Summary: the HandsHQ Training Register sends you regular emails when required training is about to expire, meaning you will never miss any training again. The system also colour-codes the training status within the personnel section. This can be customised on a course-by-course basis.
In this article:
Training Register emails overview
We send weekly updates about the overall status of your personnel training records, as well as individual emails about specific certificates and courses expiring.
Note: you will only get notifications for required training. All training courses added via a role are automatically marked as required. Additional training can also be individually marked as required under the 'actions' section in a personnel profile.
Weekly email summary
Summary of training for that week, all bookings for that week and all expiring that week:
Sent every Monday morning at 6 am
Sent to All personnel editors, admins & owners
Daily management email
Only sent daily if there is any required training that is expiring on the following occasions:
60 days time OR whatever custom days you set (see below)
30 days time
Tomorrow
On the day of expiry
Sent to personnel editors, line managers, admins & owners
Individual training emails
Sent to each individual personnel with their own training which will expire soon (and whether or not they have training booked) on the following occasions:
60 days time OR whatever custom days you set (see below)
30 days time
Tomorrow
On the day of expiry
Booking reminders
Reminder emails for any upcoming training booked in are sent to the individual, their line manager, and any personnel editors on the following occasions:
3 days ahead of booked training
eLearning booking reminders are sent out every two weeks if the course hasn't been taken and can be manually resent if needed.
eLearning passed emails
Once a personnel has completed their eLearning course, the individual and their line manager will be emailed to let them know they passed.
Managing notifications
Who gets sent training register email notifications can be managed in Settings > Personnel
Status indicators within HandsHQ
The status indicator dot within HandsHQ indicates the training status of the personnel, role or course:
Green dot: training is up to date
Amber dot: training expired within 60 days UNLESS you have a custom expiry reminder set - see below
Red dot: training is either expired, or not uploaded
Note: only required training will affect the status dot colour. All training courses added via a role are automatically required. Additional training can be individually marked as required under the 'actions' section in a personnel profile.
New: add a custom reminder notification schedule for courses
We recently released custom expiry reminders for courses to help you choose when you want to be notified about the upcoming expiry date of each course.
Previously, the first reminder that someone's training course is about to expire was sent 60 days in advance. Now, this can be customised for each course individually in the Course Register.
So if you need more or less than 60 days' notice, you can now change this! Just go to your Course register and update any existing courses if you want to be reminded earlier or later than 60 days in advance.
This will affect when the first email is sent out about a course expiring. It will also affect when the status indicator colour moved from green to amber.