Purpose Statement

Training Templates enable agencies to create consistent parameters for scheduled training activities. Templates help reduce manual entry, improve reporting consistency, and ensure required training details such as categories, topics, courses, standards, and completion settings are applied consistently.

Background Information

Training Templates are used to predefine information that may be needed when creating or recording a training activity. Template creators can decide which fields should be completed in advance and which fields should remain flexible for the user creating the training activity.

Common template fields include training categories, topics, courses, location, methods, apparatus, assets, duration, attachments, descriptions, and administrative course information.

Templates are especially useful when agencies want to standardize recurring training, support compliance tracking, or reduce guesswork for users recording training activities.

Required Permissions

Users must have the appropriate Training module permissions to create and manage Training Templates.

Because permission names may vary by agency configuration, confirm that the user’s role includes access to:

• View the Training module.
• Access Training Templates.
• Create Training Templates.
• Edit or manage Training Templates, if the user needs to update existing templates.
• Manage Training Setup items, if the user needs to configure locked fields, categories, topics, courses, standards, or associations.

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Step-by-Step Guide

Open the Training Template Library

• Navigate to the Training Template area.
• At the top of the page, select Add Training Template.

Create the Training Template

• The system opens the Create Training Template area.
• All fields are optional; however, it is best practice to complete as much information as needed to support consistent training recording.
• The Template ID is automatically generated when the template is created and cannot be edited.

Enter Basic Template Information

• Enter a Template Name that will make the template easy to find in the library.
• Optionally, enter a Training Name.
  • Unless the training activity name must always be the same, consider leaving the Training Name blank. This gives training creators the flexibility to enter the appropriate name when creating the activity.

Add Category and Topics

• Select the applicable Training Category.
• Add any relevant Topics for the template.
  • If Topics have been limited to associations only in setup, users will only see Topics associated with the selected Category.

Add Optional Training Details

• Add any relevant template details, such as:
  • Location.
  • Methods.
  • Apparatus.
  • Assets.
  • Video conference information.
  • Duration.
• These fields can also be completed later by the training creator. Leaving them blank may provide more flexibility when the template is used for different training activities.

Configure Limited Edits

• Enable the Limited Edits Allowed toggle if certain fields should be locked when this template is used to create a Training Activity.
• Fields locked from editing are controlled in Training Setup.

Allow User Completion

• Enable the user completion toggle if users are allowed to complete the training from this template.

Add Attachments and Descriptions

• Add any applicable Attachments or Descriptions.
  • Attachments added to a template are not required for training completion.
  • Use this area to provide supporting documents such as instructions, equipment lists, reference materials, or videos explaining the training.

Complete the Admin Section

• Use the Admin section to include administrative training details, such as:
  • National Course ID.
  • State Course ID.
  • Internal Course ID.
  • Water Authority.
  • Estimated Water Usage.
  • Providers.
  • Accreditation agencies.
• These fields can also be adjusted during Training Activity creation.

Add Courses to the Template

• Use the Course section to add and manage courses associated with the template.
• Select one or more courses from the drop-down list at the top of the page.
• If courses are restricted to associations, only courses associated with the selected Topic or Category will appear in the list.

Configure Course Details

• After courses are added, optionally configure:
  1. Required hours.
  2. Including or Excluding Standards
     • Managing standards during template creation does not permanently change the standards on the selected course. Changes apply only to this template.

Configure Scored Course Settings

• Enable the Scored Course toggle if the course should include scoring.
• When enabled, the following fields become available:
  • Total Score.
  • Required to Pass.

Require Course Completion Order

• Enable the course order toggle if courses must be completed in the order shown on the template.

Make Course Selection Optional

• Enable the Course Selection Optional toggle if training creators should be able to turn off courses for a specific Training Activity.
• This is useful when a template contains multiple courses, but not every course is required for every training activity created from the template.

Save the Template

• Select Save when finished.
• The Training Template is added to the template library.

Best Practices

• Use a clear, searchable Template Name so users can quickly locate the correct template.

• Complete fields that should remain consistent across all training activities, such as Category, Topics, required Courses, or administrative IDs.

• Leave fields blank when training creators need flexibility, such as Training Name, location, duration, apparatus, assets, or specific courses.

• Use attachments to provide supporting materials, not required completion documents.

• Review course associations before creating templates to ensure users can select the expected courses, topics, and categories.

• Use the Limited Edits Allowed toggle only when the agency needs to prevent users from changing or entering data in specific fields during Training Activity creation.

• Do not overbuild templates with unnecessary required details if the same template will be used for multiple training scenarios.

Troubleshooting & FAQs

Why can’t I edit the Template ID?

The Template ID is automatically generated when the template is created and cannot be manually edited.

Why are some Topics not appearing in the list?

Topics may be limited by association settings. If Topics are restricted to associations only, users will only see Topics associated with the selected Category or related setup configuration.

Why are some Courses not available to select?

Courses may be restricted by associations. If course associations are enabled, only courses associated with the selected Topic or Category will appear.

Do attachments added to a template have to be completed by users?

No. Attachments added to a template are not required for training completion. They are intended for supporting materials such as instructions, equipment lists, reference documents, or videos.

Will editing standards in a template change the course permanently?

No. Managing standards in the template only affects that template. It does not permanently alter the selected course.

When should I enable Limited Edits Allowed?

Enable Limited Edits Allowed when the agency wants certain fields locked when users create a Training Activity from the template. The specific locked fields are managed in Training Setup.

When should I leave courses blank on a template?

Leave courses blank when training creators should choose the applicable courses at the time they create or record the Training Activity.

What does Course Selection Optional do?

Course Selection Optional allows training creators to turn off courses for a specific Training Activity. This is helpful when a template includes multiple possible courses but not all courses apply every time.