Part 1Getting Started

Welcome to TrainGrid

TrainGrid is your single source of truth for workplace training and compliance. It tracks who has been trained, who is coming due, and who is overdue; it watches certificate expiry dates so nothing lapses unnoticed; and it turns all of that into audit-ready proof you can print or export the moment an inspector or auditor asks. Because it is built for organizations that run more than one site, every location, department, and employee lives in one place — so you always know, at a glance, exactly where your compliance stands across the whole operation.

The five roles at a glance

Everyone in TrainGrid has a role that sets what they can see and do. There are five:

• Administrator — Full control of the workspace, including billing and organization settings. Usually the person who created the account.
• Manager — Everything an Administrator can do, except billing. Your day-to-day managers.
• Training Coordinator — Runs the training program: manages employees, courses, assignments, completions, and reports.
• Supervisor — Views and records training completions for the location(s) they're responsible for — nothing outside their sites.
• Viewer (auditor) — Read-only access for audits and inspections. Can see and export, but never change anything.

Note: The full breakdown of exactly what each role can do is covered later in this guide. For now, this is just to help you find where you fit.

Signing in

Sign in to your workspace

1. Go to https://traingrid.app in your web browser.
2. On the Welcome back screen, enter your Email and Password.
3. Select Sign in. You'll land on your Dashboard.

Tip: Bookmark https://traingrid.app so you can get back in one click.

Reset a forgotten password

1. On the sign-in screen, select Forgot password?
2. On the Reset your password screen, enter your Email and select Send reset link.
3. Check your inbox for the secure link and open it.
4. On the Choose a new password screen, enter a new password (at least 8 characters) and select Update password. You'll be signed straight in.

Note: For your security, TrainGrid always says a link is "on its way" whether or not the email is registered, so the message doesn't reveal who has an account. If the link ever says it's invalid or expired, just request a new one from Forgot password?

Creating your organization (first-time setup)

The very first time you sign up, TrainGrid walks you through a single setup step to create your organization. (If you were invited by a colleague, you'll join their organization instead and skip this.)

Set up your organization

On the Set up your organization screen you'll provide three things:

1. Organization name — your company's name (for example, Acme Foods). This is required.
2. Primary location (optional) — the first site where training happens (for example, Main Plant). You can add more locations later, so it's fine to start with one.
3. Timezone — TrainGrid detects your browser's timezone automatically. Change it if your site is somewhere else. This matters: it's what TrainGrid uses to calculate due dates and decide what counts as overdue.

Then select Create organization.

That's it — there's only one step. You'll be taken straight to your Dashboard, ready to add your team, your employees, and your courses next.

Finding your way around

Once you're in, TrainGrid has three ways to move around: the left sidebar for the main areas, the top header for workspace-level controls, and the command palette for jumping anywhere instantly.

The left sidebar

The sidebar down the left is your main menu, grouped under Training:

• Dashboard — your at-a-glance compliance overview: overall compliance, what's overdue, and what's expiring.
• Training Matrix — a grid of every employee against every course, colour-coded by status. Your live "who's trained on what" spreadsheet.
• Assignments — where you hand training out: the assign wizard.
• Record Completion — the full training list: every record of who was assigned what, when it’s due, and whether it’s done. This is where you record completions, waive requirements, reschedule, attach certificates, and export or print.
• Employees — your people: profiles, training history, and their transcript.
• Courses — your course catalog: what training exists and how it recurs.
• Reports — printable, exportable reports for audits and reviews.

If your role allows it, you'll also see an Organization group with:

• Administration — settings for the whole workspace (members, permissions, locations, departments, and more). Administrators and Managers see this; auditors see it too if they have audit-log access.

Tip: Selecting the TrainGrid logo at the top of the sidebar always brings you back to the Dashboard.

The top header

Running along the top of every screen:

• Organization switcher — the button showing your organization's name (with a building icon) on the left. If you belong to more than one organization, open it to switch between your Workspaces; a checkmark shows which one you're in.
• Search or jump to… — the search box; select it (or press the shortcut) to open the command palette.
• Notifications bell — alerts for things that need attention, such as training coming due. A count appears when you have unread items.
• Theme toggle — the sun/moon button switches between light and dark mode.
• Your account menu — the circle with your initials on the far right. It shows your name, email, and role, plus Keyboard shortcuts, Help — user guide (this document), Contact Support, Reset password (emails you a reset link), a Settings section linking About, Terms of Service, Security, Data protection and the Privacy Policy, and Sign out.

The command palette

The command palette is the fastest way to get anywhere.

1. Press Ctrl+K (on Windows) or Cmd+K (on Mac) — or select Search or jump to… in the header.
2. Start typing. It searches your employees, your courses, and every page, and offers quick Actions like Assign training…, New course…, or Import employees from CSV… (you'll only see the actions your role permits).
3. Use the arrow keys and press Enter to jump straight there.

Keyboard shortcuts

Press ? (the question-mark key) anywhere to open the Keyboard shortcuts dialog. The core shortcuts are:

• Cmd/Ctrl+K — Open the command palette
• Cmd/Ctrl+B — Toggle (collapse or expand) the sidebar
• ? — Show the shortcuts dialog

Tip: Collapsing the sidebar with Cmd/Ctrl+B gives you more room for wide screens like the Training Matrix. When collapsed, hover any icon to see its label.

Light and dark mode

Select the sun/moon button in the header any time to switch between light and dark mode. TrainGrid remembers your choice.

Core concepts you'll see everywhere

A few ideas run through the whole product. Once these click, everything else makes sense.

Organizations and locations

Your organization is your whole company in TrainGrid. Within it, locations are your physical sites — plants, warehouses, branches. Every employee belongs to a location, and Supervisors are scoped to specific locations so they only see and manage their own site. You set up your first location during onboarding and can add more under Administration → Locations.

Departments and positions

Inside your organization you organize people two ways:

• Departments — the teams or areas people work in (for example, Production, Sanitation, Shipping).
• Positions — job titles (for example, Line Operator, Forklift Driver).

Both help you filter the matrix and reports, and target training to the right groups. You manage them under Administration → Departments and Administration → Positions.

Employees

Employees are the people whose training you track — active staff at your sites. Each has a profile with their department, position, location, and a full transcript of everything they've been trained on. You can add employees one at a time, or import many at once from a spreadsheet using Import employees from CSV.

Courses and course types

Courses are the individual trainings you deliver — WHMIS, Forklift Operator Certification, HACCP Awareness, and so on. Your Courses catalog is the master list. Each course has a type that describes how it's delivered:

• In-person — classroom or hands-on sessions
• Online — self-paced online modules
• Video — watch-a-video training
• External — training run by an outside provider
• Practical — hands-on skills assessments

Courses can also be marked mandatory, carry a passing grade, and require a certificate.

Assignments (assign → due → complete)

An assignment is one course given to one employee. It's the heart of TrainGrid, and it moves through a simple lifecycle:

1. You assign a course to an employee (or many employees at once) and set a due date.
2. Time passes; TrainGrid tracks whether it's still on time, coming due, or late.
3. You record the completion — with the date, and a grade or certificate if the course needs one.

You do this from Assignments, or straight from the Training Matrix by selecting a cell.

Compliance statuses (calculated, never typed)

Every assignment shows a status. This is the single most important thing to understand: TrainGrid works out the status for you automatically from the dates — you never set it by hand. That's what makes your compliance numbers trustworthy at audit time. The statuses are:

• Completed — done and current.
• Due soon — coming due within your organization's warning window.
• Overdue — past its due date and not yet completed.
• Expired — was completed, but its certificate has passed its expiry date.
• N/A (waived) — deliberately marked as not applicable to this person.
• Pending — assigned, but not yet started (its due date is still in the future).

Because these are calculated from real dates, they update themselves as time passes — no one can "mark it green" to hide a gap.

Recurrence

Many trainings must be repeated on a cycle — annually, every three years, and so on. When a course is set to recur, completing it automatically schedules the next one for you, on the right date. You never have to remember to re-assign recurring training; TrainGrid keeps the cycle going on its own.

Certificates and expiry

Some courses grant a certificate that's valid for a set period (for example, a forklift certification valid for three years). When you record the completion, you capture the certificate and TrainGrid tracks its expiry date. As that date approaches, the training shows as Due soon, and once it passes, it flips to Expired — so lapsed certifications surface on your Dashboard and in the Expiring certificates report long before they become a problem.

Part 2Employees & Courses

Managing Employees

Employees are the people who receive training in TrainGrid. Every assignment, certificate and compliance number is tied to an employee record. This section covers how to find people, add them one at a time, import your whole roster from a spreadsheet, and keep records tidy as people join and leave.

Note: Adding, editing, importing and archiving employees is available to Administrators and Managers. If you're a supervisor or viewer, you'll see employee records but not the buttons to change them. Supervisors only see the people at their assigned locations.

The employees list

Open Employees from the sidebar to see everyone in your organization. Each row shows the person's name, their email (if you have one on file), and columns for Employee #, Department, Position, Shift, Supervisor, Hire date and Status. Click any row to open that person's profile.

At the top of the list is a toolbar for narrowing things down:

• Search name or number — start typing a name or employee number and the list filters as you type.
• All departments — show only one department.
• All locations — filter by site. (This filter only appears when your organization has more than one location.)
• Status — choose Active, Archived, or All statuses. The list shows Active people by default.

Two more controls sit on the right:

• Columns — show or hide any of the optional columns. Your choices are remembered on this device.
• Export CSV — download the people currently shown (matching your filters) as a spreadsheet.

At the bottom, the list tells you how many people you're viewing (for example, "Showing 1–50 of 132") and gives you Previous and Next buttons to page through larger rosters. Fifty employees appear per page.

Tip: To act on several people at once, tick the checkbox at the start of each row. A bar appears with Archive and Unarchive options for the selected people.

Adding one employee

Use this when you're onboarding a single new hire.

1. On the Employees page, click New employee.
2. Fill in First name and Last name. These are the only required fields (marked with a red asterisk).
3. Optionally add any of the rest: Employee number, Email, Department, Position, Location, Shift, Employment type (Internal or External — use External for agency and contract staff, so you can report on them separately), Supervisor, Hire date, and Notes.
4. If your organization has set up Custom fields, they appear in their own section on the form — fill in any that apply.
5. Click Create employee.

TrainGrid saves the record and opens the new person's profile, where you can start assigning training.

Tip: Onboarding a whole team or plant at once? Skip the one-at-a-time form and use Import CSV instead — it's far faster.

Importing employees from a spreadsheet

The import wizard brings your entire roster in from a CSV file (the format every spreadsheet app and HR system can export). TrainGrid recognizes both its own template and the column names common HR exports use — like "Legal First Name," "Home Department Description" and "Hire/Rehire Date" — so in most cases you can upload your existing export as-is.

1. On the Employees page, click Import CSV. The wizard opens with a four-step guide across the top: Upload → Map columns → Preview & import → Done.
2. Upload. Click Click to choose a .csv file and pick your file (up to 2,000 rows per import). If you don't have a file yet, click Download template for a correctly formatted starting point, fill it in, and upload it.
3. Map columns. TrainGrid reads your header row and matches each column to the right field automatically. Review the matches; every field shows the column it's pulling from. Change any that look wrong using the dropdowns, or set one to Not mapped to skip it. Only First name and Last name are required. Click Continue.
4. Preview & import. You'll see your rows with a green badge counting how many are ready to import and, if any rows have problems (a missing name or an invalid email), a red badge for the ones that will be skipped. Any row's specific issue is listed in the Issues column so you can fix it in your file and re-upload.

• New departments, positions and locations found in your file are created for you automatically — you don't need to set them up first.
• If your organization has more than one location, you can choose a Default location to apply to any row that doesn't list one.

1. Click Import (number) employees to finish. The Done screen summarizes how many were Created, Skipped (duplicates) and Skipped (errors), and notes any new locations that were created. The whole import is recorded in your audit log.

Note: Re-importing is safe — it won't create duplicates. TrainGrid matches incoming rows against people you already have (by employee number or email, and for rows that have neither, by name plus department). Anyone who already exists is skipped rather than duplicated, so you can re-run the same file to pick up new hires without worrying. People are never merged on name alone, so two different people with the same name are both kept.

There's one optional power feature on the preview step for organizations that already have employees: a checkbox to Archive active employees who aren't in this file. Tick it only when the file you're uploading is your complete current roster — anyone active today but missing from the file is treated as having left and is archived (their history is kept, and they can be restored on rehire). Leave it unticked to simply add and update people.

The employee profile

Clicking a person opens their profile. The top card shows their name, status, and details — Employee #, Email, Department, Position, Location, Shift, Supervisor and Hire date — plus any Custom fields that have a value. From here you can Assign training (for active employees), Edit the record, or Archive them. An Administrator also sees a Delete button — but only while the person has no training records at all (someone added by mistake, say). The moment any training is assigned, permanent deletion is off the table and Archive is the way to remove them, so history is never lost.

Below the card are four tabs:

• Training — the person's current status for each course they're assigned: due date, when they completed it, certificate expiry and grade. This is the "where do they stand right now" view.
• History — every assignment they've ever had, newest first: completed, waived or pending. This is the audit-ready record. Click any row to see the full detail.
• Certificates — completed courses that carry a certificate, each shown as a card with its completion date, expiry date and a colored chip telling you how many days are left (or how long ago it expired). Any attached certificate files are linked here.
• Notes — free-text notes about the employee. If you can edit, type and save here; TrainGrid records who last edited the notes and when.

Editing an employee

1. Open the person's profile and click Edit (or Edit from the row).
2. Change any details, including custom fields and notes.
3. Click Save changes.

Archiving and unarchiving

Archiving is how you handle people who leave — it keeps their full training history for audits but removes them from active lists and from your compliance numbers, so departed staff never drag your percentage down.

To archive someone:

1. Open their profile and click Archive (or select one or more people in the list and click Archive in the selection bar).
2. Optionally enter a Reason (for example, "Left the company").
3. Confirm by clicking Archive.

To bring someone back (for example, on rehire), find them by switching the list's status filter to Archived or All statuses, open their profile, and click Unarchive — or select them in the list and click Unarchive. They return to active status and rejoin your compliance calculations, with all of their history intact.

Tip: After unarchiving a rehire, glance at their Training tab. Old due dates may now be overdue; you can reschedule those from each record.

Custom fields

If your organization tracks something TrainGrid doesn't have a built-in field for — a badge color, a union code, a contractor flag — an Administrator or Manager can define it under Admin → Custom fields as text, number, date or dropdown. Once defined, custom fields appear in a Custom fields section on the employee form, show on the profile (when they have a value), and are included in the employees Export CSV.

Building Your Course Catalog

Courses are the foundation of TrainGrid. Everything else — assignments, the compliance matrix, certificates and reports — is built on the courses in your catalog. A course defines what the training is and how it behaves: whether it repeats, whether it issues a certificate that expires, whether it counts toward compliance.

Note: Creating and editing courses is available to Administrators and Managers.

The course catalog

Open Courses from the sidebar to see your catalog. Each row shows the course's title and code, plus Category, Type, Duration, Recurrence, Certificate validity, whether it's Mandatory, its Status, and the default Instructor. Click any row to open the course's detail page.

The toolbar lets you narrow the catalog:

• Search title or code — filter as you type.
• All categories — show one category, or Uncategorized.
• All types — filter by delivery type (in-person, online, and so on).
• All courses — switch to Mandatory only or Optional only.
• Status — Active, Inactive, or All statuses. Active courses show by default.

Click Clear to reset all filters, or Export CSV to download the currently filtered list. A count on the right tells you how many courses match ("X of Y courses").

Starting from scratch: Add starter courses

If your catalog is empty, TrainGrid offers a head start. On a brand-new organization's Courses page you'll see two choices:

• Add starter courses — instantly loads a set of common training courses so you have something to build on. Edit or remove any that don't fit your operation.
• New course — build your first course by hand.

Tip: Even if the starter set isn't a perfect match, it's usually faster to load it and tweak than to start from a blank page.

Creating a course

1. On the Courses page, click New course.
2. Fill in the Course details section:

• Code — a short identifier, unique within your organization (for example, TR-1001). TrainGrid suggests one automatically, which you can keep or change.
• Title — the course name people will recognize (for example, "GMP Refresher").
• Description — what the training covers and who it's for. Optional but recommended.
• Category — group the course (Safety, Quality, and so on), or leave it as No category.
• Type — how the training is delivered: In-person, Online, Video, External or Practical.
• Default instructor — pre-filled when someone records a completion; it can always be overridden at that point. Optional.
• Duration (minutes) — how long the course takes. Optional.

1. Set the Scheduling & certificates section (each of the toggles below reveals more options when turned on):

• Repeats — turn this on for training that must be redone on a cycle. Then set Repeat every (days), either by typing a number or using the Weekly, Monthly, Quarterly or Annual shortcut buttons. When someone completes the course, TrainGrid automatically schedules the next assignment this many days later. Leave Repeats off for one-time training that never needs redoing.
• Requires certificate — turn this on if completing the course issues a certificate that expires. Then set Valid for (days), either by typing a number or using the 1 yr, 2 yr, 3 yr or 5 yr shortcuts. The certificate expires this many days after completion, and TrainGrid tracks the countdown on the employee's profile and in reports.
• Passing grade (%) — optional. If you set one, completions recorded below this grade are flagged (they're still recorded, just marked so you can follow up).
• Mandatory course — turn this on for training required of everyone. Mandatory courses count toward your compliance percentage for every employee and drive the missing-mandatory-training report.

1. Click Create course. TrainGrid saves it and opens the course detail page.

Note: When a course both Repeats and Requires certificate, the next recurring assignment is scheduled for the certificate's expiry date (completion date + validity) rather than the plain repeat interval — so retraining lines up exactly with when the certificate lapses.

The course detail page

The detail page is the home for a single course. At the top you'll see the title, code, category, type, and badges for Mandatory and Active/Inactive status, plus Edit, Deactivate (or Reactivate) and, in some cases, Delete buttons.

The page then shows:

• Assignment stats — four tiles: Total assignments, Completed, Pending, and Overdue / expired, so you can see the health of this course at a glance.
• Recent assignment activity — the latest people assigned this course, with their department, due date, status, completion date and grade.
• Properties — the course's full configuration (code, category, type, duration, recurrence, certificate validity, passing grade, mandatory, default instructor, status, and created/updated dates) in one reference list.
• Materials & SOPs — attach the talk sheet, SOP, handout or translated versions for this course so they're one click away. Click Add material to upload a file; click a file's name to open it; use the trash icon to remove one.

Editing and archiving a course

To change any of a course's details, click Edit on its detail page, make your changes, and click Save changes.

To retire a course, click Deactivate. Deactivating stops the course from being used for new assignments while keeping all existing assignments and completion history intact — nothing is lost, and you can click Reactivate at any time to bring it back. This is the right choice for almost every course you no longer use, including mandatory ones.

Note: A permanent Delete button appears only for a course that has never had any assignments — a course used by mistake, say. Once a course has any assignment history, deletion is disabled and Deactivate is used instead, so your records stay complete for audits. Deletion is available only to Administrators and cannot be undone; every deletion is written to the audit log.

Part 3Training Matrix & Assignments

Training Matrix

The Training Matrix is your live, at-a-glance grid of who has what training. Every employee is a row; every course (or every week) is a column; and each cell is colour-coded to show status right now — no spreadsheet to maintain, no formulas to update. It's the fastest way to spot a gap, and the report an auditor most wants to see.

Open it from the sidebar under Training Matrix.

Note: The matrix always respects your access. Supervisors and other location-scoped roles see only the employees and sites they're responsible for — the grid, filters and printout are all limited accordingly.

The two views

At the top left, a toggle switches the whole grid between two ways of looking at your training.

• By course — employees down the side, courses across the top. This is the compliance master grid: one glance tells you every course each person holds and where they stand. Mandatory courses are marked with a dot in the column header. A Done column on the right shows each person's completed-vs-assigned tally, with an overdue count in red when they're behind.
• By week — employees down the side, calendar weeks across the top. This mirrors the old weekly toolbox-talk sheet: each cell shows how many of that week's sessions the person has completed (for example, 2/3). The current week is tagged now; upcoming weeks are shaded and tagged upcoming.

Reading the colour-coded cells

In By course, each cell tells you the status of one course for one person:

• Completed (green) — done and current.
• Due soon (amber) — assigned and coming up.
• Overdue (red) — past its due date and not completed.
• Expired (red) — a certificate that has lapsed. For certificate courses, a fresh retraining assignment is created automatically, so look for a new pending cell in the same column.
• Pending (a small grey dot) — assigned, with time still to go.
• N/A (waived) — deliberately marked not applicable for this person.
• Not assigned (a faint dash) — this course was never assigned to this person.

In By week, the same colours describe the whole week's toolbox talks for that person:

• All completed (green), Partially completed (amber), None completed (past) (red), Due, not completed yet (grey), and Nothing due for an empty week.

A colour key sits beneath the toolbar in both views. Every colour is also backed by a small symbol and full text, so the grid stays readable in black-and-white and for colour-blind users.

Opening a cell for detail

Click any cell to open a detail panel on the right.

• In By course, the panel shows the course, the employee, the due date, completion date, grade (flagged if below the passing mark), certificate expiry, instructor and location, plus any notes or waive reason.
• In By week, clicking a cell opens the same panel. If the week held more than one session, a short list appears first — pick the one you want.

From this panel you can act on the spot:

1. If the course is still open and you have permission, click Mark complete, set the Completion date (and optionally a Grade % and an Instructor), then confirm. Recurring and certificate courses schedule their next occurrence automatically.
2. If the cell is Not assigned and you're a coordinator or above, you'll see an Assign this course option — set a Due date and click it to start tracking that course for that person right away.

Filtering the grid

The toolbar lets you narrow the matrix to exactly the group you care about. Filters combine, and the current filter set is printed on any audit copy.

• Search employees… — type a name to jump to specific people.
• Location — shown when your organization has more than one site.
• Department — the list automatically narrows to departments in the chosen location.
• Category — filter courses by their category.
• Courses — click Courses to pick one or more specific courses; a badge shows how many are selected, and Clear selection resets it.

Click Reset at any time to clear all filters and return to the full grid.

By-week extras: the week window

When you're in By week, an extra control appears:

• Window — choose how many weeks of history to show (weeks back) and how many upcoming weeks to include (upcoming). Widen the window to review a full quarter, or narrow it to focus on recent activity.

Printing an audit-ready copy

To hand an inspector a clean, dated record:

1. Set the view and filters you want captured (for example, one location and only mandatory courses).
2. Print the page from your browser (Ctrl/Cmd + P).

The printout drops all on-screen controls and prints in landscape with your organization's logo and name, the view (By course or By week), the exact filters applied, and the generation date across the top — everything needed for a defensible compliance snapshot.

Assignments & Recording Completions

This work lives on two sidebar pages, deliberately separated so a records screen never looks like a place you create work:

• Assignments — the assign wizard: where you hand training out.
• Record Completion — your master training report: the full record of who was assigned what, when it's due, and whether it's done. From here you record completions one at a time or in bulk, waive requirements, reschedule, attach certificates, and export or print.

Note: What you can do depends on your role. Coordinators and above can assign, reschedule and waive; anyone with record permission can mark completions; only Administrators can delete a record.

Assigning training

Open Assignments in the sidebar for a short three-step wizard. A running tally at the bottom shows courses × people = assignments so you always know the scope before you commit.

1. Pick course(s). Search and select one or more active courses. Each selected course appears as a removable chip. If you manage courses, New course… lets you create one without leaving the wizard.
2. Pick people. Choose a tab for who receives the training:

• Individuals — search and tick specific employees. Use Select all shown or Clear to move quickly.
• Department — choose a department; everyone active in it is included.
• Location — choose a site; everyone active there is included.
• Everyone — every active employee. Archived employees are never included. A targets badge shows how many people are selected, and if some already hold this training, a note tells you how many duplicates will be skipped.

1. Schedule. Set a Due date and, optionally, add Notes that appear on each record. To log training that already happened, switch on Already completed (impromptu / past training) and enter the Completion date, an optional Grade and Instructor — the records are created and completed immediately.

Click Assign training (or Assign & record completion for past training) to finish. TrainGrid skips anyone who already has that open assignment, so you never double-count.

Tip: Completing a recurring or certificate course automatically creates the next occurrence — the next toolbox talk or the renewal before the certificate expires — so nothing falls off your radar.

The Assignments master list

The list is where you review and act on records in bulk.

• Views. Switch between Incomplete, Completed, All and N/A (waived) with the toggle at the top.
• Search by employee, employee number or course.
• Filters. Narrow by due-date range (Due … to …), course, department, and Show archived employees. Clear filters resets them.
• Group by. Choose Group by employee or Group by course to see records clustered with per-group counts, or keep No grouping.
• Columns. Click Columns to show or hide any column (department, grade, instructor, certificate expiry, and more). Your choice is remembered on this device.
• Views (saved filters). Click Views → Save current filters…, give it a name, and reload that exact set-up any time. A tick marks the view you're currently on.
• Export CSV downloads the current filtered records as a spreadsheet; Print report produces a clean printable version.

Rows with a paperclip already have an attachment. Use the row's ⋯ menu for View details, Mark complete, or Waive (N/A).

The assignment detail panel

Click View details on any row to open the record's panel, with the employee, department, location, due and completion dates, grade, instructor, certificate expiry, notes, and — for completed records — Recorded by. Depending on your role you can:

• Upload certificate — attach a certificate or other file. Download it later with the download icon, or remove it with the trash icon.
• Reschedule — for a pending assignment, set a New due date and click Reschedule (for example, a postponed toolbox talk or a rehire's stale training).
• Edit completion — for a completed record, adjust the completion date, grade or instructor and Save changes.
• Delete record (Administrators only) — permanently removes the record; the deletion is written to the audit log. If that completion had scheduled a follow-up occurrence, the follow-up is removed too, so compliance stays accurate.

Recording completions in bulk

The fastest way to log a whole session:

1. Filter the list to the group you completed (a course, a date range, a department).
2. Tick the checkbox on each attendee's row — or tick the header box to select every eligible row on the page. Only pending assignments can be selected.
3. In the floating action bar that appears, click Mark complete.
4. Set the Completion date, and optionally a Grade and Instructor. You can also attach one Attendance sheet / shared attachment — it's uploaded once and linked to every selected record.
5. Confirm. A summary confirms how many were completed and how many next occurrences were scheduled.

To bulk-Waive instead, select the rows and choose Waive — enter a reason (kept for audit), and those pending assignments are marked N/A without being deleted.

Quick-complete a single record

To record just one completion, open a row's ⋯ menu and choose Mark complete, then set the date, grade and instructor. You can also quick-complete straight from a matrix cell (see the Training Matrix section).

Class roll / sign-in sheet

For an in-person session, print a professional sign-in sheet, run the class, then record everyone in a few clicks:

1. From Assignments, click Class roll.
2. Choose the Course and, optionally, a Due from / Due to range. TrainGrid lists everyone with a pending assignment for that course (plus a few blank rows for walk-ins).
3. Click Print sign-in sheet. The printout carries your organization's logo, the course, instructor and date, and a numbered attendee list with signature lines.
4. Run your session and collect signatures.
5. Back in TrainGrid, click Record completions on the class-roll screen. This jumps straight to the Assignments list, pre-filtered to the same course and dates — tick the attendees who signed and bulk-complete as above.

Tip: Because completing a recurring or certificate course automatically schedules the next one, running your toolbox talks and renewals through the class roll keeps the next round already queued and visible in the matrix.

Part 4Dashboard, Reports & Notifications

Dashboard

The Dashboard is your home screen and your compliance command center. It answers the question every plant manager, QA coordinator, and auditor asks first: "Are we on track?" Everything on it is filtered to what you're allowed to see, so a site supervisor sees their location while an administrator sees the whole organization.

At the top you'll find the page title, your organization name, and the date it was generated ("as of…"). Below that are your filters, then the numbers, then the charts.

The KPI cards

Five cards run across the top. Each shows one headline number, and most are clickable — selecting a card takes you straight to the matching list so you can act on it.

• Overall compliance — the single most important number: the percentage of training that is currently up to date. It's colored green at 90% or above, amber from 75–89%, and red below 75%, with a progress bar underneath. If nothing has come due yet, you'll see a dash (—).
• Active employees — your active workforce in scope. Select it to open the Employees list.
• Overdue — assignments past their due date that still aren't complete. Select it to see exactly which ones (the overdue list, up to yesterday). When this is zero, the card congratulates you.
• Due this week — training coming due within your organization's due-soon window (a set number of days). Select it to see the assignments due between today and the end of that window.
• Certs expiring — certificates expiring within the next 30 days. Select it to open the Expiring Certificates report.

Tip: The overall compliance number here is the same figure used across the app — the Department Compliance report, the matrix, and the emailed reports all agree with it, so you can quote it with confidence.

Filters: location and date range

Two filters sit in the top-right of the page. Changing either one re-draws the numbers and charts beneath.

1. Use the location filter (shown only when your organization has more than one site you can view) to focus on All locations or a single site.
2. Use the date range filter to choose All time, Last 30 days, Last 90 days, or Last 12 months.

Note: The date range bounds the compliance percentage and the department/category charts to training that came due inside that window. The current-state cards — Overdue, Due this week, and Certs expiring — and the completion trend always reflect right now, regardless of the range you pick. That's intentional: you always see live problems.

The charts

Below the cards are four panels. Two of them are interactive — you can drill straight into a filtered list.

• Completion trend — an area chart comparing training Due vs. Completed each week over the last 12 weeks, with a running total of completions. It shows your team's momentum at a glance.
• Department compliance — a horizontal bar per department showing the completed share of training due to date, sorted best to worst. Select any department bar to open the Assignments list filtered to that department's incomplete training — the fastest way to chase down a lagging area.
• Training by category — a donut chart of required training in scope, colored by course category, with your overall compliance percentage in the center. Select any slice to open the training matrix filtered to that category.
• Top overdue courses — a ranked list of the courses with the most employees past their due date, each with a count. Select any row to open the Assignments list filtered to that course's incomplete training. When nothing is overdue, you'll see a friendly "all clear."

The activity feed

Recent activity shows the latest audited changes across your organization — completions, imports, new courses, edits, and more — each with who did it and when. Select View all to open the full audit log. This panel appears only for members whose role can view the audit log.

The Getting-Started checklist

Brand-new organizations see a Get set up card at the top of the dashboard with a five-step checklist and a progress bar:

1. Add your employees — import your HR export or add people by hand.
2. Create your first course — a weekly toolbox talk, a certification, anything you track.
3. Assign training — pick a course, pick people (or everyone), set a due date.
4. Record a completion — check people off in bulk after a session.
5. Invite members — bring in supervisors, coordinators, and auditors with the right roles (optional).

Select any step to jump straight to that task. The card disappears on its own once the four core steps are done, and you can dismiss it early with the X in its corner. The card only appears for members who can manage employees, and established organizations never see it.

Reports

The Reports hub is where you produce audit-ready answers. Open it from the main navigation to see every report as a card — select one to open it.

A few things are true of every report:

• Filter it to narrow the results to exactly what you need.
• Export CSV to download the current view as a spreadsheet.
• Print to produce a clean, landscape document that starts with an audit header — your organization name and logo, the report title, the filters you applied, and the generated timestamp — so anyone reading it knows precisely how it was produced.

Note: What each report can show respects your role and location. A supervisor scoped to one site sees that site's people and records; an administrator or manager sees the whole organization.

Employee Transcript

Answers: "Show me everything this one person has ever done."

This is the report you hand an auditor for an individual. Pick any employee — including archived staff — and you'll get their identity block (department, position, location, shift, supervisor, hire date) followed by their complete training history: course, category, status, due date, completion date, grade, instructor, who recorded it, and certificate expiry. A summary line tallies completed, pending, overdue, expired, and waived records.

1. On the report, use the employee search to find and select a person.
2. Review their full history on screen.
3. Select Print to produce the transcript — the printed version ends with an Auditor sign-off block with lines for a reviewer's name, signature, and date.

Department Compliance

Answers: "How is each department doing?"

A single table with one row per department: active Headcount, training In scope (what has come due and must be current), Compliant, Overdue, Expired, and a Compliance percentage, plus a grand-total row. Percentages are colored green (healthy), amber (watch), and red (at risk). Expired certificates count as non-compliant, so the numbers reconcile with the dashboard.

1. Optionally use the location filter to focus on one site.
2. Read down the Compliance column to spot the departments that need attention.

Expiring Certificates

Answers: "Whose certifications are about to lapse?"

Current certificates for active employees, sorted by urgency, so you can renew before anything expires.

1. Choose a window — 30, 60, or 90 days.
2. Leave Include already expired on to also surface certificates that have already lapsed (turn it off to see only upcoming ones).

Missing Mandatory Training

Answers: "Who is missing a required course?"

Every active employee without a current completion for a mandatory course — including people who were never assigned it at all, which is the gap that's easiest to miss.

1. Optionally filter by department and/or a specific mandatory course.
2. Review the flagged employees and assign the missing training.

Note: This report only appears with results once you've marked at least one course as mandatory in your course catalog. If none are marked, it will point you there.

Training Log

Answers: "Show me everyone who completed training X between these dates."

This is the classic audit question. It lists every completion recorded within a date range.

1. Set the From and To dates (it opens on the last 30 days).
2. Optionally filter by course and/or department to narrow to a specific session.

Assignments Report

Answers: "Show me the master list, filtered however I like."

This opens the full Assignments screen — every assignment in your organization. Toggle between complete and incomplete, set a date range, and group by employee or course. Like the reports, it exports to CSV and prints. Use it when you want the raw, filterable record rather than a summary.

Report Builder

Answers: "None of the standard reports is quite right — let me build my own."

The Report builder lets you compose a custom report over every training record, then save it to reuse.

1. Under Columns, select the fields you want (employee, department, location, course, category, status, dates, grade, instructor, and more) — selected columns are highlighted.
2. Apply Filters: employee status (active / archived / all), department, location, category, a date range on either the Due date or Completed date, one or more Status chips, and Mandatory only.
3. Optionally choose Group by to break the results into sections (for example, by department or status), each with its own count.
4. The results update live and show a record count. When the result set is very large it caps at the first 10,000 rows — narrow your filters for a complete export.
5. Export CSV or Print the report.
6. To reuse it, type a name and select Save as new. Later, pick it from Load a saved report…, then Update it or Delete it.

Note: You can always manage the reports you created. Administrators and Managers can also manage reports saved by others; everyone else can load and run any saved report but only change their own. Select Reset at any time to clear your choices and start over.

Notifications

TrainGrid keeps you ahead of deadlines with reminders about overdue training, upcoming due dates, and expiring certificates. These appear in two places, and you control whether they also reach your inbox.

The bell

The bell icon in the top bar is your quick view. A red badge shows how many unread notifications you have (or "99+" for a lot). Select it to open a dropdown with your five most recent notifications; unread ones are shown in bold with a dot. Selecting a notification takes you straight to the relevant screen — an overdue or due-soon alert opens your incomplete assignments, an expiring-certificate alert opens the Expiring Certificates report, and a weekly summary opens the dashboard. Select View all notifications at the bottom to open the full page.

The Notifications page

Open Notifications for your complete history. Each item shows an icon and label for its type — Due soon, Overdue, Certificate expiring, Weekly summary, or System — along with its subject, details, and how long ago it arrived. Unread items are highlighted with a colored edge and a dot; longer messages can be expanded with Show more. Select an item's subject to jump to the screen it's about.

Marking items read

1. Notifications on the page mark themselves as read automatically once you've viewed them — you don't have to do anything.
2. To clear everything at once, select Mark all read at the top of the page.
3. Older notifications are paged; use Previous and Next to move through them.

Email reminders (your personal on/off switch)

At the top of the Notifications page is the Email me training reminders card with a toggle. This is self-service — it affects only you, so every member decides for themselves, and no administrator is needed.

1. Turn the switch off to stop the matching reminder emails.
2. Turn it on to receive them again.

Tip: Turning email off doesn't hide anything — your in-app notifications always appear in the bell and on the Notifications page. You're only choosing whether the same reminders also land in your inbox.

Part 5Administration

Administration

The Administration area is where you shape TrainGrid to fit your organization — who can sign in, how your sites and departments are structured, how the app looks, and what your plan includes. You reach it from Manager in the main navigation.

Most of Administration is reserved for Administrators and Managers. Training Coordinators and Viewers (auditors) can open only the Audit log; Supervisors have no admin access. Where a page needs a specific role, the note at the start of each subsection says so.

Across the top of every admin page is a row of tabs — Overview, Users, Permissions, Divisions, Locations, Departments, Positions, Categories, Task types, Custom fields, Audit log, Integrations, Alerts, Email log, Settings, and Billing — so you can jump between areas quickly. You'll only see the tabs your role can use.

Overview

The Overview page (titled Organization control) is your admin home. Administrators and Managers can open it.

At the top, a card shows your organization's name, its current plan (for example, Trial, Starter, Professional, or Enterprise), and — if you're on a trial — how many days remain before it ends. Below that are three headline counts:

• members — people who can sign in and work in TrainGrid
• active employees — the staff whose training you track
• locations — the sites or divisions you operate

Under the summary you'll find quick-access cards for each admin area — Users, Locations, Departments, Positions, Course categories, Audit log, and Settings — each showing its current count. If you have invitations that haven't been accepted yet, the Users card shows a pending invites badge. Select any card to open that area.

Tip: The Overview is the fastest way to sanity-check your setup at a glance — for example, confirming every site you run appears in your location count before you start assigning training.

Users & invitations

The Users page (Administration → Users) is where you control who can sign in, what they're allowed to do, and which locations they can see. Administrators and Managers can manage members.

The page has two parts: a Users table of everyone who has joined, and a Pending invitations list of people you've invited who haven't accepted yet.

Inviting a teammate

1. Select Invite member at the top right.
2. Enter the person's Email.
3. Choose a Role from the dropdown — Manager, Training Coordinator, Supervisor, or Viewer (auditor). A short description of what that role can do appears beneath the picker.
4. Optionally, under Location scope, check one or more locations to limit what they'll see. Leave everything unchecked and they'll see all locations.
5. Select Create invite.

TrainGrid then shows an Invitation ready screen with a ready-to-send link. The invite expires in 7 days. When the person opens it, they create an account (or sign in) and join with the role you chose.

Copying the invite link to send manually

On the Invitation ready screen, select the copy button next to the link (it shows a checkmark once copied), then paste the link into your own email or chat message to the person. This is handy when you'd rather send the invite yourself.

To invite several people in a row, select Invite another and repeat. When you're finished, select Done.

Note: For any invitation still listed under Pending invitations, you can select Copy link at any time to grab a fresh copy of the link to send again.

Resending an expired invitation

If an invitation's expiry date has passed, it shows an Expired badge and a Resend button. Select Resend to generate a new 7-day link; the new link is copied to your clipboard automatically so you can paste and send it.

Editing a user

In the Users table, select Edit on that person's row. The dialog holds their name, sign-in email, role and location scope together, and nothing is saved until you press Save changes — Cancel or the × discards the lot. Administrators can also correct a user's name and sign-in email here. You can't change your own role, and only an Administrator can grant or remove the Administrator role.

An organization can have more than one Administrator: if you are an Administrator, pick Administrator in the dropdown to promote someone. Other roles don't see that option. TrainGrid always keeps at least one active Administrator — you can't demote, deactivate, or remove the last one.

Scoping a member to specific locations

1. In the member's row, select the Location scope button (it shows their current scope, e.g. All locations).
2. Check the locations they should be able to see. Scoped members only see employees, assignments, and reports for the checked locations.
3. Leave everything unchecked for All locations.
4. Select Save scope.

Tip: Location scope is ideal for plant managers or supervisors who should only work with their own site's records.

Removing a member

1. Select the trash icon on the member's row.
2. Confirm by selecting Remove member.

They lose access to the organization immediately. Any training records they created are kept, and you can invite them again later. You can't remove yourself this way.

Transferring ownership

Transfer ownership hands your Administrator role to someone else and steps you down to Manager in the same action — useful when you're leaving and replacing yourself. (To simply add another Administrator without stepping down, use the Role dropdown instead.)

1. In the row of the member you want to promote, select the crown icon.
2. Read the confirmation carefully — the other person becomes an Administrator with full control, and you become a Manager.
3. Select Transfer ownership.

This change is recorded in the audit log. Only an Administrator can transfer ownership back.

Removing someone’s access

Access is removed by an Administrator, from Administration → Users, rather than by users removing themselves:

1. Open the row’s overflow menu (…).
2. Choose Deactivate login to suspend access while keeping the person’s role, location scope and history — reversible at any time, and a deactivated login does not use a seat.
3. Or choose Remove from organization to remove them entirely. Training records they created are kept, and they can be invited again later.

The organization can never be left without an active Administrator: removing or deactivating the last one is refused, so transfer ownership or promote someone else first.

Roles & permissions

The Roles & permissions page (titled Roles & permissions) lets you fine-tune what each role can do. Administrators and Managers can open it.

TrainGrid has five built-in roles: Administrator, Manager, Training Coordinator, Supervisor, and Viewer (auditor). Each starts with a sensible set of capabilities. On this page you can turn a capability off for a role to make it more restrictive — for example, making Training Coordinators read-only.

The capabilities you can control are:

• Manage employees — add, edit, import, and archive employees
• Delete employees — permanently delete employees with no training records (Administrator-only)
• Manage courses — create and edit the course catalog
• Delete courses — permanently delete courses with no assignments (Administrator-only)
• Assign & schedule — assign training, waive requirements, and reschedule
• Record completions — mark training complete (in bulk and per record)
• Delete records — permanently delete assignment records (Administrator-only)
• Export data — download CSVs and printable reports
• View audit log — see the immutable change history
• View email log — see the record of every email the organization has sent

The three delete capabilities are reserved for Administrators — they show as dashes for every other role and cannot be granted, only observed. The others can be switched off per role.

The grid shows each capability as a row and each role as a column:

• A switch means the role has that capability by default and you can turn it on or off.
• A dash means the role never has that capability.
• The Administrator column is always on and can't be changed.

To adjust permissions:

1. Toggle the switches for the roles and capabilities you want to change.
2. Select Save changes. To discard unsaved edits, select Reset.

Note: Toggles can only restrict a role — they can never grant access a role doesn't have by design. These limits are enforced behind the scenes, not just hidden in the interface, so a restricted role truly can't perform the action.

Locations, Departments, Positions, Course categories

These four pages define the structure your employees and courses hang off of. Administrators and Managers can manage all of them. Each works the same way: a table of existing items with buttons to add, edit, and remove.

Locations

Locations are your sites or divisions. Employees belong to a location, and member scopes reference them.

1. Select New location.
2. Enter a Name (e.g. Mississauga Plant) and, optionally, an Address.
3. Select Create location. To change one later, select the pencil icon, edit, and select Save changes.

Each location has an Active switch. Turn it off to deactivate a location — it's hidden from pickers while its history is kept. To remove one permanently, select the trash icon. If any employees or departments still reference it, TrainGrid won't delete it and will offer to Deactivate it instead.

Departments

Departments group employees and appear on records and reports.

1. Select New department.
2. Enter a Name (e.g. Sanitation) and choose a Location, or leave it as All locations if the department isn't tied to one site.
3. Select Create department.

As with locations, use the Active switch to deactivate a department that's in use, or the trash icon to delete one that no employees reference.

Note: Departments can also be created automatically when you import employees from a spreadsheet, so your imported structure appears here ready to tidy up.

Positions

Positions are job titles you can assign to employees so they can be classified and filtered.

1. Select New position.
2. Enter a Name (e.g. Machine Operator).
3. Select Create position.

Renaming a position updates every employee record that holds it automatically. Deactivate a position that's in use with its Active switch, or delete one no employee holds with the trash icon.

Course categories

Categories (e.g. Safety, Quality, GMP) color-code your courses everywhere in the app.

1. Select New category.
2. Enter a Name, pick a Color from the palette, and set a Sort order.
3. Select Create category.

The Sort order number controls where a category appears in lists — lower numbers appear first. To reorder your categories, edit them and change their sort numbers.

To remove a category, select the trash icon. If any courses use it, TrainGrid won't delete it; instead, Rename it or move those courses to another category first.

Custom fields

The Custom fields page lets you track information unique to your operation — badge numbers, union locals, contractor status, and the like — on every employee record. Administrators and Managers can manage custom fields.

Each field you create appears on the employee form, on each employee's profile, and as a column in CSV import and export.

To add a field:

1. Under Add a field, enter a Label (e.g. Badge number).
2. Choose a Type:

• Text — free-form words or codes
• Number — numeric values
• Date — a calendar date
• Dropdown — a fixed list of choices you define

1. If you chose Dropdown, enter your Options, one per line.
2. Select Add field.

To rename a field or change a dropdown's options, select Edit on that field, make your change, and select Save. To remove a field, select its trash icon and confirm with Remove field — the field disappears from profiles, imports, and exports, though any values already saved on employees are kept.

Note: There's a limit to how many custom fields you can have. If you reach it, remove one before adding another.

Settings

The Settings page (titled Organization settings) holds your organization-wide preferences. Administrators and Managers can manage them. Changes here apply to everyone in your organization.

General

• Organization name — shown in the app header and on printed reports for auditors.
• Due-soon window (days) — assignments coming due within this many days show as an amber Due soon. Choose a value between 1 and 90.
• Timezone — used for reminder scheduling and the weekly supervisor summary. Pick the zone your operation runs in.

Make your changes and select Save settings.

Notifications

Choose which reminder digests TrainGrid sends to your members. Turn each on or off with its switch:

• Due-soon reminders — a daily digest of training coming due within your due-soon window
• Overdue reminders — an alert the day after training becomes overdue, then a weekly follow-up until it's resolved
• Certificate expiry reminders — heads-up at 30, 14, 7, and 1 day before a certification expires
• Weekly supervisor summary — a Monday-morning overview to supervisors and coordinators of their team's overdue and upcoming training

Select Save notification settings to apply. Individual members can still opt out of email from their own notifications page.

Where this lives now: each alert has its own card under Administration → Alerts, where you set whether it is on, how often it goes out (daily, weekly or monthly), and who receives it (Administrators, Managers, Training Coordinators, Supervisors). An alert that is switched on with nobody selected is refused rather than silently going nowhere.

Send an alert now. Every alert card has a Send now button. It confirms first, then delivers that alert immediately — in-app and by email — to its saved recipients, using live data. It will not send an empty message when nothing currently matches. Each confirmed press sends a fresh copy, even when the scheduled alert or an earlier manual copy already went out today.

Roster status digest. Alongside the reminders there is a Roster status digest that names which employees are overdue, due soon, or holding an expired certificate — not just the counts. It is off by default; switch it on and pick a cadence and audience like any other alert.

Scheduled compliance report

Email a compliance summary — overall rate, overdue, due-soon, and expiring certificates — to your leaders on a schedule.

1. Set the Frequency to Off, Weekly (emailed every Monday morning in your timezone), or Monthly (emailed on the 1st of each month).
2. Under Recipients, type an email address and select Add (or press Enter). Add the people who should receive it — a QA lead or CFO, for example. Remove anyone with the small × on their chip.
3. Select Save schedule.

Note: Delivery of the scheduled report depends on email being enabled for your deployment.

This card also holds Keep email log for — how long TrainGrid retains its record of every email it has sent (30, 60, 90 or 180 days; 90 by default). It saves as soon as you change it. See Email log for what that record contains.

Report branding (logo)

Upload your organization's logo so it appears in the header of printed reports and sign-in sheets — your brand in front of auditors.

1. In the Report branding card, select Upload logo (or Replace logo if one exists).
2. Choose a PNG, JPG, or WEBP image up to 2 MB.

To take the logo down, select Remove, then Remove logo — reports then show just your organization name.

Accent colour

Tint TrainGrid with your brand colour — buttons, links, and highlights across the whole workspace change to match.

1. In the Accent colour card, pick one of the preset swatches, or set a Custom colour using the colour picker or by typing a hex value like #4f46e5.
2. Changes preview instantly. Select Save accent to apply it for everyone.

To go back to TrainGrid's standard colour, select Use default, then Save accent.

Plan

A Plan panel on this page shows your current plan and trial status. Select Manage plan & billing to jump to the Billing page.

Billing & plans

The Billing & plan page shows your subscription and lets you change it. Administrators and Managers can open it.

At the top, the Current plan card shows your plan name, when it renews (or, on a trial, when the trial ends and how many days remain), and your subscription status. Below it you'll see how many staff logins and locations you're currently using.

To choose or change a plan:

1. Use the Monthly / Annual toggle to see either price (annual includes two months free).
2. On the plan you want, select Choose plan (from a trial) or Switch to this plan.
3. You're taken to a secure checkout to enter payment details. When you're done, you return to TrainGrid and your plan updates shortly after.

If you already have a subscription, select Manage billing to open the secure billing portal, where you can update your payment method, download invoices, or cancel. Switching plans is prorated automatically.

Note: If a payment doesn't go through, a banner appears at the top of the page — open Manage billing to update your payment method and keep your subscription active. If self-serve billing isn't enabled on your deployment, the plans are shown for reference and you can Contact sales to activate one.

Audit log

The Audit log records every change made in your organization, so you always have a defensible history for inspections and audits. Administrators, Managers, Training Coordinators, and Viewers (auditors) can view it.

Every create, update, delete, completion, waive, archive, import, and invitation is logged automatically. Each entry shows:

• Timestamp — when it happened
• Actor — who did it
• Action — what kind of change it was
• Entity — the type of thing that changed (e.g. Assignment, Employee, Course)
• Record — the specific item's name (for example, an employee and course for an assignment)

Filtering entries

Use the filter bar to narrow the list:

• Action — pick a single action type, or Any action
• Entity — pick a single record type, or Any entity
• From / To — set a date range

Select Clear filters to return to the full list.

Seeing before/after detail

Select any row (or the eye icon on it) to open a detail view. It shows who made the change and exactly when, alongside a side-by-side Before and After of the record's values — so you can see precisely what changed.

Exporting to CSV

Select Export CSV at the top right to download the currently filtered entries — including the before/after detail — as a spreadsheet file.

Tip: Set a From/To date range before exporting to pull just the slice an auditor asked for. Very large exports are capped at the most recent 5,000 entries; narrow the date range to reach an earlier period.

Email log

Where the Audit log answers “who changed this record?”, the Email log answers “did that reminder actually go out, and to whom?” — every email TrainGrid has sent on your organization's behalf, in one list. Administrators and Managers can open it, from Administration → Email log — and if you'd rather keep it to Administrators alone, switch View email log off for Managers under Roles & permissions.

This is deliberately a tighter circle than the Audit log (which Training Coordinators and Viewers can also read), because the email log contains recipients' addresses.

Every email TrainGrid sends is recorded here, not just reminders:

Each row shows:

• Sent — the date and time, in your organization's timezone
• Type — which of the above produced it
• Recipient — the address it was sent to (one row per person, so a digest to five people is five rows)
• Subject — the exact subject line that went out
• Status — Sent or Failed. A failure shows the provider's reason underneath, so you can tell a wrong address from a service outage

Filtering the list

Use the filter bar to narrow things down:

• Type — pick one kind of email, or Any type
• Status — show only Sent or only Failed, or Any status
• From / To — set a date range

Select Clear filters to go back to the full list. Long lists are paged 50 at a time, newest first.

Tip: When someone says “I never got the overdue reminder”, filter Type = Alert and set From to that morning. If their address is listed as Sent, the message left TrainGrid and the question becomes one for their mail system — check spam and any filtering rules. If it says Failed, the reason is shown right there. If they aren't listed at all, they weren't in that alert's audience, or they've switched off their own email reminders, or their location scope had nothing to report.

How long entries are kept

The log keeps itself trimmed. Under Administration → Settings, in the Scheduled compliance report card, Keep email log for sets the window: 30, 60, 90 or 180 days (90 by default). Older entries are removed automatically once a day.

The choice saves as soon as you make it — there's no separate Save button. Retention only controls how long the record is kept; it never affects delivery of the emails themselves.

Note: Like the Audit log, the email log is append-only — entries are written by TrainGrid and can never be edited or deleted from within the app, by anyone. That's what makes it usable as evidence that a notice was issued.

Part 6Reference & Help

Roles & permissions at a glance

Every person you invite to TrainGrid is given one of five roles. The role decides what they can see and do. The table below shows exactly what each role can do — a checkmark means yes, a dash means no.

A quick way to remember them: an Administrator can do everything, including billing. An Manager can do everything except billing and permanent deletes — deleting employees, courses or records is Administrator-only. A Training Coordinator runs the day-to-day (people, courses, assignments, completions, reports) but can't delete records or invite members. A Supervisor can view training and record completions for their team. A Viewer (auditor) has read-only access — perfect for inspectors and outside auditors who need to look but not touch.

Note: Any member — except an Administrator — can be limited to specific sites. A location-scoped member only sees and works with the employees at the location(s) you assign to them. For example, a supervisor limited to your West Plant sees only West Plant employees and compliance, not the rest of the company. This is enforced automatically everywhere in the app.

Tip: Administrators and Managers can also fine-tune roles for your organization — for instance, turning off "View email log" for a role, or making coordinators read-only. You can only remove abilities from a role, never add ones the role doesn't normally have, so it's always safe to experiment.

Preparing your employee import file

You can add your whole roster at once by importing a CSV file (a spreadsheet saved as .csv). TrainGrid reads your column headers automatically, so in most cases you can export from your HR or payroll system and upload it as-is.

Accepted columns

Only First Name and Last Name are required. Everything else is optional but recommended. TrainGrid recognizes the common name each column goes by, so you don't have to rename your headers.

• First Name (required) — also reads: First, Given Name, Legal First Name
• Last Name (required) — also reads: Last, Surname, Family Name, Legal Last Name
• Employee Number — also reads: Emp No, Employee ID, Emp ID, Badge Number, Number
• Email — also reads: Email Address, Work Email
• Department — also reads: Dept, Home Department, Department Description
• Position — also reads: Job Title, Title, Job Description, Role
• Location — also reads: Site, Plant, Facility, Division
• Shift — also reads: Shift Code, Assigned Shift
• Supervisor — also reads: Manager, Reports To, Supervisor Name
• Hire Date — also reads: Start Date, Date Hired, Date of Hire, Hire/Rehire Date
• Employment type — also reads: Employee Type, Worker Type, Staff Type, Internal/External, Contract Type, Agency, Contractor. Values are matched loosely, so “internal”, “Direct”, “agency” or “contractor” all resolve to the right one; anything unrecognized is flagged for review rather than guessed.
• Notes — also reads: Comments, Remarks

Tip: Don't have a matching column? On the Map columns step you can point each TrainGrid field at any column in your file by hand. And if you'd rather start fresh, click Download template on the upload screen for a ready-made file with all the right headers.

Accepted date formats

For Hire Date, TrainGrid accepts the formats you're likely already using:

• YYYY-MM-DD (for example, 2024-03-18)
• M/D/YYYY or D/M/YYYY (for example, 3/18/2024 or 18/3/2024)
• Excel serial date numbers (what Excel sometimes stores dates as behind the scenes)

Leave the Hire Date blank if you don't have it — that's fine.

Tips for a clean import

1. Employee numbers are optional, but helpful. If your people have unique employee or badge numbers, include them — TrainGrid uses them to recognize the same person on future imports. If you don't have them, just leave the column blank.
2. Same names are never a problem. Two people named "John Smith" are kept as two separate employees. TrainGrid never merges people by name alone. If they're in different departments, they always stay distinct.
3. Re-importing is safe. Uploading the same file again won't create duplicates. Rows that match an existing employee (by number, email, or name + department) are updated, not doubled.
4. New departments and locations are created for you. If a department or location in your file doesn't exist yet, TrainGrid adds it automatically — no setup needed first.
5. Preview before you commit. The Preview & import step shows exactly what will be added, flags any rows with errors (which are skipped, never guessed at), and points out same-name employees so nothing surprises you.

Example file

Note: Imports handle up to 2,000 rows at a time. If your roster is larger, split it into a few files — re-importing is safe, so there's no risk of overlap.

Exporting & printing

Almost everything in TrainGrid can leave the app as a spreadsheet or an audit-ready printout. Anyone who can Export data (every role except where you've turned it off) can do this.

You can download a CSV or print a clean, audit-ready document from:

• Assignments — the full list of assigned training, with any filters you've applied.
• Reports — every report can be exported and printed, including your custom saved reports from the report builder.
• Matrix — the training matrix (both the by-course and by-week views), exported as a spreadsheet that mirrors what you see on screen.
• Class roll — the sign-in / completion sheet for a course or session.
• Employee transcript — one person's complete training history.
• Audit log — the immutable record of who changed what and when.

Tip: Printed documents come out in a clean, landscape layout with repeating column headers on every page — ready to hand to an inspector or drop into an audit binder.

Keyboard shortcuts

TrainGrid is built to be driven from the keyboard. Press these anywhere in the app:

Tip: The command palette (Ctrl / Cmd + K) is the fastest way to get around — start typing a page name, an employee, or a course and press Enter.

Glossary

• Organization — your company's private workspace in TrainGrid. All your people, courses, and records live inside it, walled off from every other company.
• Location — a physical site within your organization, such as a plant, facility, or branch. Users can be limited to specific locations.
• Department — a team or functional group an employee belongs to, such as Packaging or Sanitation.
• Position — a person's job title or role, such as Line Operator or Shift Lead.
• Employee — a person you track training for. Employees don't log in; they're records you manage.
• Course — a training topic or requirement in your catalog, such as "Forklift Certification" or a toolbox talk.
• Assignment — a specific course assigned to a specific employee, with a due date. This is the unit TrainGrid tracks completion against.
• Compliance — the share of required training that is completed and up to date. Your dashboard shows this as a percentage.
• Overdue — an assignment whose due date has passed and that hasn't been completed yet.
• Due soon — an assignment coming due shortly, so you can act before it slips overdue.
• Expired — a completed course whose certificate has passed its expiry date; the person needs to retrain.
• Waived — an assignment you've marked as not required for this person (for example, they already hold the qualification elsewhere). It's excluded from their compliance.
• Recurrence — a course that must be repeated on a schedule. When someone completes a recurring course, TrainGrid automatically creates the next one, due at the right time.
• Certificate — proof that a course was completed, optionally with an expiry date. Certificates with expiry dates drive the "expired" and "due soon" states.
• Toolbox talk — a short, informal safety or process briefing, often delivered to a group. You can filter the matrix to show toolbox talks on their own.
• Mandatory course — training that is required (not optional). Mandatory courses count toward compliance; optional ones don't.
• Audit log — the permanent, unchangeable record of every meaningful action in your organization — who did what, and when. It can be viewed and exported but never edited.
• Email log — the matching record for outbound email: every message TrainGrid sent on your behalf, with its recipient, subject and whether it was sent or failed. Also unchangeable, and kept for the retention window you choose (30–180 days).

Frequently asked questions & troubleshooting

Why is someone showing as overdue? An employee shows overdue when they have an assigned course whose due date has already passed without a recorded completion. Open their profile or the training matrix to see which course it is, then record the completion or reschedule the due date. If the training genuinely doesn't apply to them, you can waive it instead.

How do I retrain everyone on a topic? Assign the course to your whole roster at once. Go to the course (or use Assign & schedule), choose the group of employees, set a due date, and confirm. If the course is set to recur, TrainGrid will keep scheduling the next round automatically each time someone completes it — you won't have to reassign it by hand.

Can two people have the same name? Yes. TrainGrid never merges people by name. Two employees named "John Smith" stay completely separate, each with their own training history — even during imports. Employee numbers or departments help you tell them apart at a glance, but they aren't required for this to work.

How do I give my auditor read-only access? Invite them with the Viewer (auditor) role. They'll be able to see everything they need — the matrix, reports, and the audit log — and export it, but they can't change any data. It's the safest role to hand to an outside inspector.

A certificate is expiring — what happens? As a certificate nears its expiry date, that training moves to due soon, and once the date passes it becomes expired, so the person no longer counts as compliant on it. TrainGrid surfaces these on the dashboard and matrix ahead of time so you can schedule retraining before anyone lapses.

Can I limit a supervisor to one site? Yes. When you invite or edit a member (Administrators and Managers can do this), assign them to specific location(s). From then on they only see and work with employees and compliance at those sites — the rest of the company is hidden from them automatically.

How do I brand the app with our colours? Administrators and Managers can set your accent colour under Admin → Settings. Pick your colour, preview it live, and save — the app shell updates to match, including your dashboard. This applies only to your organization.

Someone I invited can't do what I expected. Check their role against the permissions table above — most surprises come down to the role. Also check whether they're limited to certain locations: a location-scoped member only sees their assigned sites. Administrators and Managers can adjust both the role and the location scope from the members list at any time.

Someone says they never received a reminder.
Open Admin → Email log and filter by Type = Alert with a From date covering the day in question. If their address appears with a Sent status, the email left TrainGrid — check their spam folder and any mail rules on their side. If it shows Failed, the reason is listed beside it. If they don't appear at all, the likely causes are that they weren't in that alert's recipient list, that they switched off their own email reminders from their notifications page, or that their location scope had nothing to report that day.

A row didn't import — why? On the Preview & import step, any row with a problem (a missing first or last name, an invalid email, or an unreadable date) is flagged and skipped rather than guessed at. Fix the flagged rows in your file and re-import — re-importing is always safe and won't create duplicates.

Getting help

Need a hand? We're here to help. Email us at support@traingrid.app and a real person will get back to you. You can also reach the shortcuts and reference dialogs any time from inside the app by pressing ?, or by opening the command palette with Ctrl / Cmd + K and searching for what you need. TrainGrid lives at https://traingrid.app.