How do I Assign Job Titles?

TRAIN TRACK® allows you to assign job titles to employees by selecting the job title from a list. You may edit the list of available job titles to select from.

You may require training based on job title, and all employees assigned to that job title will be required to complete the training. For example, you may require all employees with the job title “Teacher” to have a CPR certification. When you add a new employee and assign the job title, the associated training will automatically be required. You may assign multiple job titles for each employee, and the required training for all associated job titles will be required for the employee.

Job titles can be viewed as a list, allowing you to easily locate the record you wish to view. From the list, you can select a job title and double-click on it to open it in detail view.

Job titles can also be imported form Excel® along with your employee records.

TIP: "Job Titles" can be thought of as training profiles. They do not have to be limited to actual employment positions; you may list officers, appointments, work groups, teams, projects--any group of people that will all require the same training. For example, you may have a set of employees who are responsible for disaster preparedness in addition to their specific job roles, and these employees may come from several departments, all with different job titles. You may simply create a job title for "Disaster Preparedness" and assign the relevant training to that job title, then add it as an additional job title/training profile for each of the employees. If the requirements for that profile change, then those changes will automatically be reflected for each employee.

Assign Job Titles to Employees

You may assign job titles to employees from the employee detail screen.

To assign a job title to an employee, follow these steps

1. From any screen, on the navigation pane to the left, click Employee List.
2. Locate the employee record you wish to edit, and double click on the Name.
3. The Employee Detail screen will open.
4. Click the Edit radio button.
   
   
   
   
   
5. In the Job Title field, click the arrow to open the drop-down menu. Select the job title, or type in a new job title.
   
   

To remove a job title from an employee record, follow these steps

1. Open the Employee Detail screen to the correct employee record.
2. Delete the text in the Job Title field.

To view employees assigned to a job title, follow these steps

1. Open the Job Title List screen.
2. Locate the job title to view.
3. Double-click on the Job Title. The detail screen will open.
4. View employees listed under Employees with this job title.

Employees cannot be edited from this screen. To edit employee job titles, please go to the employee record.

Assign Required Training by Job Title

You may assign required training for each job title from the Training Detail screen, Required section, or from the Job Title Detail screen.

To assign required training to a job title, follow these steps

1. Open the Job Title Detail screen to the correct job title record (see below).
2. Under Trainings Required for this Job Title, go to the bottom of the list to a new (blank) record and select the Training Title or Number.
   
3. The training will now be required for all employees assigned to the job title.

Or follow these steps

1. Open the Training Detail screen to the correct training record.
2. In the middle of the screen, select to show "Required > Required by > Job Title".
3. Under Required Job Title, go to the bottom of a list to a new (blank) record and select the Job Title.
4. The training will now be required for all employees assigned to the job title.

To remove required training from a job title, follow these steps

1. Open the Job Title Detail screen to the correct job title record.
2. Under Trainings Required for this Job Title, locate the training you wish to remove.
3. Click on the red "X".
4. A dialog box will open asking you to confirm the deletion. Click Yes.

Or follow these steps

1. Open the Training Detail screen to the correct training record.
2. In the middle of the screen, select to show "Required > Required by > Job Title".
3. Under Required Job Title, locate the job title you wish to delete.
4. Click on the red "X".
5. A dialog box will open asking you to confirm the deletion. Click Yes.

Additional Job Titles/Roles

To assign additional job titles to an employee, follow these steps

1. Open the Employee Detail screen to the correct employee record.
2. In the middle of the screen, select to show "Job Titles/Roles > Additional Job Titles".
3. Go to the bottom of the list to a new (blank) record.
4. Select a Job Title from the list.

Training required for any of the job titles assigned will be required for this individual. Note: reports showing job title will display the primary job title.