External Training Records

Overview

The External Training Records feature allows administrators to track and manage training completed outside the 5Mins platform. This is especially valuable for organizations in compliance-heavy industries that conduct offline workshops or need to document training from multiple sources in one centralized location.

Benefits

  • Maintain comprehensive training records for all employees in one place

  • Ensure compliance requirements are properly tracked and documented

  • Generate consolidated reports for auditing purposes

  • Eliminate the need to manage separate training tracking systems

Use Cases

Offline Workshop Documentation

Record participation in in-person workshops, conferences, or seminars that employees attend outside the digital learning environment.

External Certification Tracking

Monitor professional certifications obtained through third-party providers, including expiration dates to ensure timely renewals.

Regulatory Training Audits

Quickly generate reports for compliance auditors showing all required training completions across your organization.

How to Add External Training Records

Individual Record Entry

  1. Navigate to Learning Records: From the left sidebar, click on "Learning Records"

  2. Select External Training: Choose the "External Training" tab

  3. Add a New Record: Click the "Add External Training" button

  4. Fill in Learner Information:

    • Enter the learner's company email in the "Learner Info" section

  5. Enter Training Details:

    • Name: Provide the title of the training

    • Provider: Enter the name of the organization that provided the training

    • Dates:

      • Start date: When the learner began the course

      • Completion date: When the learner achieved the training goals

      • Expiration date (optional): If the certification has an expiration date

    • Duration & Result:

      • Duration of the training: Enter the length in minutes, hours, or days

      • Score (optional): Record the percentage score if applicable

      • Result (optional): Select Passed or Not Passed

  6. Save the Record: Click "Add Training" to save the entry

Viewing and Managing Records

  • All external training records appear in the External Training tab

  • Records can be filtered and sorted by various criteria

  • Reports can be downloaded for further analysis or record-keeping

Best Practices

  1. Consistent Naming: Use consistent naming conventions for training programs to make reporting easier

  2. Complete Information: Provide all relevant dates and details for comprehensive record-keeping

  3. Regular Updates: Review and update records regularly, especially for compliance-critical training

  4. Documentation: Maintain supporting documentation for external training when required for compliance purposes

Common Questions

Q: Can I add training records for employees who haven't registered on 5Mins yet?
A: Yes, you can add records for any employee using their company email, even if they haven't yet registered on the platform.

Q: Are expiration dates required?
A: No, expiration dates are optional and should only be added for certifications or training that actually expires.

Q: How do I edit a training record after it's been created?
A: Select the record from the list and click the edit icon to modify any details.

Q: Why should I include the training duration?
A: Duration helps track time investment in learning and may be required for certain compliance reporting.

Feedback

If you have any feedback about adding or managing external training records, please let us know. Please send your feedback here