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.
Managers and HR Liaisons with TrainTraq Dept 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 or TrainTraq Administrator; employees cannot self-record completion of a task assignment.
- Run task assignments and completions reports.
Notes:
- This should only be used for L&D activities NOT already listed in the TrainTraq Course Catalog.
- L&D activities (or tasks) added using this functionality will not have course numbers and cannot be used to remove course assignments.
- L&D activity (or task) titles should begin with the type of L&D activity it is. For example:
- Book: Read “Built to Last” by Jim Collins
- Conference: 2019 National Conference on Race and Ethnicity in American Higher Education (NCORE)
- Webinar: Spotlight on Security Roles in Workday
Adding a Task Completion
The following section describes how to add a task completion for an individual employee for a task previously assigned and also for tasks completed, but not listed as a current assignment.
Adding a task completion for a task previously assigned
- Click the Transcripts option located in the Employee tab menu. The Employee Transcript page displays.
- Select an employee using the Employee Search button. The Employee Transcript page populates with the selected employee’s details and completed courses, tasks, and programs.
- Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task Completion Details page displays.
- 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.
- 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.
- Enter the appropriate values into the Score, CEU, CPE, and Comments fields.
- Click the Save button. The Employee Transcript page displays with the task completion listed in the Completed Courses and Tasks section.
Adding a task completion for a task NOT previously assigned
- Click the Transcripts option located in the Employee tab menu. The Employee Transcript page displays.
- Select an employee using the Employee Search button. The Employee Transcript page populates with the selected employee’s details and completed courses, tasks, and programs.
- Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task Completion Details page displays.
- 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.
- Enter the appropriate values into the Score, CEU, and CPE fields.
- 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.
- Enter additional details about the completed task into the Comments field.
- Click the Save button. The Employee Transcript page displays with 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:
- From the Employee Transcript page, select an employee.
- Locate the task completion you want to withdraw in the Completed Courses and Tasks section.
- 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.
- Click the OK button in the verification pop-up window. The task completion is withdrawn from the employee’s transcript.
- Note that if you withdraw a completion for a task that was previously assigned, the assignment will reappear on the employee’s transcript.