1.1. Can I add a training record without a Class Session?

You can add a new training record on the Personnel Form - Transcript tab without manually creating a Class Session record. Training Manager will create a Class Session record for you automatically to maintain consistency in the database.

1.2. How can I add completed training?

When a student or students have completed training, it is important to set the Status to completed, and confirm the completion date in order for the status reports to accurately display the current training status. There are two options available for adding completed training:

Option 1: Several people were trained all on the same date

1. Open a new class session record on the class session tab.
2. Fill in the session information on the left, and add the students who attended the session in the list view on the right.
3. Select all of the students in the list view and click the Set Status: Complete button.
4. Save and Close the record - this will record the training for all of the students in the session at once.

Note: in option 1, transcript records will be created automatically based on the information in the class session record.

Option 2: An individual completed training

1. Open the personnel form for the individual and select the Transcript tab.
2. Click the New Transcript button and fill in the information.

Note: in option 2, a class session record will be created automatically based on the information in the Transcript record.

2.1. Will Training Manager send an email when training is due?

Training Manager does not have an automatic email reminder for upcoming/overdue training. It does have an "Upcoming and Overdue Status" report which can be set to show all training due within 'X' number of days where you can set the value for the number of days in advance you would like to include. Some organizations run this report monthly and email it out manually to the managers.

You can email any report by selecting it and then clicking the "Open in new window" button and using the menu item or email icon in the toolbar of the new report window. It will attempt to open your default email client. See the link below for information about setting a default email client if you don't already have one set:

Set default email client

2.2. Why does the % Compliance show 100% when some training is NOT completed?

Compliance Percentage:

If no one has been trained, but the Compliance shows 100%, you may have a grace period set on the Assignment form. Personnel will not be out of compliance with the requirement if it is still within the grace period for initial training completion. You can change the initial training to "Immediate" if you would like the status to be overdue immediately with no grace period for initial training.

2.3. Why does the training status show "Overdue" after the class has been completed?

Below is a list of items to check for if the Status displays "Overdue" after training has been completed:

1. If the Assignment is version-based, but the person is not trained on the "Current" version of the course, then the requirement has not been met, and the status is Overdue. Check the effective dates on the Course Form - Version History tab to identify the "Current" version of the course.
2. If the assignment is date-based, but the person has not been trained within the period specified in the Assignment criteria, then the status is Overdue.

2.4. Why doesn't a training record appear on the Required Training report?

Below is a list of items to check for if a training record isn't appearing on the status reports:

1. If the assignment has the option set for the Initial training to be due after a 30 day grace period, then it will not appear as "Overdue" until 30 days after the Hire Date set on the personnel form.
2. If none of the Course Versions listed on the Course form have the "Required" checkbox checked, then the course will not appear "Overdue" for anyone.
3. If the Employment Status field on the personnel form is set to "Inactive", the person will not appear on the Status reports.
4. If the "Exclude from required training" checkbox is checked on the personnel form, then the person will not appear on the Status reports.
5. If a filter is set from one or more of the filter fields located above the report preview, then only the records matching the filter will be included in the report.

2.5. How can I set up requirements for training and re-training?

Assignment records are used to define required training and re-training (Training Matrix) for your organization. Details can be found at the links below:

Screencast: How to create and use Assignments in Training Manager

User Guide: Assignments

2.6. How can I exempt an employee from training?

There may be times when you need to grant credit for training to an employee who hasn't Completed the course but can still be treated as "Trained". In this case, you can add a training record for the person and set the status to "Exempt". See the description of status values below:

3.1. What can I do if I lost my password?

Contact your organization's Training Manager System Administrator to reset your password. Any other Training Manager user with "System Administrator" permission can set a password using the "Set Password" button on the Personnel form.

If you are the only Administrator and are unable to login to Training Manager, contact Kaizen Software Solutions for help.

3.2. How can I set permissions for a user?

Training Manager users are managed on the main Personnel tab. A user who has been given a login name and password on the Personnel form can be assigned any of the following permissions:

• Read-only: Can view all areas of the database but cannot make any changes to the data.
• Training Records Administrator: Can view and edit all areas of the database except user permissions.
• System Administrator: Can view and edit all areas of the database including user permissions.

To set up a user with read-only permissions:

• Locate the personnel record for the user, or create a new one if needed.
• Assign a Login Name and set a Password if desired on the personnel form for this user.
• Ensure that none of the System Roles have been checked for this user.
• Save and Close the record.
• Install the software on the user's computer if needed, and inform them of their Login Name and Password.

To set up a user with Administrator permissions:

1. Locate the personnel record for the user, or create a new one if needed.
2. Assign a Login Name and set a Password on the personnel form for this user.
3. Select the "System Administrator" or "Training Records Administrator" option in the System Roles section of the Personnel form.
4. Save and Close the record.
5. Install the software on the user's computer if needed, and inform them of their Login Name and Password.

The matrix below shows the permissions for each system role:

3.3. How can I add a new Supervisor

To add a Supervisor to the Supervisor selection field:

1. Open or create the Personnel record for the Supervisor.
2. Place a check in the Supervisor box located in the section labeled, "Miscellaneous".
3. Save and Close the record.

3.4. How do I add an outside Trainer?

All personnel (internal and external) are tracked on the Personnel tab. You may distinguish an external trainer from your internal organization as follows:

1. Create a personnel group named, "External Trainers", "Outside Trainers", "Vendors", etc. per your organization's terminology.
2. For each external trainer, open the personnel form, and set their group to the name of the group you created in Step 1.
3. In addition, be sure to select the checkbox labeled, "Exclude from required training". This will ensure that the outside trainer does not appear on your required training reports (for example, for training which is required for "All Groups").
4. Also, select the "Trainer" checkbox. As with all trainers, this checkbox must be checked in order for the trainer name to appear in the Trainer list when creating a new Class Session record.

4.1. How do I add my Company Name in the report header/footer?

To display your company name on reports:

1. Select the main "Reports" tab.
2. Click on the "Options" button in the toolbar located just above the report.
3. "Edit" the Custom Header/Footer to use your company name.

4.2. How can I create custom reports?

The built-in report templates in Training Manager cannot be modified.

One-off Report Editing

You can edit an instance of a report by exporting it to an editable format and then making changes as needed. This does not alter the template, and the report will not carry over the changes the next time it is run. To make a one-off change:

1. Select the report on the main Reports tab.
2. Click the "Open In New Window" button in the main toolbar.
3. Select the menu option: File --> Export, and export the report to a format that you can edit.
4. Open the exported report in the associated application for editing.

Custom Reporting Utilities

An ODBC connection can be used to connect a 3rd party database or reporting utility to the Training Manager database. For the technical details needed to create the connection, please see the following link:

ODBC Documentation

Exporting Data

Data can be exported from the database in .csv format and then opened in MS Excel. You can then sort and filter the data as needed. To export the data, select the menu option: Tools --> Export. Then select the type of data to export and click the Export button.

5.1. Can I set up multiple databases on one server?

Yes - you can set up multiple databases on one server. For example, you can set up a "Production" database and a separate "Test" database. For details and instructions, please see the user guide at the following link:

How to set up multiple databases per server

5.2. What are the System Requirements for Training Manager?

Client Software:

• Required Disk Space: 90 mb
• Operating System: Windows 7 or higher (7, 8, and 10) - 32 or 64 bit.
• Notes: The setup process will download and install the .NET Framework v 4.5.2 if it is not already installed.

Database Server:

• Required Disk Space: 27 mb for the Firebird server component.
• Operating System: Windows 2000 or higher (2003, 2008, 2012, 2016, 2019)
• Ports: The server must accept TCP connections on port 3050, or a different port may be set up.
• Notes: KZFirebirdServer.exe will install the Firebird server v. 2.1.7 and the default database files. No additional components such as .NET or Java are required on the server.



5.3. How can I set up a shared database for multiple users?

See the screencast and step-by-step instructions at the link below. The download links for all required software are included in the step-by-step instructions below the screencast.

Shared Database Configuration

5.4. How do I set or change a password?

Training Manager has an option to "Set" or "Change" a password:

1. An Administrator can "Set" a password without knowing the current password.
2. A user can "Change" their password provided they know the current password.

Option 1 - "Set" a password using Administrator privilege:
1. Open Training Manager and log in with an account which is in the System Administrator role.
2. Open the Personnel form for the person's password you would like to set.
3. Click the "Set Password" button located next to the Login Name field.
4. Type the password in the "New Password" and "Confirm Password" fields, and then click Ok.
5. Click the Save and Close button on the Personnel form.

Option 2 - "Change" a password without Administrator privilege:
1. Select the Login Name of the user whose password you would like to change.
2. Enter the user's current password.
3. Enter a new password for the user.
4. Enter the new password for the user again to confirm it.
5. Click the Ok button to complete the change.

5.5. What is the default password?

5.6. How much will the database grow?

The initial installation of the Firebird Server for your database component will require 20mb.

Actual growth rates will depend on the details of the records, but the guidelines below can be used for estimation:

• The normal rate of growth of the database file is 1 MB per 7000 records.
• Pictures in the personnel records can be added at a rate of about 6 MB per 100 personnel.
• If attachments are added to records, the database will grow in size based on the size of the attachments.

5.7. How do I move Training Manager to a new computer?

On the Original computer:

1. Go to the menu option Help --> Enter License Key, or Help --> About, and write down your license key number to use later.
2. Go to the menu option File --> Backup, and create a backup file.
3. Copy the backup file created in step 2 from the old computer to the new computer.

On the New computer:

1. Download and install the same edition of the software from our website, and then go to the menu item Help --> Enter License Key, and enter the license key number from Step 1.
2. Select the menu option File --> Restore, and then select the backup file that you copied over from the old computer.
3. Close and then reopen Training Manager.

5.8. How do I install Training Manager on additional computers?

Enterprise Edition

If your shared database has not yet been configured, provide your IT Group with the following link to set it up:

Shared Database Configuration

To install Training Manager on additional computers:

1. Open Training Manager on an existing computer, and select the menu item Tools --> Database Connection. Write down the settings to use on the new computer. 
2. Open the menu item Help --> About Training Manager, and write down your license key number to use on the new computer.
3. Close Training Manager on the existing computer. 
4. Install Training Manager on the new computer from our website at the following link: Download Training Manager 
5. Enter the license key on the new computer using the menu item: Help --> Enter License Key. 
6. Connect to the database on the new computer using the menu item: Tools --> Database Connection. 
7. Update all other computers to the current version of Training Manager so that they all are running the same version. You can use the menu option Help --> Check for updates, or install it from our website as indicated above. 
8. You may provision the accounts by opening the related personnel record and then setting the permissions. For details, see 

6.1. How long can I use the free trial?

There is no time limit to the trial version of the software. You may continue using it for as long as you want. While in trial mode, you will be limited only by the number of records that may be added. You may delete records if needed in order to enter different records for testing.

6.2. What is the difference between the Standard and Enterprise Editions?

The Standard Edition is SINGLE USER, while the Enterprise Edition is MULTI-USER.

Details:

• The Standard Edition of Training Manager is a standalone version designed to run on a single computer. It is intended for departments or organizations where one individual is responsible for training records tracking. This version cannot be networked or shared by multiple people.
• The Enterprise Edition of Training Manager is designed to run over a network. In this version, the database resides on a shared network computer accessible to all the workstations on the network. This version allows for an unlimited number of computers to connect to and use Training Manager, sharing the data located on the central database.

6.3. Can I use Training Manager to track Driver's License Expiration?

Although Training Manager wasn't designed specifically to track Driver's License Expirations, some organizations use it for this purpose as follows:

1. On the Courses tab, create a course record for Driver's License Renewal.
2. On the Assignments screen, create an "Individual" assignment for this course to be repeated every X Years based on how long the License is good for (or you may create a "Group" assignment if everyone in a group has this requirement, or a "Job Role" assignment, etc).
3. On the individual's Transcripts, add a completed training record and set the date for when they last renewed their License. The next due date will then be calculated on the status report based on when it was last renewed plus how often it should be repeated.

6.4. Is Training Manager 21 CFR Part 11 Certified?

Training Manager has an audit trail, but it does not come with any certification for 21 CFR part 11. Some organizations choose to validate their paper process, and then use Training Manager to make the system more efficient for reporting, etc. In that case, the paper system remains the "system of record" for the FDA.