EMPLOYEES

What Employee Information is Stored?

TRAIN TRACK® allows you to list all of your employees, record general information, view or edit training requirements, and track training completion data. Employees can be viewed as a list, allowing you to easily scroll through the records to find an employee. From the list, you can select an employee and double-click on it to open it in detail view. You may also search for an employee name or number from both the employee list and the employee detail screens.

Employee records store general information about each employee:

 

Field Data Type Size Required? Default Value Description
Last Name Text 50 Yes   Employee last or family name.
First Name Text 50     Employee first or given name, and middle name or initial if desired.
ID Number Text 50 Yes, Unique Assigned by program Employee ID number. If you don't have one, it may be assigned by the program.
Job Title Text 150 Recommended   Select from a list. You may edit the list by double-clicking, or just type a new value into the field to add it to the list.
Department Text 150 Recommended   Select from a list. You may edit the list by double-clicking, or just type a new value into the field to add it to the list.
Supervisor Text   Recommended   Select from the list of active employees.
Location Text 250 Recommended   Select from a list. You may edit the list by double-clicking, or just type a new value into the field to add it to the list.
Shift Text 50     Select from a list. You may edit the list by double-clicking, or just type a new value into the field to add it to the list.
Employee Type Text 250     Select from a list. You may edit the list by double-clicking, or just type a new value into the field to add it to the list.
Status Active or Inactive   Yes Active "Active" or "Inactive"
Start Date Date       Hire date.
Email Text 100     Email address used to send email notices.

Job Title and Department are recommended because they are used to assign required training and because you may limit the employees a user can view by department. Supervisor is recommended because the link to the supervisor records allows you to send email notices to supervisors.

Each employee must have a unique ID number. If you do not assign one, one will be generated for you. Even if an employee is "Inactive", you cannot assign the same ID number to another employee. To re-use the ID number, you will need to delete the employee number, or edit the ID number.

Inactive employees are kept in the database and included in some reports such as historical reports. They are not included in most views or reports.To see which reports inactive employees are included in, open the report menu and check the "Active" column.

 

Human Resources (HR) Information

Additional information found under Employee Info > HR

Field Data Type Size Required? Default Value Description
End Date Date       Last day of employment
Link Hyperlink 250     Hyperlink to any type of file or folder related to the employee record.
Office Phone Text 25     Work phone number or extension.
Cell Phone Text 25     Cell phone number.
Home Phone Text 25     Home phone number.
Photo Image       An uploaded photo of the employee.
Address Text 50     Address.
Date of Birth Date       Date of birth. This is optional. If you do not want others to see this information, do not include it.
Social Security Number Text 50     Social Security number. This is optional. If you do not want others to see this information, do not include it.
Other Text 150     You may use this field to store additional information.

To add a photo, follow these steps:

  1. In your graphics program, open the picture you wish to use (you need to be able to see the picture on your screen).
  2. Copy the picture.
  3. Open the Employee Detail screen to the correct employee record.
  4. Select to show "Employee Info > HR".
  5. Paste the photo into the Photo field.

 

To add a linked document, follow these steps:

  1. Open the Employee Detail screen to the correct employee record.
  2. Select to show "Employee Info > HR".
  3. Right-click on the Link Document field.
  4. A pop-up menu will open. Select "Hyperlink...".
  5. In the hyperlink dialog box, browse to the file or folder you wish to link to.
  6. Click OK.

 

Additional Job Titles

You may assign multiple job titles to each employee. Training assigned to the additional job titles will be required for the employee. You may use "job title" to describe any group that has common required training. For example, if you had a safety committee that had to complete specific training, that consisted of a variety of people from different departments and job titles, you could create a "job title" for safety committee, and assign the required training to that job title.

To assign additional job titles, 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. On the Additional Job Titles section, go to the bottom to a new (blank) record.
  4. Select the Job Title.

 

 

Job Title History

Any time a job title is assigned to an employee, or removed, this is recorded to the job title history. This allows you to see the changes in job titles over time for an employee. This feature is new in version 12, so changes prior to that will not be included. In version 13, you can also edit Job Title History if needed.

To view or edit job title history, 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 > Job Title History".
  3. You may edit existing job titles, job start and end dates, or manually add additional job titles from this screen.

 

 

Subordinates

TRAIN TRACK® allows you to see a list of employees that are assigned as subordinates (that have the specified employee assigned as their supervisor).

To view Subordinates, follow these steps:

  1. Open the Employee Detail screen to the correct employee record.
  2. In the middle of the screen, select to show "Employee Info > Subordinates".

 

 

Skills and Qualifications

This section allows you to list education, qualifications, skills or certificates for each employee. You may list multiple items for each employee. Skills data consists of:

To view or edit skills, follow these steps:

  1. Open the Employee Detail screen to the correct employee record.
  2. In the middle of the screen, select to show "Employee Info > Skills".
  3. View or edit records.

 

 

Do I Qualify?

This section shows if an employee is qualified for another job title, or what training would be needed in order for them to qualify. From the employee detail screen, select to show "Job Titles/Roles > Do I Qualify?". Select a job title, and the required training for that job title will be listed, with the employee's completion status for each one. This might be useful in preparing an employee for the next job title, or other employee development activities. It may also be useful in determining if an employee can fill in for another job.

 

 

Notes

The Notes section allows you to store a series of notes for each employee. The records contain:

You may enter an unlimited number of notes for each employee. These notes will appear on the Employee Status report.

To view or edit notes, these steps:

  1. Open the Employee Detail screen to the correct employee record.
  2. In the middle of the screen, select to show "Employee Info > Notes".
  3. View or edit records.