Purpose Statement

The Log Training feature allows users to quickly record a training activity in the Training Module without going through the full process of managing all fields within a Scheduled Training Class.

This is useful for documenting drills and other completed training events efficiently while still capturing important training details for agency records and reporting.

Background Information

Use Log Training is designed to simplify training documentation for agencies. Rather than building a full Training Class, users can enter essential course details, add attendees, capture instructors and save the event as either Complete or Incomplete.

If configured in Set-up, certain fields may auto-populate to save time. For example, Quick Link Courses can automatically populate items such as tagged Categories, Topics, and Duration. Date and Time fields also auto-populate based on when the user selects Log Training, though they can be adjusted as needed.

This feature supports both operational efficiency and reporting consistency by allowing users to capture key details, while retaining flexibility to adjust fields and get through the form quickly.

Required Permissions

Users must have access to the Training Module and the ability to Log Training.

Video

Step-by-Step Guide

1. Open the Training Module
   Navigate to the Training module and select Log Training.

1. Review available Quick Links
   At the top of the page, a list of Quick Links will appear if they were enabled in Setup.

   Selecting a Quick Link Course automatically completes some fields based on the course setup, including any tagged:

   • Categories
   • Topics
   • Duration
   • Description

2. Review auto-selected Categories and Topics
   If Categories or Topics were tagged to the selected course, they will appear below the Course Name

   • Courses may have 1 or more Categories or Topics associated with it.  Select the appropriate Category or Topic for this training instance. 

1. Select a course from the full course list if needed
   If the desired Course is not shown in the Quick Links area, use the course drop-down menu to access the full course list.

2. Confirm the Date and Time
   The Date and Time fields automatically populate with the current date and closest time based on when Log Training was selected.

   • Adjust these values as needed to reflect the actual training activity.

3. Confirm Duration and Time Unit

   • These may auto-populate based on Course creation in set up but remain adjustable

4. Enter Location and Description details
   Add any location details or description as needed.

   • These fields may also pre-populate based on the selected course, but they remain editable.

1. Add attendees
   Select +Add in the Attendees section.

   A modal opens showing the full agency user list.

1. Filter the attendee list
   Use the available drop-down filters in the attendee modal to narrow the list.

2. Select attendees
   After filtering, add attendees in one of two ways:

   • Select All using the hyperlink to add all filtered users
   • Select individual users by checking the box next to each name

   Once all attendees have been selected, choose Add Attendees.

Once Attendees have been added, the activity will be autosaved.  Selecting "Close" from this point will put the Log Training Activity in "Draft" Status. 

1. Set participation statuses
   After attendees are added, assign each person’s Participation Status from the dropdown list.

   Participation Status values are custom entries created in Setup based on agency needs.

1. Review the training activity status
   The recorded training activity Status is automatically set to Complete.

   Change the status to Incomplete if more details need to be added later.

2. Enter an incomplete reason if needed
   If Incomplete is selected, a required reason field appears.

   Enter the reason before saving.

1. Complete additional optional fields
   Fill in any additional fields required by your department, including:
   • Training Method
     Examples may include classroom instruction, hands-on training, or other custom values created in setup.

• Internal Instructor
  Select +Add to add an agency instructor.
  The Instructor Type determines which instructors appear in the list.
  Select the instructor’s name, and enable the toggle if the instructor also attended the training.

• External Instructor
  Select +Add to add an external instructor.
  A modal opens where you can either create a new external instructor or select the hyperlink to open a drop-down list of existing external instructors.

• Apparatus
  Associate any applicable apparatus with the training event.
• Attachments
  Add supporting files in the Attachments area as needed.

1. Save the training record
   Once all fields are complete, select Save at the top of the page.

   If the status was set to Incomplete, save the record and return later to finish entering the remaining details.

Best Practices

• Use Quick Links whenever possible to speed up data entry and improve consistency.
• Leave preselected Categories and Topics in place when they were applied through course setup, unless there is a clear reason to change them.
• Review the auto-populated Date and Time fields to confirm they match the actual training event.
• Use attendee filters to quickly locate the correct users before adding them.
• Confirm each attendee’s Participation Status for accurate records and reporting.
• Use Incomplete only when follow-up entry is truly needed, and provide a clear reason.
• Add instructors, apparatus, and attachments when they are relevant to improve record quality and future reference.

Troubleshooting & FAQs

Why do some fields populate automatically when I select a course?
Some courses are configured to automatically populate fields such as Categories, Topics, Duration, Location, or Description based on setup.

Can I remove Categories or Topics that were added automatically?
Yes. Select the highlighted item so it turns white. However, leaving setup-driven selections in place is recommended for reporting consistency.

Why is the training status already marked Complete?
Logged training activities default to Complete automatically. You can change the status to Incomplete if additional information still needs to be added.

What happens if I mark the record Incomplete?
A required reason field appears and must be completed before saving.

Can I add both internal and external instructors?
Yes. Internal instructors can be added from agency users, and external instructors can be created or selected from an existing list.

Can an internal instructor also be marked as an attendee?
Yes. When adding an internal instructor, use the available toggle to indicate that the instructor was also an attendee.

Can I attach files or associate apparatus with the training record?
Yes. Both apparatus and attachments can be added in their respective sections before saving.