Training

The Training module is used when the Organization wants to assign Training documentation to their People registered in The Guard. 

TABLE OF CONTENTS

• Assigning Training
• Completing Training
• Monitoring Training
• Certificates

Assigning Training

Any Documents uploaded in the Document Module may be assigned as Training. 

To assign Training:

1. Navigate to Training module

2. Under the Trainings tab, select Add Training

3. The form that appears includes several dropdowns and selections, detailed below:

   1. Course Name – Files that are uploaded in the Documents module will be available in this dropdown. Names can be Typed or Searched in the dropdown to locate them more quickly

   2. Frequency – Training may be assigned on a set Frequency

      1. One Time - Launch Training with no Frequency for resetting Training

      2. Monthly - Launch Training and Reset the specified Training a Month from the Launch Date

      3. Quarterly - Launch Training and Reset the specified Training each Quarter

      4. Biannually - Launch Training and Reset the specified Training Biannually

      5. Annually - Launch Training and Reset the specified Training Annually

   3. Launch Date – Identify when Training should launch

      1. Launching Training in the Future – This will launch the Training in the Morning and notify all Applicable assignees that are Registered at 7-8am EST

      2. Launching Training immediately – Setting the Launch Date as the same day an Officer/Admin is assigning the Training will simply Launch the training immediately.

   4. Due Date – By itself, Due Date is purely administrative. This helps identify for an Organization when training should be completed by the team. 

      1. If Training is created with One Time frequency and a “Due Date” has been set – Nothing will happen if the Due Date is met; Meaning, The Guard does not restrict access to those who have not yet completed their Training

   5. Requires Attestation - Enables functionality to require an Employee to Attest to the Training and complete the Task assigned to them

   6. Select People for Attestation - Allows a Search Field to add Individuals, Locations, or Groups. Officers/Admins can enter the names of individuals needing to receive the Training assignment in the following field. 

      1. "Search Everywhere" - This will provide a list of All Users, Locations, and Groups. This drop-down can be changed to People Only, Locations Only, and Groups Only:

         1. People Only - Allows selection of individuals one at a time or the ALL PEOPLE option. 

            • ALL PEOPLE - This will assign the Training to ALL ACTIVE Individuals listed in the People module; This option ONLY creates a "Snapshot" assignment, which assigns only to the set of currently ACTIVE People and will not create Training assignments for newly created People

         2. Locations Only - Allows selection of individual or all Locations - This will reflect the Locations/Sites built in the Admin module. Assigning Training to a Location will create a "Rolling Assignment" which will continue to assign Training to newly created People assigned to the specified Location(s)

         3. Groups Only - Allows for selection of individual or multiple Groups - This will reflect the Groups/Departments built in the Admin module. Assigning Training to a Group will create a "Rolling Assignment" which will continue to assign Training to newly created People assigned to the specified Location(s)

Once a training assignment has been set up, it can be seen via the Table under the Trainings Tab or an Employee's Profile. Any Training assignments generated here and assigned to specified Employees/People in The Guard will be displayed in the Assignments tab detailed below. Completing Training is also detailed below this section below.

Completing Training

Training is now completed via the Email Notification, which provides individuals requiring training access to the Training Content in order to Attest to the content. The process for completing training is described in the following article: How to Complete Training

Monitoring Training

The Training module will also offer a place for Officers/Admins to monitor assigned Training – Assignments Tab. Accessing this table is like accessing Open Tasks elsewhere in The Guard, with the exception that the status of a Task here is unchangeable by any other than the User it is assigned to (Officers/Admins may NOT mark these tasks as completed for Users).

The Assignments tab is relatively basic. It includes the same table shown elsewhere in The Guard with columns relevant to the tracking of Training:

• Title – The Name of the Training Assignment

• Assignee – Who is assigned to Training – this reflects an ACTIVE individual in The Guard (Officers, Admins, Users)

• Requested – The date in which Training was Launched for the specified Individual

  • Training can be set up, but a new hire joins several months later – if the training is still active, it will be assigned to this new hire once they complete their User Registration. The Requested Date will display the date in which the assignment was given to the Individual. 

• Due – Due Date – This will always reflect the Due Date as specified on the specific Training form when created

• Completed – Completed Date – Displays the date in which an Individual Attested to Training

• Location – All Locations/Org Wide, Individual by Site, etc – Displays the Location information

• Status – Current Status (Complete/Incomplete)

The Table is also Searchable and Filterable via the top drop-downs. 

If an Officer/Admin would like to push notifications to those who have not completed their Training, then these individuals can place a Checkmark next to any Incomplete Tasks, then select Choose Action > Notify Selected.

• This is queue up a Notification to be sent to the selected individual on The Guards daily queue: 7-8am/7-8pm EST

Training assignments may also be Suspended. Suspending Training is useful when new training must be assigned which replaces the old and assigns newly created tasks for Annual Training needs or if updates to training documentation are made. While in the Trainings tab, each Training assignment can be Suspended independently via the Hamburger Button on the right-hand side of the Row. 

• Suspending training means this assignment will no longer assign any training tasks to newly created users that fill the initial parameters – This means if an Organization had created Org-Wide training for ALL Users/ALL Roles, then suspended the assignment, then added new users – the New Users would NOT receive Training until a new assignment has been created

Certificates

This functionality under the Training Module has been moved!!! Please see People Overview for new functionality.

Certificates in The Guard are visual representations that someone has completed their Training. The generated Certificates are automatic based on when someone Attests to their Training. These do not need to be maintained, managed, kept, etc. unless the Organization needs to do so. 

Please see the following Article on People and where to locate Certificates for each Employee: People Overview