Skip to main content
diamond_k_logo.png
support_center_logo.png
J. J. Keller Support Center

Add and Edit Employee Training Information

  1. Last updated
  2. Save as PDF

This article details how to add or update Training Information for employees in Encompass®. Administrators can access an employee’s Training File via Drivers > Training and update items either individually—allowing notes and attachments—or by editing the full list of Training Items. For special cases, Ad-hoc Training Items can be added to a single employee’s Checklist. The system also supports bulk updates where a single Checklist Item can be updated for multiple employees at once, including completion dates, scores, grades, attachments, and notes. Care should be taken when using the "Clear All Data" option, as it will delete all entered information and attachments for the selected items.

 

To start, go to Drivers > Training.  Find the employee to add training information for by using the search field or locating them in the list.

clipboard_ec64bcc9eb91ec9885741fd326a15c9e7.png

 

Once the employee is found, click on their name.

clipboard_ea47430947c00c46b2f6c439ce05eeaf9.png

 

The user will then be taken to the employee's training file. Note: The Checklist items are set up via Settings. See Encompass Training Setup for more information.

clipboard_ebed0490f17c42710531a0d9de1803f15.png

 

The training items for individual employees can be added in one of two ways:

  • Individually, which allows for notes to be added.
  • Edit full list, which does not allow for notes to be added.

 

Editing individual Training Items

Click on the name of the training item that needs updating.

clipboard_ead05c67eb3f31dfebe84a146d3cddae8.png

Enter in the necessary information:

  1. Initial Training Date (mm/dd/yyyy format): Use this field for recurring items. This would be the first date the employee completed the training.
  2. Last Completed Date (mm/dd/yyyy format): Use this field for the date the item was last completed. Each training item needs this field completed if not using n/a.
  3. Due for Re-Training Date (mm/dd/yyyy format): Use this field for recurring items as well. This field stores the date the item is next due.
  4. Score: The numerical score needed in order to "pass".
  5. Grade: The system has two options available by default: pass/fail. Additional grades choices can be added by system administrators via Setup.
  6. Notes(optional): Enter any notes needed. It is recommended to keep these notes short, as typically only the first line of the notes will display on reports.
  7. Not Applicable: Use this field if the items really does not apply to this employee. When indicated, the system ignores the item completely for this employee.

Click Save when all needed items are entered.

clipboard_e18d644b7ccf58535467d67eeed201cc2.png

You can also add an attachment or notes to an individual checklist item. Hover over the line item to reveal the attachments (paperclip) and notes (paper) icons.

clipboard_e4ead73dc1e3f2c008517deb11f01278d.png

clipboard_eaf17ab7735c67624b082645f89b2765d.png

 

Edit Full List of Training Items

Click Edit All.

clipboard_e828f97d13c7f81554022e8d56cb8dd1b.png

 

Enter in the necessary information:

clipboard_e5c03c3b345c16564f8f4a6a1d1990e31.png

Complete this for all of the items in the list and click Save.

 

Warning: Near the Save button, there will be a button for Clear All Data.  This will delete all entered information AND attachments contained in this list.  Be sure that this is the desired action before continuing.

Adding Ad Hoc Training Items

There may be occasions where specific training items only apply to a specific driver, but not to an entire job class.  These can be added by clicking Add New at the top of the checklist.

clipboard_e77dc00f919d0200de89af77fa60c7c89.png

 

The user will then be taken to an Add Training Info page.  There will be a drop-down with a list of the training items that are not assigned to the employee's job class.  Select the appropriate training item that needs to be added.

clipboard_e5caf11ea1c1256eef1c8ac0294afb37f.png

 

Enter the necessary information and click Save to store the record.

Multiple Employee Training Update

A single training checklist item may be updated/completed for a large group of employees.

When you are on the Training Driver List, check the box next to each employee that needs a checklist item updated. You can use the filter options to narrow down results to a certain group, etc.

clipboard_ef60b2ce5b2342d47ee87d74aabf53150.png

 

At the top of the list, click Update Training.

clipboard_ee23eaa654c290badb08d4708ee3bbaa5.png

Drivers selected from the Roster are listed.

  • They can be removed by clicking the X next to their name. Additional Employees can be added by typing their name in the box.
  • Select the Training Checklist item that is being updated

  • Enter in the necessary information:

    • Completed Date: Use this field for the date the item was last completed.
    • Due/Retraining Date: Use this field if the training is recurring and the employee must retake the training
    • Score: What their score was upon completing the course.
    • Grade: The system has two options available by default: pass/fail. Additional grades choices can be added by system administrators via Settings.
    • Notes: Enter any necessary notes.

    • Click Save to save the records, or Save & Attach to add attachments to the stored records

 

clipboard_e3d9262165cda72eab5a4d191e86c76fb.png

 

  1. Back to top
  • Was this article helpful?

Recommended articles

  1. Article type
    Topic
  2. Tags
    This page has no tags.