---
title: "Training"
url: "https://docs.4hse.com/guides/prevention-actions/training-management"
description: "Training management: courses, editions, certificates, and attachments in 4HSE."
---

# Training

The **Training** section is located within the **Prevention Actions** area of each project **office**.

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

-   **Courses**: Define the company’s **training needs**.
-   **Editions**: Establish the **planning** of course execution and renewal dates.

![Training section](/_astro/training-management-1.De4KVLT2_Z5AsmU.webp)

Within the **Training** section, you can also:

-   **Register an existing certificate** (e.g., for previous training or training without prior planning).
-   **Plan an edition**.
-   **Record the outcome of a planned training edition**.
-   **Produce a certificate** or upload an external one.
-   **Associate an employee’s certificates with company courses** and monitor their expiration. (e.g., a course issues certificates that attest to various skills, equalization of externally acquired training with company-delivered courses, or registration of previous training from an individual’s profile).

### Adding a New Course

[Section titled “Adding a New Course”](#adding-a-new-course)

1.  Click on **New** in the top left to choose the **course type** to add. You can choose between adding a course using the **Copy** tool or adding a **New course**, which can be freely configured through the dedicated interface that will open after clicking. In this example, we will choose to add a **standard general training course**.
2.  Click on **Save**.

![Adding a new course](/_astro/training-management-2.CdtFUt9b_ZNam9b.webp)

The **new row** corresponding to the training course will now appear within the window, with all indicators at **zero**. (If you don’t see any changes, simply click **Refresh** in the toolbar).

![Course details](/_astro/training-management-3.D_6NMt_w_1AbfyS.webp)

A **double click on the row or the “link” icon** will take you to the **course card**. From here, you can **view and manage** all information related to the course, participants, edition dates, and more in detail.

![Course card](/_astro/training-management-4.CbwxFDLS_ZTajOn.webp)

### Managing a Course

[Section titled “Managing a Course”](#managing-a-course)

A course can be managed from both the **“Details Tab”** and the **“Course Card”**.

-   The **Details** gather the main course information:
-   **Name**
-   **Description**
-   **Session type**: indicates how the course is structured. Two options are available:
    -   **Base and update**: the course consists of a **first base edition** followed by periodic **update** editions to be repeated over the years. In this case, you can also fill in the **Base course duration** and **Update course duration** fields.
    -   **Single**: the course consists of a **single edition** that will not be repeated. In this case, you can also fill in the **Course duration** field.
-   **Validity**, which is the time interval between a certification and its renewal.
-   **Expiring**, which is the number of days before the expiration date when that specific activity is considered to be in an “expiring” status.
-   Indication of the **“Course Manager,” “Assigned,” and “Observer.”**

With the **”+” button**, you can choose between **People**, **Office Users**, and **Roles** previously defined in the **Office Safety Organization Chart**. You can associate multiple subjects from different categories with the same role for a course. This association is **automatically inherited in subsequently planned Editions for the same course.**

-   In **Recipients**, you can view the people from the office already enrolled in the course.
-   In **Editions**, the editions of the selected course are displayed in chronological order from most to least recent.
-   In **Requested by**, all elements whose risks will be mitigated by the administration of the training course are listed.
-   In **Attachments**, you can associate documentation related to the course:
-   By adding a **link to an existing file** in “Files.”
-   By uploading a **new file**.

### Adding Recipients to a Course

[Section titled “Adding Recipients to a Course”](#adding-recipients-to-a-course)

Recipients are the people who need to attend training courses based on the risks they face while performing their work. These can depend on their role, area, work equipment, or work phase. Each worker can be enrolled in one or more courses, mandatory or optional, but always necessary for their health and safety.

1.  Click on **Recipients**.
2.  Click on **New**.
3.  Select the employees to be trained for the chosen course (press Shift for multiple selections) and click **Save**.
4.  All course participants will be listed as **Recipients**, and each will show a **Status**:

-   **“New”** until managed.
-   **“Valid”** or **“Expired”** according to the dates reported in any training certificates already registered for the employee.
-   **“Expiring”** if the certificate’s expiration is approaching. The number of days preceding the expiration is set in the course’s **“Expiring”** field.

![New course recipient](/_astro/training-management-5.ZD2qwlRs_Z12lHU7.webp)

### Associating Resources

[Section titled “Associating Resources”](#associating-resources)

From the course menu item **“Requested by”**, you can indicate which **company resources** necessitate the course. This way, you can keep track of the link between the course and specific training needs derived from duties, equipment, work environments, etc.

1.  Select the resources to associate from:

-   Role
-   Job Position
-   Equipment
-   Environment
-   Substance
-   Work Phase
-   PPE

2.  Click **Next** to select from the cataloged items.
3.  Select the resources and click **Confirm**, then **Done**.

![Association of resources to courses](/_astro/training-management-9.DhReqzlH_Z1b3Vkn.webp)

### Planning an Edition

[Section titled “Planning an Edition”](#planning-an-edition)

Once recipients are associated with the course, you can plan an edition.

1.  From the **Editions** menu, click **New**.
2.  Select the **Course** via **“Select”**. All available courses for the office will be displayed. If the desired course is not found, you need to create it in the “Courses” section.
3.  Verify the **validity** of the course.
4.  Indicate the **date**, **edition type** (Base/Update), instructor, and location.
5.  The roles of **Manager**, **Assigned**, and **Observer** are inherited but can be modified for a specific edition. These individuals, if users, will also **receive notifications** for this activity.
6.  Click **Save**.

### Enrolling People in an Edition

[Section titled “Enrolling People in an Edition”](#enrolling-people-in-an-edition)

1.  Select the edition.
2.  Click **Recipients**, then **New**. Only people already enrolled in the course will be suggested. If no recipients have been associated with the course, no people will be displayed for enrollment in the edition.
3.  Select the people you want to enroll in the edition and click **Save**.

The initial training **status** will be **To be completed**.

### Recording the Outcome of an Edition

[Section titled “Recording the Outcome of an Edition”](#recording-the-outcome-of-an-edition)

You can record the outcome of an edition in two ways: **individually** or in **bulk**, depending on the number of enrollees.

#### Individual Mode

[Section titled “Individual Mode”](#individual-mode)

1.  Open the enrollment detail card by **double-clicking on the enrollee’s row**.
2.  Fill out the form by selecting the **outcome**: `Passed` or `Failed`.
3.  Save.

#### Bulk Mode

[Section titled “Bulk Mode”](#bulk-mode)

1.  From the edition’s toolbar, click **Wizards**, then select **Bulk Edit**.
2.  The list of enrollees for the edition opens.
3.  Click on the **status badge** to change it.
4.  (Optional) Check the **“W” (warning) box** to visually highlight a record that requires attention: an icon will be shown next to the corresponding row.
5.  Press **Confirm** to save all changes.

![bulk edit of training edition](/_astro/training-management-6.BNDI1llF_Z2kGhYb.webp)

### Producing a Certificate

[Section titled “Producing a Certificate”](#producing-a-certificate)

After recording the outcome of the edition as **“passed”**, you can issue certificates:

#### 1\. Wizard for Bulk Creation

[Section titled “1. Wizard for Bulk Creation”](#1-wizard-for-bulk-creation)

-   Click **Wizards** in the toolbar.
-   Select **Bulk Certificate Creation**.
-   The list of enrollees for the edition is shown.
-   Select the people for whom you want to issue the certificate.
-   Click **Confirm**.

#### 2\. Specific Issuance from Enrollment Detail

[Section titled “2. Specific Issuance from Enrollment Detail”](#2-specific-issuance-from-enrollment-detail)

-   Open the enrollment detail (double-click on the row or click the
    
    icon).
-   Check the **start validity** and **end validity** dates.
-   Click the **rosette icon**; this will automatically issue a certificate for the participant.

Once done, the certificate is **valid** and visible in the **expiration calendar**.

### Registering a Certificate (Previous Training)

[Section titled “Registering a Certificate (Previous Training)”](#registering-a-certificate-previous-training)

If you do not wish to plan an edition or if you want to register **previous training**, you can register a certificate. This operation can be performed from the list of **“Courses”** in the office menu.

1.  Click on **Courses**.
2.  **Select the desired course**.
3.  In the toolbar of the **“Recipients”** tab, associate the participants to be certified.
4.  Click **Wizards > Bulk Certificate Creation**.
5.  Select the participants.
6.  Fill in the certificate details and click **Confirm**.
7.  Click **Done**.

### Associating an Employee’s Certificates with Company Courses

[Section titled “Associating an Employee’s Certificates with Company Courses”](#associating-an-employees-certificates-with-company-courses)

It’s possible for a worker to possess valid certificates issued by third parties or attestations referring to other courses. These can be equated to a company course by associating the corresponding certificate.

To associate:

1.  Go to the **People** menu.
2.  Select the worker and open their **card**.
3.  From the **Certificates** menu, click **New** and fill in the data.
4.  Select the newly created certificate.
5.  In the **Actions** tab, click **New**.
6.  Select the company reference course and click **Save**.

The **expiration date** is automatically inherited. To change it:

-   Double-click on the row.
-   Uncheck the “Inherit expiration date from certificate” flag.
-   Enter the new date and **Save**.

### Managing a Certificate

[Section titled “Managing a Certificate”](#managing-a-certificate)

In the **Certificate** column of the “People” tab, the certificate icon is now visible, allowing access to the **certificate card**, from which you can:

-   **Print**
-   **Archive**
-   **Download**
-   **Attach a third-party certificate**.

1.  Click to open the **certificate card**.
2.  All information related to the **edition** and **result** is reported here, along with notes and optional fields. The editable dates refer to the certificate’s **issue** and **expiration**.
3.  To export the document, click the **Print** icon.
4.  Click on **”…​”** to access the list of available templates.
5.  Select the **desired template** from the list and click **Save**, then next to access the document preview.
6.  Click the “Print” icon for the local printer, or click “Next” to **export** or **archive** in “Files”.

![Printing a certificate](/_astro/training-management-8.DhcOEtjM_Z1PMVS5.webp)

### Attachments

[Section titled “Attachments”](#attachments)

In “Attachments,” you can associate files related to the course:

-   By adding a link to **existing files** in **“Files”**.
-   By uploading a **new file**.

### Associating an Employee’s Certificates with Company Courses

[Section titled “Associating an Employee’s Certificates with Company Courses”](#associating-an-employees-certificates-with-company-courses-1)

It can happen that a worker obtains certificates and attestations with different names from those of courses taken within the company, but with the same training content. Alternatively, a company course, conducted in multiple sessions that characterize the same edition, may grant the worker more than one certificate to attest to different competencies. Furthermore, it may be necessary to upload all certificates a newly hired worker possesses in one session.

To **monitor the expiration date reported on these certificates** and to **equate training obtained elsewhere** with that performed within the company, you can **create the corresponding certificate within 4HSE and associate it with the reference course.**

To **associate an employee’s certificate with a company course**:

1.  Go to the **People** menu.
2.  Select the **worker** whose certifications you want to update, then **open their card.**
3.  Select the “Certificates” menu. Using the “New” button, **create the certificate in 4HSE**, selecting the type of action it refers to and entering the document details in the appropriate sections, then save.
4.  Select the newly created certificate, which will appear in a new row.
5.  In the **Details** window below, select the **Actions** tab.
6.  Select **New**.
7.  **Associate the company course** to which you want the certificate to refer and save. The certificate’s **expiration date** will be **automatically inherited** and shown in the expiration calendar.

To modify the certificate’s expiration date, once the course is associated, double-click on the new row displayed in the “Actions” tab and uncheck the “Inherit expiration date from certificate” box, then enter the new expiration date and save.

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