How to configure mandatory training and courses

What is it for?

The course is the basis of each training action. It says how many hours it has, whether it counts towards the 40 annual hours of continuous training and towards the credit of hours, and whether employees have to renew it.

When to use it?

• You are going to record the year's first training and the course does not exist yet.
• You want a course (for example occupational safety) to be mandatory, with an expiry date and a warning before it expires.
• A session is not training for legal purposes (for example, an onboarding session) and must not count hours.

Where to find it?

People › Training › Courses › New. The list of employees with training to renew is in People › Training › Mandatory training. The annual budget, for the system administrator, is in People › Configure › Settings, Training section.

Before you start

• Your profile is HR manager.
• Only the system administrator changes the annual budget. The HR manager, the Payroll Processor and Management do not have the Configure menu of the People app.

How to use it

1. Open People › Training › Courses and click New.
2. Write the name in Course name, for example Segurança e saúde no trabalho, and the Internal code (SST-01).
3. In Default duration (h), which comes with 4.00, write the course hours (8). Training entity comes set to Internal and the Responsible is whoever creates the course.
4. Check the Counts for the 40 hours and Area valid for the credit of hours boxes, which come ticked:
   • Counts for the 40 hours: the hours count towards the annual minimum of the Labour Code (Código do Trabalho, art. 131.º/2) and towards the running account of the credit of hours. Untick it for anything that is not training for legal purposes.
   • Area valid for the credit of hours: the employee can only use the credit of hours on training in a valid area (CT art. 133.º/2). When unticked, a participation “at the initiative of the worker” shows a warning.
5. If the course is mandatory, tick Mandatory. Mandatory for everyone, Mandatory for the departments, Validity (months) (zero: it does not expire) and Warn in advance (days), which comes set to 60, appear. Tick Mandatory for everyone or choose the departments: with only Mandatory, nobody enters the Mandatory training list.
6. Fill in the Annex C codes of the Single Report (Relatório Único), if you have them: Area of education and training (t30), Modality (t31), Training entity (t34), Type of certificate (t35) and Qualification level (t36). Origin (Annex C) is not typed in: it follows the Training entity from step 3 (Internal or External). Annex C complete is only ticked when all are filled in.
7. Click the save icon. On a mandatory course the Certification field appears, read-only, with the course name: the field's help says “The native certification of a mandatory course. A job requires the course in its Skills (tab “Skills” of the job position).”

Expected result

The course appears in People › Training › Courses and in the Course list of Quick registration. If it is mandatory for everyone, each employee without valid training appears in Mandatory training with the State “Missing”; in the example, the company's 9 employees. The Director's view counts them in Mandatory training › Expired or missing. With no mandatory course, the list says “No mandatory training”.

Important notes

• Empty Annex C codes do not block the course: it is saved all the same. Without them, the Single Report is left incomplete; the warning that appears when recording the action is in How to record a training action and the attendances.
• The Responsible receives the activities when the course is missing, expired or about to expire.
• Certifications (People › Training › Certifications) lists each employee's certifications, with the columns Worker, Certification, From and To.
• Annual budget: the system administrator opens People › Configure › Settings and, in the Training section, writes the Yearly training budget (“Compared with the cost of the actions of the year in the director's screen. Leave empty if there is no budget.”) and clicks Save. With €5,000.00, the Director's view started showing “€0.00 per participation, of €5,000.00 budgeted”. This amount is shown to Management, the Payroll Processor and the system administrator; the HR manager does not see it in the Director's view. The budget stays in the company you are working in: other companies do not show it.

Common problems

I do not see the Courses menu

Only the HR manager and the system administrator have Courses, Quick registration and Mandatory training. In People › Training:

• the Payroll Processor has four screens: Training actions, Training hours of the year, Training board and Director's view;
• Management has Training board and Director's view;
• the Auditor does not have the People app.

Ask the system administrator to give you the HR manager profile, or to create the course. See also How the People app and the HR dashboard are organised.