GR Training & CEU Management - Admin Guide

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

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Initial Setup

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Configuring GR Module Settings

1. Navigate to GR → Settings
2. Configure the following training options:

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Setting Up Training Categories

1. Navigate to Platform → Picklists
2. Find or create the gr_training_category picklist
3. Add categories as needed:
   • Clinical
   • Safety
   • Compliance
   • Professional Development
   • Regulatory
   • Orientation
   • Leadership

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Setting Up Course Types

1. Navigate to Platform → Picklists
2. Find or create the gr_training_type picklist
3. Add course types:
   • Online
   • In-Person
   • Webinar
   • Self-Paced
   • On-the-Job
   • Blended

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Managing Training Courses

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Creating a New Course

1. Navigate to GR → Training
2. Click New Course
3. Complete the form:

4. Click Create Course (saves as Active)

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Course Types Explained

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Course Categories

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Setting CEU Credits

1. Enter the CEU Credits amount (e.g., 2.0)
2. Select the CEU Category:
   • State Licensing (for license renewals)
   • Professional Certification (for credentials)
   • Organization Required (internal requirements)
3. Credits are automatically added to employee transcripts upon completion

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Setting Expiration Periods

1. Enter Expiration Period in months
2. When an employee completes the course:
   • Completion date is recorded
   • Expiration date is calculated (completion + period)
   • Reminders are scheduled before expiration

• CPR/First Aid: 24 months
• HIPAA: 12 months
• Annual safety: 12 months

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Uploading Course Materials

1. In the course form, click Upload Materials
2. Supported file types: PDF, DOC, DOCX, MP4, etc.
3. Materials are stored securely and accessible to enrolled employees
4. Multiple files can be attached to a single course

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Archiving Courses

1. Open the course details
2. Click Archive
3. The course is hidden from the library
4. Historical completions are preserved

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Training Enrollment

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Enrollment Methods

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Creating an Individual Enrollment

1. Open the course details
2. Click Enroll Employee or go to the Enrollments tab
3. Select the employee(s)
4. Set the Due Date for completion
5. Choose Required or Optional
6. Click Create Enrollment

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Bulk Enrollment

1. From the course details, click Bulk Enroll
2. Select enrollment criteria:
   • All employees
   • By role
   • By department
   • By site
   • By date range (hire date, etc.)
3. Set a uniform Due Date
4. Click Create Enrollments

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Enrollment Status Workflow

┌─────────────┐     ┌─────────────┐     ┌───────────┐
│ Not Started │ ──> │ In Progress │ ──> │ Completed │
└─────────────┘     └─────────────┘     └───────────┘
       │                   │
       │                   │
       ▼                   ▼
┌─────────────┐     ┌─────────────┐
│   Overdue   │ ──> │   Overdue   │
└─────────────┘     └─────────────┘

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Managing Overdue Training

1. Navigate to GR → Training and filter by “Overdue”
2. Review overdue enrollments
3. Options:
   • Send Reminder: Notify employee again
   • Extend Due Date: Grant additional time
   • Excuse: Mark as not required with reason
   • Escalate: Notify supervisor/HR

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Recording Training Completions

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Completion Verification Methods

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Recording a Completion (Admin)

1. Open the course details
2. Go to the Enrollments tab
3. Find the employee’s enrollment
4. Click Record Completion
5. Enter:
   • Completion Date
   • Verification Method
   • Quiz Score (if applicable)
   • Notes (optional)
6. Click Save Completion

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Automatic CEU Credit Calculation

1. System checks course CEU configuration
2. Creates CEU credit record for employee
3. Sets credit expiration (if course has expiration period)
4. Credit appears on employee’s transcript

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Recording External Training

1. Navigate to employee’s training record
2. Click Add External Training
3. Enter:
   • Course name
   • Provider/Institution
   • Completion date
   • CEU credits (with documentation)
   • Expiration date (if applicable)
   • Certificate/proof document
4. Click Save

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CEU Credit Management

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Understanding Credit Categories

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Viewing Employee Transcripts

1. Navigate to HR → Employees and select an employee
2. Click the Training or CEU tab
3. View all credits earned and transcripts
4. Export for license renewals

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Generating Compliance Reports

1. Navigate to GR → Reports (or dashboard)
2. Select Training Compliance Report
3. Filter by:
   • Date range
   • Department
   • Course
   • Compliance status
4. Export as needed

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Credit Totals by Period

1. Set the licensing period date range
2. View total credits by category
3. Identify gaps in required credits
4. Generate attestation letters

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Tracking Training Compliance

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Training Dashboard

• Total active courses
• Pending training assignments
• Overdue training count
• Completion rate percentage
• Upcoming expirations

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Compliance Metrics

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Department Training Status

1. Navigate to training reports
2. Filter by department
3. View:
   • Compliance rate by team
   • Overdue training by employee
   • Upcoming expirations

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Recurring Training

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Setting Up Recurring Requirements

1. Set Expiration Period on the course
2. When employees complete:
   • Expiration date is calculated
   • Reminders scheduled before expiration
   • Employee must re-complete when expired

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Expiration Reminders

• 90 days before expiration
• 60 days before expiration
• 30 days before expiration

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Renewal Workflow

1. Employee receives expiration reminder
2. Training coordinator enrolls in renewal course (or auto-enrollment)
3. Employee completes training
4. New expiration date is calculated

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Reporting

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Dashboard Metrics Explained

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Standard Reports

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Exporting Data

1. Navigate to the relevant list view
2. Apply desired filters
3. Click Export to download as CSV or PDF

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Notifications & Reminders

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Automatic Notifications

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Configuring Reminders

1. Navigate to GR → Settings
2. Adjust reminder schedules:
   • Due date reminder days
   • Expiration reminder days
   • Enable/disable specific notifications

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Sending Manual Reminders

1. Select one or more enrollments
2. Click Send Reminder
3. Employees receive immediate notification

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Troubleshooting

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Employee doesn’t see assigned training

1. Check if the course is Active (not Archived)
2. Verify the enrollment exists and is assigned to that employee
3. Check the employee’s role and department match criteria
4. Review RLS policies if using custom roles

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Training reminders aren’t sending

1. Verify Enable Training Reminders is on in GR Settings
2. Check that the scheduled job is running
3. Verify employee has valid notification preferences
4. Check edge function logs for errors

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CEU credits not appearing

1. Verify the course has CEU credits configured
2. Check that the completion was recorded (not just enrollment)
3. Verify the CEU credit record was created
4. Check for errors in the completion workflow

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Quiz scores not recording

1. Ensure quiz integration is configured
2. Verify the completion form includes score field
3. Check that the score meets passing threshold
4. Review completion record for stored score

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Best Practices

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Course Naming

• Use clear, descriptive titles
• Include year for annual training (e.g., “HIPAA 2024”)
• Indicate level if applicable (e.g., “Basic”, “Advanced”)
• Avoid abbreviations unless standard

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Due Date Recommendations

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CEU Documentation

• Always record credit category correctly
• Maintain documentation for external credits
• Keep certificates on file for audits
• Verify credit amounts match official requirements

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Enrollment Timing

• Stagger enrollments to avoid overwhelming employees
• Align with work schedules and busy periods
• Consider combining related training
• Use automation for recurring requirements

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Compliance Monitoring

• Review compliance dashboard weekly
• Address overdue training promptly
• Track trends over time
• Report metrics to leadership monthly

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Related Guides

• Training User Guide - For employees
• Policy Admin Guide - For policy management
• GR Documentation Index - GR module overview
• Notifications Guide - Platform notifications