TRAIN TRACK® Web Edition Help Manual

What's New

Version 14 represents a major update loaded with new features. Significant improvements include entirely new automatic email and data import functions, There is now a completely new document and revision control layer, with signature collection built in. Here are some of the new features in version 14:

Document Control

• Designate controlled documents
• Assign approvers to each document.
• Send automatic email notices to the designated approvers.
• Approvers can log in to electronically sign the document.
• When all signatures are collected, the new document or new revision may be released.
• Globally update document approvers.

Document Revision

• Initiate new revisions including a new document link or upload.
• Automatically assign Change Order numbers, enter external numbers, or import existing numbers.
• View revision history.
• Current revision can't be deleted.
• Duplicate revisions can’t be added.
• Print Engineering Change Orders/Cover sheets for each revision with signatures.
• New document link or upload is saved with each revision.

Document Review

• Designate a document review schedule, and a default review frequency, and see when each document review is due.
• Add document reviews with electronic signatures.

Automatic Email

• Email has been completely revised and updated with new technology! Now supervisors get one email for multiple employees, and all notices list each training due or scheduled.
• Scheduled class notices to employees include a link to add the class to their calendar (for most modern email applications compatible with .ics files, such as Outlook or Gmail).
• Notices can be scheduled to send automatically each day, or sent the first time someone logs in.
• Edit the email message to be sent with each notice type.
• For training due notices: Select the number of days due within to send notices, and the number of days to repeat notices. Send due notices to a list of recipients.
• For classes scheduled notices: Select the number of days for classes scheduled within to send notices, and the number of days to repeat notices.
• For signature due notices: Select the number of days to repeat notices.
• For new employee notices: Select to send notices.
• View a list of notices to be sent and filter by notice type, or sort by any column.
• View a list of notices sent and filter by notice type, or sort by any column.
• Automatic error logging and statistics displayed on home page.

Import

• The import feature has been completely overhauled and upgraded to a faster, more reliable system.
• Importing is easier than ever with fewer steps.
• After importing, the user sees the total rows imported and information about an skipped rows.
• If there are errors, the other rows are still imported.
• Importing now uses CSV files to avoid the need for Excel drivers or setting the named range.

Reports

• Upload your own logo for reports.
• Certificates of completion. Upload a signature or any graphic to include.
• Custom Status Report: Filter by multiple fields, and select columns to display.
• Custom Completed Report: Filter by multiple fields, and select columns to display.
• Easier report sorting by up to three columns on selected reports.
• Complete for Selected Supervisor.
• Completed for Selected Job Title.
• Completed (History) for Selected Supervisor.
• Document Approvers.
• Document Revision History with Signatures.
• Due for Selected Supervisor.
• Document Review Schedule.
• Employee Percent Complete.
• Engineering Change Order Log.
• Exam Percent Correct.
• Exam Questions and Answers.
• Exceptions for each Employee with Source.
• Pending Revisions and Signatures.
• Source of Requirements for each Employee.
• Status for Selected Job Title.
• Status for Selected Job Title--Required by Job Title.
• Status for Selected Supervisor.
• Training Percent Complete.
• Many reports have been updated for improved performance.

Training Records

• View scheduled classes in a calendar format.
• Enroll required employees as a group.
• The number of children required is automatically updated when children are added or removed.
• Globally update Document Owner.
• Delete uploaded documents.
• Status can be set o "Pending".
• Filter the Training List for Active, Active and Pending, Pending, Inactive, or all, and for Training Documents, Control Documents, or both.
• Document links with up to 1000 characters.

Training Completions

• Add or edit the due date.
• Training completions are automatically added for employees who sign document revisions or document reviews.
• Adding completions as a group has been improved.

Employee Records

• Filter the Employee List for Active, Inactive or Both.

Audit Trail

• Filter the audit trail by date range.
• Sort the audit trail by any column.
• View the audit trail for one employee.
• View the audit trail for one training.
• View the audit trail for one user.
• Adjust audit trail records for your time zone.

Exam

• Easier to create and edit exams.
• Allow employees to select a completion date separate from their signature date when submitting an exam. Employees need to enter both their login name and password to sign the exam.
• Passing score can't be higher than possible points.
• Can't set an exam as required unless there are questions and answers.
• Delete Image stored with an exam question.

Users

• Show active, inactive or both.
• Set default login and password expiration.
• Users are locked out for 30 minutes after more than 3 failed login attempts.

 

 

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 Here are some of the new features in version 13.5.

Passwords and Users

• Passwords are required to be at least 10 characters and include a lowercase letter, uppercase letter, number and symbol.
• Users may not re-use any previous passwords.
• User login name is displayed on the employee detail screen. Clicking on the login name opens the user record for editing.
• User logins are updated when employees are updated.

Training

• Add a new linked document when you add a new revision.
• Improved parent/child feature.
• Exams and exam scoring runs faster.
• Duplicate completions are not allowed.

Performance

• Improvements to speed and function of automatic email notices.
• Improvements to labels when using a screen reader.
• Improvements to speed of queries and functions.
• Duplicate completions are not allowed.
• Improvements to Audit Trail.

 

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Here are some of the new features in version 13.

Highlights

• Import Requirements and Exams from Excel®.
• Parent/Child and Series
• G

  More Automatic Email options.
• G

  Globally Update Supervisors
• Improved Performance

Performance

• Several changes have been made to improve performance, including removal of location filtering.
• Screens and reports load faster.

Automatic Email

• Send an email to new employees with login information.
• Send a single email to each employee with training due, including a link to log in to view status (instead of one email per training).
• Send automatic email of training due to Supervisors.
• Send automatic Reminders of Scheduled Classes to employees.
• Send automatic Reminders of Scheduled Classes to Supervisors.
• Easier to turn auto email on or off through the user interface.

Import and Export

• Import training requirements from Excel.
• Import exam questions and answers from Excel.
• Exports to Excel and .pdf now include only the data within your selected range.

Parent/Child and Series

• Add a training Series for a training required after the first training is complete.
• Improved Parent/Child feature.

Exceptions to Required Training

• Add exceptions to required training by Job Title.
• Add exceptions to required training by Department.

Training Records

• Upload or link a file to each training completion record.
• Re-use Training Numbers from deleted training records.
• Add an Owner or Author to each training record.
• Set the default Grace Period before training is due.
• Manually update Expiration dates for individual completions.
• All completion records may be opened by clicking the Record ID number.

Revisions

• Edit and Delete Revisions.
• Users are prevented from adding duplicate Revisions.
• If you edit the revision release date for the current revision, the training record release date is automatically updated.

Exams

• Upload an image with each Exam question.
• When an exam is failed, it does not change the completion status, due date or expiration date.
• Employees may review their exams and scores after completing them. .

User Logins

• Set the default user login and password for employees.
• Set the number of days until passwords expire.
• Filter the User List for Active or Inactive.
• Automatically update logins when you update employee records or import them.

Employee Records

• Globally Update Supervisors.
• Add Training Completions as a Group.
• Edit or delete Job Title History records.
• Re-use Employee ID Numbers from deleted employee records.
• Open Training completion detail records from the Employee screen.

Reports

• Updated Report Menu format makes it easier to find reports.
• Sort all standard reports by any column.
• Export Active and Inactive Training to Excel or .pdf.
• New Complete for Selected Job Title, Including Additional Job Titles report.
• New Due for Selected Job Title, Including Additional Job Titles report.
• New Exam Questions and Answers report.
• New Exceptions for Each Training report.
• New Requirements for Each Training report.
• New Supervisors report.
• New Total Completed Hours report.
• New Training List with Children and Series report.
• Updated Completion Reports: "Complete" reports display training that is not expired; "Completed" reports display all completions, expired or not, and the "History" report displays all completions including those that are now inactive.

General

• Uniform date formatting YYYY/MM/DD for clarity in all regions.
• Improved Audit Trail.
• Improved navigation between records.
• More form validation and error controls.
• More links to relevant help pages within the application.

 

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Here are some of the new features in version 12.

Training Records

• Assign training to one location, or all locations.
• Set training to expire in a specified number of days or months.
• You can set a grace period, and a "due by" date will be calculated as that number of days after hire or new release.
• Upload a file or document associated with each training to the server for employees to view, or link the file using a hyperlink.
• Restore deleted training records.
• New revisions may be imported with your training records.
• More fields on the training list screen, and on training completion screens.
• A unique number is required for each training.

 

Employee Records

• Job title history is stored whenever job titles change.
• View completed exam questions and answers.
• Restore deleted employees.
• More fields on the employee list screen.
• Unique ID numbers allow you to easily distinguish between employes.

 

Exams

• Exam users see their score and pass/fail after they take an exam.
• Exam users can cancel their enrollment in a class.
• Easier to enter and edit exam questions and answers.

 

Users

• Allow users to view one location, or all locations.
• User names are automatically added when employee records are added.
• Set a user to "inactive". Inactive users can't log in, and users associated with inactive employees can't log in.
• Search users by any part of the user name, first name, or last name.
• Unique user names are required.
• More fields on the user list screen.
• Faster login, with no confirmation screen.

 

 

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Here are some of the new features in version 10.

Employee Records

View the list of all employee records on one page

Multiple job titles

Assign multiple job titles to each employee
Add or delete additional job titles
All required training for additional job titles is automatically required

Supervisors

Select supervisor from a list (stored by ID Number)
Existing supervisors will be automatically updated

Training Records

View the list of all training records on one page

New Fields

New field for Description
New field for Release Date
Revision added to Complete tab
Revision added to History tab
Completion Status added to Complete tab
Completion Status added to History tab

Training Types

Select training type from a list
Edit the list of training types
Existing types will be automatically updated

Revisions

Add revisions to training documents
Require re-training for the new revision
Edit or delete revision records

Modules

Add parent/child modules
Indicate the number of children required for the parent to be considered complete
When a parent is required, the child training is also required
When a parent is completed, the child training is also marked as completed
When all child training is complete, the parent is also marked as completed

Can be used to substitute one training for another

Exceptions

Add exceptions to required training
Delete exceptions to required training

Expiration Calculation

Now the expiration date is calculated each time you see it based on the number of months to expire or a new revision, whichever comes first.

Users

Search the list of users
Exam-level users are automatically taken to the exam selection screen when they open the application
Limited users may add required training for individuals under their supervision
Program does not allow you to add duplicate user name
User passwords are stored in the database with one-way encryption (they cannot be decripted).

Reports

New Reports

Completed for selected employee
Due for selected department
Due for selected training
Status of required training for selected employee
Status of required training for selected department
Status of required employees for selected training
Status of required training in PDF format
Status of required training in Excel format

New Reports for Limited Users

Completed training for subordinates
Due for subordinates
Class roster listing only subordinates

New Reports for Exam Users

Status of required training (for user only)
Completed training (for user only)
Training Due (for user only)
Class roster (for user only)

Updated Reports

Added Revision, Completion Status, Signed By and Date Signed to all completion reports
Added the ability to sort by any column to all completion reports and all status reports
Added Supervisor to employee list report
Added Revision to training list report

Import from Excel

When importing employee records from Excel, existing records will be updated with new information.
When importing employee records, new job titles, departments, shifts, locations, and employee types will be imported.
When imorting training records from Excel, existing records will be updated with new information.
When importing training records, new training types will be imported.
When importing training completion records, new emloyees and training records will be imported.

Class Locations

Select class location from a list
Edit the list of class locations
Record a capacity for each location
Existing class locations will be automatically updated

Update your Registraion Code from within the application