Documentation/Training & Compliance

Module guide · People

Training & Compliance

A course catalog feeds scheduled sessions; staff enroll (self-service or bulk by department), attend and get scored, and passing scores automatically issue certifications. Requirements define who must take what, and drive every compliance report in the module.

Overview Dashboard Courses Sessions Enrollments Certifications Requirements Compliance reports Import/export Good practices

What this module is for

Course and session catalogs are open to everyone; enrolling and certifying yourself is self-service; managing the program and compliance oversight are separate, narrower tiers.

Who uses it

Every staff member can browse courses and sessions, and manage their own enrollments and certifications. Creating courses/sessions/requirements is limited to admins, directors, department heads, nurse managers, and HR managers. Compliance-by-department and overdue-staff reporting adds compliance, quality, and department-head roles.

Where to find it

Open Training & Compliance from the sidebar. A dashboard, plus Courses, Sessions, Enrollments, Certifications, Requirements, Compliance, and Import/Export.

1
Build the catalog
Define a course, its category, delivery method, pass score, and how often it must be retaken.
2
Schedule a session
Pick a date/time, capacity, location, and instructor for that course.
3
Enroll and attend
Staff self-enroll or are bulk-enrolled by department; check-in/check-out and a score are recorded on the session roster.
4
Track compliance
A passing score auto-issues a certification; requirements define who's overdue, expiring, or on track hospital-wide.

A few terms you'll see throughout

A course is the catalog entry; a session is one scheduled date/time of it. A requirement is the rule (who must take what, how often, with what grace period) that the compliance dashboards are evaluated against, separate from an individual's enrollment.

Dashboard

A hospital-wide compliance snapshot, with a PDF export and quick links into every sub-area.

Stat tiles and panels

Field	What it means
Total Staff, Overall Compliance, Overdue, Expiring Soon (30 days), CE Credits Issued	Overall Compliance gauge: green ≥90%, amber 75–89%, red below 75%.
Compliance by Category	Bar chart across 12 categories, e.g. HIPAA, Safety, BLS, ACLS, PALS, Infection Control.
Top Overdue Staff, Upcoming Sessions	Each with a "View all" link into the full list.

Courses

The master catalog of every training/competency course offered, open to view by everyone.

"New Course" form

Field	What it means
Course Code, Title, Category, Delivery Method*	Category: 12 options. Delivery Method: In-Person, Online Self-Paced, Virtual Live, Blended. Code locks once created.
This course is mandatory	Checkbox.
Duration (minutes), CE Credits, Default Pass Score (%)	Pass score defaults to 80.
Recurrence (months)	Blank means one-time; a number means staff must retake it that often.
Accrediting Body, Materials URL

A course's detail page lists every session ever scheduled for it, with a Schedule New Session shortcut for admins.

Sessions

Scheduled instances of a course, with a roster, attendance, and scoring.

"Schedule Session" form

Field	What it means
Course, Start/End Date-Time, Capacity*	Capacity defaults to 20.
Department, Location, Virtual Meeting URL
Instructor*	Staff picker, or check "Use an external instructor" for a typed name/organization.

Session status moves Scheduled → In Progress → Completed, or Cancelled at any point (staff are notified and must be re-scheduled). On the roster, each enrollee gets Check In/Check Out and a score entry.

A passing score auto-issues a certification

Recording a passing score on the roster immediately issues that staff member's certification, no separate step needed; a failing score just records the attempt.

Enrollments

My Trainings is everyone's self-service view; the admin list, bulk enroll, overdue, and expiring-soon screens are management tools.

Screens

Field	What it means
My Trainings	Start, cancel, or browse-and-enroll into your own courses; an amber banner warns if anything is overdue.
All Enrollments	Hospital-wide list, filterable by staff/department/course/status, each showing its Source (Self Service, Bulk by Department, Auto Recurrence, Admin Manual, Imported Historical).
Bulk Enroll by Department	Enroll an entire department (optionally one role within it) into a course in one action; reports processed/enrolled/failure counts.
Overdue / Expiring Soon	Compliance triage lists, sorted worst-first, with adjustable day windows (7/14/30/60/90) for Expiring Soon.

Enrolled —

In Progress —

Completed —

Failed / Expired —

Waitlisted —

Certifications

Issued credentials, downloadable as PDF; My Certifications is self-service, the rest is management.

Each certification shows a Certificate Number, Issued/Expires dates, CE Credits Earned, and a Download PDF button. Management can Revoke one with a required reason, irreversible from the UI. Expiring Soon (30/60/90/180-day windows) proactively surfaces upcoming renewals, row-tinted red within 14 days and amber within 30.

Active —

Expiring Soon —

Expired —

Revoked — manually invalidated with a reason

Requirements

The rules that define who must take a course, how often, and the grace period, the basis for every compliance calculation.

"New Requirement" form

Field	What it means
Course, Effective From*	Course locks once editing an existing requirement.
Applies to Role, Applies to Department	Leave blank for all roles / all departments, i.e. a hospital-wide requirement.
Recurrence (months), Grace Period (days)	Grace period is extra days allowed past the due date before it's counted overdue.

Deactivating a requirement is a soft delete: staff are simply no longer evaluated against it going forward.

Compliance reports

Department comparison and an overdue-staff worklist for compliance officers.

Compliance by Department ranks every department's compliance percentage (same green/amber/red thresholds as the dashboard) with a sortable table and bar chart. Overdue Staff Training is a searchable, worst-first worklist of every overdue mandatory item hospital-wide.

Import/export

Bulk reporting and historical data migration tools.

Tools

Field	What it means
Compliance Export	Full hospital-wide roster, Excel or CSV.
Certifications PDF, Session Roster PDF	By typed Staff ID or Session ID.
Import Historical Completions	Bulk-upload an Excel file of past training records that predate the system; reports succeeded/failed counts with per-row errors.

Good practices

Use Bulk Enroll for department-wide refreshers

Enroll everyone in Nursing into an annual HIPAA refresher in one action instead of enrolling staff one at a time.

Set a grace period that matches real scheduling constraints

It's the buffer between a due date and being flagged overdue on every compliance report, too tight and staff show up overdue for being a day late; too loose and it hides real gaps.

Revoking a certification requires a reason and can't be undone in the UI

Use it only when a credential was genuinely issued in error or the underlying license has lapsed.

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