For: Admins and Managers
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].
New starters in your kitchen usually need the same few things before they're up to speed: attend an induction, read and sign your food safety policy, and provide proof of any existing certificate. This use case sets all three up as one Requirement assigned to an "All Staff" User Group, so every new hire gets it automatically.
Note: Job Roles, User Groups and Suppliers must exist before you can assign a Requirement to them. They don't need members yet. If you don't have an "All Staff" User Group, create it in Staff & Users first.
Create the onboarding Requirement
Go to Training
Open the Requirements tab
Select Add Requirement
Name it something clear, such as "New starter induction", and add a short description
Set the Reporting Category to Getting Started
Turn off Validity Period is inherited from an Activity, set Valid For to Forever, and set a short Grace Period, such as 7 days, so it's done in the first week
Add the first Activity and set its type to In-Person Training – In-House. Name it something like "Kitchen induction" and describe what the session covers
Select Add Activity and set the type to Accept or Sign a Policy. Select your food safety policy from the Resource Library, turn on Require Signature and set Valid For to Forever
Select Add Activity and set the type to Upload – Certificate, Ticket or Licence Proof. Name it something like "Existing food handler certificate", add instructions and choose a Save to Location folder
Under Assignment, select Assign and choose your "All Staff" User Group
Set it to Required, and turn on Critical Requirement if new starters shouldn't count as onboarded until it's done
Note: There's no single right setup. Change the Activities to match how you onboard people.
Activate the onboarding Requirement
Turn on auto-exempt all existing assigned staff before saving
Change the Requirement's status to Active
Auto-exempt is the key step here. Without it, everyone already in your "All Staff" User Group would suddenly show as overdue. With it on, only people added from now on need to complete it.
Note: The induction session is completed with Roll Call on the tablet. A Tablet Manager, Manager or Admin marks everyone who attended. See Using Roll Call to mark in-person training attendance.
From now on, every new Staff Record added to "All Staff" sees all three Activities on their training record on the tablet. If External Requests are turned on and their Staff Record has an email address, they also get it by email.