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're moving to Training with a lot of existing history already tracked elsewhere — a spreadsheet of certificates, expiry dates, and who's done what — Import Training Records brings all of that in for you at once, using AI to make sense of your existing spreadsheet rather than forcing you into a rigid template.
Note: we strongly recommend importing your people first, via Teams & Users, before running this wizard. If you don't, everyone the wizard creates will land on the most basic default access level, and you'll need to manually promote them into the right roles afterward.
Running the import
From the Matrix tab, click the downwards arrow next to "Add requirement". select Bulk upload Training Records.
Upload your spreadsheet. A ready-made template is available and makes things easiest, but you don't have to use it — if your spreadsheet doesn't match, it's automatically sent to AI to interpret.
Review what the AI found: which columns represent people, emails, Job Roles, and which columns represent individual requirements, along with what it thinks each requirement's data means (for example, whether a date is a completion date or an expiry date). Correct anything it's got wrong before continuing.
If your spreadsheet doesn't have email addresses, choose whether to create new people without an email, or try to match existing people in your account by name.
Review the import summary — how many records, how many new people, how many new Job Roles, and how many requirements are new versus matched to ones you already have.
Select Import to bring everything in.
Optionally, bulk-upload the actual certificate files right away. AI matches each file to the correct person by the name on the document and extracts details like the expiry date and certificate number, so your approver just needs to review and approve (Resources > Resource Approval) rather than search for the right person. You can skip this and come back to it later.
What gets created
Every requirement created this way gets exactly one activity: Upload Proof. If you need a requirement with more than one activity, edit it afterward to add what you need.
Assignment defaults intelligently to Job Roles or User Groups wherever everyone sharing a role clearly needed the same requirements — it only falls back to assigning people individually when there's no clean match.
A Training Requirements folder is created automatically, with one subfolder per imported requirement, named after that requirement. Anything valid uploaded to a requirement's folder for someone assigned to it will automatically complete that requirement for them.
Folder structure: what to know before you set this up yourself
If you're creating requirements manually (rather than through this wizard) and want the same drag-and-drop folder auto-completion to work, keep the following in mind:
Use one folder per activity, not one folder per person. Auto-completion depends on a folder clearly representing one activity's evidence. A "reorganise by person" structure — one folder per staff member holding all of their certificates — won't work here, because the requirement has no way to know which files in that folder belong to it.
Don't reuse the same folder across more than one activity, unless you mean to. If two different activities are both set to watch the same folder, uploading a single file there will auto-complete both at once. That might be exactly what you want — one certificate genuinely satisfying two requirements — but if it isn't, give each activity its own folder.
Note: you can still complete an activity by uploading through the app or the External Portal regardless of your folder structure — folder auto-completion is a convenience on top of that, not the only way to get evidence in.