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].
If you have people who need to complete training but don't have a login or seat on your account, you can use External Requests to capture that information and let them fulfil their training requirements by email.
Before you start: the person needs to exist in the system
Go to Teams & Users and click the dropdown arrow next to Add User, then select Add Team Member.
Enter their first and last name, and — importantly — their email address. This is where their training will be sent.
Select an access level (for example, Field Worker).
Note: if you have existing team members who need to complete training this way, make sure their records are updated to include an email address.
Turning on External Requests for training
Go to Training > Settings.
Turn on "Send training to staff without a login as external requests."
Important: turning this on won't immediately send everyone their overdue requirements as external requests — that's deliberate, to avoid spamming people. Requirements that were already due before you turned this setting on are not retroactively sent. Only requirements becoming due from this point forward will go out as external requests.
Making sure your forms can be completed this way
Only two activity types need an extra step to work through an external request — every other activity type (Upload Proof, Accept/Sign a Policy, External Provider types) works by default with nothing extra to set up.
Complete Form
Online Training – In-App (quiz)
If a requirement uses either of these, the underlying form needs External Form Access turned on, or it won't be completable through the external request.
Go to Forms and locate the form.
Click to open it.
Turn on the External Form Access switch.
Tracking requests
Once someone has opened their training link in a browser, you can track the request under Tasks > External Requests. It shows a purple Training tag to distinguish it from regular external requests.
Note: requests that haven't been opened by the staff member yet won't appear here — this is deliberate, to avoid unnecessary noise.
You can track:
Last viewed
Completed date
Quiz result (if applicable)
If a staff member has multiple requirements assigned, all of them live inside the same link — they can view, complete, and submit everything from the one landing page.
Resending a missed link
If your staff member missed their link, you can send another one or copy it to share yourself.
Go to Teams & Users and open their staff profile.
Go to their Training Record.
Click the three-dot menu and select Email training link or Copy training link.
Alternative: completing training on someone's behalf from mobile
Instead of (or alongside) external requests, an Admin, Manager, or Tablet Manager can complete training for someone directly from the mobile app.
Log into the mobile app as an Admin, Manager, or Tablet Manager.
Open the menu and select Training to see your full staff list.
Click a staff member to open their training requirements.
Anything completed this way is logged against that staff member's own training record.
Note: forms completed from within a training profile are logged correctly against the right person's training record regardless of the device/user logged in.