A trainee is anyone whose training you track: a line operator, a forklift driver, a contractor. The trainee record holds who they are, who supervises them, which training roles they hold and the PIN they sign in to the Training Centre with. Every course, document acknowledgement, certification and learning path they have hangs off that record, so it is the place to start when you want to know where one person stands.

Where to find it: Training > Trainees in the main menu.

Concepts

Term What it means
TraineeA person on one site whose training is recorded. Trainees do not need a QTRACA login; they use the Training Centre with a PIN.
SupervisorThe QTRACA user responsible for the trainee. The supervisor sees the trainee on Training > My team and receives the overdue-training and certification-expiry emails about them.
Training roleA job function, such as Production Operator, with a list of training it requires. A trainee can hold several. See Setting up training roles and compliance.
PINA 4-digit number the trainee signs in to the Training Centre with. It is created automatically and is unique within the site.
LanguageThe language the trainee takes training in. It is optional. Add Course offers courses in this language plus courses with no language set, or every course when the trainee has none.
StatusActive or Inactive. An inactive trainee cannot sign in and is left out of automatic assignment and renewal.

Quick start

  1. Go to Training > Trainees and click New Trainee.
  2. Enter First Name and Last Name. Add their Email, Start Date, Supervisor and Training Roles.
  3. Click Save & Close. QTRACA creates the trainee and their PIN.
  4. When the Missing Required Training window opens, leave the items ticked and click Assign Training Now.
  5. Give the trainee the portal link and their PIN. See Inviting trainees to the portal.

The trainee list

The Trainees list with Trainee PINs and New Trainee buttons, showing email, first name, last name, language and an Active status badge for each trainee

The list shows the trainees on the site you are working in. Trainees on other sites do not appear until you switch site. Trainee PINs above the list opens the Trainee PIN Report, a printable list of PINs; see Inviting trainees to the portal.

Column Notes
ActionsThe pencil opens the trainee screen. The next icon is Deactivate (or Activate for an inactive trainee), and the bin deletes the trainee.
EmailUsed for training emails. The search box searches this column.
First Name / Last NameBoth can be sorted.
LanguageThe trainee’s training language.
StatusActive or Inactive. Use the Status filter to show one or the other.

Adding and editing a trainee

New Trainee on the list and Edit on the trainee screen open the same Trainee form.

The Trainee form for a new trainee, Noah Patel, with no language, a start date of today, a blank Finish Date, and Production Operator chosen under Training Roles

Field Required Notes
EmailNoNeeded for the trainee to receive assignment, renewal, overdue and certification-expiry emails. Without it, only their supervisor is emailed.
First Name, Last NameYes 
LanguageNoDecides which courses Add Course offers.
Start DateNoDefaults to today on a new trainee. It appears on the trainee screen and the onboarding checklist.
Finish DateNoWhen the person left. It starts blank; leave it blank for anyone still working. It shows on the trainee screen only once the trainee is inactive.
SupervisorNoA QTRACA user. See Supervisor dashboard overview for what the supervisor sees.
Training RolesNoOnly active roles are listed. See Giving a trainee a training role.

The trainee screen

Ben Carter's trainee screen showing his email, the Production Operator role, supervisor Mike Cook, PIN 2138 with Copy and Regenerate, start date, counters and the Certifications tab

Buttons

Button What it does
EditOpens the Trainee form.
Add FormGives the trainee a form to complete from a trainee form template.
Add CourseAssigns one course. See Assigning training to trainees.
Assign Learning PathAssigns a learning path and its first step.
Onboarding ChecklistLists the training the trainee’s roles call for, with progress. See Generating an onboarding checklist.
InviteShows the portal link, QR code and PIN to hand to the trainee. It is not shown for a trainee linked to a QTRACA user account.

Details and counters

  • Roles and Supervisor lines appear only when they are set.
  • PIN shows the trainee’s PIN with Copy and Regenerate. Regenerating asks first, because the old PIN stops working straight away.
  • Last Training Course shows the date of the trainee’s most recent signed course. Courses that are completed but not signed do not count, so it is often blank.
  • The counters show File attachments (click it to attach files), Comments, Courses assigned and Forms.

Tabs

Tab Contents
CertificationsExternal and internal qualifications with expiry. See Managing trainee certifications.
CoursesEvery course assignment with its status, and scores for quizzes. Each has icons to open the course, view answers, view the signature and delete. Completed and signed courses also have a Generate Certificate icon (see Certificates and verification).
FormsForms given with Add Form.
Document TrainingRead-and-acknowledge and document-quiz records, with Total, Pending, Completed and Overdue counts. Shown only when the account has Document Management.
Learning PathsAssigned paths with Status, Progress and Assigned Date.
CommentsNotes about the trainee.

Giving a trainee a training role

Holding a role does not assign anything by itself. Instead, when you save the Trainee form with a role the trainee did not have before, whether you are adding a new trainee or editing one, QTRACA checks that role’s required training against the trainee’s records and offers to assign what is missing. Nothing is assigned until you confirm.

The Missing Required Training window for a new trainee, Noah Patel, listing Food Safety Fundamentals, Allergen Awareness, Hand Washing Procedure and Site Induction, each ticked, with type, role and due date, and Not Now and Assign Training Now buttons

The window reads “The trainee has been saved. <name> does not have N required training item(s) for the newly assigned role(s).” The roles are already saved at this point.

  • Every item starts ticked. Untick any you want to leave for now.
  • Due is 14 days from today for a course, and the document’s own training due days (14 if it has none) for a document.
  • Assign Training Now creates the ticked assignments and notifies the trainee of each one. The confirmation reads “N training assignments created for <name>.”
  • Not Now closes the window. The roles stay saved and nothing is assigned. You can assign it later from the role’s Compliance Status tab.
  • An item that is required but cannot be assigned is listed under Not assigned automatically with the reason: Excused by a supervisor, Course is not active, Document is not published or Trainee is inactive.

The window only appears when something is actually missing. Recommended items are never offered, and training the trainee has completed (within the role’s frequency) or already has open is left out. If the same course is required by two of the new roles, it is listed once, naming both roles. The full rules are in Setting up training roles and compliance.

Removing a role from the form removes the trainee from that role. Their existing assignments are kept.

Deactivating and deleting

Action What happens
DeactivateAsks “Are you sure you wish to deactivate ?” The trainee can no longer sign in to the Training Centre, is skipped by training-role assignment and is not renewed. Their history stays intact. Use this when someone leaves.
ActivateReverses a deactivation. Their PIN works again.
DeleteAsks “Are you sure you wish to delete this record ?” This permanently removes the trainee and their course records, certifications, forms and role memberships.

Deleting a trainee erases evidence that their training happened. For anyone who has done real training, deactivate them instead. Keep delete for records created by mistake.

Availability and permissions

  • Trainees are part of the Training module.
  • Any user with access to Training can view trainees.
  • Only Admin and Training Coordinator users can add, edit, activate, deactivate or delete trainees, regenerate PINs and assign missing training.

Things to know

  • Trainees belong to one site. The PIN is unique within that site, and the portal link a trainee uses must be for their site.
  • Add Course lists courses in the trainee’s language and courses with no language. A course set to another language is not offered.
  • A role does not assign training on its own. The prompt only appears when you save a new role on the trainee. Trainees added to a role by other means, or before the role gained a requirement, are caught on the role’s Compliance Status tab.