The Compliance module in Smart Arena is a solution designed to simplify and streamline the management of training for workplace safety and fire safety (WHS). As a part of this form of education Statement function was added.
The Compliance module in Smart Arena ensures organizations meet mandatory compliance requirements. By combining theoretical and practical e-courses, it provides a structured approach to training, making it easier to track progress, assess understanding, and manage approvals. The addition of the Statement function ensures transparency and accountability by documenting completed training activities. This process not only saves time and resources but also ensures that employees are adequately trained, reducing risks and maintaining a safe work environment.
How does the process of setting up the compliance module and statements work?
Uploading statements
Statements are uploaded by the Smart Arena team.
The process is simple:
Send your current workplace safety and fire safety records to the team.
Collaborate to define auto-fill fields and the signing process.
Placeholder fields are added to the record, which can include multiple approvers, including participants.
Available Auto-Fill Fields (Placeholders)
Participant Information:
[learner_full_name], [learner_firstname], [learner_lastname]
[learner_branch] (Organizational unit), [learner_location]
[learner_signature], [learner_dob], [learner_mapping_code]
Instructor Information:
[instructor_full_name], [instructor_firstname], [instructor_lastname]
[instructor_signature], [instructor_mapping_code]
Course Information:
[date_start], [date_completed], [current_date]
[certificate_valid_to], [content_list], [content_title], [course_title]
[course_score], [organization_name]
Example of a short statement of a completed e-course:
...which must be signed by the manager and the employee. The grey fields are placeholders that are automatically filled in for each employee. The record must include the employee’s declaration.
Once the statement has been created and added to Smart Arena, you can simply select it from the list under the “Statements” tab when creating courses (step 1: General, Statements).
Adding approvers
Approvers can be assigned by Course administrators or users with administrative roles and permissions. To see more about roles see Roles and permissions.
How to do it:
Navigate to Reporting then click Courses per users.
Click the gear icon and select Statement.
Choose the segment and assign approvers.
The system allows assigning different approvers for various segments of the record, depending on requirements.
For example, separate instructors can approve the practical and theoretical parts of training, while participants must confirm the record before completing the course.
Statement confirmation
Participant notification:
Participants are notified when their record is approved by instructors or administrators.
The notification includes a link to access the record.
Approver notification:
Approvers receive a notification when assigned as an approver.
The notification provides direct access to the record.
The Statement Confirmation feature ensures efficient communication, transparency, and quick access to records, simplifying compliance tracking and supporting audits and reporting.
Signing of the statements
Participant:
Access the record after completing all course requirements.
Click on the Statement and then Confirm to sign.
Data is automatically gathered from the Smart Arena system.
If auto-notifications are enabled, participants are notified to sign directly via the provided link.
If using instructor/admin devices, participants can sign it after the approvers confirm. The participant must log in to validate their identity.
Instructor/Admin:
Access records via notifications or Reporting and the Courses per users tab.
Locate the participant via the search bar and click the Statement link.
Approve the relevant segment by clicking Create signature in the segment where they are assigned as an approver.
Once the record has been signed by all designated signatories, you can easily export the record for each employee in PDF format from the statistics section.
