Configure training requirements and certificate approval

Understand the outcome

Requirements set what must be completed; approvals decide what counts.

Training records events, attendance, hours, continuing-education credit, and certificates. Officers publish sessions to the roles that need them, record attendance, and complete the event so hours and CE are credited. Requirements tied to roles or certifications show who is compliant, members can log outside training for approval when the department turns that on, and records export to PDF or CSV.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• Decide each requirement’s hours, period, and audience.
• Decide who approves certificates.
• Decide whether to allow self-logged training.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Training plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• My Training/modules/training/my
• Calendar/modules/training/calendar
• All Trainings/modules/training/events
• New training/modules/training/events/new
• Records/modules/training/records
• Compliance/modules/training/compliance
• Analytics/modules/training/analytics
• Reports/modules/training/reports
• Categories/modules/training/categories
• CE Types/modules/training/ce-types
• Requirements/modules/training/requirements
• Settings/modules/training/settings

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Create a requirement

   Open Requirements and set the hour target and period: annual, biennial, rolling, or one-time.

2. Step 2Set the audience

   Filter by role or certification.

3. Step 3Set certificate approval

   Choose whether uploads need approval in Training settings.

4. Step 4Turn on self-logging if wanted

   Enable it in settings and choose who approves.

5. Step 5Review submissions

   Approve or return certificates and self-logged training, individually or in bulk.

6. Step 6Check compliance

   Use the Compliance view to find who is behind.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Define categories and CE types before entering historical records.
• Control point
  Decide who may create events versus complete them.
• Control point
  Decide whether to turn on self-logged training and who approves it.
• Control point
  Assign requirements to the right roles or certifications.
• Control point
  Check the compliance view on a regular schedule; there are no automatic compliance reminders.
• Control point
  Test an individual record export before an audit.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• Approved training changes a member’s status.
• Pending items don’t count.
• The compliance table matches expectations.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

Approved training doesn’t count

Check the requirement’s audience and period.

A member can’t upload

Check the upload permission.

No reminders went out

Training doesn’t send automatic reminders; follow up from Compliance.

Related Training capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Training events with drafts, publishing to target roles, mandatory flags, outside instructors, and a training calendar
• Bulk attendance and outside attendees, with hours and CE awarded on completion
• Self-logged training (off by default) that officers approve or return, including in bulk
• Member certificate uploads with an optional approval workflow
• Categories and CE types
• Requirements with hour targets over annual, biennial, rolling, or one-time periods, filtered by role or certification
• Compliance table and analytics for hours delivered, members trained, and attendance rate
• Report builder with saved reports, individual records, and logged PDF/CSV exports

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• ResourcesVersioned documents with acknowledgement and signature tracking (formerly Policies).
• RecruitingApplication Hubs, reviews, interviews, references, and conversion (formerly Applications Flow).

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Training

Return to the Training module guide for connected workflows, dependencies, portal destinations, and additional procedures.