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].
Subcontractors working on your sites often don't have — or need — a login to Site App Pro. This use case walks through setting up training for a subcontractor like this, using an electrical subcontractor who needs to provide their licence and complete a site safety induction form as an example. They'll complete everything by email through the External Portal, without ever needing the app.
Adding the subcontractor to the system
Go to Teams & Users, click the dropdown arrow next to Add User, and 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 appropriate access level (for example, Field Worker).
Note: if this person already exists in your system without an email address on file, edit their record to add one before continuing — without it, they won't be able to receive their training by email.
Turning on External Requests for training
Go to Training > Settings.
Turn on "Send training to staff without a login as external requests" if it isn't already on.
Creating the requirement
Go to Training, open the Requirements tab, and select Add Requirement.
Name it something clear, such as "Electrical Subcontractor Site Entry," and give it a short description.
Set the Reporting Category to whatever fits — for example, Site Compliance.
Add your first activity and set its type to Upload Certificate, Ticket, or Licence Proof. Name it something like "Electrical Licence," add instructions for what to upload, and choose a Save to Location folder.
Select Add Activity and set the second activity's type to Complete Form. Select your site safety induction form.
Under Assignment, select Assign, find the subcontractor by name (or assign to a User Group or Subcontractor company if you're setting this up for more than one person), and set it to Required.
Important: any Complete Form or Online Training – In-App (quiz) activity needs its underlying form to have External Form Access turned on, or it can't be completed through the External Portal. Upload-type activities like the licence above don't need this — they work by default.
Go to Forms and locate your site safety induction form.
Click to open it.
Turn on the External Form Access switch.
Activating the requirement
Change the requirement's status to Active.
Once this requirement becomes due, the subcontractor will receive an email with a link covering everything they need to do. They can upload their licence and complete the induction form from the one page, with no login required. See Sending training through the External Portal for how to track and resend these requests.