This guide explains how to read and understand the information displayed within the training matrix.

The Training Matrix provides a real-time overview of employee training records, course progress, compliance status, and refresher requirements across your organization.

All information displayed within the matrix is generated dynamically from user accounts, course assignments, and training activity.

How the Training Matrix Works

The Training Matrix is designed to provide a central location for monitoring training progress and compliance.

When users are added to the platform and assigned courses, their information is automatically included within the training matrix.

As users start, progress through, and complete training, the matrix updates automatically to reflect their latest training status.

This allows managers and leaders to quickly review training records without having to open individual user accounts.

Who Can View the Training Matrix?

Access to the Training Matrix is controlled by user roles.

Group Leaders

Group leaders can view all users within their group.

The training matrix will display:

·        All users assigned to the group.

·        All assigned courses.

·        Course progress.

·        Completion records.

·        Refresher information.

·        Compliance status.

This provides a complete overview of training activity across the organization.

Site Leaders

Site leaders can also access the training matrix.

However, they can only view users assigned to their site.

The information available is similar to that available to group leaders but limited to the site leader's assigned location.

Subscribers

Subscribers do not have access to the Training Matrix.

Training Statuses

Each cell within the matrix represents the current status of a user's assigned course.

Understanding these statuses is essential for monitoring compliance.

Not Started

The course has been assigned to the user but has not yet been started.

This usually means:

·        The user has recently been added.

·        The user has not yet accessed the training.

·        The user has not begun the assigned course.

Managers may wish to follow up with users who remain in this status for extended periods.

In Progress

The user has started the course but has not completed all required training activities.

This indicates that training has begun but remains incomplete.

Users in this status should continue their training until completion.

Completed

The user has successfully completed the course.

Where applicable, the completion date is also displayed within the matrix.

A completed status indicates that the user has successfully met the course requirements at the time of completion.

Understanding Refresher Training Statuses

Some courses include refresher periods.

A refresher period determines how long a completed course remains valid before it must be completed again.

Not all courses use refresher periods.

Refresher Required

"Refresher Required" is a warning status.

This status indicates that a course is approaching its expiry date but remains valid.

For example:

·        Course validity period = 36 months

·        Refresher warning period = 30 days

Once the course enters the final 30 days before expiry, the status changes to Refresher Required.

At this stage:

·        The course remains valid.

·        The user remains compliant.

·        The user may receive refresher notifications.

·        Managers can identify upcoming refresher requirements.

The purpose of this status is to provide sufficient time for users to complete their refresher training before the course expires.

Refresher Overdue

"Refresher Overdue" indicates that the course validity period has expired.

At this point:

·        The course is no longer considered current.

·        The user may be considered non-compliant.

·        Refresher training should be completed as soon as possible.

Managers should prioritize users with Refresher Overdue statuses to ensure compliance requirements are maintained.

What Happens When a User Completes a Refresher?

When a user completes refresher training:

·        The refresher status is removed.

·        A new completion date is recorded.

·        A new validity period begins.

·        Compliance status is restored.

Depending on course configuration, users may be required to complete the course again from the beginning.

Why Does a Status Sometimes Appear Incorrect?

In some situations, a course status may not appear as expected.

This can occur when:

·        Refresher settings are changed after users have completed training.

·        Course validity periods are modified.

·        Course configurations are updated.

If you believe a training status is incorrect, contact the platform administrator or support team for investigation.

Why Is a User Missing from the Training Matrix?

The training matrix updates automatically when users are added.

If a user does not appear:

1. Confirm the user has been successfully added to the platform.

2. Confirm the user has been assigned to the correct site.

3. Refresh the page.

4. Reapply any active filters.

If the issue continues, contact support for assistance.

Monitoring Compliance Using the Matrix

The training matrix allows managers to quickly identify:

·        Users who have not started training.

·        Users currently completing training.

·        Completed training records.

·        Upcoming refresher requirements.

·        Expired training.

·        Potential compliance risks.

Regularly reviewing the matrix helps ensure training records remain accurate and up to date.

Best Practice

To maintain accurate training matrix records:

·        Add users to the correct site.

·        Assign appropriate courses.

·        Monitor refresher requirements regularly.

·        Review overdue training frequently.

·        Investigate unexpected statuses promptly.

·        Keep user information up to date.

Regular monitoring helps organizations maintain accurate compliance and training records.

Platform Variations

Training matrix functionality may vary between academies.

Some platforms provide additional functionality within the matrix, including:

·        Direct editing of course statuses.

·        Manual completion updates.

·        Additional compliance indicators.

·        Team-based reporting.

·        Department reporting.

Some platforms provide a view-only training matrix, while others allow authorized users to update training information directly from the report.

The available functionality depends on the academy and platform configuration.