This feature allows administrators to know when a mandatory course needs to be renewed and provides guidance on how to tackle this in the course creation or course edition. It is particularly useful for managing certifications that need to be renewed regularly, such as ISO certifications. It helps keep certificates up to date according to legal regulations.
In the course settings, there is a toggle for course validity, which, when activated, marks the course as 'needs renewal.' As a result, two new columns will appear in the Participants tab to help track the course’s expiration status.
How to view courses with upcoming expiration?
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Go to Training
- In the sidebar menu, click on Training.
- Select All Courses.
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Identify courses with upcoming expiration
- Courses that are about to expire will display an alert next to the number of participants. This alarm indicates that some employees need to retake the course.
3. Click on the course you want to review
- Land in course details
- Click in participants tab
4. View expiration dates. You will see two columns:
- Completion date
- Due date
How to edit the expiration of an existing course?
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Edit a course
- Select the course you want to edit.
- Mark that the course has a validity period.
- Indicate the duration of the course validity (for example, 1 year).
2. Automatic expiration
- Factorial automatically generates an expiration label as the deadline approaches.
To establish the validity of a new course, se/cae the article on training courses here.
How to edit the Completion Date of a course?
In some cases, it may be necessary to manually set the end date of the course, especially for new employees who have already completed the training. By marking the course as completed, the system automatically sets the completion date at that time. It is important to note that this date may vary depending on the attendance update.
The expiry date of each course is automatically calculated based on the completion date registered on the platform.
Manual editing of the completion date
To edit this date:
- Go to the relevant course section
- Select the three dots on the right side
- Click on Edit end date and choose the appropriate date
Suggestion: Create Training Groups
To facilitate the management of courses that expire on the same dates, Factorial recommends creating groups. Check the article on how to create groups here.
How to assign employees to a group?
- Go to the Participants tab of the course.
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Select the employee
- Find the employee in the list and click on the three dots on the right.
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Assign to a group
- Choose the group to which you want to assign the employee.
- The employee's course expiration date will automatically adjust according to the group’s renewal date.
Important Notes
- Only training managers will have access to the platform to view expiration dates.
- Use the Re-take: Yes filter to see all courses with upcoming expiration dates.