Skills Matrix: Recording a training session

Use this when several people attend the same course, toolbox talk or induction. It creates a record for each person in one go.

Click Record training session (in the Library tab), or Record for group next to a skill. From the matrix, this opens with the people who need the skill already ticked.

Step 1. What

1. Enter the title, date, provider or trainer, location and any notes.
2. Choose the skills and accreditations covered. Click Add another for more than one.
3. For skills with levels, choose the usual level awarded. This is a starting point only and can be changed for each person in the next step.
4. Optionally set an expiry date. If left blank, it is worked out from each item's validity period.

The session date becomes everyone's issue date.

Step 2. Who attended

1. Choose a category to show, search for names, or switch on "Only people who need it".
2. Tick the people who attended. Tick all shown and Untick all can help.
3. For each person, choose what they achieved for each skill:
- For skills with levels: the level achieved, or Did not achieve.
- For accreditations: Passed or Did not pass.
4. To set the same result for several people, tick them, choose the result under "Set ticked people to" and click Apply.
5. Enter certificate numbers and attach individual certificates if you have them.

Step 3. Evidence

Attach any shared files, such as the attendance register or a group certificate. Shared files are stored once and attached to every attendee's record.

Step 4. Review

The review shows what will happen for each person and each skill:

- New: a first record will be created.
- Renewal: a new record will replace the current one once verified.
- Skipped: the person already holds a later record or a higher level. Tick "record anyway" if you still want to record it.
- Not achieved / Did not pass: no record is created, but their attendance is noted on the session.
- Problem: something needs fixing, for example a level has not been chosen.

You can change any person's result on this screen and the check updates straight away.

Switch on "Mark as verified by me" to verify the records as you save. Otherwise they go to Approvals as pending. Your own records, and records that need evidence and have none, stay pending either way.

Click Save session.

After saving

Open the session from the Library tab (under Training sessions) to:

- See each attendee's records and results.
- Add someone who was missed, choosing their result for each skill.
- Take someone off the session, while their records are still pending.
- Undo the whole session, while all of its records are still pending.

Related articles

- Skills Matrix: Recording and verifying skills
- Skills Matrix: Reading the skills matrix
- Skills Matrix: Finding people with the right skills