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].
Some Requirements really come down to one time-limited certificate. This use case sets up a food handler certificate Requirement for your Chefs, where the approved certificate is all that's needed. A refresher quiz is included as a nice-to-have, and the Requirement's expiry follows the certificate's own expiry date.
Create the certificate Requirement
Go to Training
Open the Requirements tab
Select Add Requirement
Name it "Food handler certificate" and add a short description
Set the Reporting Category to Specialist Cards
Turn on Validity Period is inherited from an Activity, so the Requirement's expiry follows whichever Activity expires soonest, in this case the certificate
Add the certificate and quiz Activities
Add the first Activity and set its type to Upload – Certificate, Ticket or Licence Proof. Name it "Food handler certificate", add instructions and choose a Save to Location folder
Turn on Auto Complete Requirement for this Activity, so an approved certificate completes the whole Requirement on its own
Select Add Activity and set the type to Online Training – In-App. Select a food safety refresher quiz and set Valid For to Forever
Leave Auto Complete Requirement off for the quiz, so it's never a blocker
Note: Upload Activities take their validity from the certificate's expiry date, so there's no Valid For field. That's why inherited validity is turned on above.
Assign the certificate Requirement
Under Assignment, select Assign
Choose the Job Role, for example Chef, and set it to Required
Change the Requirement's status to Active
Approve submitted certificates
When a Chef uploads their certificate, from the tablet or an emailed training link, approve or reject it in Resources > Resource Approval. Safe Food Pro scans the document for the expiry date. Check the details, adjust anything that's wrong, then select Approve. See Reviewing and approving submitted training documents.
How the certificate Requirement plays out
Once a Chef's certificate is approved, the Requirement shows as complete straight away, even if they haven't touched the quiz. The quiz stays available but never holds them up. When the certificate is close to expiring, the Requirement comes due again, so renewals follow the certificate rather than a schedule you set.