Do you have a lot of mandatory and statutory training courses? Do you need to be alerted about these training courses? Do you need to keep close track of your employees’ authorizations and certifications? Do you need to include refresher training in your next training plan? Then you've come to the right place!
Step 1: Create mandatory and regulatory training courses in the Lucca Training catalog
This first step is essential in order to be able to automatically calculate the expiry dates of the mandatory training courses that you will subsequently manage via Lucca Training.
Go to Administration > Training then click on “Add a training course.” Then, at the bottom of the form, answer “Yes” to the option “The training course requires an end of validity” then indicate the validity period of the training course (see image below).
Here is a link to the help sheet that will guide you step-by-step through adding a training course: Create a training course
We advise you to distinguish between initial training and refresher training by creating two different training courses in your catalog if the content, duration or price are not the same.
The validity period of the training course will be used automatically for all the sessions you plan for this training course. So, when you indicate who attended the session, Lucca Training will automatically calculate the expiry date of the certification/authorization for each employee.
The expiry date of an initial or refresher course is calculated as follows: session end date + validity period.
Example: Valentin was registered for an “Electrical authorization” training session held from June 5 to June 6, 2023. When Valentin views his training history, he can see that his authorization is valid until June 6, 2026 (see image below).
Step 2: Review the history of authorizations/certifications obtained before Lucca Training was implemented
When the end date of validity of an initial training course or refresher training course cannot be calculated by Lucca Training because the session was organized before the implementation of the solution, you can do a bulk import of all the current authorizations and certifications of your employees through the import module.
Go to Settings > Import completed training courses then import your data.
Here is the link to the help page which will guide you step by step through the import process: Importing a history of completed training courses
Step 3: Tracking and scheduling refresher training
Now that all the expiry dates of your employees’ certifications/authorizations are in Lucca Training, all you need to do is monitor and track their expiry dates in order to plan your next sessions.
Go to Administration > Refresher training (you must have “Administer Lucca Training” permission to see this page).
“Refresher courses to be processed” tab
This tab lets you view the list of refresher training that has not yet been completed, where the expiry date lies between the current date and the date selected in the filter.
Mark a refresher course as “Processed”
Indicating that a refresher course has been processed simply lets you know where you are in your processing and in planning future refresher sessions.
When should I indicate that a refresher session has been processed? It depends on you:
- Option 1: After creating a session in Lucca Training and registering the employee for this session.
- Option 2: Once the training session has been completed and the employee’s participation has been entered.
“Refresher courses processed” tab
This tab lets you view the list of refresher training that you have already indicated as completed in the previous tab.
If there is an error or if an employee does not go to the refresher training, you can move the refresher training back to the "Pending" tab by marking it as "Not completed".
Step 4: Activating alerts to get ahead and never forget any refresher training
If you do not regularly visit the "Refresher training" page or you want an additional safety net, you can activate due date alerts for specific expiry dates.
Go to Settings > Notifications, select how long before the target date you want to be notified and choose one or more recipients from the list of solution administrators.
To go further
If you want to export all the expiry dates of your employees’ certifications/authorizations, you can download the “Training history” report and view the “Expiry date” column in the report.
Go to Reports > Training history > Export.