How to use Training Records

Training Records

The Training Records Library is your virtual training filing cabinet with automatic reminders for training expiry, attached to the employees to be viewed in their folder, and training records available on the go.

1. Click Administration
2. Click Training from the drop down menu

Here you can see all your training records sorted by groups, with numerous different actions used to manage these records. 

1. Search for a given record by name using the search bar.
2. Click Add new folder to add another group.
3. Click Upload to import a new record.
4. Click Filter to sort the records easily.
5. Click Export to download a record of your saved information.

How to Manage Groups

1Life Software can store documents and certificates that relate to one specific employee and associate them together so you can easily see which employee has completed external or internal training.

Clicking on the Administration - Training tab and then you will see the Training Records Library, where you can upload or view these individual training documents.

These Training Records are stored in folders that could be used to store different training record types, or you could create a different folder for each individual if that works better for your organization.

To manage your training folders, click plus the button to add a New Folder. Enter the name and click Save

To edit, move or delete a training record folder, click on the respective options associated with each folder.

How to Upload Training Records

To upload training records, press the Upload Training Records icon. This will open a window that will allow you to select the record(s) from your computer. You will then see the record added to the upload queue in the same manner as in the Document Library.

You can add another training record folder at the top of this screen, as shown above, if you have not already added the required training folder.

For each training record, use the Global Settings to file the records in the proper training folder, or complete them individually. This is the same process for the completed and recertification date and attaching user(s).

Once complete, click on the Confirm button.

NOTE: Without a recertification date or user (s), you will not be prompted that the training will be expiring soon or is expired.

Click the Confirm button to add all documents that were selected.

How to Attach Training Records to Employees

There are two ways to attach employees:

1. When uploading, use the attach user(s) either by the group or individual training records.

2.  In the Training Records tab, by the training record, click on the people icon and add users.

How to Edit Your Training Records

To make any edits to your training records, you can click the edit option (pencil) on the record itself to display that record's details.

From here, you can rename your record, upload an updated record, provide additional details, change recertification dates, view previous versions, and attach/remove employees.

If you replace the document by uploading a different file, your document upload history will be saved and can be viewed by clicking Document Upload History.

If you have made any changes to a training records details, remember to click Save to commit your changes.

NOTE: Online Training through 1Life Software doesn’t allow you to edit anything but the group.