TaskRox Help & User Manual

The Training module is the single canonical source for every compliance question — what items exist, what each worker holds, what a project requires, and whether a worker is cleared.

Training Library, worker Evidence, and project Requirements are one system. The org Training surface, project Training matrix, Workforce person profile, Resources readiness, and Site Pass all read the same Evidence record for any given worker + item.

The Training module operates at two levels: - Organisation-level (/training) — manage the Training Library, sessions, enrolments, worker Evidence, and expiries across all projects - Project-level (/projects/[id]/training) — pick Library items as project requirements, run project-scoped sessions, and read the readiness matrix

Use Training to manage: - the Training Library — every kind of compliance item (course, licence, VOC, medical, induction, authorisation, SOP acknowledgement, unit qualification, toolbox talk) - trainers (internal and external) and sessions - enrolments, attendance, and results - worker Evidence — the canonical compliance record per worker per item - expiries and refresher windows - project requirements that reference Library items

The Training Overview dashboard provides a snapshot of training activity across your organisation.

Use the dashboard to spot scheduling gaps, identify Library items that need refresher sessions, and monitor expiries before they affect site readiness.

The Training Library at /training/library is the canonical list of every training item your organisation tracks.

Item types: - Course — internal/external/RTO/accredited course or refresher - Unit / qualification — RII unit, skill set, certificate qualification - Licence — EWP, forklift, crane, high-risk work licence - VOC — Verification of Competency - Medical / restriction — medical clearance, fit-for-work, restriction status - Induction — site, company, or visitor induction - Authorisation — site, plant, or role authorisation - Toolbox / briefing — toolbox talk, pre-start briefing - SOP / document acknowledgement — SWMS, SOP, policy sign-off

Each Library item carries a default validity period, evidence requirement flag, verification requirement flag, and a "delivery capable" flag indicating whether sessions can be scheduled against it.

> The legacy /training/courses and /training/catalogue URLs both redirect to /training/library.

Sessions are scheduled delivery events for a Training Library item. Pass results renew worker Evidence in the canonical Library.

Course types: - Accredited Course — externally certified (e.g. First Aid, CSE, WAH) - Induction Course — site or corporate induction - Internal Course — organisation-developed training - External Course — delivered by third-party providers

Delivery methods: - Classroom - Online / eLearning - Onsite face-to-face - Blended - Toolbox talk

Session statuses: - Draft — not yet published - Scheduled — upcoming, open for enrolments - Open — currently in progress - Closed — completed, attendance recorded

Trainers can be internal employees or external contractors. Each trainer record carries qualifications and active/inactive status. When scheduling a session, pick the trainer from your pool — sessions link to trainers for reporting and workload tracking.

Enrolments place people into sessions. Results record what happened. Pass results renew the worker's canonical Evidence in the Training Library.

Enrolment workflow: 1. Select a session 2. Add workers from the workforce 3. Workers receive notification (if enabled) 4. On session day, mark attendance 5. Record pass/fail and completion date 6. Issue certificates and set expiry

Result statuses: - Enrolled — registered for session - Attended — present at session - Completed — passed and certified - Failed — did not pass assessment - No-show — did not attend

A pass result automatically updates the worker's canonical Evidence record for the corresponding Library item — no separate "mapping" step is required. The unified Training/Evidence system writes through one canonical service path.

Worker Evidence at /training/evidence is the canonical compliance record for every worker × Library item combination. This is the same record displayed on the Workforce person profile (Training/Evidence tab), the project Training matrix, and the workforce matrix — one row, surfaced everywhere it matters.

Find any worker × item: - Search by worker name or item name/code - Filter by canonical status — Compliant, Expiring, Expired, Missing, Pending verification, Restricted, Medical restriction, Not required - URL-stable filters — share filtered views with colleagues

Edit Evidence: - Update completion date, expiry date, evidence URL, notes - Change status (with reasons preserved in history) - Verify or reject pending evidence - Waive a requirement (with mandatory reason — auditable) - Archive obsolete evidence

Status calculation is deterministic and centralised: the same precedence rules drive the matrix, the access calculator, the resources readiness check, and the site pass scanner. There is no parallel status source — this is the single answer to "is this worker current?".

Expiring Evidence and Expired Evidence KPIs surface compliance items that need renewal.

The expiring view shows: - Workers with Evidence expiring in the next 30/60/90 days (configurable window) - Overdue Evidence that has already expired - Items with no expiry set (non-expiring items)

When you complete a refresher session, the canonical Evidence renews automatically — no manual mapping is needed. This was the role of the legacy "Workforce Mappings" feature, which has been retired now that course completion fans out to canonical Evidence directly.

Each project can define its own training requirements that reference Library items.

Project Training tabs: - Matrix — worker × requirement readiness grid, sourced from canonical Evidence - Requirements — pick Training Library items and scope them to project rules (all workers / role / company / trade / plant class / work area / crew / individual) - Evidence — project-relevant worker Evidence, filtered from canonical records - Sessions — project-scoped sessions, if applicable - Library — read/pick/create items from the canonical Training Library

Training Readiness panel: The hero panel shows overall project training health: - Readiness percentage (workers fully compliant) - Total project requirements - Workers with gaps - Upcoming sessions - Library items active for the project

Matrix cell editor: Click any matrix cell to edit Evidence inline (for users with edit permission). Sensitive fields like medical restrictions and fit-for-work status are NOT exposed at the cell level — those remain on the Workforce profile under role-gated tabs.

Guided setup: If requirements are missing, a setup banner guides you through assigning Training Library items as project requirements and capturing worker Evidence.

Create and deliver a new training item: 1. Go to Training → Library 2. Search for the item — most common items are pre-seeded 3. If the item doesn't exist, create one with the right item type, validity period, and evidence/verification flags 4. Go to Sessions → Schedule Session 5. Pick the Library item, trainer, date, location 6. Publish session and enrol workers 7. On session day, mark attendance and record results 8. Pass results renew worker Evidence automatically

Set up project training requirements: 1. Go to Project → Training → Requirements tab 2. Click Add Requirement 3. Pick a Training Library item 4. Set scope (all workers / role / company / individual etc.) and mandatory level 5. Matrix tab now shows compliance status against canonical Evidence

Find and update a worker's Evidence: 1. Go to Training → Evidence (or Workforce → Person → Training/Evidence tab) 2. Search by worker name or item 3. Open the row → edit completion / expiry / verification / notes 4. Save — the change is reflected immediately on the project matrix, workforce matrix, and Resources readiness

Track expiring training: 1. Go to Training → Overview 2. Open the Expiring Evidence KPI 3. Filter by expiry window or item type 4. Export list or schedule refresher sessions

My Training Passport is the worker-self lane on the canonical evidence system. Workers own their training data and can carry it across projects and employers.

Workers see the passport at /my/training (linked from the sidebar My Work → My Passport). It surfaces only their own Evidence — there is no cross-worker view from this lane.

Worker-self surfaces (under /my/training): - Dashboard (/my/training) — status summary (verified, expiring, expired, pending review, clarification, rejected, draft), required actions, project readiness, recent submissions, sharing shortcuts, privacy notice. - Uploads (/my/training/uploads) — pick a Library item, attach a certificate (PDF or image, 25 MB max), enter dates and notes, and either save as draft or submit for verification. Drafts, submitted, and clarification-requested rows are all editable from this page. - Records (/my/training/records) — the worker's full evidence list with status filters and item-type filters. - Expiries (/my/training/expiries) — verified evidence approaching or past expiry, bucketed by urgency (expired / 30 days / 60 days / 90 days / beyond) with a Renew CTA. - Readiness (/my/training/readiness) — per-project readiness against assigned projects' training requirements, with portability proof (the same verified evidence satisfies requirements in every assigned project). - Sharing (/my/training/sharing) — create controlled views of training evidence for an employer, project, or external recipient (4 share kinds × 4 recipient kinds), revoke any time. Public links can never expose raw medical detail.

Verification rule (worker view): only admin-verified evidence counts toward project compliance. The dashboard shows pending submissions distinctly from verified evidence — pending is "I've submitted, awaiting admin" not "this counts." This mirrors the canonical verified-only readiness rule.

Self-only access: every /my/training/* route is gated by the requireSelfPerson() helper. A user without a linked workforce profile sees a friendly "Your account isn't linked to a worker profile" message instead of a 500 error.

Admin verification queue: admins use /training/passport-queue to review worker-submitted evidence. Action buttons: Verify (one click), Request clarification (audit-note dialog), Reject (audit-note dialog with required reason). The queue is tabbed: Awaiting review (submission_status='submitted') vs Clarification requested (submission_status='clarification_required').

Notifications: every state transition fires an in-app notification. Worker submission → notify all org admins. Admin verify / reject / request clarification → notify the worker. Rejection includes the reason; clarification includes the admin's note.

Audit trail: every state transition writes a row to audit_log. The 11-action passport taxonomy: passport.evidence.{create,update,submit,withdraw,verify,supersede,reject,clarification} plus passport.share.{create,access,revoke}. Share-access events surface a medical_raw_exposed flag so compliance auditors can answer "did this access actually expose raw medical data?" without re-running the projection engine.