Encore OS — Documentation

Overview

This guide covers training management administration including creating training courses, managing enrollments, recording completions, tracking CEU credits, and monitoring training compliance.

Initial Setup

Configuring GR Module Settings

Navigate to GR → Settings
Configure the following training options:

Setting	Description	Default
Enable Training Reminders	Send automatic training reminders	Yes
Reminder Days	Days before due date to send reminders	30, 14, 7
Expiration Reminder Days	Days before expiration to remind	90, 60, 30
Default Training Duration	Default course duration estimate	1 hour
Enable AI Assistance	AI-powered training recommendations	Yes

Setting Up Training Categories

Training categories are managed via Picklists:

Navigate to Platform → Picklists

Find or create the gr_training_category picklist

Add categories as needed:

Clinical
Safety
Compliance
Professional Development
Regulatory
Orientation
Leadership

Setting Up Course Types

Navigate to Platform → Picklists

Find or create the gr_training_type picklist

Add course types:

Online
In-Person
Webinar
Self-Paced
On-the-Job
Blended

Additional Training Picklists

Delivery method, completion verification method, CEU credit type, and CEU source are also picklist-driven under the gr.training.* namespace. Customize them the same way (Settings → Picklists, duplicate to org if needed, edit values). The full list is in the Picklist Reference.

Picklist	Where it appears
`gr.training.delivery_method`	Course form → Delivery method
`gr.training.verification_method`	Completion record → Verification method
`gr.training.ceu_credit_type`	Completion record → CEU credit type
`gr.training.ceu_source`	Completion record → CEU source

Managing Training Courses

Creating a New Course

Training Course Setup wizard on the Course Details step

Navigate to GR → Training

Click New Course

Complete the form:

FieldRequiredDescriptionTitleYesCourse name (e.g., “HIPAA Privacy Training 2024”)DescriptionNoCourse objectives and content summaryCategoryYesCourse category from picklistCourse TypeYesDelivery method (online, in-person, etc.)DurationNoEstimated hours to completeCEU CreditsNoCredits awarded upon completionCEU CategoryNoCredit type (State, Professional, etc.)Expiration PeriodNoMonths until certification expiresMaterialsNoUpload course documents, videos, etc.Is RequiredNoWhether this is mandatory trainingPrerequisitesNoCourses required before this one

Click Create Course (saves as Active)

Course Types Explained

Type	Description	Completion Method
Online	Web-based self-paced modules	Auto-tracked or quiz
In-Person	Classroom or hands-on training	Attendance verification
Webinar	Live online sessions	Attendance + optional quiz
Self-Paced	Materials for independent study	Self-attestation
On-the-Job	Supervised practical training	Supervisor sign-off
Blended	Combination of methods	Multiple verifications

Course Categories

Category	Typical Courses
Clinical	HIPAA, medication handling, clinical procedures
Safety	Fire safety, workplace safety, emergency response
Compliance	Ethics, fraud prevention, regulatory requirements
Professional Development	Leadership, communication, time management
Regulatory	State-mandated training, certification renewals
Orientation	New employee onboarding
Leadership	Management training, supervisor development

Setting CEU Credits

When creating or editing a course:

Enter the CEU Credits amount (e.g., 2.0)

Select the CEU Category:

State Licensing (for license renewals)
Professional Certification (for credentials)
Organization Required (internal requirements)

Credits are automatically added to employee transcripts upon completion

Setting Expiration Periods

For training that requires periodic renewal:

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

Common expiration periods:

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

Uploading Course Materials

In the course form, click Upload Materials

Supported file types: PDF, DOC, DOCX, MP4, etc.

Materials are stored securely and accessible to enrolled employees

Multiple files can be attached to a single course

Archiving Courses

When a course is no longer offered:

Open the course details

Click Archive

The course is hidden from the library

Historical completions are preserved

Training Enrollment

Enrollment Methods

Method	Description	Use Case
Individual	Enroll specific employees	Targeted training needs
Bulk	Enroll multiple employees	New course rollout
Role-Based	Enroll by job role	Role-specific requirements
Department	Enroll by department	Team training
Site-Based	Enroll by location	Site-specific training
Auto-Enrollment	Triggered by hire date or role change	Orientation, compliance

Creating an Individual Enrollment

Open the course details

Click Enroll Employee or go to the Enrollments tab

Select the employee(s)

Set the Due Date for completion

Choose Required or Optional

Click Create Enrollment

Bulk Enrollment

From the course details, click Bulk Enroll

Select enrollment criteria:

All employees
By role
By department
By site
By date range (hire date, etc.)

Set a uniform Due Date

Click Create Enrollments

Enrollment Status Workflow

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

Status	Description	Action
Not Started	Assigned but not begun	Send reminder
In Progress	Employee has started	Monitor progress
Completed	Successfully finished	No action needed
Overdue	Past due date	Escalate, extend, or excuse

Managing Overdue Training

Navigate to GR → Training and filter by “Overdue”

Review overdue enrollments

Options:

Send Reminder: Notify employee again
Extend Due Date: Grant additional time
Excuse: Mark as not required with reason
Escalate: Notify supervisor/HR

Recording Training Completions

Completion Verification Methods

Method	Description	When to Use
Self-Report	Employee marks complete	Low-risk, self-paced training
Quiz Score	Passing score required	Knowledge verification
Attendance	Instructor verifies	In-person or webinar
Supervisor Sign-Off	Manager confirms	On-the-job training
Certificate Upload	External verification	External courses

Recording a Completion (Admin)

Open the course details

Go to the Enrollments tab

Find the employee’s enrollment

Click Record Completion

Enter:

Completion Date
Verification Method
Quiz Score (if applicable)
Notes (optional)

Click Save Completion

Automatic CEU Credit Calculation

When a completion is recorded:

System checks course CEU configuration

Creates CEU credit record for employee

Sets credit expiration (if course has expiration period)

Credit appears on employee’s transcript

Recording External Training

For training completed outside the system:

Navigate to employee’s training record

Click Add External Training

Enter:

Course name
Provider/Institution
Completion date
CEU credits (with documentation)
Expiration date (if applicable)
Certificate/proof document

Click Save

CEU Credit Management

Understanding Credit Categories

Category	Purpose	Common Uses
State Licensing	License renewal	Social work, counseling, nursing
Professional Certification	Credential maintenance	CADC, CASAC, LADC
Organization Required	Internal compliance	Annual training requirements

Viewing Employee Transcripts

Navigate to HR → Employees and select an employee

Click the Training or CEU tab

View all credits earned and transcripts

Export for license renewals

Generating Compliance Reports

Navigate to GR → Reports (or dashboard)

Select Training Compliance Report

Filter by:

Date range
Department
Course
Compliance status

Export as needed

Credit Totals by Period

Track credit accumulation for licensing periods:

Set the licensing period date range

View total credits by category

Identify gaps in required credits

Generate attestation letters

Tracking Training Compliance

Training Dashboard

The GR Overview dashboard shows:

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

Compliance Metrics

Metric	Description	Target
Completion Rate	% of assigned training completed on time	95%+
Overdue Rate	% of training past due	<5%
Expiration Risk	Certifications expiring in 30 days	Monitor

Department Training Status

Navigate to training reports

Filter by department

View:

Compliance rate by team
Overdue training by employee
Upcoming expirations

Recurring Training

Setting Up Recurring Requirements

For training that must be repeated:

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

Expiration Reminders

Automatic reminders are sent at:

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

Renewal Workflow

Employee receives expiration reminder

Training coordinator enrolls in renewal course (or auto-enrollment)

Employee completes training

New expiration date is calculated

Reporting

Dashboard Metrics Explained

Metric	Calculation	Action
Active Courses	Count of non-archived courses	Manage catalog
Pending Training	Enrollments not yet completed	Monitor progress
Overdue Training	Enrollments past due date	Escalate
Completion Rate	Completed / Total Enrolled × 100	Track trends
Expiring Soon	Completions expiring in 30 days	Plan renewals

Standard Reports

Report	Purpose	Frequency
Training Compliance	Overall compliance status	Weekly
Overdue Training	Employees with past-due training	Daily
Expiration Report	Upcoming certification expirations	Monthly
CEU Summary	Credit totals by employee	Quarterly
Course Completion	Completion rates by course	Monthly

Exporting Data

Navigate to the relevant list view

Apply desired filters

Click Export to download as CSV or PDF

Notifications & Reminders

Automatic Notifications

Event	Recipients	Timing
New Assignment	Employee	Immediate
Due Reminder	Employee	30, 14, 7 days before
Overdue	Employee, Supervisor	After due date
Expiration Warning	Employee	90, 60, 30 days before
Completion	Employee	Immediate

Configuring Reminders

Navigate to GR → Settings
Adjust reminder schedules:
- Due date reminder days
- Expiration reminder days
- Enable/disable specific notifications

Sending Manual Reminders

Select one or more enrollments

Click Send Reminder

Employees receive immediate notification

Troubleshooting

Employee doesn’t see assigned training

Check if the course is Active (not Archived)

Verify the enrollment exists and is assigned to that employee

Check the employee’s role and department match criteria

Review RLS policies if using custom roles

Training reminders aren’t sending

Verify Enable Training Reminders is on in GR Settings

Check that the scheduled job is running

Verify employee has valid notification preferences

Check edge function logs for errors

CEU credits not appearing

Verify the course has CEU credits configured

Check that the completion was recorded (not just enrollment)

Verify the CEU credit record was created

Check for errors in the completion workflow

Quiz scores not recording

Ensure quiz integration is configured

Verify the completion form includes score field

Check that the score meets passing threshold

Review completion record for stored score

Best Practices

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

Due Date Recommendations

Training Type	Recommended Lead Time
New Hire Orientation	Within 30 days
Annual Compliance	30-60 days notice
Certification Renewal	90 days before expiration
Optional Development	Flexible

CEU Documentation

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

Enrollment Timing

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

Compliance Monitoring

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

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

Need Help? Contact your system administrator or refer to the GR module documentation.

​Overview

​Initial Setup

​Configuring GR Module Settings

​Setting Up Training Categories

​Setting Up Course Types

​Additional Training Picklists

​Managing Training Courses

​Creating a New Course

​Course Types Explained

​Course Categories

​Setting CEU Credits

​Setting Expiration Periods

​Uploading Course Materials

​Archiving Courses

​Training Enrollment

​Enrollment Methods

​Creating an Individual Enrollment

​Bulk Enrollment

​Enrollment Status Workflow

​Managing Overdue Training

​Recording Training Completions

​Completion Verification Methods

​Recording a Completion (Admin)

​Automatic CEU Credit Calculation

​Recording External Training

​CEU Credit Management

​Understanding Credit Categories

​Viewing Employee Transcripts

​Generating Compliance Reports

​Credit Totals by Period

​Tracking Training Compliance

​Training Dashboard

​Compliance Metrics

​Department Training Status

​Recurring Training

​Setting Up Recurring Requirements

​Expiration Reminders

​Renewal Workflow

​Reporting

​Dashboard Metrics Explained

​Standard Reports

​Exporting Data

​Notifications & Reminders

​Automatic Notifications

​Configuring Reminders

​Sending Manual Reminders

​Troubleshooting

​Employee doesn’t see assigned training

​Training reminders aren’t sending

​CEU credits not appearing

​Quiz scores not recording

​Best Practices

​Course Naming

​Due Date Recommendations

​CEU Documentation

​Enrollment Timing

​Compliance Monitoring

​Related Guides

Overview

Initial Setup

Configuring GR Module Settings

Setting Up Training Categories

Setting Up Course Types

Additional Training Picklists

Managing Training Courses

Creating a New Course

Course Types Explained

Course Categories

Setting CEU Credits

Setting Expiration Periods

Uploading Course Materials

Archiving Courses

Training Enrollment

Enrollment Methods

Creating an Individual Enrollment

Bulk Enrollment

Enrollment Status Workflow

Managing Overdue Training

Recording Training Completions

Completion Verification Methods

Recording a Completion (Admin)

Automatic CEU Credit Calculation

Recording External Training

CEU Credit Management

Understanding Credit Categories

Viewing Employee Transcripts

Generating Compliance Reports

Credit Totals by Period

Tracking Training Compliance

Training Dashboard

Compliance Metrics

Department Training Status

Recurring Training

Setting Up Recurring Requirements

Expiration Reminders

Renewal Workflow

Reporting

Dashboard Metrics Explained

Standard Reports

Exporting Data

Notifications & Reminders

Automatic Notifications

Configuring Reminders

Sending Manual Reminders

Troubleshooting

Employee doesn’t see assigned training

Training reminders aren’t sending

CEU credits not appearing

Quiz scores not recording

Best Practices

Course Naming

Due Date Recommendations

CEU Documentation

Enrollment Timing

Compliance Monitoring

Related Guides