Some training has to be repeated: food safety every year, a forklift refresher every six months. When a course is set to recur, QTRACA works out from each trainee’s last completion when they are next due, and gives them a fresh assignment when that date arrives. It does this by itself every morning. The Bulk Training Renewal screen is for the cases the automatic run leaves alone: renewing people early, choosing your own due date, and deliberately reassigning someone a supervisor excused.
Where to find it: Training > Bulk Training Renewal in the main menu. Recurrence itself is set on each course, under Training > Courses, in the course’s Recurrence Configuration section.
Concepts
| Term | What it means |
|---|---|
| Recurrence | How often the course must be repeated, set on the course. |
| Renewal date | The trainee’s most recent completion date plus the recurrence interval. Shown as Due Date on the renewal list. |
| Grace period | Days after the renewal date before the trainee counts as overdue. It is also how long an automatic renewal gives them to finish. |
| Renewal | A new assignment of the same course, linked to the completion it replaces and marked for retraining. |
| Excused | A supervisor waived the trainee’s latest assignment. Renewal stops for them until someone reassigns the course. |
Quick start
- Open the course from Training > Courses.
- Under Recurrence Configuration, set Recurrence Type (for example Annual (Every 12 months)) and a Grace Period (Days), and save the course.
- That is all most sites need. Each morning, QTRACA renews every trainee whose renewal date has arrived and notifies them.
- To renew people ahead of time or pick a due date, open Training > Bulk Training Renewal, click Process Renewals on the course, tick the trainees and click Process N Renewals.
Setting recurrence on a course
| Recurrence Type | Interval |
|---|---|
| None (One-time) | Never renews. The default. |
| Annual (Every 12 months) | 365 days |
| Semi-Annual (Every 6 months) | 182 days |
| Quarterly (Every 3 months) | 91 days |
| Custom Interval | The number of days you enter in Custom Interval (Days), from 1 to 3650. |
Grace Period (Days) appears once a recurrence is chosen and accepts 0 to 90.
A training role has its own Frequency for each requirement, which decides whether a completion still counts towards compliance. It is a separate setting. Keep the role’s frequency and the course’s recurrence the same, or the role will show “(renewal due)” at a different time from when the renewal arrives. See Setting up training roles and compliance.
Documents recur too, through the document’s own training configuration, and the same morning run renews them. Document renewals do not appear on Bulk Training Renewal. See Configuring training requirements for documents.
When a trainee is due: the four statuses
QTRACA looks at each trainee’s latest completion of the course. A trainee is only considered when they have completed the course before, are active, and have no open assignment on it already.
| Status | When | Renewed automatically? |
|---|---|---|
| Upcoming | The renewal date is within the next 30 days. | No. Renew early from Bulk Training Renewal if you want to. |
| Due Now | The renewal date has arrived, and the grace period has not run out. | Yes, on the next morning run. |
| Overdue | The renewal date and the grace period have both passed. | Yes, on the next morning run. |
| Excused | Due in any of the above ways, but a supervisor excused their latest assignment. | No. Only someone reassigning the course restarts renewal. |
Anyone whose renewal date is more than 30 days away is not listed at all.
Example: Food Safety Fundamentals recurs annually with a 14-day grace period. Ben Carter last completed it on Sep 8, 2025, so his renewal date is Sep 8, 2026. Until Sep 22, 2026 he is Due Now; after that he would be Overdue.
The automatic daily renewal
Every morning at 5am, QTRACA goes through each recurring course and renews every trainee who is Due Now or Overdue.
- The new assignment is due today plus the course’s grace period. With a grace period of 0 it is due the same day.
- The trainee is notified by email (if they have an email address) and by push notification in the Training Centre.
- The assignment’s comment reads “Auto-created recurring assignment based on annual schedule” (with the course’s schedule).
- Nobody is given a duplicate. A trainee who already has the course open is left alone, even if the Bulk Training Renewal screen is being used at the same moment.
- Upcoming and Excused trainees, inactive trainees and trainees who never completed the course are not renewed.
- It runs before the morning overdue check, so a renewal created that morning is not immediately reported as missing.
Because the morning run clears Due Now and Overdue trainees, the Bulk Training Renewal screen usually shows mostly Upcoming and Excused trainees, plus anyone who became due since the last run.
The Bulk Training Renewal screen
Three cards sit at the top: Recurring Trainings (courses on this site with a recurrence), Trainings with Renewals Due and Total Trainees Due for Renewal. The table lists every recurring course:
| Column | Notes |
|---|---|
| Training Name | Rows with anyone due are highlighted. |
| Type | The course type, such as Quiz. |
| Recurrence | The course’s recurrence type. |
| Trainees Due | Everyone listed for renewal, including Upcoming and Excused trainees. |
| Action | Process Renewals, disabled when nobody is due. |
Processing renewals
- Click Process Renewals on the course. The Bulk Renewal dialog lists the trainees due, with Department (from their training role), Last Completed, Due Date (their renewal date) and Status.
- Set New Due Date. It starts 14 days from today and cannot be in the past.
- Leave Send notifications to trainees ticked to email and notify them, or untick it to renew silently.
- Adjust the selection. Everyone except Excused trainees starts ticked; Select All and Deselect All help with long lists.
- Click Process N Renewals.
A progress bar shows as the renewals are created. When it finishes, it reports “N renewals assigned.” and, if any were passed over, “N skipped (already assigned, inactive, or never completed).” The dialog then closes and the list refreshes. If part of the run fails, the dialog stays open and lists each failure, such as “Batch 2 failed:” with the reason, so you can see who was not renewed.
Processing is safe to repeat. Anyone who already has the course open is skipped rather than given a second copy.
Excused trainees
A supervisor can excuse a trainee from an assignment on Training > My team, for example during long-term leave or after a transfer. See Extending due dates and excusing absences.
- While their latest assignment on the course is excused, the automatic renewal never renews them. An excusal is a decision, and QTRACA does not quietly undo it.
- They still appear on Bulk Training Renewal, marked Excused and unticked, so you can see them.
- To bring them back, tick them and process the renewal. Once a newer assignment exists, the excusal no longer applies and normal renewal resumes after they complete it.
Availability and permissions
- Recurring training and renewal are part of the Training module. The automatic renewal only runs for active accounts that have Training.
- Admin and Training Coordinator users can set recurrence on courses and process renewals.
- Bulk Training Renewal shows the courses on the site you are working in.
Things to know
- Renewal needs a previous completion. Trainees who have never completed the course are not listed and not renewed. Give them the course through a training role or directly; see Assigning training to trainees.
- Courses only. Recurring documents renew automatically but are not shown here.
- Shortening a recurrence can make many people due at once. Next morning’s run renews and notifies all of them.
- Grace period does double duty. It is the window before a trainee is Overdue and the time an automatic renewal gives them. A grace period of 0 makes automatic renewals due immediately.
- “Trainees Due” includes Upcoming and Excused trainees, so a non-zero count does not always mean anyone is late.