A training record is a record stored in DT that a person has completed some training. This could consist of:

  • Completing an online course (these are added automatically)
  • A manager completes a validation (these update an existing online course record)
  • Manually adding information about other training, e.g. an instructor-led course completed on-site or at another provider.


The training record supersedes the original training and qualifications section. Any existing data in there has been copied across.

Training records can have an expiry date, for example, a forklift course expires every three years or a D endorsement expires every five years. If the trainee takes the same course again, a new record is written. If not, it will go into the reminder queue and you will have to manually review it - more about that in the training records review help file.


How to add a training record

For Trainees

Go to Your courses> Training and qualification records, then follow the instructions below

For Managers

From Manage > Trainees and courses, search for a trainee.

Click on View, then click the Training and qualification records tab. Then follow the instructions below.

Adding the training record

From the trainee's training record page, click Add new record

This will open a form, as shown below.

You can also bulk upload training records.


What fields are in a training record?


  • Qualification or training type: choose one or more of the options (operator's certificate, training or assessment, licence class, licence endorsement, unit standard or other. You must have at least one selected
  • Qualification or training name: write the name of the qualification, e.g. Forklift Operator's Certificate
  • Date achieved: the date the trainee passed the qualification
  • Expiry date: Optional field for the expiry date of the qualification. We will send reminders 90 and 30 days before it expires and the day after.
  • Hours taken: Optional field to keep a track of how many hours the training session was. This is useful if there's a minimum number of hours on the way to another qualification, or some mandated internal requirements
  • Unit standards: Optional field for you to enter any unit standard numbers
  • Assessor name: Optional field to note the trainer(s) who conducted the assessment
  • Assessor email: Optional field to note the trainer's email
  • Add files: You can add multiple files such as a scan of a practical assessment checklist, photographic evidence of completion, etc. File types are restricted to .jpg, .png, .pdf, .gif or .txt. The maximum file size is 10Mb.


Clicking Save uploads any selected files, saves it and then goes to their training and qualification records.

Clicking Close cancels the operation.


Here's what it might look like when you are adding it


Once it's added, it looks like this. 


Deleting a training record

Click the red Delete button. Acknowledge the warning and continue if you are OK with it.


Editing a training record

Click the green Edit button and then change the fields as required and click Save.