WFM UK: HR: Management Training Module Setup and Administration – Fourth & HotSchedules Customer Success Portal

This article continues from Workforce Management Training Module - Introduction

The Administration Drop-down Menu

The Training module can be configured via the options available in the Administration drop-down menu.
This article will list and describe each option (not necessarily in their listed order), with instructions on how to use each one.

Fig.1 - The Administration drop-down menu in the Training module

Stages

Stages correspond to the positions within the career path of a specific business. The Training module can be configured in a way to best represent the individual company with as many stages as required.

Select Stages from the Administration drop-down
To create a new stage, select the Create A New Stage link in the top-right corner
Enter a number in the Stage field (which should correspond to where it sits in the career path e.g. Stage 1 = New Employee) and a Description
Save

Once the stage is saved, job titles need to be assigned to sit within it.

Select the Stage from the list on the left hand side e.g. New Employee
Select Assign Job Titles

Fig.2 - The Stages screen, with Create A New Stage and Assign Job Titles buttons indicated

Select job title(s) from the left-side box ("Available") and use right arrows to assign them to the stage
Left arrows can be used to un-assign job titles if needed

Fig.3 - Assigning job titles to a stage

Training Levels

Every stage set must contain at least two training levels, which must be ordered to represent the progression of the employee through the business. For example, within the New Employee stage - the employee must go through the Induction and Job Skills levels.

Once the employee has completed these they will sit under the New Employee - Trained level, meaning they are eligible for promotion, as long as they meet any other pre-requisites set.

Select Training Levels from the Administration drop-down
To create a training level, select the Create A New Stage link in the top-right corner
Enter a Description and select the Stage that the level will belong to
Chose the order in which the training level will be ranked (within its stage)
Tick the Eligible for Promotion box if, by completing the level, an employee will be so
Save
Edit an existing training level by selecting it from the left-side list and amending the fields used when creating

Fig.4 - The Training Levels screen

When an employee completes all training courses and actions within the stage, they remain on the last (eligible for promotion) level until promoted.

Course Topics

All courses are assigned to a course topic for reporting purposes.

Select Course Topics from the Administration drop-down
To create a new course topic select Create A New Course Topic the top-right corner
Enter a Description for the course topic and then select Save

Fig.5 - The Course Topics screen, Create A New Course Topic button indicated

All topics are editable by selecting them from the list of the left-side of the Course Topics screen.

Resources

Resources are assigned to training courses, to prompt trainers of the resources required to deliver the training session.

Fig.6 - The Resources screen

When on the Resources screen, use the Create A New Resource button
Enter a Resource Name and Description
Add the name of the Person Responsible and add any Comments if wished

Trainer Category

Each trainer set up on the module needs to be assigned a trainer category, which explains the type of trainer they are and allows for reporting.

Select Trainer Category from the Administration drop-down
To create a trainer category, select Create A New Trainer Category from the top-right corner
Enter a Description for the course topic and then select Save

Fig.7 - The Trainer Category screen

All trainer categories are editable by selecting them from the list of the left-side of the Trainer Category screen.

Trainers

Any current employee can be assigned to be a trainer for multiple, or one particular course. The employee search can be refined to search only for employees currently unassigned as trainers or vice versa.

Fig.8 - The Trainers List screen

Select an employee to assign the trainer category, and the course or courses the employee may deliver
This works in the same way as allocating job titles to stages - use the arrows to move courses across to the right hand box
Notes may also be recorded about the trainer on this screen

Fig.9 - Assigning training courses

Course Providers

All external course providers can be recorded in this area.

Fig.10 - The Course Providers screen

Select a course provider to amend or update their company details if they are already in the system
To add a course provider, use the Create A New Course Provider button in the top-right corner and complete the form as shown in Fig.11

Fig.11 - Creating a new Course Provider

The only mandatory field is the Company Name, meaning that this form can be updated with additional information at any time.

Venues

Venues correspond to the locations where training can take place; typically external locations or company sites.

Fig.12 - The Venues screen

To add venues to the database use the Create Venue button in the top-right corner and enter the details for the venue

The address, travel arrangements and map link are then included in the joining instructions, sent to all employees scheduled to attend a session booked into that venue.

Continue to Workforce Management Training Module - Course Administration

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