when re-training dates should be based on individual completion.
• Option 2 is ideal for organization-wide annual training on specific calendar dates.

How do I send training status notifications?

Training Manager provides multiple ways to notify individuals and supervisors about training status. Choose the method that works best for your situation:

Option 1: Send notifications for Overdue training

Use this method to prioritize and address your most critical overdue training first:

1. Click the Home button and select "Company Dashboard" from the dropdown in the upper left corner.
2. Locate the Training Requirement Summary section, which displays the Top 5 Overdue training courses as a bar chart, ranked by the number of overdue students.
3. Click on any bar in the chart representing the course you want to address.
4. In the details pop-up that appears, click the "Create Overdue Notice" button.
5. Review the notification preview to verify the recipients and message content.
6. Click "Send" to deliver the email notifications.

Automated email notifications will be sent to all affected students and their supervisors for the selected course.

Prioritize High-Impact Courses

The Top 5 chart helps you quickly identify and address the courses with the most overdue students, allowing you to tackle your biggest compliance gaps first. This targeted approach ensures you're focusing notification efforts where they'll have the greatest impact.

Option 2: Send a monthly report for Upcoming and Overdue training

Use this method to provide supervisors with a comprehensive overview of upcoming and overdue training on a regular basis:

1. Click the "Reports" button in the main toolbar.
2. Select the "Required Training List" report from the report list on the left.
3. Apply the filter "Expires/Due Date = Within 30 Days" to show upcoming training needs.
4. Click the "Export" icon in the toolbar.
5. Choose PDF format for the export.
6. Save the exported file and attach it to an email.
7. Send the email to your organization's supervisors distribution list.

Choosing the Right Method

• Use Option 1 for targeted action on your highest-priority overdue courses—focus on the biggest compliance issues first with automated, course-specific notifications.
• Use Option 2 for monthly communications—provides supervisors with a complete view of all upcoming training needs across the organization.

How do I add an external trainer?

All personnel (internal and external) are tracked in the People section. You can distinguish an external trainer from your internal organization as follows:

1. Create a personnel group for external trainers

• Click the People button in the main toolbar at the top of the page.
• In the folder list on the left, right-click on the parent folder where you want to add the new group.
• Select New from the context menu that appears.
• Type a name like "External Trainers", "Outside Trainers", or "Service Providers", etc. per your organization's terminology.
• Press Enter to create the group.

2. Add the external trainer as a new person

• Click the "New Person" button to create a new personnel record.
• Enter the trainer's First Name and Last Name.
• Complete other contact information as needed.

3. Configure the external trainer settings

• Set their Group to the external trainers group you created in Step 1.
• Set "Exclude from required training" to "Yes". This ensures the outside trainer doesn't appear on your required training reports (for example, for training required for "All Groups").
• Set "Is a Trainer" to "Yes". This option must be set for the trainer name to appear in the Trainer list when creating new Class Session records.
• Click "Save" to create the external trainer record.

External Trainer Benefits

• External trainers can be assigned to training sessions just like internal trainers.
• They won't appear Overdue in compliance reports for your organization's required training.
• Their training delivery activities are tracked for reporting and certification purposes.

How do I set or change a password?

Training Manager has options to "Set" or "Change" a password:

1. A System Administrator can "Set" a password without knowing the current password.
2. A Data Administrator or Viewer can "Change" their password using the "Forgot Password" link on the login page.

Option 1 - "Set" a password using System Administrator privilege:

1. Open Training Manager and log in with an account which has the System Administrator role.
2. Navigate to the People section and select the personnel record for the person whose password you want to set.
3. Click on the Account tab in the personnel details page.
4. Click the "Set Password" button.
5. Type the new password in the "New Password" field, then click the "Set New Password" button.

Option 2 - "Change" a password using the "Forgot Password" link:

1. Go to the Login Page, or log off if you are currently logged in.
2. Click the "Forgot Password" link located below the Password field.
3. Enter your email address in the space provided, and click the "Email Link" button.
4. Check your email for the password reset message and click the "Reset Password" link.
5. Fill in your Email and Password information to complete the change.

Password Requirements

New passwords must contain at least 6 characters with at least one uppercase letter, one lowercase letter, and one number. Special characters are allowed but not required.

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