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Adding and Withdrawing Task Completions

The Employee Transcript page allows you to add and withdraw Task completions for an individual employee.

This page covers:

  • Tasks
  • Role Permissions
  • Proper Use
  • Adding a Completion for an Assigned Task
  • Adding a Completion for a Task Not Assigned
  • Withdrawing a Task Completion

Tasks

Tasks are Learning & Development (L&D) activities completed outside of TrainTraq such as conferences, classes or certifications from professional organizations and job-related learning activities.

Role Permissions

Managers, Workstation Processor, and Training Admin roles can:

  • View/edit employee transcripts and add or remove L&D activity (or task) completions.
  • Assign tasks to employees. If a task is assigned, the completion needs to be manually entered by the manager, TrainTraq Processor, or TrainTraq Admin role; employees cannot self-record completion of a task assignment.
  • Run task assignments and completions reports.

In addition, Employees can add Task completions to their own Transcripts in the Employee role.

Proper Use

  • Tasks should only be used for L&D activities NOT already listed in the TrainTraq Course Catalog.
  • Tasks will not have course numbers and cannot be used to remove course assignments.
  • Task Descriptions should begin with the type of L&D activity it is. For example:
    • Book: Read “Built to Last” by Jim Collins
    • Conference: Tech Summit 2024
    • Webinar: Spotlight on Security Roles in Workday

Adding a Completion for an Assigned Task

To add a completion for an assigned task:

  1. Select the Transcripts option in the Employee tab menu.
  2. Select an employee using the Employee Search feature. If an employee is not listed, use the Employee Search to select an employee. To learn more about using the Employee Search, refer to the How to Use Employee Search page.
  3. After the employee has been selected, their details (provided by Workday), completed courses, tasks, and programs will display on the Employee Transcript page.
  4. Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task (Training Event) Completion Details page displays.
  5. In the Currently Assigned Tasks section, click the Mark Complete button located to the left of the task you need to mark complete. The Task Completion pop-up window displays.
  6. Enter the date the course was completed into the Completion Date field. The date must be in MM/DD/YYYY format or you can click the Calendar icon to the right of the field and select the date.
  7. Enter the appropriate values into the Score, CEU, CPE, and Comments fields. NOTE: The Score, CEU, and CPE fields are optional. The Comments field is required.
  8. Click the Save button. The Employee Transcript page displays with the task completion listed in the Completed Courses and Tasks section.

Adding a Completion for a Task Not Assigned

To add a completion for a task not assigned:

  1. Select the Transcripts option in the Employee tab menu.
  2. Select an employee using the Employee Search feature. If an employee is not listed, use the Employee Search to select an employee. To learn more about using the Employee Search, refer to the How to Use Employee Search page.
  3. After the employee has been selected, their details (provided by Workday), completed courses, tasks, and programs will display on the Employee Transcript page.
  4. Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task (Training Event) Completion Details page displays.
  5. In the New Entry section, enter the date the course was completed into the Completion Date field. The date must be in MM/DD/YYYY format or you can click the Calendar icon to the right of the field and select the date.
  6. Enter the appropriate values into the Score, CEU, and CPE fields. NOTE: These fields are optional.
  7. Enter a description into the Task (Training Event) Title field. The text entered into the Task (Training Event) Title field will display on the employee’s transcript once the task is completed.
  8. Enter any additional details about the completed task in the Comments field, if necessary. NOTE: The information entered in the Comments field will be visible on the employee’s transcript.
  9. Click the Save button. The Employee Transcript page displays the new task completion listed in the Completed Courses and Tasks section.

Withdrawing a Task Completion

If a task completion is added in error or the completion details were incorrectly entered, you can withdraw the completion from the employee’s transcript.

To withdraw a task completion:

  1. Select the Transcripts option in the Employee tab menu.
  2. Select an employee using the Employee Search feature. If an employee is not listed, use the Employee Search to select an employee. To learn more about using the Employee Search, refer to the How to Use Employee Search page.
  3. After the employee has been selected, their details (provided by Workday), completed courses, tasks, and programs will display on the Employee Transcript page.
  4. Locate the task completion you want to withdraw in the Completed Courses and Tasks section.
  5. Click the Withdraw button located to the right of the task completion you wish to withdraw. A pop-up window displays to verify your request to withdraw the completion. NOTE: A reason is required to be entered before this request can be completed.
  6. Click the Confirm Withdrawal button in the verification pop-up window. The task completion is withdrawn from the employee’s transcript.

NOTE: If you withdraw a completion for a task that was previously assigned, the assignment will reappear on the employee’s transcript.