Populate the data

Data may be entered into the database manually using the data entry forms, or by importing it from .csv files. If you plan to import your data, please see the Import Data section.

Data may be entered in any order as needed; however, it can be helpful when you start out to enter your data in the order described below for a smooth flow, minimizing the back-and-forth jumping from one area of the database to another. Below is a summary of the steps to populate your database. For detailed information about any of the steps, please see the Reference section.

Step 1: Selection Fields

Open the menu option Tools --> Manage Selection Fields. Here you can add values for "Classifications", "Job Roles", and training "Locations".

If you don't have all of the data now, that's ok. You can always enter it in later, but entering it now will allow you to easily select it when adding Personnel and Class Session records in the following steps.

Step 2: Personnel Groups

If you have a list of your personnel groups, you may organize the Personnel Group folder list now. Otherwise, you can add them dynamically when adding a new personnel record. To add new personnel group, click the "New Group" button on the main Personnel tab located on the left just above the personnel group folders.

You can edit the position within the folder hierarchy by right-clicking on a folder and then selecting Edit. Changing the "Parent" group will move the folder up or down within the hierarchy based on your setting.

Step 3: Personnel

Next, enter your master list of Personnel on the Personnel tab. Begin a new record by clicking the "New Person" button.

If you have a list of Personnel grouped by Supervisor, begin by entering the supervisor first, and then their direct reports. When you enter the Supervisor, check the "Supervisor" checkbox on the form. This will add the person to the Supervisor list so you can select them as the Supervisor for the direct report records.

If the person is also a Trainer, select the "Trainer" checkbox so they will be available in the "Trainer" selection fields. If the person is an outside trainer who is not subjective to your organization's internal training requirements, select the "Exclude from required training" checkbox. This will ensure that they do not show up as overdue on your training status reports.

Step 4: Course Categories

If you have a list of course categories, you may organize the Course Category folder list now (similar to the way Personnel Groups are managed). Otherwise, you can add them dynamically when adding a new Course record. To add new Course Category, click the "New Course Category" button on the main Course Catalog tab located on the left just above the Course Category folders.

You can edit the position within the folder hierarchy by right-clicking on a folder and then selecting Edit. Changing the "Parent" Category will move the folder up or down within the hierarchy based on your setting.

Step 5: Courses

Next, enter your master list of Courses on the Course Catalog tab. Begin a new record by clicking the "New Course" button. If you have a default Trainer and Location, you may select it from the list. These values will then automatically be populated when adding a new Class Session.

Step 6: Assignments

Assignment records are used to define the criteria for Required Training. Some organizations refer to this using the term Training Matrix. With the Courses, Personnel, Groups, and Job Roles defined, you can add new Assignment records to set up the requirements for these entities. See the Assignments page in the reference section for more details.

Step 7: Class Sessions

Class Session records are used to record the information about who has or will attend a course and when. You can use it to enter upcoming training or past training sessions. For past training sessions, be sure to update the Status for the enrolled personnel. See the Enrolled Students page in the reference section for more details.

Also See: Screencast: Getting Started Populating Data In Training Manager