For: Admins
Note: Training Management is part of the Training Management Module. It's included in some plans and available as an add-on on others. To activate it, contact your Customer Success Manager or [email protected].
If you already track training somewhere else, such as a spreadsheet of food handler certificates, expiry dates and who's done what, Bulk upload Training Records brings it all in at once. AI reads your spreadsheet, so you don't need to match a rigid template.
Note: Import your staff first through Staff & Users (see Bulk Uploading Staff & Users) before running this import. Otherwise everyone the import creates gets the Tablet Access Level, and you'll need to update anyone who needs more access afterwards.
Run the training import
Go to Training and open the Matrix tab
Click the arrow next to Add requirement
Select Bulk upload Training Records
Upload your spreadsheet. The template makes things easiest, but if your spreadsheet doesn't match it, AI interprets it
Review what the AI found: which columns are people, emails, Job Roles and Requirements, and whether each date is a completion or expiry date. Correct anything that's wrong
If your spreadsheet has no email addresses, choose whether to create new people without an email or match existing people by name
Review the summary of records, new people, new Job Roles, and new or matched Requirements
Select Import
Optionally, bulk upload the certificate files. AI matches each one to the right person by the name on it and reads details like the expiry date, ready for your approver in Resources > Resource Approval
You can skip the certificate upload and come back to it later.
What the import creates
Each Requirement gets one Activity: Upload – Certificate, Ticket or Licence Proof. Edit the Requirement afterwards to add more.
Assignments go to Job Roles or User Groups wherever everyone in a role clearly needed the same Requirements. People are only assigned individually when there's no clean match.
A Training Requirements folder is created in your Resource Library, with one subfolder per Requirement. A valid document uploaded to a Requirement's folder for someone assigned to it completes that Requirement for them.
Set up folders yourself
If you create Requirements manually and want the same folder-based completion, follow these rules:
Use one folder per Activity, not one per person. A folder for each staff member holding all their certificates won't work, because the Requirement can't tell which files belong to it.
Don't point two Activities at the same folder unless you mean to. One upload would complete both. That's useful if one certificate really covers two Requirements; otherwise give each Activity its own folder.
Note: Staff can still complete an upload Activity on the tablet or through an emailed training link, whatever your folder structure. Folder-based completion is an extra convenience.