The onboarding checklist lists all the training a trainee’s training roles call for, and shows where they stand on each item: done, due for renewal, assigned and waiting, overdue, or not started. Use it in a new starter’s first days to walk through what they need to do, and print it with sign-off lines for the trainee and their supervisor. It only shows the trainee’s records; opening it does not assign or save anything.
Where to find it: Training > Trainees, open the trainee, then click Onboarding Checklist.
Concepts
| Term | What it means |
|---|---|
| Checklist item | One course or document that at least one of the trainee’s active training roles requires or recommends. A course two roles both list is one item, naming both roles. |
| Progress | Completed required items out of all required items. Recommended items are listed but not counted. |
| Training role | Where the items come from. A trainee with no active roles has an empty checklist. See Setting up training roles and compliance. |
Quick start
- Make sure the trainee has their training roles: open them, click Edit and check Training Roles.
- Click Onboarding Checklist on the trainee screen.
- Review the list with the trainee.
- Click Print Checklist and print the page that opens.
- To give the trainee training that is Not Started or Renewal Due, use Assign Missing Training on the role. The checklist does not assign it.
The checklist
The header shows Trainee, Email, Start Date and Generated (today). Below it, Progress reads “N of M required items completed” with a percentage badge: green at 100%, amber from 50%, red below.
| Column | Notes |
|---|---|
| # | The item’s position, following the order set with the arrows on each role’s Required Training tab. |
| Training/Document | The name, labelled Training Course or Document. |
| Role | The training role, or roles, the item comes from. |
| Priority | Required or Recommended. Required if any of the roles requires it. |
| Frequency | One-time, Annual, Every 6 months or Quarterly. When two roles set different frequencies, the stricter one is shown and applied. |
| Status | See the next section. Completed rows are shaded green, Renewal Due amber and Overdue red. |
| Due | The due date of an open assignment, or “-”. |
| Completed | The date of the most recent completion or acknowledgement, or “-”. A Renewal Due item shows the completion that has lapsed. |
A trainee with no active training roles, or whose roles have no requirements, sees No Training Requirements: “This trainee has no assigned training roles or the roles have no training requirements.” If the checklist cannot be fetched, it shows “The onboarding checklist could not be loaded.” with a Retry button.
How each status is decided
The checklist uses the same rules as the role’s Compliance Status tab, so the two agree about every record.
| Status | When |
|---|---|
| Completed | Completed, signed, acknowledged or passed within the frequency: at any time for one-time, within 365 days for annual, 182 days for every 6 months, 91 days for quarterly. |
| Renewal Due | Completed before, but longer ago than the frequency allows, and not yet assigned again. Ben Carter’s Food Safety Fundamentals, last completed Sep 8, 2025 and required annually, is Renewal Due. |
| Pending | Assigned and not yet done, and not past its due date. A document quiz the trainee failed is Pending, because it can be retaken. |
| Overdue | Assigned, not done, and past its due date. |
| Excused | A supervisor excused the trainee from the course and it was never completed. |
| Not Started | Never assigned. |
Printing the checklist
Print Checklist opens the checklist as a printable page in a new window and starts your browser’s print dialog. To keep a PDF, choose “Save as PDF” as the printer. If your browser blocks the window, QTRACA says “Please allow pop-ups to print the checklist.”
The printed page has:
- A heading, Onboarding Training Checklist, with the trainee, email, start date and date generated.
- The progress bar and “N of M required items completed”.
- The same table, with a tick box in front of each row that is already ticked for completed items.
- Instructions: “Complete all required training items before starting work duties”, “Check off each item as completed and note the completion date” and “Return this form to your supervisor when all required items are complete”.
- Signature and date lines for Trainee Signature and Supervisor Signature.
The button is disabled when the checklist is empty. A signed paper copy is not recorded in QTRACA; attach a scan to the trainee with the File counter on the trainee screen if you need to keep it.
What it does not include
- Certifications. Qualifications such as a forklift licence are on the trainee’s Certifications tab only.
- Orientation tasks or other items you add yourself. The checklist only contains role requirements. For a structured induction with your own steps, use a learning path; see Building learning paths.
- Inactive roles. A role switched to Inactive no longer contributes items.
- Training outside the trainee’s roles. A course assigned directly, not through a role requirement, does not appear.
Availability and permissions
- The onboarding checklist is part of the Training module.
- Anyone who can open the trainee can view and print the checklist. It changes nothing, so no extra permission is needed.
Things to know
- It assigns nothing. Use Assign Missing Training on the role, or the prompt when you give the trainee a role.
- Completed means still current. A completion older than the role’s frequency shows Renewal Due, not Completed.
- Recommended items do not count towards Progress, so a trainee with every required item done shows 100% even with recommended items outstanding.
- Due dates come from the assignment. The checklist does not work out due dates from the trainee’s start date; an item with no open assignment shows no due date.