Adding a Training (Video)


The following is a transcript of the video guide:

In this video guide, we’re going to walk through the process of adding a training to your iScout website.
We have a lot of video guides that are related to trainings, and some of them are how to build a lesson, how to complete a training, how to view trainings on an employee profile, and so on.
This one is specifically targeted towards, say you have a new iScout website, and you don’t have trainings, this is the process for getting those set up.
We’re going to start out by going to the homepage, and I’m going to give you a little context of what we’re talking about before we dig into the admin side of things.

If I go to my employee profile, and I scroll down to the training section, I can see that I have one incomplete training.
If I open that up, I see a whole list of trainings.
The one that’s incomplete is Ladder Safety.
Basically, whenever you have a new site, you don’t have these trainings listed because these aren’t your trainings.

You need to list your own trainings that are required for your employees.
It’ll be, maybe some overlap, but most of it will be your own listing of trainings.
What is the process for getting that list into this system, and making them required for the appropriate employees?
That’s what we’re going to talk about here.

On the left is this button that takes us to the training admin side of things.
I have access to it because I’m an admin.
If you don’t, you would need to have permission given to your account to be able to go here.
At the very bottom of the page, I see an “edit trainings” button, and that’s what we’ll click on.

I have 29 trainings added to this system, but if you’re on a brand new site, you would have zero.
This would be an empty list.
I could click on one of these to edit it and view it and change the name, and all those types of things, but I want to show you what it looks like to build this list up from scratch.
I’m going to click on “add a training” over here, and then I’m going to choose the name of the training.

For this training, we’ll call it PPE Best Practices.
Then, we will choose how often this training has to be done.
Maybe it’s a one-time thing, you never have to renew it.
Or maybe it’s something that you have to renew every six months or maybe every year.

That’s pretty common, every year, so I’ll choose that for now.
You can choose whether it gets highlighted on the employee profile.
Just so you can see what that looks like, it’s like one of the highest, most important trainings would be highlighted.
We have a listing of trainings right here, but if you go to the very top, you can see these are the certifications that you’d want to highlight at the very top of their profile if they had completed it.

That’s what it means to highlight a profile up there.
Then, we’ll get into this a little bit more later, but basically, if you want to, not only can you make this training where you’re keeping track of it online, but you can actually have the employee, give them the capability of completing the training on their own through the iScout website, by associating this training with a lesson that you build.
I’ll quickly cover that, but we’ll have a lesson builder video guide that you can look at to, to really see the full capabilities of building a lesson with iScout.
Alright, so now I’ve defined the training, but I haven’t said who it’s required for.

Right now, it wouldn’t be required for anybody.
What I could do is I could say all employees have to complete this training.
If I did that, and if I hit “save”, then every single employee profile would show that the employee is out of date on this new training that we added, PPE Best Practices.
If you wanted to be a little bit more specific than that, then you can really break it down and say you know, it’s only the people who are working on water transfer, perhaps.

Or maybe it’s only the drivers.
Or maybe it’s only certain people with a specific job title.
Or maybe it’s only people with a specific job title in a certain line of business.
You can really pick and choose who it’s required for.

I’ll make it required for all employees right now.
Then, at the very bottom, this is an advanced feature, and so don’t get overwhelmed by it.
But it’s just this optional, say that whenever they complete this training, it is also good for another training.
For example, if you have an orientation for new employees, that actually doing that in orientation covers two or three or four other trainings for a year, then you would want to mark those here.

Say completing PPE Best Practices, if you complete that, then you’re also good to go on Ladder Safety and Equipment Care and Special Skills B or whatever it is.
Then, whenever somebody completed the PPE Best Practices, it would also mark these complete automatically as well.
That’s not how this one works.
This one is just a stand-alone training, it’s only good for itself.

I’ll hit “save changes”.
Then I can scroll down, and I can see it’s assigned to everybody, and it has to be renewed every year.
Now, if I go back to my employee profile, I can see, sure enough, I have two trainings out of date now instead of just one, and it’s that PPE Best Practices.
Now I can mark it complete through here or all the other ways that we’ve listed through the other video guides.

Just to show you another option, if, whenever you’re first setting up your website, it may make sense for you to go in and create all these trainings right here.
But if you have a dozen or 20 or 30 or 50 trainings, that sure could take a long time.
We have in our control panel, the “dataload” is capable of loading those via spreadsheet as well.
We have a video guide that talks through the process of loading trainings through a spreadsheet.

But just to give you a quick view of it, I’m going to scroll down here and go to the “training” section.
Basically, what you can see is, I would create a spreadsheet that had these columns already listed.
In fact, I could download an example right here.
But I can list the name of the training, so, in our case, it would be the PPE Best Practices; the renewal months, so for ours it would be 12 ’cause it was every year; and then we could say yes for mandatory for everybody.

Then you can do some other fields, that are optional as well, to choose who it’s mandatory for.
That would be a quick way to load a large number of trainings through a spreadsheet just by entering the titles right there.
That’s the process of setting up a training.
We’ll do this more in another video, but just so you have an idea, the “lesson builder” within the control panel is actually how you design a lesson.

If I wanted to let people actually complete our PPE Guidelines training online, I could have a PPE Guidelines lesson right here, and then I could add modules that had videos, and documents like PDFs that they’d have to look through, and then a quiz with multiple questions.
Then, once they get through all that, they would automatically have the training marked complete.
If you’re interested in the lessons part of this, definitely check out the lessons video guide for more information there.
Thanks a lot for watching.

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