Employee Training Manager (ETM) by Onecard Knowledge Center

Before adding employees or data, set up your company terminology under Options — the gear wheel icon in the main menu. From there, go to Settings to choose how employee names display in lists and reports, Selection Types to add your Sites, Departments, and Teams, and User Access to check admin and employee permission levels.

Go to Options › Settings and choose your preferred name display format, for example "First Last" or "Last, First." Save and close to apply it across lists and reports. This only changes the display format everywhere in ETM — it's not the same as editing an individual employee's name, which you do from their own profile.

Go to Options › Selection Types and add your Sites, Departments, and Teams there. Setting these up first means they're ready to select as soon as you start adding employees. You can add or remove these at any time, either from Options or from the Edit list option while you're entering data.

ETM uses hierarchical user access and visibility controls. This lets you control both:

• User Access — what a user is permitted to do in ETM.
• User Visibility — which employees and workforce records that user is permitted to see.

Setting up User Access

Go to Options › User Access. ETM comes with three sample access levels, including Company Admin, which has access to all functions across the platform. You can edit the other access levels or create new ones to suit your organisation, choosing which functions you want each access level to be able to perform.

Take particular care when granting permissions that allow users to add, edit, or delete records or system setup data — these should generally be restricted to experienced or authorised users, to help protect the integrity of your compliance data.

Assigning user access to an employee

1. Go to the employee’s profile.
2. In the top section of the profile, find their User Access setting.
3. Change it from Employee access to the access level you’ve created.

New users default to Employee-level access unless their access level is changed.

Controlling who the user can see

User Access determines what someone can do. ETM’s hierarchical visibility settings determine who they can see — letting you give managers, supervisors, and administrators access to the functions they need, while limiting their visibility to their own employees, teams, departments, sites, or areas of responsibility.

Together, User Access and User Visibility let you give the right level of access without handing every manager full Company Admin permissions.

Visibility is set from the employee’s profile. In the left menu of the profile, click the Visibility heading.

There are two types of visibility to configure — think of it like a big org chart:

• Who can view this employee’s profile — who is allowed to see this person’s record.
• Who this employee can view — which other employees this person is allowed to see.

You can set either by Site, Department, Role, or individual employee.

This almost always means your company admin has invited you but hasn't yet assigned you the right User Access level. Every new user starts on standard Employee access by default, which only shows your own records and training — not your team's.

Get in touch with your company’s ETM administrator and ask them to update your User Access level, and your Visibility settings, so you can see and manage the records you need.

This is usually down to your User Access level. Start by checking your own profile:

• If you can only see your own records, you're on the default Employee access level.
• If you can see your company's data but can't add, edit, or do anything with it, your admin has restricted which functions you're able to perform.

Either way, contact your company’s ETM administrator if you need access to more functions.

Go to Employees › Add Employee. The only required fields are first name, last name, and either an employee number or date of birth. Save and close before adding the next employee.

Every new employee is set to Employee-level user access by default. If the new employee is a people leader who needs a higher access level, don't forget to go to their profile and toggle their User Access to the right level — otherwise they'll only have standard Employee access.

Once the employee is set up in ETM, enter their email address and click Send.

The employee will receive an invite email with instructions on how to set up their own access and log in.

On the employee list, look for the coloured key icon on the right side of each employee’s name:

• Grey — you haven’t invited them yet. Go ahead and send their invite.
• Yellow — you’ve already sent them an invite.

Check the same coloured key icon on the employee list:

• Yellow — they’ve received their invite but haven’t logged in yet.
• Green — they now have access and have logged in.

Go to the employee’s name in the employee list and double click to open their details, then resend their invite from there.

No. ETM doesn’t have access to your employee’s mobile number for authentication. The authenticator is stored securely on their own phone, and each employee chooses which authenticator app they want to use.

Contact etmsupport@onecardgroup.com and one of our team will reset it for you. Your employee will then receive a new invite so they can set up their authenticator again on their new phone.

Click the field’s dropdown, such as Site or Department, and select the option you need.

If the option you want isn’t listed yet, you have two choices: click Edit list to add a new option on the spot, or go to Options › Selection Types and add it there instead. Either way works well — handy if you’ve got a new site, department, or project to add.

Yes — the same import covers employee information, your competency library, and role titles.

How the import works

1. Go to Options › Imports and download the CSV or Excel template.
2. Populate it with your own data — you don't need to fill in every column.
3. Upload your completed file from the import screen.

Import limits

• Trial: up to 30 employees
• Subscription: up to the limit of your plan

The ETM team can help if you're not sure what your limit is.

The upload isn't instant, as ETM's team runs a few checks on the data before it goes live. Get in touch with ETM support if you have any questions about importing.

A single click on an employee in the list opens their profile. A double click drills further into their full record details.

You have two choices for what to do with an employee once they leave:

• Archive them — place them in the audit archive, where you can retain their records for any audit history requirements. Archived employees don’t count towards your subscription tally.
• Delete them — if you don’t need to keep their records, you can delete them instead.

Yes — if they were placed in the audit archive, you can simply reactivate them and their records are still there.

If they were deleted instead, you’ll need to contact etmsupport@onecardgroup.com and we’ll see if we can bring their record back. This depends on our data retention time frame, so it isn’t guaranteed.

Double click on the employee’s name in the employee list, and the employee detail page opens where you can make the change, then save and close.

If the system won’t let you make changes, you don’t have the correct permission — see your company administrator.

All the search bars in ETM are dynamic, so just start typing the name of the person or record you’re looking for and a selection will show. For employees, use the Employee list.

Depending on the length of leave, if it’s an extended period, you can change the state of key mandatory requirements to Exempt for the duration of the leave, so they don’t flag as non-compliant if they expire while the employee is away. Or you can place them in the audit archive, where you can reactivate them at any time when they return.

This also applies to contractors or seasonal workers.

Our Inactive field was recently changed to Audit Archive, for audit and insurance purposes. Most companies need to keep records of former employees for a long duration, so the field was renamed to give you ongoing access to these employees for audits.

You can reinstate an employee from the audit archive at any time. If you don’t need to keep records, you can delete an employee instead, at any time.

A competency is anything you track against your people, such as a certificate, licence, qualification, induction, SOP, or piece of company training. Add one with a name, description, and category. Only the name is required, everything else is optional.

Set an expiry period on the competency record itself. ETM will then automatically prompt admins when data entry or renewal is due.

CPD or continuing education tracking works either in hours or credit points, depending on what’s standard in your industry.

Credit Level

Use the Credit Level field to set up your own company terminology for credit levels — you can add to this list the same way you edit other selection lists.

Credits

Use the Credits field to record how many points the competency is worth.

Hours

If your industry tracks hours instead of points, use the Hours field instead, entering the hours and minutes gained by completing that piece of training or compliance.

Competencies display in alphabetical order, so prefix related competency names with a short code — for example REG- for regulatory and licences, IND- for inductions, SOP- for work instructions, CPD- for continuing education, and H&S- for health and safety. This groups related items together instead of scattering them alphabetically.

Version control is for competencies tied to a document that changes over time — like a work instruction or in-house training — so you can track exactly which version an employee has completed.

1. Create and save the competency as normal.
2. At the bottom of the competency screen, click Add Version.
3. Enter the version details, and assign a completion date and a revision date.
4. Assign the employee responsible for that version.
5. Click Save.

In your competency library list, competencies with version control show a small grey square with the version number, on the left.

There are two ways to check who’s on an old version.

Run a report

1. Run the version report to find the date the version was last updated.
2. In the training search report, choose the competency with the new version.
3. Run the report to see who’s still on the old version, and book them into the training.

Check from the competency itself

1. Go to the competency and click the orange pencil icon on the right.
2. In the left menu, click Employee.
3. You’ll see every employee and the date they achieved the competency — build your list of who needs retraining based on completion dates before the new version.

You can either make a competency inactive if it has data attached to it — for example employees who have achieved that record, a grey icon will appear next to that entry in the employee’s profile — or you can delete the competency if there’s no data attached.

If the competency is attached to a role as Mandatory, it needs to be unlinked before you’ll see the Inactive or Delete button.

There are two ways:

• The quickest is to navigate to the competency, click the orange pencil to edit, then in the left menu click Roles, and use the paperclip icon to unlink the roles the competency is assigned to. Once unlinked, you’ll be able to make it inactive or delete it.
• If you’re in the role profile builder and just want to remove a competency from that role, click the red bin icon to remove it.

Yes. Navigate to Options, then in the left menu click Import, and download the CSV or Excel template. Add all your competencies to the sheet, including any you already have in ETM, then import it back into ETM.

The dev team will check the file and process the import — this isn’t instant.

Not at the moment. Most companies use their own code or way of clustering competencies today, but grouping or categorising competencies is on our roadmap.

A role in ETM isn’t a position description — it’s a functional one.

A role is made up of:

• The legal requirements for an employee to perform their role — tickets, licences, visas, medicals, and similar.
• Any facility or client requirements.
• Your company requirements — inductions, safety, and HR training.
• VOCs (Verification of Competency), work instructions, SOPs, and toolbox talks.

These requirements can each be marked Mandatory or Desirable.

Creating the role

1. Go to the Roles icon in the top menu.
2. Click Add Role.
3. Enter the role title.

Use the Mandatory or Desirable tab on the role screen, highlight the competencies you need, and press Add Selected — there’s no need to save and reopen the role in between.

Once a competency is picked for Mandatory, it won’t show as available under Desirable, and vice versa — each competency can only sit in one list per role.

A role needs at least one Mandatory competency to appear on the Competency Matrix.

A role title is usually made up of two parts: the role title itself (Technician, Nurse, Operator) and the location (Head Office, Facility A, or Client B).

• If you’re a single-location site, a straightforward title like Technician, Nurse, or Operator is perfect on its own.
• If you have multiple locations, consider adding the specific place of work to the title.
• If there’s a distinct set of requirements within the same role, add that distinction too — for example Technician Supervisor, or Nurse Clinical versus Nurse Theatre.

For example, say you have a Technician who works at your own Facility A, and another Technician who works at a client site. Many of the mandatory requirements might be identical between the two, but there will be differences — site-specific inductions, training records, and licences.

Rather than trying to cover everything in one broad “Technician” role and hoping it’s covered, create two separate roles instead, for example Site A Technician and Client B Technician. This lets you keep each role profile tight, only mandating what’s actually needed for that role.

Mandatory competencies are the compliance an employee must have for their role. They’re tracked if they’re missing, expired, or expiring soon, since they carry the biggest risk to an employer. Mandatory competencies are usually made up of three types:

• The legal requirement for the role, where relevant.
• Your company requirements, such as industry or operating scope.
• Any facility or client requirements.

Desirable competencies are the “nice to have” ones.

Other is training, licences, and similar records an employee has gained during their career that aren’t Mandatory or Desirable for their current role.

All competencies are tracked, and if they have an expiry date, this shows in the Competency Matrix and in all your reports.

An example

Say a Mechanical Fitter must hold a Trade Certificate and a Safety Card — those are Mandatory. They might also often use a forklift, but that’s not a strict requirement of the role, so it would sit under Desirable instead.

This way, a supervisor can run a report to find out why that Mechanical Fitter’s forklift ticket has lapsed, and get them to renew it — without it showing as non-compliant. If you mark everything an employee might ever use as Mandatory, your Competency Matrix will show non-compliance most of the time, even for things that aren’t strictly required for the role.

That’s why ETM has dedicated reports to help you stay ahead of what’s missing, expired, or expiring soon — including a 30-day look-ahead report you’ll see when you first log in.

Yes, multiple roles can be assigned to a single employee, which is useful for people who work across different sites, clients, or project teams.

Navigate to the Roles icon and click the orange pencil to the right, then choose what you want to do.

If you want to change the name of the role, go to the left menu, click Details, and change the title. This changes the name everywhere in ETM that displays that role.

Yes, and you have two options. Cloning is useful when you have a high number of competencies to track and some roles only have slight differences.

To clone a role, choose the role you want to copy, then choose the role you want to update or create. Choose whether to delete all the current data in the role you’re creating, or just add the extra competencies that are additional.

Yes — any name changes update the competency everywhere in ETM, even historical records. So if you’re making a change, use version control rather than changing the competency name.

To change a competency name: go to the Competency icon, open the competency, click the orange pencil icon, then in the left menu click Details, change the competency title and any other details you need, and save and close.

An Outcome is the record of a completed competency — everything you enter when someone finishes a piece of training or compliance, such as the completion date, expiry date, evidence, grade, or document number.

Whenever you see Add Outcome in ETM, it opens the Outcome screen, where you log that a competency has been achieved.

There are six ways to enter training data:

1. Update an existing record.
2. Add a new record.
3. Update multiple records with the same evidence.
4. Add multiple employees to the same evidence, such as an attendance sheet.
5. Have employees or supervisors upload via the Remote Uploader for admin to process.
6. Result a class or event directly.

If the employee already has a record for that competency, click the orange cross on the right side of the current entry — the Outcome screen opens with the competency already identified.

1. Enter the completion date.
2. Add the expiry date (required).
3. Use Select file to attach your evidence.
4. Click Save and close.

If you’ve made a data entry mistake, click the blue circle to the left of the record on the employee’s profile — this drops down the historical information for that competency.

1. Navigate to the entry you need to fix.
2. Click the orange cross next to that entry, on the right side.
3. The Outcome screen opens so you can edit the record, including entering a document number or a grade.
4. Click Save and close.

Before you can award a grade, such as Level 1 or Under Supervision, you need to set up your grade list once:

1. Go to Options in the top menu and click Selection Types.
2. Find the field you want to edit — you can use your own company terminology here.
3. Create your list of grades, and reorder them up or down so they display in achievement order.

4. Click Save and close.

Then, to award the grade:

1. Go to the employee’s profile.
2. Click the orange square next to the record.
3. Enter the outcome — dates, upload evidence, and so on — then add the grade the employee has gained.
4. Click Save and close.

All the Outcome data entry screens have the ability to add a grade to any result, not just individual employee records.

If you’re using class results and employees on the class achieved different grades, you may need to result them in batches, grouped by grade, since one submission applies the same grade to everyone selected.

If the competency isn’t part of the employee’s Mandatory or Desirable requirements, and they don’t already have a record to update, use Add Outcome instead.

1. Go to the employee’s profile and click Add Outcome — this opens your full competency library.
2. Highlight the competency or competencies you need.
3. Click Save Selection.
4. The Outcome screen appears — enter the dates and other details, and upload your evidence.
5. Click Save and close, and the record will save with the entry details.

When entering an outcome, attach the evidence at the same time — a photo of the certificate, a signed form, or a copy of the attendance sheet. Attaching evidence as you go is strongly recommended over adding it later.

ETM makes this easy — you don’t need to enter each class one at a time.

1. Go to the employee’s profile and click Add Outcome.
2. Highlight all the classes on the licence.
3. Click Add Selection.
4. Enter the data once and upload the evidence.

All the classes will be recorded together, with the same evidence attached to each.

Go to the competency and click the orange cross on the right.

1. Click Employee on the left menu, then click the orange Add Employee button and select the employees who need this record.
2. Follow the usual entry process: add a completion date, and an expiry date if required.
3. Upload your evidence — in this case, the attendance sheet.
4. Highlight every employee on the sheet who attended and passed.
5. Press Submit.

All the selected employees will now be awarded the outcome, with the attendance sheet saved against each of their records.

Sometimes an employee can’t obtain a mandatory requirement — due to personal issues, illness, being physically unable, having lost a licence for a few months, or being on extended leave. In these cases, you can award an exemption instead.

An exemption stops that Mandatory requirement showing as red or non-compliant in your reports.

The remote uploader lets employees upload their own training records for review. The steps: invite the employee to the platform, they upload records via the secure remote uploader, the admin views and checks the file and renames it if needed, then the admin processes it directly with a full audit trail. It's more secure than emailing records back and forth.

If you’re using the Remote Uploader, the combined file or scan size can’t exceed 20MB.

If you’re uploading evidence directly against a record, ETM supports PDF, Excel, PNG, or JPG files.

Yes. Click the orange square to the right of the entry in an employee’s profile, and you’ll see a Delete button. Click it, then save and close.

A Competency Matrix is often called a training matrix, skills matrix, or employee matrix. It’s a single view that shows every employee against the competencies required for their role, so you can see at a glance who’s compliant, who’s missing something, and who’s expiring soon.

Go to Reports › Competency Matrix and click the orange pencil icon to open report settings. Click Preview to run the full site matrix instantly.

If your company is large, or you only want to check a specific site, team, or a couple of competencies, use the filters to build exactly the report you need, then name and save it. Once it’s saved, it’s yours — others can open it and play with the filters, but it always reverts back to your original version when they’re done. That way, one click on your saved report always gives you the same search parameters you set.

A blank matrix usually means no Mandatory competencies have been allocated to your employee roles yet. Go back to your role setup and make sure at least one competency on each relevant role is marked Mandatory.

Use the filters on the report to drill down by site, department, team, or role. Name and save the report so you can reload it with one click next time, and export it to Excel whenever you need a copy.

ETM has six main reports:

• Competency Matrix
• Training Search
• Employee Search
• Competency Version
• Graded Matrix
• CPD/CE Tracker

They’re all customisable and filterable — by site, department, role, team, employee, competency, and more.

Once you create your favourite report and name it, you own it. This means no one else can change it, even if they open it, play with your filters, and build their own version on top — when they close it, it reverts back to your original report.

Set your filters once, name your report, and save it.

• Click the screen icon to display your report in ETM with live data.
• Click the grid icon to export that report to Excel.

Reports in ETM are very powerful — once saved, you can reload live, filtered data with one click any time you need it.

Reports are protected by the same hierarchical User Access and Visibility settings as the rest of ETM.

So you might run a report and see every employee, while a supervisor who’s only assigned 10 employees will run that exact same report and only see data for their own 10.

When you create a Matrix or report, you set the filters you need to see the data you want, and you can create as many reports as you need.

Once you name and save a report, you own it. Other people can run it, and even change the filters while they’re using it, but when they close it, it reverts back to your original saved version — their changes don’t overwrite your report.

Reports also respect each person’s Visibility settings. For example, if a team leader can only see their 5 employees, running your report will only show them their own allocated employees, not everyone else’s.

This usually happens when you have a small number of employees but a large number of competencies to track — the matrix keeps extending horizontally, column after column, which gets hard to read.

On the report setup page, tick the Reverse Layout option at the bottom to switch the layout from horizontal to vertical. This is much easier to view for smaller teams with a lot of competencies.

Yes. Using the Data Output columns, you can add extra employee details to the front of your matrix — things like role, start date, address, or date of birth. You choose exactly what you need up front.

Yes. Once you’ve set your filters and named your report, use the Report Output field to highlight the employee details your client needs. Make sure those details are accurate and up to date in each employee’s profile first.

Click Include additional competencies in the report settings — every competency will appear, but only the Mandatory ones will have coloured cells.

If you don't have access to the orange pencil icon, you don't have the right permission to create or edit reports in ETM. Contact your company administrator.

If the rubbish bin icon is grey, it means you didn't set up that report. If the report was set up by an employee who has since left the company, contact your company administrator — they can delete it for you.

This means you don't have permission to see reports in ETM. Contact your company administrator.

If a colleague has built a report with a structure you like, but you just want to tweak a few things, you can clone it — rename the copy so it belongs to you, make your changes, and save and close. This saves a lot of time when building compliance reports.

The Training Search report shows whether an employee has gained a specific competency — a more direct, detailed view than the Matrix. Like the Matrix, you can filter by site, department, competency, and employee, but to see the level of detail you actually need, you first need to choose what displays using the Report Output filter.

Go to the Report Output filter at the bottom of the report screen, and choose the order your columns display in.

For example, if you want to focus on a competency, select Competency first, then Employee, then Completed, Expiry, or Booked. If you want a snapshot of what one employee has gained, select Employee first instead — that becomes the first column shown.

Yes. The Training Search report has date filters, which make it easy to drill down to exactly the data that matters — for example, to see what training is required in the next few months, or to cost out what’s due to expire within the next calendar year.

The Employee Search report pulls together every detail you’ve entered into an employee’s profile, across your whole employee list, in one place.

To run it, go to Reports, select Employee Search, set your filters, and click Preview.

The Competency Version report displays the fields set up in the Version Control section of a competency — commonly used for in-house training, work instructions, and SOPs.

It’s a great way to see who was trained on an old version, and who still needs updating.

To run it, go to Reports, select Competency Version, set your filters, and click Preview.

When you’re training people on work instructions, equipment, processes, or SOPs, it’s important to make sure everyone is trained on the most up-to-date version — which is exactly what ISO document control requires.

Setting up your version details

Version details are set up at the end of the competency detail page. You can record:

• Whether the version is critical.
• The Rev number — for example 1.1 or v3, matching the code used in your document management system.
• The name and date it was revised.
• The date it needs to be reviewed next.
• Who’s responsible for it.

There’s also a notes section — useful if the responsible person is away and you delegate to someone else, since it keeps a clear audit trail.

Running the reports

Run the Competency Version report with a date filter to see, for example, which work instructions are due for review this month.

To find out who needs updated training, run the Training Search report and filter for employees who achieved the competency before the new version was released — then book them into training.

The Graded Matrix report doesn’t just show that someone has achieved a competency — it shows the grade they’ve currently gained. You set your own terminology, but common examples include Under Supervision, Independent, and Fully Competent.

To run it, go to Reports, select Graded Matrix, set your filters, and click Preview.

1. Go to Options, then Selection Types, and click on the grade list.
2. Use the arrows to move the grades up and down the list.

The grade at the top of the list is red, and is usually used for the lowest, or highest risk, grade — such as Trainee, Level 1, or Under Supervision.

There are 6 primary colours used in the Graded Matrix. If you need more, speak to ETM support about your options.

Run the Graded Matrix report to see how many operators are Fully Competent versus still Under Supervision on a given machine or process, so you can plan shift coverage without leaving inexperienced operators unsupervised.

The Graded Matrix only shows the current grade or level achieved, not the history of how someone progressed.

To see that, go to the employee’s profile and click the blue circle to the left of the record — this opens the historical records, where you’ll see the date each grade was achieved.

Yes. Since you set your own grade terminology, manufacturers often use the Graded Matrix report to track machine- or process-specific skill levels, such as Level 1 Operator through to Lead Operator, across a production line.

The CPD/CE Tracker report shows the CPD or continuing education hours and credit points your employees have gained, based on the Credits and Hours fields set up on each competency.

To run it, go to Reports, select CPD/CE Tracker, set your filters, and click Preview.

There are a couple of ways to do this in ETM.

Preset your levels

You can set up your Credit Level list two ways:

• Go to Options › Selection Types and open Credit Level to build the full list your industry sector needs — this could be just hours, or levels like Level 1, A, and so on.
• Or create a level directly from a competency or activity screen — click the dropdown arrow next to the level field to open the Edit list option, and add a new level on the spot.

Log a standalone activity

For points or hours gained outside formal training — like attending a conference, a webinar, or presenting a paper — navigate to Development and choose Activity, then enter the details and points directly. These activities don’t need to appear on a competency profile, but ETM still collects the points against the relevant level, along with evidence of attendance, so they count toward the employee’s tally.

When you run a report, you’ll see the different ways each employee has accumulated their CPD or CE points.

Points can be entered directly on a competency that the employee will gain them from. Once you’ve added the point value, you can then allocate the level for it.

Yes — training matrix is just another name for the Competency Matrix, ETM’s main report showing every employee against the competencies required for their role.

Yes — skills matrix is another name for the Competency Matrix, ETM’s main report showing every employee against the competencies required for their role.

Yes. Set up the Credits and Hours fields on a competency to track CPD or continuing education, then run the CPD/CE Tracker report to see the hours or credit points your employees have gained.

Yes, through Version Control on a competency. Set up a new version with its own completion and revision dates, then run the Competency Version report to see who was trained on an old version and who still needs updating.

Yes. Every ETM report can be filtered by department, along with site, role, team, employee, and competency.

Yes. ETM is built to support everything from single-location companies to multi-location organisations. If your organisation has multiple locations, you can filter any report by site, so you can view data for one location or across the whole business.

ETM lets you create Face to Face courses linked to one or more competencies that the employee will achieve by attending — this could be in-house training or an external or client course.

In some cases the course title matches the competency — for example Risk Assessment Training links to a single competency called Risk Assessment. A course can also cover multiple competencies — for example a course called Safety Essentials might link to two separate competencies.

Under the Development icon, you’ll find the ability to create courses or activities.

Once you have a course set up and the competency added, click the orange pencil icon, then on the left menu click Classes.

This lets you add a class and its details, such as date, location, room, and trainers, and also allocate the duration of the course so those enrolled know how long it runs.

Once you’ve created the class, click Save.

Click on the class you’ve set up, then click the people icon and choose the employees to add. You can add them individually or filter by department, role, site, and more.

Clicking the double arrows selects the whole filtered group at once. To remove an employee, click their name and they’ll move back to the left.

When you’re finished, click Save, and the attendance sheet and email feature will appear.

Yes. Each time you add or remove an employee, the attendance sheet updates — until you print it to take to the class for signing.

Yes. The email uses the pre-recorded course details, and you can add an extra message — things like directions, whether lunch is provided, or contact details.

The emailer will alert you if an employee’s email address isn’t in the system.

No, not at the moment. ETM is an audit-ready training management system, not an LMS — our focus isn’t on delivering content, but on collecting, managing, and proving evidence of compliance.

Upload and save the attendance sheet to your computer, then navigate to Result.

1. Enter the date the course was completed.
2. Choose the employees who completed on that date.
3. Upload the attendance sheet or evidence relating to that employee or group of employees.
4. Highlight the person or people, choose Result, and submit.

This populates the result, attaches the evidence, and allocates any expiry date and grade you’ve awarded.

If an employee didn’t attend, you can record a No Show instead.

There are a few ways to check this in ETM.

On the employee’s competency profile

When an employee is booked onto a course, a booking date appears next to the relevant competency on their profile.

• If that date is in the past, the booking date shows as grey — meaning results haven’t been recorded yet for some reason.
• If they were a No Show, the booking date disappears until they’re re-booked.

In the Learning tab

The same information also appears in the Learning tab, so you can see what an employee is enrolled in, as well as what they’ve already completed.

In a report

Run a Training Search report and add Booking to the Data Output fields to see the date each person is booked. This makes who’s booked or active visible across the organisation, which is useful for workforce planning.

An event, or activity, in ETM is a way to track something that doesn’t need to sit in an employee’s compliance profile the way training does. An event doesn’t have a competency attached, and doesn’t need to be class-based.

Events are used for CPD tracking — things like attending a conference or webinar, or any professional activity that earns hours or points, without being tied to a specific competency.

This is found in your Learning tab, where you’ll see your assessments, competencies, and activities.

Go to the Development icon in the top menu and choose Add Activity.

Enter the details of the activity — for example attending a professional body’s conference, a podcast, or a webinar — along with any points earned, then save.

Activities and events don’t have a competency outcome. If you need something to show as a competency, create a course instead.

You add the points directly on each activity — the points an employee can gain by attending are entered when you create that activity.