Training records bring together competency assessments, question sets, scores, induction dates and expiry reminders. This guide explains what to check when a record is missing, cannot be saved, or appears closed or out of date.
Start by checking these points:
The Competency Matrix shows only active staff and the latest assessment for each staff member and competency combination. It does not show a person who has been deactivated, and older assessments are replaced by the most recent one for that combination.
If the matrix shows No data yet:
A blank cell means that no assessment is available for that staff member and competency. A score is shown as a percentage. The matrix also marks the latest assessment Current until the expiry day has fully passed, then marks it Lapsed. The competency’s frequency is shown in months when one has been configured.
The matrix uses these score bands: ≥80% Proficient, 60–79% Developing, 40–59% Beginner, and <40% At Risk. A dash means Not assessed.
When creating a competency assessment, every question must be answered before the assessment can be created. If the form reports that questions remain unanswered, return to the question list and choose a score for each question.
Scores come from the options configured for that question. If the expected option is not available, do not substitute a different value: ask an administrator to review the question set in Assessment Builder. A question set must contain at least one question, and every question must have at least one labelled score option.
The assessment percentage is calculated from the selected score values against the maximum value available for each question. If no score is selected, the record has no percentage and the matrix will not display a scored result.
Use Competency Score Reference to interpret the standard five-level reference:
| Level | Percentage | Meaning |
|---|---|---|
| Level 1 | 0–30% | Needs full time supervision |
| Level 2 | 30–60% | Needs Indirect Supervision |
| Level 3 | 60–80% | Needs Occasional Supervision |
| Level 4 | 80–90% | Competent & Able to Supervise |
| Level 5 | 90% + | Able to train |
The percentage bands overlap at their boundary values in the reference display. Use the level shown in your organisation’s configured reference when a result falls exactly on a boundary.
When you select a competency, its configured validity period normally fills the assessment expiry date. Changing the assessment date recalculates the expiry until you manually change the expiry. If the selected competency has no validity period, enter an expiry date yourself if one is required.
To edit an induction, open the record and choose Edit. You can update the staff member, training type, acquired date and expiry date. The training type must still exist; if it has been removed, an administrator must restore or recreate the appropriate induction type before the record can be saved.
The acquired date is required. If you leave expiry blank and the selected induction type has a duration, the expiry is calculated by adding that duration in days to the acquired date. For example, a type configured for 30 days calculates an expiry 30 days after the acquired date. You can enter a different expiry date manually.
If the staff member is no longer active, the existing person is retained while editing that record so the history is not lost. However, inactive staff are not offered for new records. If the staff member or training type is wrong, choose the correct existing option rather than creating a duplicate record. You can use Duplicate on the detail page when you need a new record based on an existing one.
If Save changes is unavailable or you are sent back to the induction list in view-only mode, ask an administrator for write access. After a successful save, the record returns to its detail view; use Back to Calendar to check its calendar entry.
A closed assessment appears under Closed Assessments rather than the active assessment list. Closing records the date they were closed and, where applicable, the person who closed them. Closing an assessment also keeps the related training reminder aligned with the assessment.
To find a closed record:
If a closed assessment was closed by mistake and you have write access, use its restore action, or select several records and choose Restore all selected. Restored assessments move back to active Competency Assessments. If you cannot see a restore action, ask an administrator.
An expired assessment can still appear in expiry reporting after it has been closed. This is intentional: closing files the expired assessment while keeping it available as training history. The Expired and Expiry Due Soon views may therefore include records that are no longer open.
Contact an administrator when:
When reporting a problem, provide the staff member’s name, competency or induction type, the record date, the status shown, and a screenshot of any message. This helps the administrator identify the correct record without creating a duplicate.