A training role describes a job, such as Production Operator or Forklift Driver, by the training that job needs. You list the courses and documents once on the role, say which are required and how often they must be refreshed, and give the role to the people who do that job. QTRACA can then tell you, person by person, who is compliant, what each non-compliant trainee is missing, and whose training has lapsed. It can also assign the missing training in one step.
Where to find it: Training > Training Roles in the main menu.
Concepts
| Term | What it means |
|---|---|
| Training role | A named job function on one site, with a department and a list of requirements. A trainee can hold several roles. |
| Requirement | One course or one document the role calls for, with a priority and a frequency. |
| Required | Must be done. QTRACA assigns it automatically when you ask it to. |
| Recommended | Suggested for the role. It is shown, but never assigned automatically and does not affect compliance. |
| Frequency | How long a completion keeps counting: one-time, annual, every 6 months or quarterly. |
| Renewal due | The trainee completed the item, but longer ago than the frequency allows, so it counts as missing again. |
| Compliant | The trainee has a current completion for every required item on the role. Recommended items do not affect it. |
Quick start
- Go to Training > Training Roles and click New Training Role.
- Enter a Role Name, pick a Department and click Save. You return to the list.
- Open the role and go to the Required Training tab.
- For each course or document, choose it, set Priority and Frequency, and click Add.
- Give the role to trainees: open each trainee, click Edit, add the role under Training Roles and save. Assign what the prompt offers.
- Come back to the role’s Compliance Status tab to see where everyone stands.
The role list
The list shows the roles on the site you are working in, with Role Name, Description, Department, the number of Trainees holding the role, the number of Requirements, and Status (Active or Inactive). Click the pencil to open a role, or the bin to delete it.
Role details
The Details tab holds the role itself. A new role shows only this tab; the other two appear once it is saved.
| Field | Notes |
|---|---|
| Role Name * | Use the job title people recognise. |
| Description | Up to 500 characters. |
| Department | Type one, or use the Quick select buttons: Production, Quality, Sanitation, Warehouse, Maintenance, Shipping. It appears in the Compliance Status grid and on Bulk Renewal. |
| Status | Active or Inactive. “Inactive roles won’t appear in trainee assignment dropdowns”, and an inactive role’s requirements are never assigned. |
Save on this tab saves the role and returns you to the list.
Required Training
Adding a requirement
| Field | Choices |
|---|---|
| Type | Training Course, or Document when the account has Document Management. |
| Select Training / Select Document | Active courses, or published documents. |
| Priority | Required or Recommended. |
| Frequency | One-time (Initial Training), Annual, Semi-Annual (Every 6 months) or Quarterly. |
Click Add. The requirement joins the list below, which shows Name, Type, Priority and Frequency.
Changing requirements
- Use the up and down arrows to change the order (“Use the arrow buttons to reorder”). The order is the sequence the onboarding checklist lists items in.
- The bin removes a requirement immediately, without asking. Assignments already made are not affected.
- There is no way to edit a requirement’s priority or frequency. Remove it and add it again with the new settings.
Adding a requirement does not assign it to anyone. Trainees who already hold the role show it as missing on Compliance Status until you use Assign Missing Training.
Frequency, and what “(renewal due)” means
Frequency decides how long a completion keeps satisfying the requirement. QTRACA looks at the trainee’s most recent completion:
| Frequency | A completion counts if it was within the last… |
|---|---|
| One-time (Initial Training) | Any time. It never lapses. |
| Annual | 365 days |
| Semi-Annual (Every 6 months) | 182 days |
| Quarterly | 91 days |
When the most recent completion is older than that, the item counts as missing again. On the Compliance Status tab its badge gets a circular-arrow icon and the words (renewal due). For example, Ben Carter completed Food Safety Fundamentals 372 days ago, and the Production Operator role requires it annually. His badge reads Food Safety Fundamentals (renewal due), and he is Non-Compliant until he completes it again. Assign Missing Training gives him a fresh assignment.
If the same course is required by two of a trainee’s roles at different frequencies, the stricter one applies.
A role’s frequency only decides whether a completion still counts. It does not reassign the course by itself. Automatic renewal is set on the course (its Recurrence Type) or on the document. Set both to the same interval, or trainees will show “(renewal due)” with no renewal on its way. See Processing bulk training renewals.
The Compliance Status tab
Summary cards
Total Trainees, Compliant and Non-Compliant count the role’s trainees on this site. Clicking one filters the grid. Compliance Rate is the share of those trainees who are compliant; it is green at 90% or more, amber from 70%, red below.
The grid
| Column | Notes |
|---|---|
| Trainee Name | With their email. |
| Department | The role’s department. |
| Requirements Met | Current completions of the role’s required items, such as 2 / 4. Recommended items are not counted. |
| % | The same as a percentage. |
| Status | Compliant when every required item is met. A missing recommended item is still listed, but does not make the trainee Non-Compliant. |
| Missing Training | A badge per missing item, or “All complete”. See below. |
| Badge | Meaning |
|---|---|
| Red | A required item is missing. |
| Yellow | A recommended item is missing. |
| No icon | Missing and not assigned, like Ben Carter’s Allergen Awareness. This is what Assign Missing Training fixes. |
| Clock icon | Assigned but not yet completed, like Daniel Kim’s Hand Washing Procedure. The trainee has it; they just have not done it. |
| No-entry icon | A supervisor excused the trainee from it. |
| Circular arrow and “(renewal due)” | Completed once, but the completion is older than the frequency allows. |
Hover over a badge to see its type, frequency and assignment state. Use All, Compliant and Non-Compliant above the grid to filter, and Export to Excel to download the grid.
Assign Missing Training
Tick trainees in the grid; the header checkbox ticks everyone shown. As soon as at least one ticked trainee is Non-Compliant, Assign Missing Training appears beside the count, with Clear Selection.
Assign Missing Training runs as soon as you click it. There is no confirmation step, so check your selection first.
For each ticked trainee, QTRACA assigns the role’s required items that are missing:
- Assigned: required items never done, and required items marked “(renewal due)”. Courses are due in 14 days; documents after their own training due days (14 if none). Each trainee is notified.
- Not assigned: recommended items; anything already assigned (clock icon); anything excused (no-entry icon); courses that are not active; documents that are not published; inactive trainees.
A message reports the result, for example “Assigned 2 courses to 1 trainee.” followed by “Not assigned:” and the reasons. If nothing could be assigned, it says “Nothing was assigned”, gives the reasons, and adds “Recommended items are never assigned automatically.” The grid then reloads, and newly assigned items show the clock icon.
Running it twice is safe: the second run finds the training already assigned and creates nothing.
The same rules apply when you give a trainee a new role on the trainee screen. That route shows a Missing Required Training window where you can untick items before assigning:
See Managing trainees for that window, and Assigning training to trainees for how this compares with other ways to assign.
Availability and permissions
- Training roles are part of the Training module. Document requirements need Document Management as well.
- Any user except an Operator can view roles and their compliance.
- Admin and Training Coordinator users can create, edit and delete roles and requirements, and use Assign Missing Training.
Things to know
- Recommended items never affect compliance. They appear as yellow badges so you can see them, but a trainee missing only recommended items is Compliant, and Assign Missing Training does not assign them.
- Retraining after a document revision is not a role frequency. It is set on the document itself.
- Certifications are not part of role compliance. Only the role’s courses and documents count.
- Compliance is per site. The tab only lists the role’s trainees on the site you are working in.