Training
The Training module is used when the Organization wants to assign Attestable Training documentation to their People registered in The Guard.
TABLE OF CONTENTS
Assigning Training
Any Documents uploaded in the Document Module may be assigned as Training. Only those files that have been uploaded that have been marked to “Require Attestation” will include the built-in Attestation Functionality. If the Organization uploads any custom documentation, it should ensure this box is checked within the Edit Permissions option in the Documents Module.
To assign Training:
Navigate to Training module
Under the Trainings tab, select Add Training
The form that appears includes several drop-downs and selections, detailed below:
Course Name – Any/All files that are uploaded in the Documents module will be present in this dropdown. Names can be Typed or Searched in the dropdown to locate them more quickly
Frequency – Training may be assigned on a set Frequency. The Frequency will set the Due Date automatically based on the Launch Date set by the Organization. When a Frequency is set and the Due Date is met, The Guard will automatically re-assign the Training assignment.
Launch Date – Identify when Training should launch
Launching Training in the Future – This will launch the Training in the Morning and notify all Applicable assignees that are Registered at 7-8am EST
Launching Training immediately – Setting the Launch Date as the same day an Officer/Admin is assigning the Training will simply Launch the training immediately. Notification for training launched like this will be at 7-8pm EST
Due Date – By itself, Due Date is purely administrative. This helps identify for an Organization when training should be completed by the team.
If Training is created with One Time frequency and a “Due Date” has been set – Nothing will happen if the Due Date is met; Meaning, The Guard does not restrict access to those who have not yet completed their Training
“Due Date” only functions with restrictive capacity when a Frequency greater than One Time has been set
Requires Attestation - Allows the checkbox to be checked to ensure that Attestation will be prompted for during Training. If the box is unchecked, the document will be placed in a User's My Documents area and not require Attestation to be given in order to complete the Task.
By-default, this box is CHECKED to ensure that Training and Attestation are covered.
Select People for Attestation - Allows an Organization to identify the individuals or groups of individuals that need to be assigned this Training. The options are as follows:
Search Everywhere - This will provide a list of All Users, Locations, and Groups. This drop-down can be changed to People Only, Locations Only, and Groups Only
People Only - Allows selection of individuals one at a time or the ALL PEOPLE option.
ALL PEOPLE - This will assign the Training to ALL ACTIVE Individuals listed in the People module; This option will create a Rolling Assignment that will assign this Training to any newly registered Individuals
Locations Only - Allows selection of individual or all Locations - This will reflect the Locations/Sites built in the Admin module. Assigning Training to a Location will create a "Snapshot" of all currently active Users assigned to that Location
Groups Only - Allows for selection of individual or multiple Groups - This will reflect the Groups/Departments built in the Admin module. Assigning Training to a Group will create a "Snapshot" of all currently active Users assigned to that Group
Once a training assignment has been set up, it can be seen via the Table under the Trainings Tab. Any Training assignments generated here and assigned to Registered Users in The Guard will be displayed in the Assignments tab detailed below. Completing Training is also detailed below this section.
Completing Training
Once Training has been assigned, it must be completed by everyone included in the assignment (All Roles/All Users = Org-Wide, “Everyone” Training). Completing Training is the same for every user in The Guard (Officers, Admins, User Roles).
Login to The Guard
Navigate to My Tasks
Select View next to the Training that needs completion
View/Read/Watch the Training, then scroll to the bottom of the web page and select Attest
Read the Attestation information, then select the appropriate Radio Button
A Training Task will only show Completed status and generate a Certificate once an Individual has attested to having read/understood the provided content.
Monitoring Training
The Training module will also offer a place for Officers/Admins to monitor assigned Training – Assignments Tab. Accessing this table is like accessing Open Tasks elsewhere in The Guard, with the exception that the status of a Task here is unchangeable by any other than the User it is assigned to (Officers/Admins may NOT mark these tasks as completed for Users).
The Assignments tab is relatively basic. It includes the same table shown elsewhere in The Guard with columns relevant to the tracking of Training:
Title – The Name of the Training Assignment
Assignee – Who is assigned to Training – this reflects an ACTIVE individual in The Guard (Officers, Admins, Users)
Requested – The date in which Training was Launched for the specified Individual
Training can be set up, but a new hire joins several months later – if the training is still active, it will be assigned to this new hire once they complete their User Registration. The Requested Date will display the date in which the assignment was given to the Individual.
Due – Due Date – This will always reflect the Due Date as specified on the specific Training form when created
Completed – Completed Date – Displays the date in which an Individual Attested to Training
Location – All Locations/Org Wide, Individual by Location, etc – Displays the Location information
Status – Current Status (Complete/Incomplete)
The Table is also Searchable and Filterable via the top drop-downs.
If an Officer/Admin would like to push notifications to those who have not completed their Training, then these individuals can place a Checkmark next to any Incomplete Tasks, then select Choose Action > Notify Selected.
This will queue up a Notification to be sent to the selected individual on The Guards daily queue: 7-8am/7-8pm EST
An Officer/Admin also has access to Training statistics from the Dashboard, via the Training/Attestation progress breakdown graph.
This graph displays ALL Training that has been assigned in The Guard
Training assignments may also be Suspended. Suspending Training is useful when new training must be assigned which replaces the old and assigns newly created tasks for Annual Training needs or if updates to training documentation are made. While in the Trainings tab, each Training assignment can be Suspended independently via the Hamburger Button on the right-hand side of the Row.
Suspending training means this assignment will no longer assign any training tasks to newly created users that fill the initial parameters – This means if an Organization had created Org-Wide training for ALL PEOPLE, then suspended the assignment, then added new users – the New Users would NOT receive Training until a new assignment has been created
Certificates
Certificates in The Guard are visual representations that someone has completed their Training. The generated Certificates are automatic based on when someone Attests to their Training. These do not need to be maintained, managed, kept, etc. This is primarily an additional feature included in The Guard.
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