Track training compliance

Denise has finished her mandatory reporter training and brought the certificate. You want it on her record with its expiry, and you want to know how the club stands overall. This page is how to record a training and how to read the two compliance screens.

Who can do this

• Front-line staff
• Site director
• Regional director
• Organisation admin
• Super admin

The list of trainings itself can be read without signing in to PTRS at all. It contains no personal data.

What you need

Know what PTRS measures you against. The training catalogue has sixteen entries and fifteen are mandatory. Medication Administration is the only optional one. Every compliance figure in Staff is "how many of those fifteen does this person hold, unexpired?"

That means a brand-new staff member is fifteen short on day one, and the organisation-wide percentage starts at zero and only moves when somebody holds all fifteen.

The full list, with the rule each one comes from, is on Fields and limits.

Record a completed training

1. Open the staff member, then the Training tab.

2. Press Add Training Record. The dialog lists the catalogue.

3. Choose the training, then enter:

   Field	Required	Note
   Completion date	Yes
   Expiry date	No	Enter it. Without one the record never expires and never shows as a gap.
   Provider	No	Up to 300 characters
   Certificate number	No	Up to 100 characters
   Certificate URL	No	A link to the certificate, up to 500 characters. PTRS stores the link, not the file.
   Hours	No	Any number is accepted

   For CACFP Program Training the dialog also offers four fields the federal CACFP rules ask for: training date, location, topics covered and attendee name. They are stored and not shown on any Staff screen.

4. Submit. A message reads "Training record added".

Checkpoint

The record appears in the list. If the training is one of the fifteen mandatory ones, the Training Compliance panel above the list drops its Missing count by one.

If it does not, check the expiry date. A record whose expiry is already past counts as Expired, not completed.

Set the expiry date yourself. PTRS will not work it out.

Every training in the catalogue has a frequency: fourteen are annual, Mandatory Reporter Training is every two years, and Youth Development Fundamentals is once, on hire. None of that is applied. The expiry date on a record is whatever you type, and nothing checks it against the frequency. Record an annual training with an expiry ten years out and PTRS treats it as current for ten years.

The catalogue's grace period, 30 days on most entries, none on Mandatory Reporter Training and 90 on Youth Development Fundamentals, is likewise stored and never applied. A record is expired the day after its expiry date, full stop.

Read one person's position

The Training Compliance panel on the Training tab shows:

Figure	What it counts
Total required	Always 15
Completed	Mandatory trainings with a current record, including ones expiring within 30 days
Expired	Mandatory trainings whose newest record has passed its expiry
Missing	Mandatory trainings with no record at all
Is compliant	Yes only when Expired and Missing are both zero

Below it, Training Expiry Alerts lists each gap as Missing, Expired or Expiring Soon (shown on screen as one word), with the last completion date and the days remaining.

A training expiring inside 30 days appears in both the completed count and the gap list. That is on purpose; the two answer different questions. It does mean the figures do not add up to fifteen the way you expect.

Read the organisation's position

Open Staff, then Training Compliance, subtitled "Organization-wide training compliance status and gap analysis".

Figure	What it counts
Total staff	Active staff only
Fully compliant	Nothing expired and nothing missing across all fifteen
Partially compliant	Something missing or expired, but not everything missing
Non-compliant	Missing every one of the fifteen
Compliance rate	Fully compliant divided by total staff, to one decimal place
Top gaps	The ten trainings with the most missing or expired records, each with the rule it comes from

Non-compliant is a much narrower group than it sounds

A person with fourteen of fifteen trainings and one expired is partially compliant. Only someone with no mandatory training at all is non-compliant, which in practice means a brand-new hire. The compliance rate is the strict figure, counting only people complete on all fifteen. Use it for the trend and Top gaps for the work.

PTRS can produce the same figures for one site, and no Staff screen shows them. They are used by Health and Safety.

What PTRS records

The record is on the staff member's file, counted by both compliance screens and by the Training figure on the Staff page. The audit trail carries an entry naming the training and the staff member.

What this does not do

A training record cannot be corrected once saved

No screen can edit a training record, and nothing can delete one. A record saved with the wrong expiry date, provider, certificate number or hours stays wrong.

The only remedy is to add a second record for the same training with the right dates. PTRS uses the record with the newest completion date, so the correct one governs. Both stay visible in the list. PTRS does not warn about the duplicate.

Eleven of the fifteen mandatory trainings raise nothing when they expire

PTRS's nightly training check looks at four trainings only:

Training	Alerted at
CPR Certification	30 days before expiry
First Aid Certification	30 days
CACFP Program Training	60 days
Mandatory Reporter Training	60 days

The other eleven mandatory trainings, Health and Safety Orientation, Civil Rights, Suspension and Expulsion Prevention, Ethics and Boundaries, Anti-Harassment, Trauma-Informed Care, Transportation Safety, Cyber Safety, Bullying Response, PBIS and Youth Development Fundamentals, are not checked at all. Their expiry produces nothing: no alert, no note, no log line. They still show as gaps on both compliance screens, and that is the only place they show.

Even the four that are checked reach nobody

For those four, the nightly check writes a line in PTRS's log addressed to the staff member's own email address, not to their site director, and no email leaves PTRS. Each of the four rules names who should be told, such as "Notify Site Director and HR", and nothing reads that. The check's third pass, which finds people missing a mandatory training entirely, writes a warning to the log and nothing else. See What happens automatically.

A training record cannot be verified

There is no way to record that somebody checked the certificate behind a training record, as there is for a credential. The verified mark in the record list is never shown for anyone.

Position does not change what is required

Each training in the catalogue says which positions it applies to, and nothing reads that. All fifteen mandatory trainings are required of every staff member whatever their job. An aide who is never alone with children is measured against the same fifteen as a site coordinator. Since no position is ever assigned anyway, there is no way to fit training requirements to a job in PTRS today.

When PTRS refuses

What you see	What it means	What to do
Training catalog entry with ID '…' was not found.	The dialog's list was stale	Reload the page
Invalid completion date format: '…' or Invalid expiry date format: '…'	The date could not be read	Use the date pickers
Staff member with ID '…' was not found.	The staff member is in another organisation, or the page is stale	Reopen from the directory
The Training Compliance panel shows 15 missing for an experienced person	Correct. It counts records in PTRS, not certificates in a drawer	Record what they hold
Unable to load training compliance data.	The screen's one request failed, and it does not say why	Reload. If it keeps happening, your role or your account's organisation is the likely cause.

Related

• Staff fields and limits, all sixteen entries and their sources
• Record a credential, because CPR and First Aid are also credentials, tracked separately
• What happens automatically
• Staff troubleshooting