For: Admins
Note: Training Management is part of the Training Management Module. It's included in some plans and available as an add-on on others. To activate it, contact your Customer Success Manager or [email protected].
Training lets you define the certifications, tickets, and courses your team needs to work safely and compliantly, assign them to the right people automatically, and see at a glance who's up to date and who isn't.
Take two common examples. Every worker on your team probably needs a First Aid certificate — regardless of their role. But only your Roofers need a Working at Heights qualification. Training lets you set both of these up once, and the right people are automatically told what they need to do, reminded before it expires, and flagged if they fall behind — without you having to track any of it by hand.
This article explains the core building blocks you'll see across Training, so the rest of the setup and day-to-day articles make sense in context.
The building blocks
Term | What it means |
Requirement | A single training or compliance standard someone is measured against — for example, First Aid, or Working at Heights. Maximum of 30 Activities per Requirement. |
Activity | One or more tasks that must be completed to satisfy a Requirement (e.g. upload a certificate, pass a quiz, attend in-person training). A Requirement can have multiple Activities. |
Assignment | The mechanism for targeting a Requirement at people — via Job Role, User Group, Supplier/Subcontractor, or (discouraged) direct individual assignment. |
Reporting Category | A taxonomy field used to group and organise Requirements (e.g. "Emergency and First Aid," "High Risk Work"). Also the visual grouping structure used in the Matrix view. |
Work Ready Score | The percentage of a person's (or group's) non-Optional assigned Requirements that are completed — Optional assignments are excluded entirely from the calculation. |
Compliance Score | Shown on the Matrix as a dual-ring indicator: Job Role score (purple) and overall company score (orange). |
Competency Assessment | An optional, additional layer on a Requirement requiring a qualified assessor to sign off practical competency, beyond just completing Activities. |
Only some Group Types can create Requirements — the same subset of account types that can currently create Job Roles.
Required, Optional, and Critical
When you assign a Requirement, you choose how important it is:
Required — the person needs to complete it, and it counts toward their Work Ready Score.
Optional — the person can complete it, but it's never counted as overdue and doesn't affect their Work Ready Score.
Critical — an extra flag on top of Required, for anything you want to stand out. It doesn't change what someone can access or do in the system — it just raises the urgency shown to them (a red banner instead of yellow) and increases the notifications they receive.
Note: If a person is assigned the same Requirement more than one way — for example, through both a Job Role and a Supplier — the system automatically applies the strongest setting. Critical takes priority over Required, which takes priority over Optional.
Requirement status
Every Requirement moves through a lifecycle:
Status | What it means |
Draft | Being set up. Not visible to anyone it's assigned to yet. |
Active | Live — assignees are notified and it counts toward compliance. |
On Hold | Still visible in reports, but nobody can complete its Activities. Useful if a training provider becomes unavailable or content needs reworking. |
Archived | Retired. People no longer need to complete it, and existing completions stop renewing. |
Important: Archiving a Requirement is permanent — there's no way to restore it once archived. If you need to bring it back, use Duplicate to create a new copy instead. Anyone whose existing evidence is still valid will have it carried over automatically.
Where this shows up
Once you understand these building blocks, the rest of Training is about setting them up and keeping track of them:
Requirements — where you create and manage Requirements, their Activities, and Assignments
Matrix — a grid view for managing assignments across Job Roles, User Groups, and Suppliers at a glance
Register — a person-by-person view of who's compliant, overdue, or in progress
Settings — where you manage Reporting Categories and Competency Levels
If your account has Group-level access, some of this behaves a little differently — see Training across Groups and Organisations for what's shared and what isn't.