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    Training Module

    Getting Started

    The Training Module allows the user to track employee specific information related to training activities.

    The module is divided into four functions:

    • Class Catalog
    • Class Schedule
    • Profiles
    • My Training

    The Class Catalog function allows you to record all classes that are taught throughout your organization. The Class Schedule function allows you to schedule classes. The Profile function allows you to see the list of Training Learners and the classes they have taken. The My Training function allows for you to see all of the classes you need to take or that you have taken. 

    What is Training Content? 

    Online safety training courses can be purchased as add-ons to the IndustrySafe Training Module. With this training content add-on, training managers, employees, and even contractors can sign up for, view, and complete online training courses directly from the Training Module.

    Online safety training courses are automatically added to your site’s Catalog. Training managers can schedule employees for online courses using the Class Schedule function. Learners can launch online courses from the Training Module’s home page, or from the My Training page.  The Training Module’s email alerts also notify employees of upcoming and overdue online courses.

    If you are setting up a new site, you will need to add your facilities (locations) and employees or contractors to your IndustrySafe site before you can add a training record.

    After adding your facilities and employees or contractors to your IndustrySafe site, you can then set up your site’s class catalog.

    Note: If you have purchased IndustrySafe’s training content add-on, online safety training courses will be automatically added to your site’s class catalog. However, if you have not purchased IndustrySafe’s training content add-on, you will need to manually add your classes to the catalog.  See the below paragraph on how to add a class to the catalog.

    Getting Started with the Training Tracker - Adding Classes to the Catalog: 

    The Class Catalog function allows you to record all classes that are taught throughout your organization. A class needs to be entered in the class catalog in order for an employee to be assigned to the class. On the Class Catalog form it is important to identify the retraining cycle of the class. Based on the retraining cycle, when an employee is assigned to a class the system will initially populate the next required date for an employee to retake the class.

    Once your site has been set up (or if you are using the IndustrySafe Demo Site), follow these steps to manually Add a Class to the Catalog:

    1. Hover over the Training module tab and click on Class Catalog in the dropdown menu.
    2. On the horizontal menu, click Add New button in the upper left and select “Add Training Class to Catalog.”
    3. A blank Class Catalog Recording form will appear.
    4. Complete the appropriate fields, including the required fields.
    5. Be sure to enter a name for the class and identify the retraining cycle of the class.
    6. Select the Save button.
    7. If all required fields are complete and all data is in a valid format, the successful save message will appear.

    Getting Started with the Training Tracker - Scheduling Employees (Batch): 

    Once your site has been set up,  you can follow these steps to schedule a group of employees for a class:

    Adding a Class Schedule

    1. Hover over the Training module tab and click on Class Schedule in the dropdown menu.
    2. Click the Add New button to add a training record.  You may add a training record for multiple employees or a single employee
    3. A blank Class Schedule Form will appear.
    4. Fill in the class Schedule form
    5. Notice that the read only fields will be populated with the appropriate information for the class.
    6. Use the “Update Class Roster/Results” Wizard when adding multiple employees to the class (See Steps Below).
    7. Select the Save button.
    8. If all required fields are complete and all data is in a valid format, the successful save message will appear.

    Update Class Roster/Results Wizard

    1. Select the Update Class Roster/Results button.
    2. The Roster/Results wizard will appear
    3. Search for employees by facility, job title, due date, employee id or employee name
    4. After filtering, the available employees will show in the Available employees window.
    5. Invite or enroll employees who need to take the class with the “Invite” Envelope and “Enroll” Arrow buttons.
    6. The selected employees will appear in the current roster window. To withdraw employees from the class, use the “Withdraw” button after selecting the employees.
    7. Click the “Save” button to save the current roster. Click “Save and Continue” to save the current roster and continue to the Results page
    8. Select the “Results” tab to update the results of the class.*
    9. Once the results of the class have been updated, click “Save” to save the results of the class.
    10. Select “Back” to go back to the Class Schedule Form.

    Training Class Schedule End User Guide

    *Note: If your organization has purchased IndustrySafe’s training content add-on, training results for an online course will be automatically updated. You will be able to view, but not edit, the results of online courses.

    Getting Started with the Training Tracker - Scheduling Employees (Single):

    Once your site has been set up you can follow these steps to schedule a single employee to a class:

    Add Training Record for One Employee

    1. Hover over the Training module tab and click on Class Schedule in the dropdown menu.
    2. On the horizontal menu, click the Add New button in the upper left and select “Add Training Record for One Employee.”
    3. A blank Quick Add Employee Training Record Form will appear.
    4. Select Employee Name and ID and name of the class
    5. Notice that the read only fields will be populated with the appropriate information for the class.
    6. Select the Save button.
    7. If all required fields are complete and all data is in a valid format, the successful save message will appear.

    View the Quick Start Guide here.

     

    Entering Data:

    This guide describes the process for using the Training Profile feature located in the IndustrySafe Safety Management Software.  This guide assumes that employee records have been imported into IndustrySafe and that the training class catalog has been set up.  To download and view the guide, click the link below:                               

    Training Profile End User Guide

    This guide describes the process for scheduling a training class or recording training results up in the IndustrySafe Safety Management Software. This guide assumes that employee records have been imported into IndustrySafe and that the training class catalog has been set up.  To download and view the end user guide, click the link below.

    Training Class Schedule End User Guide

    Email Alerts: 

    There are a number of Email Alerts that are sent out automatically based on set criteria defined in the System Functions module. Only employees that have an email address in the basic employee information table will receive a training alert. To make the below clicks, you need System Administrator Access.

    To change which email alerts are sent and their frequency:

      1. Navigate to Account / Person Icon in the top right corner
      2. Click on System Functions
      3. Then click on the Setup tab on the gray horizontal bar > Edit Forms
      4. Select Training - Class Schedule in the Recording Form dropdown
      5. Select Email Alerts in the Section dropdown
      6. The Training Email alerts will appear, you can choose which are sent to your Employees and how frequently.

    The following are a list of some of the available Training Email Alerts:

    1. Invited to Class: Sent to employees who are invited to a class
    2. Declined Invitation: Sent to employees who declined a class invitation
    3. Class Enrolled: Sent to the employee when enrolled in class. The email also provides a link to Support Documents associated with the class.
    4. Withdrawn from Class: Sent to employees who are withdrawn from a class
    5. Class Coming Soon: Sent to the employee within [X] days of class start date
    6. Class Ended - No Attendance: Sent to the employee [X] days after class end date if “Employee Attended” does not equal yes
    7. Class Ended Results: Sent to the employee [X] days after class end date if “Employee Attended” equals yes
    8. Class Retraining: Sent to the employee [X] days before class next required date
    9. Supervisor Required Training Summary: Sent [FREQUENCY] to the supervisors of all employees with required training in the next [X] days
    10. Training Attendance Supervisor Alert: Sent [FREQUENCY] to supervisors whose employees did NOT attend a scheduled class in the past [FREQUENCY]

    *FREQUENCY can be Daily, Weekly, Bi-weekly, Monthly or Quarterly

    Training Reports:

    For any training reports that have "Log" in the title, please see our Analysis Grid article for more information.

    All of the below reports allow you to select your output (PDF, Word, Excel), filter down through hierarchy layers, and select a date range.

    • Training Class Roster - A log of class activity by sponsor's hierarchy with a row for each employee grouped by class. 
    • Training Activity Log - A log of the Training classes Attendance. 
    • Required Training Log - A log of Required Training for Employees. 
    • Training Compliance Log - A log of historical snapshots of required Training. 
    • Training Attendance Summary - A log of the attendance with a row for each employee grouped by class. .
    • Required Training Summary - A log of required training based off of different criteria. 
    •  Training Attendance Matrix - A log of employee training requirements with a row for each employee. 
    • Training Class History - A log of class history grouped by employee (and job title) with a row for each class. 
    • Employee Certification Badge - A badge displaying the employee's Name, employee ID, photo, and expiration dates for the classes identified as Certification Badge classes in the Class Catalog. This badge fits the Avery templates 74651 and 74652 (3.5in W X 2.25 in H).
    • Required Training by Job Title Log - A log report of all classes required for each job title (with a row for each class) grouped by job title. 
    • Required Training by Profile Log - A log report of all classes required for each profile (with a row for each class) grouped by profile. .
    • Employee Information Log - A log of Employee Information. Columns include: Employee ID, Facility, First Name, Last Name, Job Title, Worker Type, Supervisor's Name, and Employee Status

    Related Topics/Articles: 

    Self-Registration for Training Content Learners

    For Training Content Users who do not have a corporate email address, IndustrySafe provides a Self-Registration option to set a password using a personal email address (i.e. your.name@gmail.com).

    Self-Registration Work Flow

    The process starts when a user account is created for a training content learner without an email address.

    The System Administrator will then provide the following information to the user so that the user can self-register with an email address and set their password:

    1. The URL for the Self-Registration page: https://app.industrysafe.com/auth/register
    2. The User Name assigned to the user account.

    At this point, the end user can navigate to the Self-Registration page and provide their User Name (UserID).

    If the site does not have a valid training content license OR there are no training content users eligible for self-registration, the following message will be displayed:

    Self-registration is not available for this site.  Please contact your system administrator to set up your account.

    If the site does have a valid training content license and there are users eligible for self-registration, the following must be true for the user:

    • The user account is active
    • The user account does not have an email address associated with it
    • The user has not previously self registered
    • The user has access to training content (the Training Content Learner checkbox is checked on the user profile).

    If any of the items listed above are not true, the following message will appear, and the employee must ask their administrator for assistance with their account:

    Your account could not be located.  Please contact your system administrator to set up your account.

    Otherwise, the user will be prompted to enter a valid email address.  Upon successful validation of the email address, the user will see the following message:

    The user will also be sent the normal “Welcome to IndustrySafe” email for Training Content Learners which includes instructions on how to set your password. See here for more information on setting/resetting your password: Resetting Passwords

    In addition, the Training Content admin will receive a confirmation email that will say:

    Your employee, Jim Smith, has self-registered the following email address with a user account in IndustrySafe.

    IndustrySafe User ID: 12345ABC@abcmanufacturing.com

    IndustrySafe Employee ID: 12345ABC

    Email Address: jim.smith@gmail.com

    Employee Training History and Require Training Profile 

    The Employee Summary and Employee Form enables the user to view and edit an individual employee’s basic information, class history, Required Training Profile and Incident History.

    The Class History Form allows users to view and record information about the employee related to a specific class s/he was enrolled in.

     

    Viewing an Employee’s Class History

    1. Navigate to Account / Person Icon in the top right corner
    2. Click on System Functions
    3. Then click on the Employee tab on the gray horizontal bar
    4. Click on the Search criteria button and look up Employee name > Search
    5. Click on the System ID.
    6. Under the Training Status section, Select the Training History link
    7. The Training Activity Log will appear. To view more information about the class, select the Class Schedule ID.

     

    Viewing an Employee’s Required Classes

    The Required Class Profile displays classes an employee is required to take based on their class history or their training profile.

    1. Navigate to Account / Person Icon in the top right corner
    2. Click on System Functions
    3. Then click on the Employee tab on the gray horizontal bar
    4. Click on the Search criteria button and look up Employee name > Search
    5. Click on the System ID.
    6. Under the Training Status section, select the Required Classes link.
    7. The Required Class Profile summary will appear. To view more information about the class, select the ID of the class