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, Hours 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. The toggle at the top switches between Incomplete, Overdue, Due soon, Pending, Completed, Expired, Failed, All and N/A (waived). Incomplete, Completed, Expired, Failed and N/A (waived) between them hold every record exactly once — so a completion below the passing grade appears under Failed and not under Completed, and the tab you are on always agrees with the status badge on the row.
• 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, hours or instructor and Save changes. This is also where you add hours to a record that was captured without them.
• 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, Hours (this session) 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.

Hours is how long the session actually took, in decimal hours — 1.5 for ninety minutes, up to 24. You type it once and every record you selected receives it, which is how a session really runs: one class, fifteen people, the same two hours each. It's what the Training Hours report counts, and it's optional everywhere — a record without hours is still a valid record, it just counts as zero hours until someone fills it in.

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.