How to Record On-the-Job or Classroom Training Completed Outside SOLABS QM

Environment

• Product: SOLABS QM
• Module: Training Management
• Affected Roles: Training Administrators, Managers, Trainers

Issue / Symptoms

Managers or trainers conduct on-the-job or classroom training sessions outside of SOLABS QM and need to record completion on behalf of end users. End users are not expected to confirm or complete the training directly in the system.

Cause

On-the-job and classroom training activities are performed in person or in the field. Because completion is verified by a manager or trainer — not by the end user — the standard self-completion workflow does not apply. Training must be recorded externally by an administrator using the Record from External function.

Resolution

Step 1 — Determine the Training Type

Before creating any records, confirm:

• Whether the training should be recorded as on-the-job or classroom training.
• Whether end users are expected to complete or confirm the training themselves in SOLABS QM.

If end users should not confirm training directly, proceed with the steps below.

Step 2 — Create or Update the Curriculum

If a curriculum already exists:

1. Open the existing curriculum.
2. Edit it to include the On-the-Job Training and/or Classroom Training activity types.

If no curriculum exists:

1. Create a new curriculum.
2. Include the applicable activity categories (on-the-job and/or classroom).

This ensures the correct training type is available for selection at the activity level.

Step 3 — Create the Training Activity

1. Within the curriculum, create a new training activity.
2. Assign an appropriate name (e.g., On-the-Job Training or Classroom Training).
3. Select the correct Activity Type.

Step 4 — Assign End Users

1. Assign all required end users to the training activity.
2. Leave the activity status as Not Started.

Setting the status to Not Started prevents email notifications from being sent to users at this stage.

Step 5 — Conduct the Training Outside SOLABS QM

1. Managers or trainers conduct the training session in person or on the job.
2. Upon completion, managers fill out a training confirmation form documenting:
   • User attendance
   • Successful completion of the training
   • Training completion date(s)

Step 6 — Submit Training Documentation

• Managers submit the completed training confirmation form to the Training Administrator.

Step 7 — Activate the Training Activity

• Once the training documentation has been received, update the training activity status to Active.

Step 8 — Record Training Completion

1. Navigate to Record from External.
2. Select the users who completed the training.
3. Enter the applicable completion date (past or current).
4. Save the record to mark the training as completed for the selected users.

Step 9 — Attach Supporting Evidence (Optional)

• Upload and attach the completed training confirmation form(s) to the training activity for audit trail or compliance purposes.

Step 10 — Keep the Activity Open as Needed

• If users complete training on different dates, leave the training activity open.
• Continue using Record from External until all required users have been recorded as completed.

Additional Information

• This workflow applies specifically to training scenarios where completion is validated by a manager or trainer, not by the end user.
• Attaching training confirmation forms (Step 9) is strongly recommended for organizations subject to regulatory audits .
• For training activities where end users are expected to confirm completion themselves, refer to the standard training assignment workflow.