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Adding and Withdrawing Task Completions

TrainTraq allows learning & development (L&D) activities completed outside of TrainTraq such as conferences, classes or certifications from professional organizations and job-related learning activities to be recorded on an employee’s transcript. These activities are known as tasks.

This page covers:

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

Role Permissions

Managers can:

  • View/edit employee transcripts and add or withdraw task completions.
  • Assign tasks to employees. If a task is assigned, the completion needs to be manually entered by the manager or TrainTraq Administrator; employees cannot self-record completion of a task assignment.
  • Run task assignments and completions reports.

Proper Use

  • Tasks should only be used for L&D activities NOT already listed in the TrainTraq Course Catalog.
  • Added 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
  1. Click the Transcripts option located in the Employee tab menu. The Employee Transcript page displays.
  2. Select an employee from the My Employee(s) list. The Employee Transcript page populates with the selected employee’s details and completed courses, tasks, and programs.
  3. Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task Completion Details page displays. Manager view of the Employee Transcript page with the Add Task Completion button highlighted.
  4. In the Current 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. Manager view of the Task (Training Event) Completion Details page with the Mark Complete button next to a task highlighted.
  5. Enter the date the course was completed into the Completion Date field. If typed, the date must be in MM/DD/YYYY format. Alternatively, you can click the Calendar icon to the right of the field and select the date from the calendar displayed. Manager view of the pop-up that appears after clicking the Mark Complete button.
  6. Enter the appropriate values into the Score, CEU, CPE, and Comments fields. Note: Comments appear on the Employee Transcript.
  7. Click the Save button. The Task Completion Details page displays with the Currently Assigned Tasks area updated and a notification will appear at the top of the page to let you know that the completion was successfully recorded. Manager view of the Task (Training Event) Completion Details page showing the Operation successful and Cancel button highlighted.
  8. Click Cancel to return to the Employee Transcript page. The task completion will be listed in the Completed Courses and Tasks section.
  1. Click the Transcripts option located in the Employee tab menu. The Employee Transcript page displays.
  2. Select an employee from the My Employee(s) list. The Employee Transcript page populates with the selected employee’s details and completed courses, tasks, and programs.
  3. Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task Completion Details page displays. Manager view of the Employee Transcript page with the Add Task Completion button highlighted.
  4. In the New Entry section, enter the date the course was completed into the Completion Date field. If typed, the date must be in MM/DD/YYYY format. Alternatively, you can click the Calendar icon to the right of the field and select the date from the calendar displayed. Manager view of the Task (Training Event) Completion Details page with the Completion Date field highlighted and the drop-down calendar showing.
  5. Enter the appropriate values into the Score, CEU, and CPE fields. Manager view of the Task (Training Even) Completion Details page with the Score, CEU, and CPE fields highlighted.
  6. 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. Manager view of the Task (Training Event) Completion Details page with the Task (Training Event) Title and Comments fields highlighted.
  7. Enter additional details about the completed task into the Comments field. Note: Comments will appear on the Employee Transcript.
  8. Click the Save button. The Employee Transcript page displays with the new task completion listed in the Completed Courses and Tasks section and a notification will appear at the top of the page to let you know that the completion was successfully recorded. Manager view of the Employee Transcript with the Operation successful and newly added task highlighted.

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. From the Employee Transcript page, select an employee.
  2. Locate the task completion you want to withdraw in the Completed Courses and Tasks section.
  3. 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. Manager view of the Employee Transcript page with the Select button next to the third employee labeled 1, the first task in the Completed Courses and Tasks list labeled 2, and the Withdraw button for that task highlighted and labeled 3.
  4. In the verification pop-up window, enter a reason for withdrawing the course completion and click the Confirm Withdrawal button. Manager view of the Employee Transcript page showing the pop-up that appears after clicking the Withdraw button.
  5. The task completion is withdrawn from the employee’s transcript and a notification will appear at the top of the page to let you know that the withdrawal was completed successfully. Manager view of the Employee Transcript page with the Operation successful message highlighted.