LOCATIONS

How do I Assign Locations?

TRAIN TRACK® allows you to assign a location to each employee, each training, and each user.

A user (Administrator, Standard, Read-only or Completions-only) may be assigned to one location, or to "all" locaions. If the user is assigned to one location, then that user may only view records for employees that are assigned to the same location. The user may view training records assigned to the same location, or assigned to "all" locations. If the user is assigned to "all" locations, then all employee and training records will be visible. Users may be assigned to the number of locations your license allows.

A user assigned to one location may view:

• Training assigned to the same location
• Training assigned to "all" locations
• Employees assigned to the same location

A user assigned to "all" locations may view:

• All training records
• All employee record

A training may be assigned to one location, or to "all" locaions. If the training is assigned to one location, then only employees assigned to the same location may be required to complete the training, and only users assigned to the same location, or "all" locations, may view it.

A training assigned to one location can only be required for:

• Employees assigned to the same location

A training assigned to "all" locations can be required for:

• All employees

An employee may only be assigned to one location.

An employee assigned to one location may be required to complete:

• Training assigned to the same location
• Training assigned to "all" locations

 

Assign a User to a Location

To assign a user to a location, follow these steps

1. Open any screen.
2. From the Ribbon, "Database Administration" tab, click on Edit Users.
   
   
   
   
   
3. The Edit Users screen will open.
4. In the Location field, click the arrow to open the drop-down menu. Select the location.
   
   

You may select one specific location, or "all" locations. If the user is restricted to one location, then only training and employees assigned to the same location will be visible.

Limit a Training to one Location

To limit a training to one location, follow these steps

1. From any screen, from the navigation pane on the left, click Training List.
2. Locate the training record you wish to edit, and double click on the Title.
3. The Training Detail screen will open.
4. Click the Edit radio button.
   
   
   
   
   
5. In the Location field, click the arrow to open the drop-down menu. Select the location.

You may select one specific location, or "all" locations. If the training is restricted to one location, then only users assigned to the same location, or to "all" locations, will be able to view it, and only employees assigned to the same location may be required to complete it.

Assign an Employee to a Location

To assign an employee to a location, follow these steps

1. From any screen, from the navigation pane on 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 Location field, click the arrow to open the drop-down menu. Select the location.

The employee will only be visible to users assigned to the same location, or "all" locations. The employee may only be required to complete training assigned to the same location, or "all" locations.

View Locations

You may assign a location to each employee record by selecting the location from a list of locations. Administrator users may edit the list of locations that are available to select from. You may also assign a location to each training and to each user.

• Users assigned to a specific location will only be able to see records associated with their location, or with all locations.
• If a training is assigned to a location, then it will only be required for employees at that location

You may view or edit locations as a list using the Location List screen. This screen allows you to easily scroll through all locations and add or edit records.

To view your list of locations, follow these steps:

1. Open any screen.
2. From the Ribbon, select the Lookup Lists tab.
3. Click Employee Locations.
4. The Location List screen will open.

Or you may follow these steps:

1. Open the Employee Detail screen.
2. Double click on Location.
3. The Location List screen will open.

Add Locations

To add a new location, follow these steps:

1. Open any screen.
2. From the Ribbon, select the Lookup Lists tab.
3. Click Locations.
4. The Location List screen will open.
5. In the box at the bottom, type in the new Location.
6. Click Add.

Or you may follow these steps:

1. Open the Employee Detail or Training Detail screen.
2. In the Location field, type in the name of the new location.
3. A dialog box will open.
4. To confirm the addition of the new location, click Yes.

Edit Locations

To edit a location follow these steps:

1. Open any screen.
2. From the Ribbon, select the Lookup Lists tab.
3. Click Locations.
4. The Location List screen will open.
5. Edit the Location.

Delete Locations

To delete a location, follow these steps:

1. Open any screen.
2. From the Ribbon, select the Lookup Lists tab.
3. Click Locations.
4. The Location List screen will open.
5. Click the X.
6. Confirm that you want to delete the record in the pop-up box.

CAUTION: Once you delete a location, you will not be able to recover this data unless you restore from backup.