Manage training and competency

Getting there

Open Training and choose the area you need:

• Competency Dashboard for assessments, expiry reminders, and closed assessments.
• Competency Matrix for a staff-by-competency overview.
• Assessment Builder for question sets and scoring options.
• Competency Types for the names used by assessments.
• Induction Refresher Dashboard for active, expiring, expired, and closed induction records.
• Induction Types for the types available when recording an induction.
• Calendar to review training dates and use Record induction.

The options you can change depend on your account access. If an add, edit, or close control is missing, ask your administrator to check your permissions.

Key concepts

• A competency type is the reusable name of an assessment, such as Chainsaw Operation. It can have notes and an assessment validity period.
• A competency assessment records a staff member, competency, assessor, assessment date, optional expiry date, comments, and—when a question set exists—answers and scores.
• A question set defines the questions, optional assessment criteria, and the answer choices an assessor can select. Choices are ordered from worst to best; their position determines the score.
• An induction type is reusable reference information for induction or refresher training. It can include a name, colour, duration in days, and notes.
• An induction record links a staff member to an induction type and records the acquired date and optional expiry date.
• An assessment or induction may be active/open, due to expire soon, expired, or closed. “Due soon” means the expiry is within the next 30 days and has not passed. These labels are calculated from the dates, so they update as time passes.

How to view the competency matrix

1. Open Competency Matrix.
2. Find a staff member in the left-hand column and a competency across the top.
3. Use Frequency (months) to see the configured assessment validity for each competency.
4. Read the percentage in each cell. A dash means the staff member has not been assessed for that competency.
5. Use the legend to interpret the colours:
   • ≥80% Proficient
   • 60–79% Developing
   • 40–59% Beginner
   • <40% At Risk
6. A C marker means the assessment is current. An L marker means it is lapsed.

The matrix only shows competency assessments that have a score. If there are no scored assessments, it displays No data yet. You can use Export PDF or Share when those controls are available.

How to add a competency

There are two steps when you are setting up a new assessable competency.

Create the competency type

1. Open Competency Types.
2. Choose the option to add a type.
3. Enter the required name, for example “Chainsaw Operation”.
4. Add optional notes.
5. Save it.

You can also choose Add type while building a question set. A competency type cannot be deleted if assessments or training notes still refer to it. Close or remove those records first, if appropriate.

Build its questions

1. Open Assessment Builder.
2. Choose New Question Set.
3. Select the competency type.
4. Enter an assessment validity period in whole months if the competency should expire automatically. The allowed range is 1 to 600 months.
5. Add at least one question.
6. Add at least one answer option for each question, ordering the options from worst to best.
7. Optionally add assessment criteria.
8. Save the question set.

A question set must contain at least one question, and every question must have at least one non-empty answer option.

How to record competency scores

1. From the Competency Dashboard, choose New Competency Assessment.
2. Select the staff member and competency.
3. Select the assessor, enter the assessment date, and review the expiry date.
4. If the selected competency has a validity period, the expiry date is filled in from the assessment date. You can replace it manually. Selecting a different competency recalculates the date.
5. Answer every question when the assessment has a question set. New assessments cannot be saved with unanswered questions.
6. Add trainer comments if useful.
7. Save the assessment.

The score is calculated from the selected answer options as a percentage of the available score. The dashboard shows the score to two decimal places. To understand the reference levels, open Competency Score Reference:

The matrix uses its own visual bands, so use the matrix legend when reviewing matrix colours. To amend an existing assessment, open it and choose Edit. You can also choose Download PDF from the assessment details.

How to manage competency types

Use Competency Types to maintain the reusable assessment names and notes. Choose a type to edit it, then save the updated name or notes. Keep names consistent so that reports and the matrix remain easy to understand.

Use the Assessment Builder when you need to change the questions, criteria, answer labels, or validity period. Changing the order of answer options changes the score assigned to those answers, so review an existing question set carefully before saving changes.

How to manage closed competencies

On the Competency Dashboard, choose Closed Assessments to review closed records. The closed view shows the number of closed competency assessments and lets you return to the dashboard.

To close an open assessment, use its close control or select open assessments and close them in bulk. An assessment that is already closed cannot be closed again. Closing an assessment keeps it available in the closed history; it does not erase the record.

The Expired count can include assessments that are already closed. Use the closed view to distinguish historical closed records from expired assessments that still need attention.

How to manage inductions

Set up an induction type

1. Open Induction Types.
2. Choose Add Induction Type.
3. Enter the required name.
4. Optionally choose a colour, enter a duration in days, and add notes.
5. Save the type.

The duration must be at least 1 day. A duration lets the system preview an expiry date when an induction is recorded.

Record an induction

1. Open Induction Refresher Dashboard or the training calendar.
2. Choose Record induction.
3. Select the staff member and induction type.
4. Enter the Acquired date.
5. Review the optional Expiry date. If the induction type has a duration and you leave the date blank, the system calculates it as the acquired date plus that number of days.
6. Save the record.

Use Active and Closed to switch views. On the active view, choose Expiry Due Soon or Expired to focus on renewals. You can edit a record, duplicate it for a new record, or use Back to Calendar from its details.

Tips & things to know

• Record scores as soon as an assessment is completed; an assessment without a score does not appear in the matrix.
• Keep validity periods current. They drive automatic assessment expiry dates and the matrix frequency row.
• Complete every question before saving a new scored assessment.
• Use Clear filter after reviewing Expiry Due Soon or Expired results.
• The active induction view excludes closed records. Closed records remain available under Closed.
• A manually entered expiry date takes precedence over the previewed date for that induction record.
• Deactivated staff are removed from current training lists and the competency matrix.
• Use the same competency and induction names consistently to avoid duplicate types.

FAQ

Troubleshooting