Adding Records for External Trainings as Admins

Adding Records for External Trainings as Admins

Roles: Primary Admin, Admin

Description: In this article, you will learn how to add records for learners who completed an external training, one at a time or in bulk from a CSV file, and how to review records that learners submit.

Benefits:

  • Complete training history: Keep learners' outside certifications and completions next to their Auzmor Learn trainings.
  • Fast bulk entry: Add many records at once from a CSV file.
  • Approval control: Review records that learners submit before they are accepted.

Note: Create the external training first. See Creating External Trainings in Auzmor Learn.

Step by step: add an individual record

  1. In the top navigation menu, click Training, then select External.
  2. Click the Records tab.
  3. Click the + button and select Add Individual record.
  4. Fill in the Add an external training record form. Fields marked with an asterisk are required.
  5. Click Add.

Records tab with the add menu showing Add Individual record and Bulk upload records via CSV

Field Notes
Learner Name Required. The learner the record is for.
Issuing Authority Required. The organization that provides the training.
Training Name Required. The name of the external training.
Date of Completion Required.
Expiry Date When the certification expires, if it does.
Upload Certificate Drop a file or browse. Accepted file types are doc, docx, pdf, jpeg, jpg, and png.
Score, Time Spent, License Id, License URL Optional details. Enter time spent in Hours and Mins.

Add an external training record form

Any custom fields you created for external trainings appear at the end of the form.

Step by step: add a record from a training

  1. In the top navigation menu, click Training, then select External.
  2. On the Trainings tab, point to the training and click View Training.
  3. Click the Learners tab, then click + Add New Record. Issuing Authority and Training Name are already filled in.
  4. Fill in the remaining fields and click Add.

The Learners tab lists each learner's User Name, Completed date, Added On date, Expiring On date, and Certificate.

Learners tab of an external training with the Add New Record button

Step by step: add records in bulk

  1. In the top navigation menu, click Training, then select External.
  2. Click the Records tab.
  3. Click the + button and select Bulk upload records via CSV.
  4. In the Add Multiple Records for External Trainings dialog, click Download Template.
  5. Fill in the template with one row per record, and save it as a CSV file.
  6. Drop the file in the dialog or click to browse for it.
  7. Click Apply.

Add Multiple Records for External Trainings dialog with Download Template

Note: Certificates are not part of the CSV upload. You can upload them separately later.

Review records learners submit

When learners can upload their own records, the Records tab shows Pending Approvals with a count.

  1. On the Records tab, click View All next to Pending Approvals. The External Training Records Submitted by Learners page opens.
  2. Use the Pending and Rejected toggle to switch between records waiting for review and records that were rejected.
  3. Review each pending record and approve or reject it.

External Training Records Submitted by Learners page with the Pending and Rejected toggle

The page lists the Learner Name, Training, Issuing Authority, Completed On, Submitted On, and Expiring On for each record. Click Export to download the list.

To see only the records for one training, open the training and click Approvals Pending.

View and remove records

The Records tab lists every record with its Training, Authority, Learner Name, and Certificate. Use the search box to find a record. To delete a record, click the three-dot menu on its row and select Remove.

Common questions

Do records I add need approval?

Records added by the Primary Admin are added directly and do not wait for approval.

Where do learners see their records?

Learners open My Profile, go to the Certificates tab, and switch to External Records.

Which file types can I attach as a certificate?

You can attach doc, docx, pdf, jpeg, jpg, and png files.

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