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Training Management

Make sure the new procedure gets read

Choose who must read each SOP by role, department, country or any other detail about the employee. When a new version is published, they get a training record, and a portal beside it can spell out each step. Their manager sees who is overdue.

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  • Assigned by any detail about the employee
  • Read again when the document changes
  • The manager sees who is overdue
Three screens of VisualQMS: the All Training Records view with a person's training record opened beside it, a department's training overview with the overdue records and the people in the department, and the training record's portal with its three numbered steps and the Open Document button
The system does the chasing

Set the rule once and the right people get their reading list

A training rule picks people by anything recorded about them: role, department, country, user group and so on. Before it goes live, VisualQMS shows how many people it will reach, so a mistake shows early.

  1. Set the rule

    Choose what has to be read and who it applies to, for example every engineer in Australia, how long a completed training stays valid and how long people have to do it.

  2. Everyone gets a record

    Each person the rule covers gets a training record with a due date, and so does anyone who joins later, changes role or moves to another department or country, unless they already hold valid training for it. If the rule says so, a new version of the document starts a new round.

  3. Read and confirm

    Employee

    The employee finds the record on their own training list, reads the document or process map and confirms it as read and understood. Where needed, they also confirm the instructions and forms linked to the SOP.

  4. Overdue goes to the manager

    A record still open when its grace period ends is marked overdue. The employee's manager is notified, and the manager's manager too if you want.

See who still owes you a read-through

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For people who rarely log in

Spell out each step beside the training record

We use portals to make training easier for people who rarely use the system. Beside the training record, a portal can list each step and give them a button that opens the document. The standard M‑Files card shows the same record as a list of fields.

The training record POL 038 4.0 - Document Training - Demo User in M-Files, three ways: in the All Training Records list on the left, in a portal in the middle with three numbered steps, Read Details, Open Document with a green button and Mark as Learned, and on the standard metadata card on the right with the person, the published document, the grace date and the status reason. The workflow state is Overdue.

The portal spells out what to do and opens the document with one button. The standard card shows the same record as a list of fields.

For the manager and the auditor

See whose training is overdue on one board

Each training record sits in the column for its state, with the person and the grace date on the card, and overdue ones stand in a column of their own. Every record also names the document and its version, so at the audit you can show who has read which version. Views can show a person's own training, a department's, the training of the people you manage, or what is overdue.

A kanban board titled Training records with four columns: Pending, Overdue, Learned and Valid, and Training not Done, holding three, three, four and one records. Each card names the document to learn, such as POL 038 4.0 - Procurement Policy, with the person and the grace date, and the cards are coloured by person. Buttons switch the view between List, Calendar, Kanban and Gantt.

The count at the top of each column shows how many records are in that state. The same records also open as a list, on a calendar or as a gantt chart.

See who has to read what in your organisation

Tell us which documents your people have to read and how you keep track today, and we show you in a personal demo how a training rule handles it. We answer the same working day.

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Questions about training records

How is training management in a QMS different from an LMS?
A learning management system focuses on delivering courses. Training management in VisualQMS makes sure people have read and understood the controlled documents and process maps that apply to them, and keeps the training records. VisualQMS can also be integrated with external training systems, for example LinkedIn Learning.
What happens to training records when a procedure is revised?
If the training rule is flagged "Re-train on New Versions", VisualQMS picks up the newly published version and creates new training records for the people the rule covers.
Can training repeat on a schedule?
Yes. A training rule says what has to be trained, how often and under which conditions. It also sets how long a completed training stays valid and how long people have before a new record goes overdue. When a completed training expires, a new training record is created automatically.
What happens when someone joins or changes role?
Training rules look at the details recorded on each employee, such as role, department, country or user group. Someone who joins, changes role or moves to another department or country gets the training that goes with it automatically. Any training they have already completed that is still valid counts, so they don't do it again. If your roles and employee details are kept in Microsoft Entra ID, its groups and the details you choose are synchronised to VisualQMS. The details can also be kept in VisualQMS.
What do we need to get started?
Each employee needs the details your rules will use, such as role, department, country or user group, and a manager for escalation. A connector to Microsoft Entra ID (Azure AD) brings these in and keeps them up to date, and new users can be provisioned from Entra ID or a local Active Directory. The details can also be kept in VisualQMS.
Can people who rarely use the system complete their training?
Yes. They open the training record, read the document and confirm they have understood it. To make that easier, we use a portal beside the record that lists each step, with a button that opens the document.
How do we show training records to an auditor?
Open the training records for the document. Each one names the person, the document and its version, the due date and the state, such as Training Done or Learned and Valid. You can show them as a list or on a board, and a list can go to Excel. For how a clause of the standard is met, see quality standards support.
Is training management part of the core?
Yes. Training Management is one of the core modules, alongside document control with templates, quality standards support, and comments and suggestions. The process maps are a core module.
Is VisualQMS certified, or does it make us compliant?
An accredited certification body certifies your organisation's quality management system. VisualQMS gives you the training rules, records and escalation to show at the audit.
When you are ready for more

Add the quality activities you need

Internal Audit Management

Know where every audit stands, with reminders for the people involved and observations tied to CAPA.

See Internal Audit Management 

Issue Management

Record an issue or a customer complaint, decide how each kind is handled, and keep it tied to the CAPA it leads to.

See Issue Management 

CAPA Management

Corrective and preventive actions with a person responsible and a deadline, linked to the finding that started them.

See CAPA Management 

Change Management

Change requests that say what changes and why, approved before a controlled document is edited.

See Change Management 

Deviation Management

Deviations handled the same way each time, and linked to CAPA.

See Deviation Management 

Non Conformance Management

Non conformances recorded in their own module, taken from registration to review and approval, and linked to the CAPAs that fix them.

See Non Conformance Management 

Risk Management

Risk assessments that follow your own method and stay linked to the CAPAs, changes and documents they concern.

See Risk Management