How do I use Barcodes to Enter Completion Records?

You may enter training completion data by scanning barcodes with a barcode reader. You may scan the codes from employee badges as they attend a training, or you may print a sign-in sheet with barcodes, and then scan in the barcodes from the sheet after employees have signed in.

A barcode is just another font used by the computer. In this case, the ID number is represented by a series or bars, which the scanner is capable of reading. Just like a keyboard can be used to input a series of characters, the scanner scans the barcode, which represents the ID number, into the field. You can purchase one for about $10 and up depending on the quality and features. Consider a wireless scanner if you will be scanning badges. Just plug it into a workstation running TRAIN TRACK® and begin scanning. Note: We recommend printing the sign-in sheets using a laser printer.

Print Sign-In Sheets with Barcodes

To scan codes from a sign-in sheet, first you will need to print the sign-in sheet. You may print a sheet for a specific scheduled class, or you may print a general sheet listing all employees that may be used for any class.

To print a sheet for any training, follow these steps:

1. Open any screen.
2. From the Navigation Pane at the left, click on Report Menu.
3. The Report Menu screen will open.
4. From the Report Menu screen, select the Class Sign-In Sheet with Barcodes report.
5. Click View Report from the ribbon, or double-click on the report Title.

The sign-in sheet lists employees, with a space for their signature, and a barcode based on their ID Number.

To print a sheet for a scheduled class, listing enrolled employees, follow these steps:

1. Open any screen.
2. From the Navigation Pane at the left, click on Training List.
3. The Training List screen will open.
4. From the Training List screen, locate the training you wish to print a sign-in sheet for.
5. Double-click on the Training Title.
6. The Training Detail screen will open.
7. In the middle of the screen, select to show Classes > Scheduled.
8. Select the scheduled class.
9. Under Print Sign-in Sheets, click This Class + Barcode.
   

   

   
   
   
10. From the ribbon, select Print.

The sign-in sheet lists enrolled employees, with a space for their signature, and a barcode based on their ID Number.

Scan Barcodes

To easily record training completion data, take the completed sign-in sheets to a workstation equipped with a barcode reader.

To be able to scan in multiple barcodes in succession, you will need to configure your copy of Microsoft® Access®.

To configure your client, follow these steps:

1. Open Access® without opening TRAIN TRACK®.
2. Go to File > Options > Client Settings.
3. Set "Move after enter" to Don't move.
   
   

   

To record completions by scanning the barcodes, follow these steps:

1. Open any screen.
2. From the navigation pane, click Quick Add.
3. The Quick Add as a Group screen will open.
4. Select a Training.
5. Click in the Barcode field.
   
   

   

   
   
   
6. Using your barcode scanner, scan the Barcode for each employee you wish to record as completed. You will see the name checked below.
7. Enter the training completion date and click Add.

As you scan each code, you will see the employee name displayed on the screen. If you need to make any corrections, you will see the entire list of scanned records and you may edit them before saving the records.