Training is an essential part of any business and helps to ensure that employees are compliant, empowered and can do their jobs with the tools they need to be successful.
We know it can be difficult to keep up with everyone's training and often times, employees can forget too.
Humi makes keeping track of employee training a bit easier with our "Training" module.
This guide will go over how to:
- Create a training program
- Record an upcoming training program as completed
- Add a completed training program
- Send reminders to employees
- Export the Training Report
1. Creating a training program
1. Navigate to the "Training" module and click on the "Training Programs" tab.
2. Click the "+ Create training program" button on the top right corner
3. Fill out the name of the training, add a description and attach any applicable files. Then select the training details you would like to track for this program.
Note: By default, each program tracks the date of completion, optional notes, and files.
Some types of training require a little more due diligence so some companies may not want to allow their employees to record the training as completed, in order to ensure completion. If this is this case, do not check off the above box. When this box remains unchecked, it means only managers or admins will be able to record the training as completed once it's done.
However, if you would like to allow the employees enrolled in the training to record the training as completed, then check the box "Allow employees to record their own program completion".
By default, admins (for all employees) and managers (for their reports) can record that training has been completed on the employee's behalf.
You can set a due date by selecting "Set due date" and inputting the number of days, months or years, relative to the "Enrollment Date."
Note: The "Enrollment Date" is the date the employee was added to a training program. For new hires, if the training is assigned during the onboarding flow, their first day of work would be considered as the "Enrollment Date."
If a particular training has multiple sessions, you can set the program to repeat.
The repeat options are:
- On a specific date: You need to input a month and day of the year
- Relative to enrollment date: You need to input the number of days, months, years after the enrollment date
- Dependant on expiration date: The program will repeat depending on the recorded expiration date. This is recommended for licences and the next training session due date could be scheduled for a short time before the expiration date.
To set the number of times you would like this program to repeat, select "does end" and input the total number of sessions.
4. Lastly, add the employees you would like to enrol into the program and click "Save."
Once you've assigned the training to the employees required, the employee will get a notification on their Humi homepage that looks like this:
You can also see that the training was added to the employee by checking in their "Employee Profile" under the "Training" tab. Navigate to their "Employee Profile" > "More" > Select "Training" > Upcoming Training section will show the training has been assigned to the employee.
2. Recording a training program as completed
To record an upcoming training program as completed, navigate to the employee's profile and click on the 'Training' tab. Click on the three dots on the training you would like to mark as complete and select "Record".
Next, you'll be directed to the screen below to complete the training details.
Click "Save" to complete the training.
Once saved, the "Upcoming Training" section will update and the training details will be recorded in the 'Completed' section.
You can click on the completed training to see the recorded details of the training or make changes.
3. Adding a completed training program
If you would like to add training details to an employee who may not be enrolled in a training program, click on the "+ Completed Training" button in the employee profile under the "Completed Training" section.
You can choose to select an "Existing Training Program" or add a "New Training Program" to that employee's profile.
Fill in the training program details, choose the completion date and enter any notes as needed then click "Save."
The training program will now be saved as completed on the "Completed Training" Section.
4. Sending Training Reminders
We know that work can get busy and some employees may forget to complete their training so you can send them a friendly reminder in Humi.
Reminders can only be sent to employees who are authorized to record their training details as completed.
If they are not authorized to record their training details as complete, you can't send them a reminder, but you can send the reminder to their manager. Since their manager is the one authorized to record the employee's training as complete, they can be reminded of it to ensure the employee completes their training.
From the dropdown menu, select "Remind".
Finally, select the person you would like to send the reminder to.
5. Export the Training Report
If you would like to export a report on your training programs, you can do so in the "Reporting" module.
Click into the "Reporting" module and then into the "Training Report."
The "Training Report" gives you an overview of the information related to all the training programs created in Humi.
The "Training Report" displays the following information:
- Training Name
- First Name
- Last Name
- Due Date
- Completion Date
By default, the report displays data for all training programs, excludes terminated employees, and only shows results for the most recent training session.
To refine the report information, you can filter the results by specific training programs, you can include terminated employees or choose the full training program history.
Once you've chosen the filters you require, click the "Export" button on the top right and choose the format you would like to export the data - either as a CSV file or an Excel file.