Training

Note

The content of this document is also explained in the video tutorial titled Training Management

The Training section is located within the area dedicated to prevention actions of each project office.

From Actions, select the Training menu, which is structured into two levels:

• Courses: define the company’s training needs.

• Editions: set the schedule for training and renewal sessions.

In the Training section, you can also:

• Register an existing certificate (e.g., for past training or training without prior scheduling).
• Plan a training edition.
• Register the outcome of a scheduled edition.
• Generate a certificate or upload an external one.
• Associate an employee’s certificates with corporate courses and monitor their expiration (e.g., a course may issue certificates for various skills, recognize external training as equivalent to internal courses, or register past training from a person’s profile).

Add a New Course

1. Click on New at the top left to choose the course type to add. You can choose between a Standard Course or a Custom Course, which can be freely configured using the dedicated interface that will open. In this example, we’ll add a Standard General Training Course.

2. Click Save.

The new row representing the course will now appear in the window, with all indicators set to zero. (If no changes appear, click Refresh on the toolbar).

Tip

Selecting the course row activates the view of Details, People, Editions, Resources, and Attachments tabs at the bottom of the screen for quick editing or data viewing.

With a double click on the row or the “link” icon, you can access the course sheet, where you can view and manage all details regarding the course, participants, edition dates, and more.

Manage a Course

You can manage it from either the Tab view or the Course sheet.

• The Details tab includes the course’s main information:
• Name
• Description
• Validity (the interval between certification and its renewal)
• Fields for “Responsible”, “Assigned”, and “Observer” of the course

Click the “+” button to select either People from the office or Roles defined in the office’s “Safety Organization Chart”. You can associate multiple individuals from both categories to the same role. This association is automatically inherited by editions planned later for the same course.

Caution

Only if they are Users of the project will the assigned people receive notifications as “Responsible”, “Assigned”, or “Observer”. Each user can customize notification preferences in the Preferences menu of the platform.

• The People tab shows employees from the office already enrolled in the course.
• The Editions tab displays the course editions in reverse chronological order.
• The Resources tab lists all elements for which training will mitigate risks.
• In the Attachments tab, you can link course-related documentation by:
• Adding a link to an existing file in “Files”
• Uploading a new file

Add People to a Course

People are assigned to training courses based on the risks they face in their work. These risks may depend on their job role, area, equipment used, or the phase of work they’re involved in. Each worker can be enrolled in one or more courses, which may be mandatory or optional but still necessary for their health and safety.

1. Click on People
2. Click on New
3. Select the employees to be trained (use Shift for multi-selection), then click Save
4. All course participants will be listed under People, each with a Status:

• “New” until managed
• “Valid” or “Expired” depending on the dates recorded in their training certificates

1. Register a certificate via the “Certificate Mass Creation” wizard
2. Schedule a new edition or enroll the person in an edition and record the outcome

Register a Certificate

To register a past training certificate without scheduling a new edition, proceed from the course sheet or the Courses menu.

1. Click Courses
2. Select the desired course
3. In the People tab toolbar, associate the participants to be certified
4. Select Wizards > Certificate Mass Creation
5. Select the people to certify
6. Click Next, fill in certificate details, then click Confirm
7. Click Finish

Schedule an Edition

You can add an edition from the course sheet or the Editions menu in the “Training” section under “Actions.” Make sure the intended participants have already been assigned to the course—otherwise, no one will be available for enrollment.

1. Select Editions
2. Click New in the top left. If needed, select the Course using the “Select” button to browse all available courses for the office. If the desired course is missing, create it under “Courses.”
3. Check the validity (the interval between updates)
4. Set the session date
5. Specify the edition type: Base (first time) or Update, and fill in optional details like instructor or location
6. The roles of “Responsible”, “Assigned”, and “Observer” are inherited from the course but can be modified. These people will also receive notifications, if they are users
7. Click Save

Enroll People in an Edition

Once an edition is created, participants need to be enrolled. This can be done from the course sheet or the tab view.

1. Select Editions
2. Click People, then New. Only those already assigned to the course will be listed
3. Select the edition participants and click Save
4. Each participant’s training status will appear as to be completed

Record the Outcome of an Edition

1. Click the “checkmark” icon on the toolbar to open the evaluation sheet screen
2. Select Status on the toolbar and assign the outcome to all participants

• Individual assessments can be modified by clicking their row
• You can add grades or outcomes and a warning (W flag)—a visual indicator for anomalies or notes (a yellow triangle will appear next to the result). Click Save

Caution

Evaluations in the grade sheet can be changed until the related certificate is issued, which locks the status by registering the dates in the expiration schedule.

Generate a Certificate

1. Click the certificate icon (document with ribbon) next to the checkmark icon on the toolbar
2. A list of participants who passed the course appears. Dates inherited from the edition are editable:

• Certificate issue date (may differ from the edition)
• Expiration date

3. Select the participants to certify (use Shift for multi-selection) and click Save
4. The new certificate is now valid, issued digitally, and its expiration is visible in the schedule

Manage a Certificate

In the Certificate column of the “People” tab, the certificate icon provides access to the certificate sheet, where you can:

• Print
• Archive
• Download
• Attach a third-party certificate

1. Click to open the certificate sheet
2. It shows all information about the edition and result, including optional fields and notes. Editable dates include issue and expiration
3. To export, click the Print icon
4. Click “…” to view available templates
5. Select the desired template, click Save, then Next to preview the document
6. Click Print for local printing or Next to export or archive in “Files”

Tip

4HSE provides editable templates. Click the pencil icon to access the editor. After making changes, save the new template for future use.

To attach an external certificate, e.g., issued by a third party or another tool:

1. Click Attachments
2. Click New and choose the file source