How to register courses
This guide summarises the essential workflow for registering a training course. For a comprehensive detail of each field, consult the internal functional documentation.
Objective
Section titled “Objective”Register a course so that it generates training needs where appropriate, remains consistent with the sessions and reports (certificates, lists, Prevencontrol) and, if applicable, includes assessment and refresher training.
Where to create the course
Section titled “Where to create the course”You can enter via any of these routes:
- Training and information → Settings → Courses → New.
- Training and information → Training calls → open a call → Courses tab → New (or the create icon in the Courses field).
Quick steps
Section titled “Quick steps”- Complete the course data (at least the Title; without a title you will not be able to save).
- Click Save.
After saving: what not to forget
Section titled “After saving: what not to forget”- Relations: link the scope to which the training applies (company, centre, section, position, role, activity, equipment, chemical agent, type of PPE and/or employee). Without this, training needs are not generated. Prioritise global criteria (for example, an entire centre) over listing position by position; direct assignment by employee should be occasional, as it loses some automation.
- Evaluation questionnaire templates: link the questionnaire only if the course requires assessment after attendance.
- Syllabus: is mandatory in the Session detail and its content appears on certificates, attendance lists (when those columns are in the report) and Prevencontrol student record. It is advisable to fill it in at the course level.
Data you usually complete
Section titled “Data you usually complete”Without listing all the manual fields:
- Code, category and abbreviated report name (if you want a different title in the generated document).
- Tags and remarks to group or annotate the course when standard fields are not enough.
- Course hours and minimum attendance hours: if the minimum is not reached in the session, the need may change to Did not attend. Course hours should match session hours.
- Mandatory / qualifying training: usually checked by default on creation.
- Assessment: check if an exam is required; then review the questionnaire templates tab.
- Refresher frequency and interval (days, months, years): go together; upon expiry, the system can create a new need in Not started status if the course has periodicity.
- Type of generated document for the completion certificate and content review dates if you use them.
Course tabs (what to use)
Section titled “Course tabs (what to use)”| Tab | Practical use |
|---|---|
| Relations | Who must be trained; All relations view summarises links. |
| SP record | Legal mark: specific risks (art. 19 LPRL), basic level (annex IV RD 39/1997), emergencies. |
| Validations | Indicates equivalences between courses. |
| Evaluation questionnaire templates | Exam associated with the course. |
| Report details | Modality, texts and certificate options (see next section). |
| Calls / Training needs | Consultation of linked calls and needs. |
| Attachments | Course documentation and tracking of sending/signature; mandatory in e-learning for sending to the employee. |
| SmartStatus | Automatic alerts generated according to configuration. |
Report details
Section titled “Report details”In the Report details tab, mainly adjust:
- Course modality: face-to-face, blended or e-learning.
- Training action certificate: automatic generation when the need moves to Completed, or free even if not completed; predefined texts between the title and the body of the certificate; agreement text (e.g. subsidised training) between the title and duration.
- Signature by training company: if activated, upload the signature in Organisation → External companies → company → Logo and signature → Signature (Training action certificate).
- Predefined footer: affects Prevencontrol student record, Prevencontrol document receipt and attendance lists by session (including subsidised Prevencontrol).
External training company data: free text that can be included in the attendance list by session.
Active or inactive course (check Active)
Section titled “Active or inactive course (check Active)”By default, the course is created active. When unchecking Active:
- Needs not linked to any call are deleted.
- Those already in a call remain but become inactive: they do not automatically generate new needs (nor periodicity) and the corresponding SmartStatus changes; in filters like “View active” you will see inactive status.
- Responsible persons for Ongoing calls are notified that the course is no longer active.
When checking Active again, if applicable, needs and alerts are regenerated, existing needs regain their active logic and responsible persons for ongoing calls are notified again.
Source: DM-SO-22-032 “How to register courses”, version 1, 02/03/2022.