Register completed courses for several people
When a group has been through the same training, you can record it all in one pass instead of opening each person's record separately. One registration can cover several courses, so a full course day is still one trip through the page.
This records training that has already happened. It does not sign anyone up for a course.
This must be turned on for your organisation. If you do not see Register Completed Courses under Competencies, ask your Markular administrator.
Before you start
- You need the Manage personnel permission. See the People permissions reference.
- Have each participant's documents ready on your computer. They can be PDF, DOC, DOCX, XLS, XLSX, JPG or PNG, up to 25 MB each.
Two ways in
From the certificate expiry list, when the group refreshed certificates that are running out. Tick everyone who attended, then select Register completed courses. See Track certificate expiry.
From the menu, under Competencies, then Register Completed Courses. Use this when the course is not about anything expiring, such as a first-time certificate nobody holds yet.
Either way you land on the same four steps, and you can move between them in any order. Nothing is written until the last one.
Step 1: Select people
Pick a Course first. Until you do, there is nobody to show, because whether somebody already holds it is the question the list answers.
Narrow the list with Country, Department and Work contract. The Holds today column then says where each person stands:
| It says | It means |
|---|---|
| Valid to a date | They hold it, and it has not run out |
| Expiring, with the date | It runs out within 90 days |
| Expired, with the date | It has already run out |
| Nothing yet | They do not hold it at all |
Filter on the same four to work through one group at a time. People who have already run out are listed first, so the most urgent rows are the ones you see without scrolling.
Tick the people who attended and select Add, which says how many you ticked. They move into the registration, and the In this registration column marks them so you can see who is already in.
To put the same group on several courses at once, use the arrow beside that button and tick the other courses there. This is what a full course day looks like: pick the people once, not once per course.
To add people to another course separately, pick that course in the filter and add them. What you added before stays where it is, and a line under the filters lists every course in the registration so far.
Step 2: Dates
Each course has its own section with its own Issue date and Expiry date. Courses need not have been taken on the same day, and they do not all stay valid for the same length of time.
Valid for fills both dates in one go: select 1 year, 2 years, 3 years or 5 years and it counts forward from today.
If one participant sat the course on a different day from the rest, tick Different dates per person for that course and give them their own dates. Everyone you leave blank keeps the course's dates. Unticking it again drops the individual dates and puts everyone back on the shared ones.
Dates are the one thing that cannot be left out. Without an expiry date the certificate is invisible to the expiry report and to Planner's compliance check.
Step 3: Documents
Each course has its own Document type, because courses file different kinds of paper: one hands out a diploma, the next a course certificate.
For each person you can enter a Certificate number and attach their documents. Drop the files on the area in their row, or select it to browse. A course can produce more than one document for the same person, and dropping again adds to what is there rather than replacing it.
Leave a person empty if theirs has not arrived. You can add it later from their record. See Attach documents to a person.
Step 4: Review and register
The table says what each person will get before anything is written:
- Holds today is the certificate they hold now. A renewal overwrites those dates in place and nothing records what they were, so this is the last place anyone can see them.
- Replaced with is what they will hold afterwards.
- Registers as says whether this creates a certificate or renews one.
- Untick Include for anybody who should not be registered after all.
Select Register, which counts what it is about to write. If anyone has no document attached, you are asked to confirm first, and told who. That is a question, not a block: you can register without documents and add them later.
Everyone is written separately, so one failure does not cost you the rest. A row that fails shows the reason and a Try again beside it, which retries that one row alone. Nothing is registered twice.
When everything is written you get a summary of what was registered, and two ways to carry on: Same course, new people keeps the course and your filters, which is what you want when working department by department, and New course starts clean.
What gets remembered
The country, department, work contract and document type you used are kept for next time, so the setup you always work within is not answered again every week. The course is not remembered, because that is the thing that differs from one registration to the next.
If you leave the page with documents attached or dates set, Markular asks before letting you go. Those are only held on the page, so leaving would lose them. Anyone already registered stays registered.
What registering does
For each person, Markular updates the certificate they already hold with the new dates rather than adding a second copy of it. Their documents are stored on that certificate, and each row gets its own copy of its files, so removing one document never affects anyone else's.
If somebody does not yet hold a certificate you are registering, it is created for them.