For: Admins and Managers
Note: Training Management is part of the Training Management Module, and External Requests are available on the Premium plan. To activate either, contact your Customer Success Manager or [email protected].
Most of your kitchen team are Staff Records without their own login, so emailing their training is often the easiest way to get it done. A new starter can get their induction, policy sign-offs and certificate uploads by email before their first shift, and everything they complete lands on their training record.
Add an email address to each Staff Record
External Requests go to the email address on a Staff Record. A Staff Record without an email address won't receive anything.
Go to Staff & Users
Add the person as a Staff Record if they aren't in the system yet (see Adding a Staff Member)
Enter their first name, last name and email address
Give them the Job Role ,or User Group(s) their training is assigned to (for example, Line Cook or Server)
Click Save
Tip: Make adding an email address part of how you set up every new starter. For existing staff, edit their Staff Record and add one.
Turn on External Requests for training
Go to Training
Open Settings
Turn on Send training to staff without a login as external requests
Important: Turning this on doesn't send everyone their overdue training straight away. Requirements that were already due before you turned it on aren't sent. Only Requirements that become due from then on go out as External Requests.
Make your forms and quizzes completable by email
Two Activity types need one extra step: Complete Form and Online Training – In-App (quiz). Every other Activity type works by email with nothing extra to set up.
Go to Forms
Click the form or quiz used in the Activity
Turn on External Form Access
Without External Form Access, the form or quiz can't be completed through the email link.
Track who has opened their training
Go to Tasks
Open External Requests
Training requests show a purple Training tag. For each one you can see when it was last viewed, when it was completed and the quiz result, if there is one. If a person has several Requirements, they're all on the same link and landing page.
Note: A request only appears here once the person has opened their link. Unopened requests are hidden so the list stays manageable.
Resend a missed training link
Go to Staff & Users
Open the person's profile
Open their Training Record
Click the three-dot menu
Select Email training link or Copy training link
This will not appear against Users, only Staff Records (without login) with an email address attached. A training link stays valid for 90 days.
Use the shared tablet as well
External Requests work alongside the tablet. Staff can also open their training record on the shared tablet with their PIN, and a Tablet Manager, Manager or Admin can complete training on their behalf. Work done either way counts toward the same training record. See Completing your training on a shared tablet and Managing your team's training from the tablet.