This feature is available for users who have enabled Workforce HR.
What's covered in this guide?
Permissions
By default, only Admins can create, edit and delete training templates. Managers and Payroll Officers can view them.
To change this:
Go to Settings > Permissions, click Show Advanced Settings... and then Customise access & roles here.
Under the HR section, change the HR Templates permission. This permission covers all HR templates, including forms and performance reviews, not just training.
Access training templates
Go to HR > Training, then click Training Templates in the left-hand menu.
Create a training template
To create a new training template:
Go to HR > Training > Training Templates and click + Create Template.
Choose Blank Template. (For SCORM e-learning, see SCORM training below.)
Enter a Name and choose a Category.
Optionally, upload a document to quick-build the training. Workforce uses it to create the questions for you.
Keep Active ticked if it’s ready to use, or untick it if it shouldn’t be assigned yet.
Choose the other settings you need (see Edit training template settings below). You can change these later.
Click Create.
Add sections and questions
A new template starts with one section and one question. Changes save automatically as you go.
Sections
Sections split your training into topics. To add one, click Add Section and enter a Section Name.
Questions
Click Add Question, or Add question here between existing items.
Type the Question.
Choose an Answer type, for example Multiple Choice (single selection only), Checkboxes (multiple selections allowed), Short Text or Long Text.
Untick Required if the question doesn’t have to be answered. It’s ticked by default.
To mark answers right or wrong:
Short Text, Long Text or Number: open Advanced Answering Options, tick Question has a correct answer and enter the Correct answer.
Multiple Choice or Checkboxes: tick Correct? next to the right option or options.
Answers are checked without worrying about capital letters or extra spaces. For example, “Fire exit” and “fire exit” both count as correct.
Who answers each question
By default, the employee answers. To change this:
Open Advanced Answering Options and, under Who should answer this question?, tick Assigned employee will answer the question and/or A manager of the assigned employee will answer the question.
💡 Tip: To check off a practical task, such as safely using equipment, use a Checkbox question and set it to be answered by a manager.
Add references
References are material for staff to read or watch during their training. A reference can be:
Text: any formatted text. Click Add text.
A file or image: a JPG, PNG, PDF, Word document, text file or Outlook email, up to 15 MB. Click Add a file or image.
A video: a YouTube or Vimeo link. Click Add a video url.
To add a reference:
Click the button for the type of reference you want to add.
Add the text, upload the file, or paste the video link.
Click Create.
Your changes save automatically, so you don’t need to save the template.
Schedule when to send
You can schedule a training template to be sent to staff automatically, either once or on a repeating schedule.
Open the template and select the When to send tab.
Click + when to send.
Under How often should this be sent?, choose one of these options:
Once off: sent once, on the Send date.
Monthly: sent on the Send date, then repeated every set number of months.
Weekly: sent on the Send date, then repeated every set number of weeks.
Days after employee start date: sent a set number of days after each employee’s start date.
After a number of worked shifts: sent once an employee has worked a set number of shifts.
If you chose Once off, Monthly or Weekly, enter the Send date. This is the first time it will be sent, and it must be a future date.
Under Recipients, choose who receives it: All employees, Selected positions, Selected teams/locations or Advanced selections (staff who are in both a selected team/location and a selected position).
Optionally, tick Number of days before send date(s) to notify employee and enter a number of days. The training is then created, and the employee notified, that many days before the send date. This option isn’t available for After a number of worked shifts. For Days after employee start date, it can’t be earlier than the employee’s start date.
Click Create.
Scheduled sends are listed on the When to send tab, showing the frequency, next send date and recipients. You can edit or delete a schedule from this list. Deleting a schedule can't be undone.
Edit training template settings
To change a template’s settings:
Go to HR > Training > Training Templates, click Edit on the template, then open the Setup tab:
Name and Category: staff see the name when they complete the training.
Active: whether the training can be assigned and completed.
Show correct answers during training: lets staff see the correct answers as they go.
Triggers Roster Validations: shows a warning on the rota if someone hasn’t completed this training. It’s off by default. Whether the rota warns or blocks scheduling is set in your rota validation settings.
Notifications: choose the Position Titles that get an email when someone completes the training, and how many levels up the org chart should be notified.
Expiry: choose whether the training expires, and when staff should be prompted to renew it.
Scoring rule: choose Pass based on overall score or Pass required for each training section, and set the Passing score.
Prerequisites: training that must be completed before this one can be started.
Click Update to save.
SCORM Uploads
To upload SCORM e-learning:
Go to HR > Training > Training Templates and click + Create Template.
Choose SCORM.
Enter a Name and choose a Category.
Upload your SCORM file. It must be a .zip file, up to 200 MB, in SCORM 1.2 or 2004 format.
Click Create.
While the file is processing, you’ll see Preparing SCORM training. This can take a few minutes. Once it’s ready, the template shows the Assign and Edit buttons. To preview it, click Edit and open the Questions tab.
If the upload doesn’t work, you’ll see Invalid SCORM training. Check the file is a SCORM 1.2 or 2004 .zip.
SCORM training can’t be completed in the mobile app.
Assign training templates to staff
Go to HR > Training > Training Templates.
Click Assign next to the template. You’ll only see this if the template is Active.
Under Who should receive this training?, choose Everyone in selected teams, Everyone with selected position titles or Specific employees.
Click Assign.
If some people already have this training, Don’t give another copy to people who already have it appears and is ticked. Untick it to send everyone a fresh copy, for example for a renewal.
You can also assign training from an employee’s profile. Go to HR, open the Train & Qualify tab and click Assign Training.
Add a record of training to a staff profile
To add training someone has already completed, for example before they joined:
Open the employee’s profile and go to HR.
Open the Train & Qualify tab. (If your account doesn’t use qualifications, it’s called Training.)
Click + Add record of training.
FAQs
An employee finished their e-learning, but the training didn’t complete. Why?
An employee finished their e-learning, but the training didn’t complete. Why?
SCORM e-learning usually completes on its own when the employee finishes the course. If it doesn’t, someone who can update their HR records can complete it for them:
Open the employee’s training.
Click Mark Complete at the top of the page.
Mark Complete only shows for SCORM training that’s in progress. Employees can’t use it on their own training. By default, only Admins can use it. Other roles need permission to edit staff’s assigned HR templates.
For other training, click Complete.
Can training be sent automatically after someone starts?
Can training be sent automatically after someone starts?
Yes. On the training template’s When to send tab, under How often should this be sent?, choose Days after employee start date. Then enter the Number of days after employee start date.
Can I add a training record or qualification to lots of employees at once?
Can I add a training record or qualification to lots of employees at once?
No. There’s no bulk import for adding training records or qualifications to employees. You’ll need to add them to each employee separately. You can assign the same training template to many employees at once (see Assign training to staff).
How do I remove training that was assigned by mistake?
How do I remove training that was assigned by mistake?
On the training list, click the menu on the training’s row and choose Delete. To remove several at once, select them, then choose Bulk Actions > Delete trainings.
By default, only Admins can delete assigned training. You can’t delete training once it’s been completed.
How do I delete a training template?
How do I delete a training template?
On the Training Templates list, click the ... menu on the template and choose Delete. This can’t be undone.
🚀 What's next?