My Team Training is the supervisor's view of training. It lists the trainees who report to you, shows at a glance who is up to date, who is at risk and who has overdue training (courses, document training and renewals that have come due), and lets you act on it from the same screen: open a team member's training, send reminders, assign courses, extend a due date or excuse a course. A bell collects alerts about overdue training, expiring certifications and a drop in team completion.
Where to find it: Training > My Team. The page is headed My Team Training. The View My Team button in team emails from QTRACA opens it too.
Concepts
| Term | Meaning |
|---|---|
| Team member | An active trainee on your current site whose Supervisor is you. |
| Assigned training | Everything a team member has been asked to do: assigned courses (quiz, document and practical assessment), and document training assigned from a controlled document (read & acknowledge or document quiz). A course linked to a document counts once, not twice. Every figure on the screen is counted from these. |
| Renewal Due | Recurring training (a course or a document) whose last completion has passed its renewal date, with nothing assigned yet. It no longer counts as completed. Once the grace period has also passed it shows as Renewal Overdue and counts as overdue. |
| Completion rate | Completed training as a percentage of assigned training. Excused courses are left out of both sides. |
| Compliant / At Risk / Non-Compliant | Each member's status, worked out from overdue training, training due within 7 days (including renewals that have come due) and your compliance threshold. See Monitoring Team Compliance. |
| Alert | Something wrong with your team right now: overdue training, a certification expiring or expired, or team completion below your threshold. Alerts clear themselves when the problem is fixed. |
| Excused | A course you have waived for a team member (leave, medical, transfer, exemption). It is not completed and no longer required. |
Who is on your team
Your team is set on each trainee, not on you. A trainee belongs to your team when their Supervisor field names you. An administrator or training coordinator sets it in Training > Trainees: open the trainee, click Edit, choose you in Supervisor, and save. The supervisor is a QTRACA user, and a trainee has only one.
Three more rules decide who appears:
- Active trainees only. Someone marked inactive drops off the team.
- Your current site only. The team is the trainees on the site you are working in. If you supervise people on two sites, switch site to see the others.
- No supervisor, no team. If nobody has named you as supervisor, the list says “No team members found. You may not have any direct reports assigned.”
The Department and job title shown for each person come from their training roles. Someone with no training role shows Unassigned.
Quick start
- Open Training > My Team. The four cards across the top show your team size and how many are Compliant, At Risk and Non-Compliant.
- Click a card to filter the Team Members list to that status; the selected card is outlined. Click Team Members to see everyone again.
- Click the eye icon (View Details) on a row to open that person's training.
- From there, send a reminder, extend a due date or excuse a course on any open row, or click Assign Training.
- Check the bell for alerts. Its cog opens Alert Preferences, where you choose which emails you get.
Team status
Header buttons
| Button | What it does |
|---|---|
| Bell | Opens the alerts panel. The red number is how many alerts are unread. |
| Refresh | Reloads the cards and the team list. It does not reload the alerts; reopen the page for those. |
| Assign Training to Team | Assigns one or more courses to everyone on the team. See Assigning Training to Your Team. |
| Send Reminders to Overdue | Emails a reminder straight away to every member with overdue training, about their overdue courses only. There is no confirmation step. Greyed out when nothing is overdue. See Sending Training Reminders. |
Cards and completion rate
| Card | What it counts |
|---|---|
| Team Members | Everyone on your team. Clicking it clears the status filter. |
| Compliant | “Nothing overdue or due soon”. |
| At Risk | “Due within 7 days or under 80% complete”. The percentage is your own compliance threshold. |
| Non-Compliant | Members with at least one overdue item. The line underneath gives the team's total overdue items. |
| Overall Team Completion Rate | All completed training divided by all assigned training across the team, with the team's Pending and Overdue totals. The bar is green at 90% or more, amber from 70%, and red below that. |
Team Members list
| Column | Notes |
|---|---|
| Name | Name and email address. |
| Department | The department of their training role, with the role names underneath. |
| Progress | Their completion rate, with a count such as “2/3 complete”. |
| Overdue | Number of overdue items, or a tick when there are none. |
| Status | Compliant, At Risk or Non-Compliant. |
| Actions | Eye: View Details. Person: Go to Trainee Profile, which opens their record in Trainees. Paper plane: Send Reminder about everything this person has open. Greyed out when they have nothing open. |
Click a column header to sort by it. The search box (“Search by name, email, or department...”) filters as you type.
A team member's training
Click the eye icon on a row, or click an alert about a person, to open <name> - Training Status.
- Total Assigned, Completed, Pending and Overdue act as filters on the Assigned Training table. Overdue rows are listed first and shaded red.
- Type is Quiz, Practical Assessment or Read & Acknowledge. Document training assigned from a controlled document is marked Document underneath.
- Status is Pending, In Progress, Overdue, Failed (a document quiz not yet retaken), Renewal Due, Renewal Overdue, Completed or Excused. For a renewal, Due Date is the end of the grace period and the tick under it is the last completion.
- The Pending box counts pending, failed and renewal-due items together.
- Score shows a completed quiz's score. If the quiz belongs to a controlled document, the document's pass mark is shown next to it.
- Last Training is the most recent completion. Next Due is the earliest due date among open courses, which can be a date already past.
Each open row has three actions: Send Reminder (paper plane), Extend Due Date (calendar) and Excuse Training (tick). Completed and excused rows have them greyed out, because there is nothing left to chase. A renewal row has them greyed out too, because nothing has been assigned yet (“Renewal due: assign it again”). Document training can be reminded and extended but not excused. Assign Training above the table adds courses for this person, and Send All Reminders in the footer reminds them about every open course.
- Sending Training Reminders
- Assigning Training to Your Team
- Extending Due Dates and Excusing Training
Alerts
Alerts are worked out from your team's current data each time you open My Team Training. They describe what is wrong now, not a history: when a course is completed, a certification renewed or completion recovers, its alert disappears on its own.
| Alert | When it appears |
|---|---|
| Training Overdue | A team member's course or document training is past its due date, for example “Grace Lee: "Food Safety Fundamentals" is 6 days overdue”, or a renewal is past its grace period (“… renewal is N days overdue”). It becomes more severe once it reaches your overdue-email threshold, and critical at 14 days. |
| Certification Expiring | A team member's active certification expires within 30 days. It becomes more severe in the last 7 days. |
| Certification Expired | The expiry date has passed (critical). |
| Team Compliance Alert | Team completion on this site is below your compliance threshold, for example “Team completion is below 80% (currently 79%)”. |
- Unread alerts are listed first, in bold, with a New badge.
- Clicking an alert marks it read. If it is about a person, their training opens.
- Mark all read clears the badge for every alert in the panel.
- When an alert becomes more severe (an overdue course reaching 14 days, say), it arrives as a new unread alert and the milder one goes.
- Alerts appear whatever your email settings are. The preferences decide what is emailed to you, not what the bell shows.
Availability and permissions
- My Team Training needs the Training module on your account.
- My Team is available to users with the Admin, Training Coordinator or Supervisor role.
- The list always shows your team (trainees whose supervisor is you), even for an admin. An admin who supervises nobody sees an empty list.
- Reminders, assignments, extensions and excusals are allowed for your own team members. Admins and training coordinators may act on any trainee.
Things to know
- Role requirements that were never assigned are not counted. My Team counts what has been assigned. Required training a trainee's role calls for but nobody assigned is not missing here; use the training role's Compliance Status tab and Assign Missing Training for that.
- Only the latest assignment of each course counts. Last year's completion of an annual course, or an assignment that was excused and then assigned again, is history: the list and the counts show the newest one only.
- Renewals are counted as soon as they come due, even before the daily renewal job assigns them. Once assigned, the renewal row is replaced by the new assignment. See Processing Bulk Training Renewals.
- A member with nothing assigned is 100% and Compliant. An empty record is not a problem on this screen, even for a new starter.
- Trainee profiles need access to Trainees. Go to Trainee Profile and View Full Profile open the person's record in Training > Trainees, which a user with only the Supervisor role may not be allowed to see.