Training Courses
Training courses provide an effective method for assigning multiple documents to users or roles. We recommend utilizing courses to manage document training items. All settings established at the document level, such as grace periods, document security, and training intervals, will remain applicable within the course. Users will find the training items assigned to their courses displayed on their Main Dashboard, clearly indicating the training items that need to be completed. On the job (OJT) training events can also be added to training courses. Users will see the OJT event displayed on their Main Dashboard when they are due. However, it is important to note that the organizer of the OJT event is responsible for marking users as compliant. Trainees do not sign off on OJT events.
Here are key facts to remember about training courses:
You can add individual users and roles to courses. You can not remove a single user that is assigned via a role from the training course. If the user needs to be removed from the training course, but the role still needs to assigned, you will need to remove the entire role and then add each user that needs to complete the training back one by one.
If you delete the training course, the users or roles assigned to the course will not be assigned to those items in the account any longer. Their training records for all items they completed will remain in the account.
If the course editor is not a super user, they will need the document category permission 'Can See All Documents (Read Only Access)' to see documents from that category to add to the training course syllabus. If they do not have that permission, the section to add documents to the syllabus will be empty. Only the documents they have access to, they can add to a training course syllabus.
Training Events
We have three different types of training events: OJT events, group events, and personal events.
OJT Events
An OJT Event works like a document training item, allowing you to schedule it for recurring training intervals and include it in a training course. Unlike our other events, you don’t need formal approval to assign or use them. One important thing to remember is that users do not sign off on these events. Instead, the OJT event organizer will determine compliance. The organizer chooses who will attend the OJT event and mark them as compliant.
Group Events
A Group Event is scheduled for a specific date and time, organized by the event organizer who assigns trainees to participate. When the event date arrives, each trainee receives a training assignment in their dashboard to confirm their attendance and completion of the event. Trainees must attend the group training event and sign off in ZenQMS to acknowledge their completion. This event type is unique, as it is the only one where trainees are required to sign off to confirm their participation.
Personal Events
A personal event is like a class and/or training that users completed outside of their company. Any user can create a personal event for themselves in the account. They can create the event, enter the date of the event, add event details and add file attachments. The personal event will need to be triggered for approval and signed by the organizer, but it will also need to complete a final approval by their supervisor. Once the user's supervisor signs off on the event, it will be marked as 'compliant' for the user.
Training Tests
Tests are designed to be taken once per user, and the test owner can set a passing percentage that applies to all users. The test owner can grant additional attempts if a user fails to pass, allowing them to retake the test. Assignments for these tests can be made to individual users or to specific user roles. It's important to note how role assignments work: a user is assigned to the test based on their role at the time of assignment. If a new user is later added to a role that has already been assigned to a test, that new user will not be automatically assigned the test. The test must be assigned to them individually or through a new role-based assignment action. There are reports available for download in our Reports Library pertaining to tests for better reporting.