Staff training with SmartMy HRMS: training hours, courses before confirmation, the team's learning
With SmartMy HRMS, courses go to departments, jobs, locations and new joiners by themselves. Finishing a course adds training hours to the employee's record. Probation cannot be confirmed until the needed courses are done. Managers see and enrol their team.
PLANSEvery plan
Why it matters
Onboarding courses are assigned, but nothing stops a probation being confirmed while they are unfinished. The training hours HR must report live in a spreadsheet. In SmartMy Learn, new joiners are enrolled the night after they join. A course marked Needed Before Confirmation holds back a Confirm recommendation on the probation review until it is finished. Each finished course becomes an HR training certificate with its hours, category and expiry, counted toward the required hours a year. Reporting managers see their team's learning and enrol their people without any Learn role.
The problem it solves
- A new joiner is confirmed while the POSH and safety courses are still unopened.
- HR adds up training hours from three places at the end of the year.
- Managers ask L&D every week who in their team is behind.
- Someone moves department and keeps the old department's courses.
How it works
- On a course's enrolment rules, add Departments (with sub-departments), Jobs, Staff Categories, Work Locations or New Joiners (joined in the last 30 days). Staff with a login are enrolled; people who left are dropped.
- New joiners are enrolled the night after they join and stay enrolled after the window.
- On the course, tab Staff Training: the Training Category, Training Hours Credited (empty: the course's length) and HR Certificate Valid (months; 0 does not expire).
- When a staff member finishes, an HR training certificate is made with those hours. It counts toward the required hours a year with classroom sessions.
- On the Enrolment tab, tick Needed Before Confirmation. The probation review shows a Courses Needed tab, and recommending Confirm is refused while a needed course they are enrolled in is unfinished.
- Managers open Learn > My Learning > My Team's Learning. Enrol My Team puts the people who report to them on any published course, with a due date.
- When a team member's course is overdue, the reporting manager is told (Team Course Overdue).
Everything it does
Enrolment rules from HRMS
- Departments, including sub-departments
- Jobs, Staff Categories, Work Locations
- New Joiners: joined in the last N days (30 to start with); they stay enrolled after the window
- Separated staff are dropped; finished courses stay finished
- Only employees with a login are enrolled
Training hours
- Training Category and Training Hours Credited on the course
- Empty hours: the course's length in hours
- HR Certificate Valid (months): 0 means no expiry
- The certificate shows in the employee's training record, marked verified, linked to the online course
Before confirmation
- Needed Before Confirmation: off per course
- Courses Needed tab: each needed course, finished or with its progress
- Confirm is refused at submit and at final approval while one is unfinished
- Extending the probation or not confirming always works
- Applies to needed courses the employee is enrolled in
Managers
- My Team's Learning: direct reports' enrolments, read only
- Enrol My Team: anyone below them, any published course, an optional due date; people without a login are named
- No Learn role needed
Who uses it
HR or L&DSets rules, training hours and courses needed before confirmation.
Reporting managerSees the team's learning, enrols them and hears about overdue courses.
EmployeeLearns in the SmartMy Learn app or the player; the hours land in their training record.
Where you use it
- Web: the course form (Enrolment and Staff Training tabs); the probation review's Courses Needed tab
- Web: Learn > My Learning > My Team's Learning and Enrol My Team
- The SmartMy HRMS app: More > Learning opens the SmartMy Learn app (built and in testing, not in the app stores yet)
What you control
Settings
- New Joiners window: 30 days to start with, per rule
- Needed Before Confirmation: off per course
- HR Certificate Valid: 0 months (no expiry) to start with
Notifications
- Team Course Overdue: to the reporting manager when a team member's course becomes overdue, in the app inbox and by email
- Course Overdue still goes to the learner
Works with
SmartMy HRMSDepartments, jobs, staff categories, work locations and joining dates for enrolment; training certificates and yearly hours; probation reviews; reporting managers; the HRMS app's Learning entry.
Questions
Can a probation still be extended while a course is unfinished?
Yes. Only a Confirm recommendation is held back. Extending or not confirming always works.What if the employee was never enrolled in the needed course?
The check covers needed courses the employee is enrolled in. Use a New Joiners or department rule so everyone on probation is enrolled.Do online hours count with classroom training?
Yes. The yearly required-hours check adds hours from finished online courses to sessions attended and verified uploaded certificates.Does a manager need a Learn role?
No. A manager in HRMS sees and enrols the people who report to them from My Learning.Are company policies part of this?
Policies are sent as short courses and accepted in Learn; see Company policies read and accepted.Related features
COURSES AND ENROLMENTEnrolment by hand or by rules, kept current every nightPut people on a course by hand, or write a rule once: a role, a department, new joiners or a class. Every night the course enrols whoever the rule matches and drops people who no longer match.APP, MESSAGES AND POLICIESCompany policies read and acceptedWith SmartMy HRMS, a policy becomes a short course for exactly the people it applies to. Each person reads the current version and presses I Have Read and Accept, which records their acknowledgement in HRMS. A new version goes out again by itself.TEACHING AND TRACKINGLearning paths for onboarding and roles, with due datesPut courses together into a path, such as onboarding for new sales staff, in order or in any order. People on the path are enrolled in each course as they reach it, with the path's due date.QUIZZES AND CERTIFICATESCertificates with a QR check page, expiry and renewalGive a certificate when a course is finished, with a QR code anyone can scan to check it. Set how long it is valid, warn people 30 days before it expires, and put them back on the course when it does.AUTOMATION AND AIAutomations: rules that act by themselvesRules act when a learner is enrolled, finishes a lesson or a course, or falls overdue. They enrol the learner in the next course, message them or tell the course's authors.
See your first course on it.
Tell us who learns (students, staff or both), how many people and what you teach today. We will set up one course with you and enrol a class or a department.