Training Register

The Training Register is a domain level sub-application within the Safety Suite which allows you to track employee training history. For more information on the Safety Suite, refer to Safety Suite.

Important The sub-apps in the Safety Suite are unlike most other apps in that they reside at the domain level, not at the project or partition level. They can be accessed while you have a project or partition open, but the data entered is not linked to that project or partition and instead resides at the domain level.

Key elements of the Training Register are as follows:

  • You can set up a training register record for each employee in your company as needed.

  • You can record training events for each employee with a training register record.

  • The employees must first be set up as employees in the Contacts app in Kahua. Employees are set up as contacts, and then additional information is captured for them on an employee record.

  • Your domain administrator can modify the names of the training event fields to match your organization's requirements.

  • You can upload supporting media or reference documents, such as images or PDF files of training certificates or completion documents.

  • You can print a training report for an individual employee or a log report for all or a filtered list of employees.

How to . . .

Each employee for whom you are creating a record must be set up as an employee in the Contacts app. Employees are first set up as contacts in the People sub-app, and then additional information is captured for them on an employee record in the Employees sub-app.

For information on setting up employee records, refer to Managing Employee Profiles.

All the Safety Suite applications are domain level applications, but they can be accessed from any project or partition in your domain. The records you create are not connected to the project or partition that is open at the time you create the record.

To create a new training register record for an employee or edit an existing one, complete the following steps:

  1. Navigate to the Training Register sub-application (Apps > All Apps > Safety > Training Register).

  2. To create a new record, click New on the action bar. The new training register detail page opens.

    To edit an existing record, select it from the log view to open the detail page and click Edit from the action bar.

    Note To open the detail page in a full page view, click the Display Detail View icon at the bottom of the page. For more information, refer to Log view/Split View/Detail View.

  3. Complete the following fields as necessary:

    Field Description
    Employee
    Number

    Allow Kahua to auto-number the record, or enter a different value.

    Note The number format can be configured by your domain administrator. Refer to Number.
    Employee

    Select the person whose training information you are tracking.

    Important This person must first be set up as an employee in the Contacts application. Refer to Managing Employee Profiles.
    Employee Number This number defaults to the Employee Number set up in the Employee Profile. It can be edited.
    Status Select the appropriate status.
    Department

    Select the employee's department.

    Note .This lookup list is managed in the Configuration app. Refer to Lookups.
    Phone Enter the phone number of the person reporting the injury.
    Onboarding Date Enter the employee's onboarding date.
    Training

    Enter training dates for the employee. You can enter the class date or certificate expiration date as needed.

    Note These fields are managed by your domain administrator in the Configuration app. If your organization requires different training certifications, your domain administrator can modify the names of these fields to reflect your organization's requirements.
    Media
    Upload any relevant image files, such as pictures of certificates. For more information on using this section, refer to Media section.
    References
    Upload any relevant files or documents, such as training certificates. For more information on using this section, refer to References section.

  4. When you have entered all the necessary information, click Save.

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

  1. Navigate to the application.

  2. Select Reports in the application title bar.

  3. Select the report you want to run.

  4. Apply any desired filters.

  5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

  6. Click the Close icon when you are done.

If you have existing training register data that you want to import into the Training Register sub-app in Kahua, you can do so through the import process.

You will first generate an export of an existing record to access the correctly formatted spreadsheet file for the import. Once the exported file is available, add the appropriate values for the records you want to import to the exported spreadsheet. You can then import those records. For more detailed information on the importing process, refer to Importing records.

Users with the appropriate permissions can delete a training register record.

Note If an employee has left your company, consider modifying the employee status to "Terminated" or another status you establish. You can then set report filters to exclude employee records with that status.

To delete a record, complete the following steps:

  1. Review the header to ensure that you are in the correct project or partition.

  2. Navigate to the Training Register sub-application (Apps > All Apps > Safety > Training Register).

  3. In the log view, select the check box next to the record or multiple records that you want to delete. Select Delete from the action bar.

  4. Alternatively, right-click on the record in the log view and select Delete.

  5. Click OK on the confirmation message. The record or records will be deleted.

Note If a record was deleted in error, it can be recovered from the Recycle Bin application by an administrator. For more information, refer to Using the Recycle Bin.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information on configuring this app in Configuration, refer to Application configuration.