For: Admins
Note: Training Management is dependent on plan.
New starters often need to do the same handful of things before they're fully up to speed — attend an induction session, read and sign a policy, and provide proof of an existing certification. This use case sets all three up as a single requirement, assigned once to a broad user group, so it automatically applies to every new hire without you needing to chase anyone manually.
Note: Job Roles, User Groups, and Suppliers need to already exist before you can assign a requirement to them — they don't need any members yet, and you can assign the requirement to them at any time. If the group you want to use doesn't exist yet, set up an "All Staff" user group under Teams & Users first.
Creating the requirement
Go to Training, open the Requirements tab, and select Add Requirement.
Name it something clear, such as "New Starter Induction," and give it a short description.
Set the Reporting Category to Onboarding. (create the reporting category if you haven't already)
Leave Validity Period is inherited from an Activity switched off, set Valid For to Forever (an induction shouldn't need renewing), and set the Grace Period to a short window such as 7 days, since this needs to be completed early in someone's first week.
Add your first activity and set its type to In-Person Training – In-House. Name it something like "Site Induction Session," and add instructions describing what the session will cover.
Select Add Activity and set the second activity's type to Accept or Sign a Policy. Select your induction policy document from the Resource Library, turn on Require Signature, and set Valid For to Forever.
Select Add Activity again and set the third activity's type to Upload Certificate, Ticket, or Licence Proof. Give it a clear name (for example, "Existing Qualification Certificate"), add instructions for what to upload, and choose a Save to Location folder.
Under Assignment, select Assign and choose your broad User Group (for example, "All Staff") rather than assigning to individual job roles — this way, every new hire is automatically covered regardless of what role they end up in.
Set the assignment to Required, and turn on Critical Requirement if new starters shouldn't be considered fully onboarded until it's complete.
Note: There isn't a single way to set this up! If your processes differ from this, change the activities accordingly.
Activating the requirement
Change the requirement's status to Active.
Turn on auto-exempt all existing assigned staff before saving. This is the key step for an onboarding requirement — without it, everyone already in that user group would suddenly show up as non-compliant. With it on, only people added
to the group from this point forward will be asked to complete it.
Note: the in-person induction activity is completed using Roll Call on the mobile app — a supervisor marks attendance for everyone who was at the session. See Using Roll Call to mark in-person training attendance for the full flow.
Once this is set up, any new person added to your "All Staff" user group will see all three items appear on their Training page automatically, with no further action needed from you.