This guide explains how to use the platform to prepare training records and supporting evidence before an audit or inspection.

The platform stores employee training records, certificates, refresher information, and reporting data that can be used as supporting evidence during internal reviews and external audits.

Reviewing Training Records

Before an audit, managers should review employee training records to ensure they are accurate and up to date.

This can be done using the available reporting tools, including:

• Training Matrix

• Refresher Reports (where available)

• Certificates

• Food Safety Culture Reports (where available)

Reviewing Training Matrix Data

The training matrix should be reviewed to identify:

• Users who have not started required training.

• Users with training in progress.

• Users with completed training.

• Users with Refresher Required courses.

• Users with refresher courses overdue.

Any outstanding issues should be investigated before the audit.

Reviewing Refresher Training

Where a refresher report is available, managers should review:

• Courses approaching expiry.

• Expired courses.

• Users requiring refresher training.

This helps ensure training records remain current.

Reviewing Certificates

Certificates provide evidence that training has been successfully completed.

Before an audit, managers should verify that:

• Required certificates are available.

• Completion dates are correct.

• Training records match certificate records.

Group leaders can review certificates for users within their group.

Site leaders can review certificates for users within their site.

Reviewing Food Safety Culture Data

Where Food Safety Culture functionality is enabled, survey reports can also be reviewed.

These reports may be used as supporting evidence of employee engagement and culture monitoring activities.

Exporting Evidence

Reports can be exported before an audit to provide evidence of employee training activities.

Depending on platform configuration, reports may be available in:

• PDF format

• CSV format

Exported reports should be reviewed before being shared with auditors.

Recommended Audit Checklist

Before an audit:

✓ Review Training Matrix data

✓ Review Refresher Reports

✓ Verify certificates

✓ Review survey data (where applicable)

✓ Export required reports

✓ Verify user assignments

✓ Archive leavers where appropriate

Following these steps helps ensure training records are ready for review.

Platform Variations

Available reports and evidence may vary between academies.

However, the audit preparation process remains broadly the same across platforms.