Keeping Records of Employee Training

In this article, we will go over how to keep records of Employee Training with alerts and notifications.

NOTE: Before you can set up Alerts and Notifications you must first have a training course already setup.  For a step by step guide on how to set up a training course please see the Resource Center article Adding a Training Course

• How to Setup Email / SMS Alerts for Training Courses
• How to Setup Worker Card Notifications

How to Setup Email/SMS Alerts for Training Courses

To set up and email or SMS text alert for training courses:

1. Log onto the GuardTek web page as a Supervisor-credentialed User with permission to access the GuardTek Management Dashboard.

2.  Click the green plus + on the Header modules to access the secondary header of modules and click on the Job Skills module:

3. In the Job Skills drop-down click on the Course Management option: 

 4. On the Course Management home page click the green envelope icon in the Emails column:

NOTE: For long lists of training courses you can use the Post drop-down and search for a specific post.

5. In the pop-up box select the Event trigger you want to set the alert up for by clicking the drop-down menu in the Event field:

The Event drop-down will default to All.  

The Alert option is the number of days for a reminder in advance of a deadline to re-take a training course that was set up when creating the training course.

The Date overdue option will send a notification if the due has been exceeded without the training having been completed.

The Missing option will send a notification if the User does not have the training course at all. 

6. Click the green Add new... button.

7.  Another pop-up box will give you 5 options to add a new alert notification:

The Activity section will display the Event (1) option previously chosen.  You can use the drop-down to edit the choice if you like.

The Relates to line displays the training course as you named it.

The Recipient's Address section allows you to select the Recipient is (2) drop-down between a GuardTek User (select user below) which defaults to the Recipient's Address (3) below - or an Employee or Other Contact.

Leaving the GuardTek User (select user below) or Selecting the Employee option will display the User names and email addresses currently available in the GuardTek portal when you click the Recipient's Address (3) drop-down.  Selecting a User from this drop-down will automatically populate the Type of Notification (4) field with the email or SMS associated with the User. 

Selecting the Other Contact option will open a Contact Details section to allow you to create and add a new contact:

 In the Notification Settings section, you can use the Type of Notification (4) drop-down to select an SMS notification.  The default will be emailed.

In the Email Subject Line (5) type in the subject line, you want to appear with the notification. 

Once the fields have been filled out click the green Add button at the bottom right-hand corner to save the notification.  

How to Setup Worker Card Notifications

To setup Worker Card notifications:

1. Log onto the GuardTek web page as a Supervisor-credentialed User with permission to access the GuardTek Management Dashboard.

2.  Click the green plus + on the Header modules to access the secondary header of modules and click on the Job Skills module:

3. In the Job Skills drop-down click on the Course Management option:

4. On the Course Management home page click the Setup Worker Card notifications link.

5. In the Setup notifications box click the green Add new... button

6.  In the Activity Type section click on the Event field.

You can select Expiring, Expired, or All to select both:

• Expiring: Sends the notification when a Worker Card will be expiring (The default is 30 days and is configurable by a Trackforce Success or Support team member)
• Expired: Sends the notification on the expiration date.

The Recipient is drop-down allows you to choose between a GuardTek User (select user below) which defaults to the Recipient's Address below - or an Employee.

NOTE: Even though Other Contact is listed as an option you will not be able to add a contact here.

Leaving the GuardTek User (select user below) default or Selecting the Employee option will display the User names and email addresses currently available in the GuardTek portal when you click the Recipient's Address drop-down. 

Selecting a User from this drop-down will automatically populate the Type of Notification field with the email or SMS associated with the User. 

In the Email Subject Line type in the subject line, you want to appear with the Worker Card notification.