Set when a training is due
Give a training a window counted in shifts, days or weeks from the day someone starts, and a refresh period after sign-off.
On this page
A training can say when it should be finished: by the fifth shift, within two weeks, and so on. The window is counted for each person from the day they started the track. It is set on the web.
On the web
Go to Rota & team, then Training set-up
- Pick the track in the list on the left and find the training’s card.
- Under Expected by, type a number in the second box (“by”) and choose shifts, days or weeks. Two weeks means it is due two weeks after the person started.
- To hold a training back until later, also type a number in the first box (“from”). From 2 by 4 weeks means it opens two weeks in and is due at four. Until it opens it sits under Coming up.
- Under Refresh (months), type how many months a sign-off lasts before it needs going over again, from 1 to 120. Leave it empty for never.
- Look at the strip that appears under the fields. It shows the run of states a person passes through as you type: Coming up, On now, Due soon, Overdue.
- Press Save on the card (Undo puts the fields back). It says Training saved, and the card shows the window in words, for example “2–4 weeks” or “Shift 5”.
How the window is counted
- Days and weeks count from the person’s start date on the track. A training turns Due soon seven days before its due date and Overdue the day after it.
- Shifts count the person’s clock-ins since their start date. A training due by shift 5 is Due soon when one shift is left and Overdue once five shifts have been worked.
- No window (both boxes empty) shows as No due point. The training is never due and never overdue.
- A training is Done when every skill in it is signed off or marked N/A.
What a refresh does
When someone is signed off on a skill in a training with a refresh period, the clock starts. When it runs out, the skill shows Refresh due. It stays signed off: nothing is taken away. Go over it with them, then choose Still good to start the period again, or Needs retraining to send it back.
What happens next
Once a day, the app looks for anyone who has fallen behind. The people who manage training at the location, and the person’s named trainer, get a Behind on training notice naming the person and the trainings. It is sent once for each training, not every day. The same people get a Skills due a refresh notice when refreshes come round. Both show on the Training page.
If it doesn’t work
- Save is greyed out
- The numbers do not make sense yet. “From” cannot be larger than “by”, a “from” needs a “by”, both must be whole numbers above zero, and a refresh is 1 to 120 months.
- A new starter shows as overdue on a training counted in shifts, on day one
- Shifts are counted from clock-ins since their start date on the track. If the start date is set earlier than it should be, change it from the person’s Training tab.
- Someone is behind and nobody was told
- They were added without due dates, or they were already overdue when Training was switched back on for the location. A training is also only announced once.
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