How to Manage Training Certificates

Overview

After assigning training disciplines to your staff, you record each person’s certificates: files, numbers, and expiry dates. XMP uses those dates to show traffic light statuses on the Training Profiles table and to decide whether someone can be scheduled onto jobs when a requirement is marked Required for scheduling.

If you have not assigned disciplines yet, see How to Assign Training Disciplines to Staff first.

Accessing Training Profiles

To open the training profile table:

1. Go to Main Menu → Training → Profiles

Use Edit in the Actions column for the person you need to update.

Updating Training Records

To update a staff member’s training record:

1. From the training profile table, click Edit in the Actions column for that staff member
2. Upload certificate files for each training requirement where you store documents
3. Enter certificate numbers where applicable
4. Set expiry dates for each certificate
5. Save your changes

Statuses on the profile table update from these dates so you can see amber and red items as renewals approach or pass.

Next Training Date and Scheduling Gaps

If re-training is booked but not yet done, open the certificate’s actions menu and set a next training date. XMP then allows scheduling while the current certificate is valid, blocks the gap after expiry until the new certificate exists, and treats them as schedulable again from that next date—so you are not blocked for the whole period when a course is already arranged.

Automatic Status Updates

Discipline Training shows a traffic light; per-requirement status appears on the profile table. Green, amber, and red reflect in-date, due soon, and expired or blocking states. Items required for scheduling drive booking rules; see How to View and Filter Training Profiles for the calendar icon and filters.

Next Steps

Use How to View and Filter Training Profiles to sort by next expiry, filter by requirement, and see how training status ties to scheduling.