Training

The Training module allows you to create training modules, assign them to users or roles, and track completion. Training can be delivered as quizzes (with multiple-choice questions) or as manual confirmation (read-and-acknowledge). This ensures that all personnel are trained on relevant SOPs, policies, and procedures as required by your quality management system.

Overview

The Training section has two main views:

• My Trainings — Shows all trainings assigned to the current user (pending, in progress, completed, or expired)
• Training Modules (admin only) — Manage training modules, create new ones, assign them, and view completion status

Training Types

Training Statuses

My Trainings

All users can view their assigned trainings by navigating to QMS → Training.

The My Trainings tab shows:

• Training Title — Name of the training module
• Type — Quiz or Manual Confirmation
• Status — Current status (Pending, In Progress, Completed, Expired)
• Due Date — Deadline by which the training must be completed
• Score — For quiz-type trainings, the score achieved (shown after completion)

Taking a Training

1. Navigate to QMS → Training
2. Find a training with status "Pending" or "In Progress"
3. Click the Start or Continue button to open the training
4. Depending on the training type:
   • Quiz: Answer the multiple-choice questions presented, then click Submit
   • Manual Confirmation: Review the training content and confirm completion
5. After submission:
   • For quizzes, you will see your score and pass/fail result
   • The training status updates to "Completed" if you pass

Note: If a training is due soon (within 24 hours), a warning banner will appear reminding you to complete it.

Training Modules (Admin)

Users with training management permissions (ADMIN:ALL_ACCESS, TRAINING:ALL_ACCESS, TRAINING:WRITE, or TRAINING:UPDATE) can access the Training Modules tab to create and manage training content.

Viewing All Training Modules

1. Navigate to QMS → Training → Training Modules tab
2. You will see a list of all training modules with:
   • Title
   • Type (Quiz or Manual Confirmation)
   • Number of Questions (for quizzes)
   • Passing Score (for quizzes)
   • Total Assigned Users
   • Completion Rate

Creating a Training Module

1. Navigate to QMS → Training → Training Modules tab
2. Click the Create Training Module button
3. Fill in the training module details:

Basic Details

• Title (required) — Name of the training module (e.g., "ISO 13485 Awareness Training")
• Description — Describe the training objectives and content
• Training Type (required) — Select "Quiz" or "Manual Confirmation"
• Linked Document — Optionally link a document from the Document Management system that serves as the training material

Quiz Configuration (for Quiz type only)

• Passing Score (%) — Minimum percentage required to pass (e.g., 80%)
• Questions — Add multiple-choice questions:
  • Question Text — The question to ask
  • Options — Add answer options (at least 2)
  • Correct Answer — Mark the correct option
• You can use predefined templates for common topics like ISO 13485, MDR 2017, Internal Audit, Quality Policy, etc.

4. Click Save to create the training module

Assigning Training to Users

After creating a training module, you need to assign it to users:

1. Navigate to QMS → Training → Training Modules tab
2. Click on a training module to view its details
3. Click the Assign Training button
4. Choose how to assign:
   • By Role — Select one or more Roles to assign the training to all users in those roles
   • By User — Select individual users to assign the training to
5. Set the Timeframe (days) — Number of days users have to complete the training (this determines the due date)
6. Click Assign to send the training to the selected users

Training instances are created for each assigned user, and they will see the training in their My Trainings view.

Viewing Training Module Details

Click on any training module to see:

• Module Details — Title, description, type, questions, and passing score
• Training Instances — A table of all users who have been assigned this training, including:
  • User name and email
  • Assignment date
  • Due date
  • Status (Pending, In Progress, Completed, Expired)
  • Score (for quizzes)
  • Completion date
• Completion Statistics — Overall completion rate and pass rate

Retraining Users

You can retrain users who have already completed a training:

1. Navigate to a training module's detail page
2. You can:
   • Retrain a specific user — Click the retrain button next to a user in the instances table
   • Retrain all users — Click the "Retrain All" button to reassign the training to all previously trained users
   • Train untrained users — Click "Train Untrained" to assign the training to role members who haven't been trained yet
3. Set a new timeframe (due date) for the retraining

Editing a Training Module

1. Navigate to a training module's detail page
2. Click the Edit button
3. Modify the title, description, questions, or other settings
4. Click Save to update

Deleting a Training Module

1. Navigate to a training module's detail page
2. Click the Delete button
3. Confirm the deletion

Warning: Deleting a training module will also remove all associated training instances and completion records.

Best Practices

• Link trainings to documents — Associate each training with the relevant SOP or policy document so users can reference the source material
• Set realistic timeframes — Give users enough time to complete trainings (e.g., 7–14 days for standard trainings)
• Use quizzes for critical trainings — For important SOPs or regulatory requirements, use quiz-based trainings with a passing score to ensure comprehension
• Retrain periodically — Set up periodic retraining to ensure ongoing compliance, especially after document revisions
• Monitor completion rates — Regularly check the training module details to identify users who haven't completed their assigned trainings

Next Steps

• Set up Roles to easily assign trainings to groups of users
• Learn about Internal Audit which often requires auditor training