The Training Course (or Qualification or Compliance Activity) contains information about the course and is set up ready for 'attendance' to be added by users themselves or by a user with extra access levels in their user profile.
Only the GVO Manager or a user with 'manage training records' in their user profile can add/edit/delete a training course.
To add a new training course navigate to the 'Courses' tab in the Training & Compliance Records area.
Press the 'New Course' button which will open up the entry screen
There are several fields to complete.
1. Course (or Activity) Title
2. Course (or Activity) Description - this is the area where you can add information about the content, purpose, target audience, format, duration, provider and any other useful information. If you want to add a link to some course information you have stored elsewhere in the GVO (in a folder for example) then use this icon on the right hand side of the toolbar ...
3. Course Category (from a drop-down list) - the options are in the GVO Settings which are managed by the local GVO Manager
4. The training provider (from a drop-down list) -the options are in the GVO settings which are managed by the local GVO Manager
5. A flag to indicate if this is a mandatory course (used in reporting)
6. A validity period (leave as N/A if the course does not have limited validity)
7. A link to the course booking site
8. The ability to 'lock comments' to prevent any new comments about the course being added.
Press SUBMIT when all the fields are completed.
To Edit or Delete a course go to the course list, select the course and use the ACTIONS button - select Edit Course to edit (the screen above will be presented) or Delete Course to delete it.
IMPORTANT NOTES
1. When a course is deleted all the existing training records for that course remain visible in the Reporting Tool but can no longer be edited (they can be deleted). Think of a Training Attendance/Completion record as a 'photograph' taken at a moment in time.
2. When a 'Training Course" is 'edited' then any changes made DO NOT change any existing training records - this is by design. If existing training records need to be updated (for example to add an expiry date that was missing when the course was first created) then go to the reporting tool, select those records and edit/save - this will refresh the new information from the training course detail.
Note: This may seem counter-intuitive BUT it is to protect the records being modified incorrectly (eg if the course title was changed to 2023 from 2022 then it would be wrong for all the attendance records to be updated).
3. When a course is superseded (eg a change of year or title) then you can either delete the old course and create a new one with the new details (existing training records are unaffected) or edit the old course with the new details. Any new attendance records will pick up the details from the new course.