Training - the Course and Record Import Functions

Myhrtoolkit provides two importers to speed the setting up of the training module. Importers are available for Training courses and employee records.

Both importers follow the standard myhrtoolkit paradigm of downloading a CSV, filling in relevant details and re-uploading. The CSV files have their top line filled with the names of the fields, and, where appropriate, populated with relevant read-only data for use as reference.
The file can be edited with any appropriate spreadsheet application (e.g. Excel, Open Office, Numbers, etc.), then should be saved back as CSV again before upload. The upload process will highlight any errors in the file. Once appropriate action has been taken to correct the errors, the file can be resubmitted. Error-free lines need not be removed - the importer will simply skip these lines on resubmission.


The Course Importer

The course importer is used to add multiple new courses to the training module at a single stroke.

Navigate to Management > Training > Importer > Go to training course importer.

Using the course importer

Click the download csv template button and save the file, then open it in your favourite spreadsheet application.

Across the top row you will see the seven fields required to define a training course. Note that courses are defined in myhrtoolkit as a specification of an available course with a qualification. Courses will have events created which are opportunities to gain the qualification the course represents.

The Fields of a Training Course

Field Notes
Course Name Required
Category Name Options - Leave blank, use an existing Category name, or use a new Category name which will be added.
Notes - Watch spelling, as entering a wrongly spelt existing Category will create a new one!
Cost Centre Name Options - Leave blank, use an existing Cost Centre name, or use a new Cost Centre name which will be added.
Notes - Watch spelling, as entering a wrongly spelt existing Cost Centre will create a new one!
Cpd Points Options - Leave blank, or use whole number (larger than 0)
Given Qualification Name e.g. "First Aid Certificate"
Notes - Watch spelling, as entering a wrongly spelt existing Qualification will create a new one!
Qualification Period Options - Leave blank, or use whole number (larger than 0)
Notes - Watch spelling, as entering a different period to the existing record will create a new one!
Qualification Unit Options - Leave blank, or use 'year' or 'month'
Notes - Required if Qualification Period is not blank. Watch spelling, as entering a different unit to the existing record will create a new one!

When the spreadsheet has been filled in, re-save as CSV, and use the upload file button on the Training Course Importer page.

The importer will check for errors as it uploads the information into your toolkit. You will be notified of any discrepencies on the page. Correct the errors and re-upload the updated file. You do not need to remove non-error lines, the importer will skip lines with data already entered.

When the importer no longer reports any errors, you will find all the new courses in the Courses tab.

The Record Importer

The record importer is used in two ways - either to add employee attendance at course events already created in to the training module, or to create events and record employee attendance. It can be used to create records for a single employee or event, or multiple records per employee across multiple events.

Navigate to Management > Training > Importer > Go to training record importer.

Using the record importer

Click the download csv template button and save the file, then open it in your favourite spreadsheet application.

Across the top row you will see the twenty-seven fields required to define a training event and employee record.

(A brief note as a reminder that courses are defined in myhrtoolkit as a specification of an available course with a qualification. Courses will have events created which are opportunities to gain the qualification the course represents.)

The Fields of a Training Record

Field Notes
User Id Already populated, used for identification - do not alter
First Name Already populated, used for identification - do not alter
Last Name Already populated, used for identification - do not alter
Date Of Birth Already populated, used for identification - do not alter
User Location Already populated, used for identification - do not alter
Department Already populated, used for identification - do not alter
Course Name Required
Notes - Watch spelling, as entering a wrongly spelt existing Course Name will create a new one!
Category Name Options - Leave blank, use an existing Category name, or use a new Category name which will be added.
Notes - Watch spelling, as entering a wrongly spelt existing Category will create a new one!
Cost Centre Name Options - Leave blank, use an existing Cost Centre name, or use a new Cost Centre name which will be added.
Notes - Watch spelling, as entering a wrongly spelt existing Cost Centre will create a new one!
Cpd Points Options - Leave blank, or use whole number (larger than 0)
Given Qualification Name e.g. "First Aid Certificate"
Notes - Watch spelling, as entering a wrongly spelt existing Qualification will create a new one!
Qualification Period Options - Leave blank, or use whole number (larger than 0)
Notes - Watch spelling, as entering a different period to the existing record will create a new one!
Qualification Unit Options - Leave blank, or use 'year' or 'month'
Notes - Required if Qualification Period is not blank.
Watch spelling, as entering a different unit to the existing record will create a new one!
Qualification Expiry Date Options - Leave blank, or use 'DD/MM/YYYY' format
Notes - If an expiry date is added, the Qualification Period will be ignored. An expiry date can be submitted without having a Qualification Period.
Provider Name Notes - Watch spelling, as entering a wrongly spelt existing Provider will create a new one!
Location Required
Options - Use 'Internal' or 'External'
Url For Course Details  Use the format `http://www.example.com`
Start Date Required
use 'DD/MM/YYYY' format
End Date Required
use 'DD/MM/YYYY' format
Number Of Hours Options - Leave blank, or use whole number (larger than 0)
Price Options - Leave blank, or use whole number (larger than 0)
Currency Code Options - Leave blank, or use one of the provided codes: GBP, USD, EUR, MYR, SGD, ZAR, AED, DKK, SAR, SCR, AUD, HKD, QAR, TRY, KRW, CNY, GHS, NZD, PHP
Pass Mark  
Status Required
Options - Use 'pending', 'passed', 'failed' or 'not attended'
Actual Mark Options - Leave blank, or use whole number (larger than 0)
Rating Options - Leave blank, or use whole number between 1 and 5
Feedback User feedback, text field

As noted, please pay attention to spellings of Course Name, Categories, Cost Centres, etc. as even small variations to an existing entry will create a new one.

When uploading multiple records for a single user, duplicate their already populated row, and fill in the new, additional row(s) with the information for each course attendance, being careful not to alter the data in the first six columns ('User id' to 'Department').
Users for whom there are no records to import can safely be deleted from the spreadsheet.

When the spreadsheet has been filled in, re-save as CSV, and use the upload file button on the Training Record Importer page.

The importer will check for errors as it uploads the information into your toolkit. You will be notified of any discrepencies on the page (other than spelling mistakes as detailed above) . Correct the errors and re-upload the updated file. You do not need to remove non-error lines, the importer will skip lines with data already entered.

When the importer no longer reports any errors, you will find all the new courses in the Records tab.