How To Track Your Training From Start To Finish With Administrate's Training Tracking Software
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6 Ways A Training Tracking Software Helps You Track Your Training From Start To Finish

If you’re looking for a tool to track your internal training from start to finish, then a Training Management System (TMS) like Administrate could be the best option for you. Not only does it come with training tracking software functionality, but it also has a lot of other features built-in which are particularly useful for a training department.

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Let’s take a look at how you can use Administrate’s TMS can make tracking your internal training straightforward to manage!

1. Set Up Your Training Courses

The first stage of tracking your training is to set up all your training courses. Scheduling your courses within Administrate’s Course Management System will make keeping track of all the separate instances of your courses really easy and mean everyone in your internal training team will be able to reference the same information from one central place.

Administrate also supports lots of different kinds of learning, such as classroom-based training, eLearning, blended learning, and Virtual Instructor-Led Training (VILT). This means you can track all your training from one place, rather than having to spread the information across multiple different systems.

Using Administrate’s course templates feature will make setting up your courses a total breeze, as you can create templates for each course instance, meaning every time you schedule a new session of that course all the standard information will be prepopulated, and you will only need to fill out the changeable information, such as the date and the time.

2. Assign Your Students

Once you have set up all your training courses, you need to assign all your students to the relevant courses in order to ensure you can keep track of all the training your staff have completed with your training tracking software.

You can either have your internal training team assign the students to the courses manually, or you can send out links to your students allowing them to sign up for the courses themselves. You can use Administrate’s CRM to store all your staff information, so you have a record for each staff member, which can then be used to assign the training courses to.

3. Contact Your Students

If you have signed your students up for the courses yourself, the next stage is to make your team aware of the training sessions they have been signed up for. Administrate makes this easy through the use of automated communications, which can be set up ahead of time, and will be sent automatically when they trigger.

First of all, you’ll want to create email templates for all the basic emails you plan to send to your students. In this instance, you’ll want to create one which sends students the details of the training courses they have been signed up for. This will include things like the course title, the time, the date, and the location of the course, or a link so they can click through to your LMS (Learning Management System) to complete the course via eLearning. With the use of merge fields, the emails will be personalised for every student they are sent to.

Next, you need to decide on your trigger events. In this case, you would want to set one up for a new course registration which will be sent to the student who has signed up to the course.

Once all this is set up, an email with all the course-related details will be sent to each student, for each of their training courses, whenever you sign them up to a new course.

This means your students are always kept updated on all their training details, but your internal training team doesn’t have lots of manual work to complete, as it’s all done automatically.

4. Track Training Progress

Now you have all your courses set up, you can use Administrate’s training tracking software to track all your training with ease.

  • Classroom-Based Sessions
    When it comes to classroom-based sessions, you can easily use Administrate to track all the training your team completes. You can give your instructors access to the system to check off the attendance of the students, so you always have an up-to-date record of who has completed what.
  • eLearning
    By using Administrate’s built-in LMS, you can easily track all the eLearning your students complete, as once a module or a course has been completed, the students' record will automatically be updated to show all the training they’ve finished.

5. Ask For Training Feedback

You can also use Administrate to ask for training feedback for each of the courses you run in order to make sure you have the most up-to-date opinions of your team on your training offering.

Using Administrate’s SurveyMonkey integration, you can send personalised surveys to each staff member on a course, again using an automated communication, therefore cutting out the need for lots of manual work for your team.

All the information that is collected via the surveys will be pulled back into Administrate, and you can then report on it using the reporting system. This allows you to always know how your courses are performing and make positive changes for the next time the course runs to ensure you’re always providing the best training possible.

6. Track When Training Needs Completing Again

If you have training sessions that need to be completed on a regular basis to ensure your staff remain certified, Administrate can help you easily track when the training needs to be completed again.

First of all, each staff member’s training record will show the dates they last completed a training course, so you can easily pull a report on when a certain training course was last complete to ensure everyone’s training is still in date.

Secondly, you can set up an automated communication to send to both your internal training team and the staff members concerned to let them know their training is about to expire. Once the training has been completed, simply set up an automated communication to send again a month (or whatever period you like) before the training is due to be sat again, to ensure you don’t miss the deadline.

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