Training Admin

Training Administration is where you define the types of training your Safety Ministry offers and schedule specific training events. From firearms qualifications to CPR recertification to new member orientation, this is your training command center.

What Is Training Admin?

Training Admin has two layers:

1. Training Definitions — The types of training you offer (e.g., “Firearms Qualification”, “CPR/AED”, “De-escalation”)
2. Training Events — Specific scheduled instances of those training types

You define the training types once, then create events from them as needed.

Training Definitions

Creating a Training Definition

1. Navigate to Admin > Training.
2. Click Add Training Type (or the + button).
3. Fill in the details:

Field	Required	Description
Name	Yes	Display name (e.g., “Annual Firearms Qualification”)
Description	Optional	What this training covers and any prerequisites
Type	Yes	Category of training
Capacity	Yes	Maximum number of attendees (default: 20)

4. Click Save.

Editing a Training Definition

1. Find the training type in the list.
2. Click Edit.
3. Modify the name, description, type, or capacity.
4. Click Save.

Deleting a Training Definition

Captions for training videos

You can attach captions to a digital training’s video so Safety Team Members can read along. Captions are one language and come from a WebVTT file (a .vtt file exported from your video editor, a transcription service, or a subtitle tool).

To add captions:

1. On Admin > Training, click Video on the digital training.
2. In Manage Video, find Captions (WebVTT, one language) and click Upload Captions.
3. Choose your .vtt file.

To replace captions: click Replace, choose the new file, then confirm with Replace Captions.

To remove captions: click the remove button (labeled Remove captions), then confirm with Remove Captions.

The platform checks the file when you upload it. The file must be a text WebVTT file of 512 KB or less. If it is refused, the message tells you why, for example:

• “The captions file is empty.”
• “The captions file is too large. The limit is 512 KB.”
• “The captions file must start with “WEBVTT”.”
• “The captions file has no cues.”

Good to know:

• Removing or replacing the video removes its captions. If you upload a new video, attach captions to it again. Switching the training to a video link also removes them.
• Captions count toward your organization’s training storage. If training storage is full, new uploads, including captions, are paused. Existing training keeps playing.
• Captions are off by default. A Safety Team Member turns them on from the captions menu in the video player.
• Applicants do not see captions. The captions option does not appear in the player for applicants.

Training Events

Training Events are specific, scheduled instances of a training definition.

Creating a Training Event

1. Select a training definition.
2. Click Schedule Event (or Add Event).
3. Fill in the event details:

Field	Required	Description
Start Time	Yes	When the training begins
End Time	Yes	When the training ends
Location	Optional	Where the training takes place
Instructor	Optional	Who is leading the training

4. Click Save.

When you create a training event, the platform creates both a TrainingEvent record and a corresponding calendar Event. This means the training appears on the schedule alongside services and programs, giving your team a unified view of all commitments.

Managing a Training Event (Admin View)

Once a training event is created, you can manage it from the event detail screen:

Registrations — View which Safety Team Members have registered for the training. Members register themselves from their schedule view.

Attendance — On the day of training, record attendance:

• Attended — The member was present
• No-Show — The member did not attend

Results — After training is complete, record outcomes:

• PASS — Successfully completed the training
• FAIL — Did not meet the training standard
• INCOMPLETE — Partially completed; may need follow-up

You can also add notes to each result for additional context (e.g., “Needs to retake scenario 3”).

Attachments — Upload supporting documents such as certificates, score sheets, or completion records.

How Training Connects to Compliance

Training results can fulfill compliance requirements. When a Safety Team Member passes a training event that corresponds to a compliance track requirement, their compliance status updates accordingly. This creates a seamless flow from scheduling to training to compliance readiness.

Best Practices

• Set Realistic Capacities — Match the capacity to your venue and instructor capability.
• Schedule Well in Advance — Give Safety Team Members time to plan around training commitments.
• Record Results Promptly — Enter attendance and results soon after training while the information is fresh.
• Use Descriptive Names — Include the type and level in the name (e.g., “Advanced De-escalation” vs. just “De-escalation”).
• Track No-Shows — Consistent no-shows may indicate a scheduling conflict or engagement issue worth addressing.

Next Steps

• Compliance Tracks — See how training results connect to compliance requirements.
• Schedule Overview — See how Safety Team Members register for training from their schedule.
• Admin Panel Overview — Return to the full list of admin areas.