Appendix

Statuses

Throughout the lifecycle of a training record, it will pass through several possible statuses to help clearly identify your records and the progress being made.

Title	Description
New	Newly created training record
Confirmed	Confirmed training record. No further action required
To Be Confirmed	Training record requires confirmation
Scheduled	Training date has been scheduled
Re-scheduled	Training date has been re-scheduled
Cancelled	Training record has been cancelled. No further action required

E-mail Triggers

When Training Records are created, the Trainee receives an email asking them to confirm that the training assigned to them has taken place, confirm and rate it.

When Bulk Training Records are created, each selected Trainee receives an email to arrange and complete training before confirming and rating it. Weekly reminder Emails can be set up when creating the Bulk Training record and these will continue to be sent until the Trainee confirms the Training.

E-mails are sent directly from the system when individual training records are created.

All other e-mails are sent from an SQL Job at 1 a.m. every day. These are grouped into three separate categories: overdue, retrain, and batch.

Overdue e-mails are sent out every 7 days for all training records that are not confirmed and whose training date has passed. For example if a training date is 1st September and remains unconfirmed, overdue e-mails will be sent out on 8th September, 15th September, 22nd September and so on.
Retrain e-mails are sent out for all training records with a retrain date one month in advance. So, if retraining is due on 1st October, a retraining e-mail is sent out on 1st September. There are restrictions in place to ensure that the same user doesn't get multiple retrain e-mails for the same training course. These reminders are sent daily to the trainee until the relevant training record has been raised
Batch e-mails are the optional Weekly Reminder e-mails that can be setup when creating New Bulk Training. They are initially queued up and sent on the specified Weekly Reminder Start Date. Once those are sent, subsequent emails are queued for a week in advance. This repeats until the training in confirmed.

Note:

Notifications from Training Manager will appear in your EQMS To-Do list, as well as via Email

E-mail Trigger List

ID	Trigger	Received By	Frequency	Email Message
1	When a new Training record with a training date is created via the "New Training" process or the "New Bulk Training" process, indicating that on completion of training they must confirm the record.	Trainee	Single	Please check the details of the following training record, add any documentation if it does not exist and finally confirm the training took place Training Course: %Course% (%Category%) Training Organisation: %Organisation% Trainer: %Trainer% Date of Training: %TrainingDate% Record to be checked and confirmed by: %ConfirmedDate% Further information: %Details%
2	When one of their Training records is deleted.	Trainee	Single	The following training record has been deleted, please ignore any previous requests to confirm the record Training Course: %Course% (%Category%) Training Organisation: %Organisation% Trainer: %Trainer% Date of Training: %TrainingDate% Record to be checked and confirmed by: %ConfirmedDate% Further information: %Details%
3	When a new Training record is created via the "New Bulk Training" process without a training date, indicating a training requirement that they need to arrange and confirm	Trainee	Single	Please arrange the following training if not already done so. When you have completed the requested training, please check the details in the following training record, add any documentation if it does not exist and finally confirm the training took place Training Course: %Course% (%Category%) Training Organisation: %Organisation% Trainer: %Trainer% Date of Training: %TrainingDate% Record to be checked and confirmed by: %ConfirmedDate% Further information: %Details%
4	At seven-day intervals once their training becomes overdue to remind them to take it.	Trainee	7 day intervals	Trainee Name: %Trainee% Training Record ID: %ID% Course Title: %Course% Training On Date: %TrainingDate% A record of training has been entered for you as above. Please update your EQMS training record to confirm that this is the case. If the record is inaccurate in any way please amend it as appropriate before confirmation.
5	At seven-day intervals when they have outstanding training that needs confirming.	Trainee	7 day intervals	Trainee Name: %Trainee% Training Record ID: %ID% Course Title: %Course% Complete Training By Date: %CompleteTrainingByDate% You are required to undertake the above training. Please arrange to complete this by the due date and update your EQMS training record when you have done so.
6	Reminder that they require re-training one month (4 weeks) before the re-training is due. (Repeat daily)	Trainee	Daily	Trainee Name: %Trainee% Training Record ID: %ID% Course Title: %Course% Complete Training By Date: %CompleteTrainingByDate% You are required to undertake the above training. Please arrange to complete this by the due date and update your EQMS training record when you have done so.
7	When a trainee has failed the quiz associated with their course using all of the allowable attempts.	Training Course Owner	Single	Trainee %TraineeName% has failed the quiz for Training Record %ID% on course %Course% after using up all of the allowable attempts. To reset the trainee's quiz, access the Course Details, select the failed quiz listed at the bottom of the screen and click the 'save' icon. The quiz will be reset allowing the user to make further attempts to answer the quiz questions.
8	When the quiz attempts on a training record have been reset.	Trainee	Single	Training Record ID: %ID% Course Title: %Course% Training On Date: %TrainingDate% The quiz on the above training record has been reset. Please retake the quiz and confirm the training record.
9	When one of their Training records is rescheduled.	Trainee	Single	The following training record has been rescheduled Training Course: %Course% (%Category%) Training Organisation: %Organisation% Trainer: %Trainer% Date of Training: %TrainingDate% Record to be checked and confirmed by: %ConfirmedDate% Further information: %Details%
10	When one of their Training records is cancelled.	Trainee	Single	The following training record has been Cancelled Training Course: %Course% (%Category%) Training Organisation: %Organisation% Trainer: %Trainer% Date of Training: %TrainingDate% Further information: %Details%
11	When a trainee has failed a quiz using all of their allowable attempts.	Notification groups associated with a course	Single	Trainee %TraineeName% has failed the quiz for Training Record %ID% on course %Course% after using up all of the allowable attempts.

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