TrainGrid User Guide

How To: Step-by-step Guides

Short recipes for the jobs people actually do in TrainGrid — set up a course, run a group session, assess competency and prepare for an audit.

How to perform key tasks

Short recipes for the jobs people actually do, each with the shape of the process first and the steps underneath. If you only read one part of this guide, read this one.

The big picture

Everything in TrainGrid follows the same spine: decide what training is required, give it to people, record what happened, and prove it later.

Build courses Assign training Record completion Assess competency Report & prove

How to set up a new course

  1. Go to Courses → New course.
  2. Give it a code and title. The code is how people find it and must be unique.
  3. Set recurrence if it repeats (e.g. every 365 days) and certificate validity if it issues one.
  4. Tick Mandatory if everyone in scope must hold it — that is what the Missing Mandatory report reads.
  5. If the task needs a practical sign-off, tick Requires a competency assessment and describe what the assessor checks.
  6. Add topics — the agenda. They show on hover in the matrix and become the checklist when an assessor marks “needs improvement”.

How to import many courses at once

  1. Courses → Import, then Download template so your columns match.
  2. Upload the file. TrainGrid guesses which column is which; correct anything it got wrong.
  3. Read the preview. It tells you, row by row, what will be created, what already exists, and what cannot be read and why.
  4. Import. Existing course codes are skipped, never overwritten. New categories and task types are created for you.
Tip: The same shape works for employees (Employees → Import) and for the admin lists, each of which has its own Export and Import buttons.

How to run a group training session

1. Print class roll 2. Print QR badges 3. Deliver training 4. Scan check-in 5. Mark complete + attach sheet
  1. Before: print the class roll (who still needs this training) for wet signatures, and the QR badges for the people attending.
  2. During: deliver the session; pass the roll around for signatures.
  3. After: open Scan check-in, pick the course and date, scan each badge, then press Mark complete.
  4. Scan the signed roll and attach it to the records as an attendance sheet.
  5. If the course needs competency, assess each person individually afterwards.

How to assess competency

Did they meet it? Fully → Competent With limits → Competent with conditions Partly → Needs improvement No → Not competent
  1. Open the person's completed record for that course.
  2. Press Record assessment and pick the outcome that matches what you saw. Use What do these mean? if you're unsure.
  3. For conditions, write the restriction. For needs improvement, tick the topics that need work. For exempt, give the reason and who approved it.
  4. Tick any follow-up actions, and set a reassessment date if one is needed.
  5. Attach the sign-off sheet as competency evidence.

How to get ready for an audit

  1. Reports → Competency Status, switch to Trained but not qualified. Close those gaps first — they are the ones an auditor finds.
  2. Switch to Reassessment scheduled and clear anything overdue.
  3. Reports → Missing Mandatory Training and Expiring Certificates for the training side.
  4. Open the Training Matrix, set the filters you want to evidence, and use the Qualification view. Print it — the printout states which view and filters produced it.
  5. Print an Employee Transcript for anyone the auditor picks; it carries training, competency and qualification together with a signature block.

How to find anything quickly

Press ⌘K (or Ctrl+K) and type what you're after — a person, a course, or the thing you want to do. Words like competency, categories, positions, alerts or email jump straight to the page that does it. You only ever see destinations your role can actually open.