Once you have created your licence/training item in the Register (refer this article for instructions), you can add a record of that item for an individual staff member using the following steps:
- Navigate to the Staff page for the person you wish to upload the record for.
- Click the "Licences & Training" tab.
- A list of all licence/training items already attached to that person (if any) will now appear on the page. To add another, select the licence/training item you wish to create the record for from the "Add from Register" dropdown that appears in the top right just below the "Licences & Training" tab.
- If you are ready to go uploading the licence/training item details for that person, fill in the details as requested and choose a PDF file to attach as documentary evidence.
- Click the "Save" button.
Pre-provision a licence/training item
If you know that you need to upload the licence/training item details for a person, but do not yet have the details ready (e.g., you are awaiting them to bring in their paper evidence), you can pre-provision the item for that staff member. Doing so will include the person's name in the weekly email notification that gets sent to the person/s defined in the licence/training item's settings in the Register.
- Navigate to the Staff page for the person you wish to upload the record for.
- Click the "Licences & Training" tab.
- A list of all licence/training items already attached to that person (if any) will now appear on the page. To add another, select the licence/training item you wish to create the record for from the "Add from Register" dropdown that appears in the top right just below the "Licences & Training" tab.
- Select the "pre-provision" checkbox in the popup window. All other data entry fields are hidden pending being given the details.
- Click the "Save" button.
- When you receive the details from the staff member:
- revisit the Staff page for the person you need to update;
- click the Edit link adjacent to the title of the licence/training item you need to update that is listed within the Licences & Training tab;
- uncheck the pre-provision checkbox;
- fill in the item details; and
- click "Save".
Record an upcoming booking
If a person does not yet hold the licence/training item, you can also store a date for when the person is going to obtain the item by (e.g., the date a training course has been booked).
Recording a booking functions similarly to pre-provisioning the item, but additionally asks for a date. Up until that booking date, email alerts are suppressed. Email alerts will resume being sent once the booking date has elapsed.
Follow the same steps as pre-provisioning the item to record a booking, but choose the "booking has been made" option instead.