Purpose Statement

Step-by-Step Guide

Locations

Locations define the physical places where training is held.

Managing Locations

1.  Navigate to Training > Setup > List Configurations > Locations.

2.  The Search bar defaults to display only active Locations. To change the default view, select Edit and modify the search fields.

3. Use Show Columns to display up to 7 fields.

4.  Click any column header to sort the list and drag any column to rearrange the list.

Adding a Location

1.  Click Add Location.

2.  Enter the following required information:

1. Name (e.g., “Station 3”)
2. Address (e.g., 857 Flower St)
3. City, State, ZIP (e.g., Anytown, FL 33914)
   

3.  Click Save. The new location will appear in the list.

Editing, Deactivating, or Deleting

• Edit: Click the Pencil icon.
  
  
  
  
  

• Deactivate: Click the X icon, then confirm.
  
  
  
  
  

• Reactivate: Click the Checkmark icon, then confirm.
  
  
  
  
  

• Delete: Click the Trash Can icon (only if location has never been used).
  
  
  
  
  

Bulk Deletion

Only unused Locations can be deleted. If a location has already been in use, the location can only be deactivated.

Training Methods

Training Methods define how classes are delivered (e.g., classroom, webinar).

Managing Training Methods

1.  While in Training Setup, navigate to List Configurations > Training Methods.

2.  Use the Search bar to filter the list.

3.  Click any column header to sort.

Adding a Training Method

1.  Click Add Training Method.

2.  Enter the Name and Description.

3.  Check Active to make the Training Method available.

4.  Click Create.

Restricting by User (Optional)

1.  Click the Pin icon to limit method access.

2.  Deselect Add all system users.

3.  Use filters (if Scheduling Module is enabled) to narrow personnel.

4.  Move users between Available and Selected lists manually or via bulk buttons.

5.  Click Save to confirm restrictions.

Editing, Archiving, or Unarchiving

• Edit: Click the Pencil icon.
  
  
  
  
  
• Archive: Click the Trash Can icon, then confirm.
  
  
  
  
  
• Unarchive: Go to Archived view, click the Checkmark icon, then confirm.
  
  
  
  
  

Bulk Deletion

• Select checkboxes and click the Trash Can icon.
  
  
  
  
  

Only unused Training Methods can be deleted. If a Training Method has already been in use, the Training Method can only be deactivated.

Providers

Providers are external companies or agencies conducting training sessions.

Managing Providers

2.  The default filter is set to display all active Providers.

3.  Click Filter to open the Filter Panel and customize the search with the options provided.

4.  Use Pin icon to keep the filter panel open and the x Icon to close the Filter

5.  Sort and rearrange columns as needed.

Adding a Provider

1.  Click Add Provider.

2.  Enter the Provider Name and Select Save.

Editing, Deactivating, or Deleting a Provider 

• Edit: Click the Pencil icon.
  
  
  
  
  

• Deactivate: Click the X icon, then confirm.
  
  
  
  
  

• Reactivate: Click the Checkmark icon, then confirm.
  
  
  
  
  

• Delete: Click the Trash Can icon (only if unused).
  
  
  
  
  
  

Bulk Deletion

• Select checkboxes, then click Trash Can icon.
  
  
  
  
  

 Only unused Providers can be deleted. If a Provider has already been in use, the Provider can only be deactivated.

Accreditors

Accreditors are official bodies that certify or endorse training content.

Managing Accreditors

1. Within Training Setup, navigate to List Configurations > Accreditors

2.  The default filter is set to display all active Accreditors.

3.  Click Filter to open the Filter Panel and customize the search with the options provided.

4.  Use Pin icon to keep the filter panel open and the x Icon to close the Filter

5.  Sort and rearrange columns as needed.

Adding a Accreditors

1.  Click Add Accreditor.

2.  Enter the Accreditor Name and Select Save.

Editing, Deactivating, or Deleting an Accreditor

• Edit: Click the Pencil icon.
  
  
  
  
  

• Deactivate: Click the X icon, then confirm.
  
  
  
  
  

• Reactivate: Click the Checkmark icon, then confirm.
  
  
  
  
  

• Delete: Click the Trash Can icon (only if unused).
  
  
  
  
  
  

Bulk Deletion

• Select checkboxes, then click Trash Can icon.
  
  
  
  

Only unused Accreditors can be deleted. If a Accreditor has already been in use, the Accreditor can only be deactivated.

Best Practices

Do's

• Create standardized naming conventions for all list items
• Include complete address information for locations to ensure accurate record-keeping
• Use descriptive names for training methods that clearly indicate delivery type
• Regularly review and update provider and accreditor information
• Use the restriction feature for training methods when specific qualifications are required
• Maintain active/inactive status rather than deleting items when possible

Don'ts

• Don't delete items that have been used in training classes or records
• Don't create duplicate entries with similar names
• Don't leave required location fields incomplete
• Don't restrict training methods to users unnecessarily
• Don't forget to apply filter changes before closing the filter window

Tips & Recommendations

• Use the fuzzy search functionality to quickly locate specific providers or accreditors
• Pin the filter window when making multiple search modifications
• Take advantage of column sorting and rearrangement for better data management
• Consider creating training method categories that align with your department's delivery standards
• Regularly audit list items to ensure they remain relevant and accurate
• Use bulk operations efficiently for managing multiple items simultaneously

Troubleshooting & FAQs

Q: Why can't I delete a location/provider/accreditor?
 A: Items that have been associated with training classes or records cannot be deleted. Use the deactivate function instead to preserve historical data integrity.

Q: How do I restrict a training method to specific personnel?
A: Use the pin icon next to the training method, unselect "Add All System Users," then manually select specific users from the available personnel list.

Q: What's the difference between archiving and deactivating?
A: Training methods are "archived," while locations, providers, and accreditors are "deactivated." Both functions preserve historical data while removing items from active use.

Q: Can I modify the columns displayed in the lists?
A: Yes, locations offer a "Show Columns" dropdown with seven field options. Other lists have fixed column arrangements, but all support sorting and some allow rearrangement.

Q: What is fuzzy search and how does it work?
 A: Fuzzy search allows partial matches across name, created on, and created by columns, making it easier to find items without exact spelling or complete information.

Q: How do I view both active and inactive items in one list?
A: Use the filter options to modify the default "active only" setting and include inactive items in your view.

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