Overview
Role requirements are the quickest way to assign training in bulk: give someone a role, and the courses attached to that role are automatically required or optional for them.
But there are always exceptions. A personnel might be medically exempt from a course their role usually requires, or need a course that's normally optional for their role. Previously, the only ways to handle this were to create a separate role for that personnel, or mark the training complete and add a note - which skewed completion reporting.
Individual overrides solve this. An override changes a course requirement for one personnel only:
It applies across all of that personnel's roles
Takes priority over their role requirements
Stays in place until you remove it
Who can use this feature?
All customers with a Training Register subscription have access to this feature.
Users: Anyone who can record training can add, change, or remove overrides. This includes Team managers, Personnel editors, and Admins.
What you can do with an override
Make a role-required course optional for an individual (for example, a personnel medically exempt from a course their role requires)
Make a role-optional course required for an individual (for example, a course that only certain personnel in a role need)
Keep completion figures accurate, without marking exempt personnel as "complete"
See who has an override at a glance, with a clear override tag
💡 Important: An override can only be added to a course that already has a role requirement. Overrides are not a way to add brand-new, standalone training to a personnel - they only change the required or optional status of a course that already applies through a role.
Adding an override
Overrides are always added from a personnel profile.
Open the personnel profile.
Find the course you want to change in their course list ⇒ Click on 3 dots “…”
Toggle the course between required and optional. When your choice differs from what the personnel's role requires, an override modal appears.
Add an override reason, then confirm.
The override tag will appear next to the course, showing that this personnel's requirement differs from their role.
Removing an override
You can remove an override in two places.
From the personnel profile: open the course in the personnel's list and toggle it back so it matches their role requirement again. This clears the override.
2. From the course register: each course now has an Overrides tab in its side panel.
Go to the Course register and open the course.
Select the Overrides tab.
You'll see everyone who has an override for this course - active overrides first, then inactive ones, in alphabetical order.
Click to remove an override and confirm in the pop-up.
💡 Note: you can't add an override from the course side panel. Overrides are always added from a personnel profile - the Overrides tab is for viewing and removing them.
Active vs inactive overrides
An override is active when the personnel's requirement is different from what their role would normally give them. Only active overrides change the outcome, and only active overrides show an override tag.
An override becomes inactive if the role matches up with it. For example, if you set someone's course to "required" as an override, and later their role starts requiring that course too, the override no longer changes anything. Inactive overrides stay on record but don't show a tag.
Override reasons and activity trail
Whenever you add or remove an override, you'll be asked to confirm and provide a reason, and a record is added to the personnel profile's activity trail. This keeps a clear history of who changed what, and why.
If a course already has an override and you try to change it, you'll be shown the existing override and its reason, and asked to enter a new reason before the change is applied. The activity trail records both the removal of the old override and the creation of the new one.
How overrides appear in reports
Training reports (current training status, expiring soon, and completed training) show when a requirement has been overridden in a brand new “Overrides” column. This way exemptions stay visible and easy to report on.
Questions?
If you have any questions about individual overrides, please reach out to your customer success manager or email the team at hhqcustomersuccess@hsi.com