Record training and certificates

Before you start

• Training is a module. A System Admin turns it on: open Settings, choose Modules and turn on Training.
• HR Admins and System Admins record training and set up its types.

Record training

1. Open Training and choose the Types tab. Choose Add type.
2. For a course someone did, choose Completed training under Type of record and enter the Type name. If it needs doing again, enter Usual validity in months, for example 12. Choose Add type.
3. Choose Record training at the top of the page.
4. Tick the person, then choose the Training type, the Completed on date and the Result. Dates in the past are fine, so you can record training done years ago.
5. Choose Save training. To record one session for several people at once, choose Record group session from the ⋯ menu instead; everyone you tick gets their own record.

Record a certificate

1. On the Types tab, choose Add type and choose Certificate under Type of record. Start from a suggestion fills in the rest for a common UK certificate; check its renewal months against your own rules.
2. Otherwise enter the Type name and choose a Review date basis: Certificate expiry if the certificate has its own expiry date, Organisation review date if you set the review date yourself, or No review date if it never needs renewing.
3. For Certificate expiry or Organisation review date, enter Usual validity in months, for example 36. Choose Add type.
4. Choose Record certificate. It's in the ⋯ menu next to Record training when you have both kinds of type.
5. Choose the Person and the Certificate type. If it came from training you've recorded, choose it under Completed training (optional).
6. Enter Issued on and the Reference or registration number (optional) from the certificate. If it shows Expires on, copy the expiry date too: left empty, it's worked out from the type's usual months, or for a type with No review date it never expires. A type with an organisation review date has no Expires on; its review date comes from the usual months.
7. Choose Record certificate.

To keep a copy, choose Attach in the record's Evidence column and choose one of their documents. Only documents already on the person's Documents tab can be attached.

Get a reminder before a certificate expires

On the Types tab, choose Edit on a certificate type, tick Remind 30 days before a certificate expires and choose Save changes. For a type with an organisation review date it says Remind 30 days before the review date. It's ticked already on new certificate types.

• 30 days before, the person and your HR Admins and System Admins get a notification in HollyHR that opens the person's Training tab. Reminders aren't emailed.
• It covers certificates already recorded, not just new ones.
• Completed training doesn't send reminders. Its Due again date shows in the Due column, and it counts in Expiring soon and Expired like a certificate.

Fix a mistake

Choose Correct on the record, give a Reason for correction and choose Confirm correction. You can replace the details, void the entry, or for a certificate revoke it. The original stays in the history.

What happens next

• The record shows on Training and on the person's Training tab, where they can see it.
• The cards at the top count what's Current, Expiring soon (due within 30 days) and Expired. Choose Show only these on a card to list them.
• On Home, Needs you lists certificates and training due for renewal within 30 days, for whoever records training.

If something goes wrong

You don't see Training. A System Admin needs to turn it on: open Settings and choose Modules. Only HR Admins and System Admins can open it; everyone else sees their own on their profile.

There's no Record training button. Add a type first on the Types tab. The button shows once there's a type to record.

A date won't save. Completed on and Issued on can be in the past but not in the future. Expires on can be any date on or after Issued on.