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].
Requirements let you define the training, tickets, or certifications your team needs, and track who's completed them. This article walks through creating a Requirement from scratch, using a Confined Space Entry requirement for your Plumbers and Drainlayers as an example.
Create the requirement
Open the Admin Console, navigate to Training, select the Requirements tab, and select Add Requirement
Enter a Requirement Name (e.g. "Confined Space Entry"), a Description of what needs to be done, and select a Reporting Category from the list, or create a new one
Set how the requirement's validity works. Leave Validity Period is inherited from an Activity turned on to base it on the Activity you add next, or turn it off to set Valid For (Forever or a set Period in days, months, or years), Expiry Reminder (default 14 days), and Grace Period (default 14 days) manually
Turn on Requires Competency Assessment if an elevated user needs to sign off on this requirement in person, in addition to completing the Activities below
Select Next
Choose an Activity Type — by default this is set to Upload – Certificate, Ticket or Licence Proof — then fill in its fields: a Document Name (e.g. "Confined Space Entry Certificate"), Instructions for what to upload, a Save to Location folder in your Resource Library, and Auto Complete Requirement if completing this Activity alone should mark the whole requirement complete
Note: Site App Pro supports several other Activity Types, each with their own fields — Accept or Sign a Policy, Online Training (In-App or External Provider), In-Person Training (In-House or External Provider), Complete Form, and Review Resource.
Select Add Activity if you want to add another Activity to this requirement, then select Next
Select Assign, choose Required or Optional, and turn on Critical Requirement if you want this to stand out to the person as more urgent than a standard Required requirement
Note: Critical raises the urgency shown to the person (a red banner instead of yellow) and increases the notifications they receive — it doesn't block them from accessing a site or using the system.
Use the search bar to find who this requirement applies to — filter by Job Roles, User Groups, People, or Subcontractors (e.g. assign to the "Plumbers and Drainlayers" Job Role) — then select Assign
Choose whether you want to auto-exempt all existing assigned staff, which will mark everyone that is already in that group/job role as compliant.
The requirement activities will only be enforced for new users in that user group/job role.Select Save
Important: Using the auto-exempt all existing assigned staff will mark everyone that is already in that group/job role as compliant. Their "ready to work" score will indicate that they have already completed the requirement, even if they haven't.
Activate the requirement
Your requirement is saved as a Draft and won't be visible to anyone yet.
From the Requirements tab, find your requirement and open it
Change its Status to Active
Note: Once a requirement is Active and someone has completed it, it can't be moved back to Draft. If you need to make major changes later, use Duplicate to create an editable copy instead.