Training Flows

Video released on 30/08/2024

 

Terminology

Training 

• An area within Zaptic’s Portal (within Procedures) where you can configure Training courses and report on the status of users completing the training.

How to build a new Training flow:

• • Open Zaptic & Go To Procedures
  • Either create a new Procedure or open an existing Procedure
    • If you are creating a new Training linked to a new Procedure, select “Create procedure”

Add a new Training course:

• You can either Add a new Training or you can access an existing Training.
• If you do not have access to an existing Training, an existing collaborator will need to give you access.

Creating a new Training flow:

• • In the same way that you can create a workflow for a new Procedure, you can do exactly the same for a Training course.

• You can use Sections to break the Training into different areas, such as “Theory”, “Practice” and then finally “Exam”. 
• You can link to pre-built Guides

 

Scheduling and Creating a Trigger for a Training Flow:

• In the same way that you can Schedule and create Triggers for tasks, you can do exactly the same for a Training flow:

• You can assign Schedules and create triggers for training, whether this is required on a weekly, monthly or annual basis.
• You may choose to schedule a ‘Yearly Refresh’ training to ensure continuous professional development or compliance for audit purposes

 

Recommend training for tasks

• • You can recommend specific trainings to be completed before the start of a task.

Link recommended training even across procedures!

 

Front-line workers can easily spot and complete the recommended training.

Linked training from another procedure is indicated in the training matrix for a better view of training compliance.

Training Matrix: How to review and analyse training compliance using the Training Compliance Table:

• You can see which Zaptic User has completed which Training session in this particular Procedure.
• The % shows the total training completion comparing the total number of modules against the completed modules. This can also be viewed in more detail on the user’s account page by clicking the user name.

• Clicking on the Arrow next to the Training name will sort the response rate to the Training course.

Training - due soon alerts

Set up alerts to remind you when training is due soon

Quickly spot overdue training in the training matrix - indicated with a flag

User Training:

Individuals can view their training on their profile page in the app, helping with tracking their progress and personal development as well as seeing what training is left for them to do.

 

Team Training:

• • Within the Zaptic Portal in the “Teams” page you can see at a glance the completion of the Training on a per-team basis.

• This is recorded as a % Completion rate.

 

• To export the Team Training levels, you can click on “Download Team Training” which will download an Excel spreadsheet for you.

 

 

• If you click on the three dots … you can see the % Completion on a per person basis

Complete Training Status right from the Matrix!

Training can be marked as completed from the training matrix, making it easier to get started with training and bringing in external certifications.This is great for keeping all shop floor training records in one place and ensuring people have the right certifications to carry out tasks.

 

 

Invalidate and reschedule training

Completed training can be revoked and rescheduled with a click of a button from the training matrix or alternatively, for trainings which are subject specific, from the training report itself.

 

Multiple final states

You can designate multiple statuses as final to better represent various outcomes in the training matrix, such as Pass/Fail, Red/Amber/Green, or different competency levels.

Status emojis in the training matrix

Emojis used in status names appear in the training matrix, making it easier to read and interpret the information.

Show approvers on reports

Reports include the names of approvers, so you can easily see who is responsible for approval or who to contact for further action.

 

Exporting Training Submissions:

• When you log into your Procedures page, in the top right corner you will see ‘Export data’

• Here you can select a date range, which procedure you would like to see the data for, and you can then download this as a spreadsheet file.

• This will take a few seconds to generate, then you will see a green Download button.

• Click on this, the spreadsheet will then appear in your Downloads folder within a few seconds.