Trainings (Trainning)
Trainings is where you record every training or coaching activity you give your employees: when it was held, how long it lasted, who delivered it (an external provider), and which of your employees attended. Each record is linked to the attending employees, letting you later review any person's training history and the total training hours your company has delivered.
What is it and what is it for?
Each training is a document with a number, a date and a name or description (for example "Advanced Excel Course" or "Industrial Safety Induction"). You can enter how many hours it lasted, classify it under a Training Class (a category of your own, such as "Technical", "Safety" or "Leadership"), and record the external Vendor that delivered it, if any. An employee can be set as the training's Coordinator (the person responsible for organizing it), and separately you add the list of participating employees who attended.
This feature helps you keep evidence of the training your staff receives: what was taught, when, how many hours and who attended — useful both for internal audits and for planning your team's development. Because it's linked to each employee's record, you can review at a glance every training a person has attended over time.
How to use it, step by step
- Open the Trainings list and click New.
- If your company has subsidiaries enabled, choose the Subsidiary (you won't be able to change it after saving).
- Enter the Date the training was held (today's date is proposed by default).
- Write a clear Description of the training's topic or name; this field is required.
- Optionally, enter the Hours it lasted, the Vendor that delivered it, the Training Class it belongs to, a Coordinator (responsible employee), and a free-form Reference.
- In the participants section, add one row per Employee who attended; you can add or remove rows and reorder them as needed.
- Attach any supporting files you need (for example, course material or a certificate).
- Save. If you leave the document number blank, AdmCloud assigns one automatically.
- From the list, you can filter by date, subsidiary, vendor, training class or coordinator, customize which columns are shown, and generate the Summary or Detailed report.
A training's detail screen
From an already-saved training's detail screen you can Edit it, Duplicate it (to create a new one from the same data, with the date and number reset), Delete it, or Void it, depending on your privileges. The list of participating employees shows direct links to each one's record, and you can also review the training's related activities and its audit log (who created or modified it, and when).
Key fields
| Field | What it's used for |
|---|---|
| Subsidiary | Subsidiary the training belongs to. Required only if your company has subsidiaries enabled; cannot be changed after saving. |
| Document Number | The training's identifier. If left blank, AdmCloud generates the next available number automatically. |
| Date | Date the training was held. Defaults to your session's current date. |
| Description | The training's name or topic. Required. |
| Hours | The training's duration in hours. Optional; cannot be a negative value. |
| Vendor | The external company or person who delivered the training, from your Vendors catalog. Optional. |
| Training Class | The category that classifies the type of training, from your Training Classes catalog. Optional. |
| Coordinator | The employee responsible for organizing the training. Optional; must be an active employee (not terminated). |
| Reference | Free-form text for an extra reference number or note. |
| Participating employees | The list of employees who attended the training. Each one must be an active employee. |
| Attachments | Supporting files (for example, course material, certificates or signed attendance sheets). |
Validations when saving
- The Description is required; it cannot be saved blank.
- If you enter Hours, the value cannot be negative.
- The Coordinator and every participating Employee must be active; terminated employees cannot be assigned.
- You cannot create or edit a training in a subsidiary marked as read-only.
- The document's Subsidiary cannot be changed once it's created.
- You cannot edit a training that has already been voided.
- Before deleting a training, AdmCloud checks it has no other dependent records; if it does, the deletion is blocked.
Availability
- This feature requires the Enterprise Human Resources (HHRR) module active on your company. Without this module, the Trainings screen isn't available.
- Requires the Payroll "Trainings" permission on your user group (with add, edit, delete or void level, depending on the action).
- The Subsidiary column and filter only show up if your company has subsidiaries enabled.
- The Reference, Hours and Description columns are hidden by default in the list, but you can turn them on from the column customization option.
Tips and common mistakes
Use Training Class to group related topics. Classifying each training (Technical, Safety, Leadership, and so on) lets you later filter the list or the reports by training type, instead of reviewing every record one by one.
Attach the attendance sheet or certificate. Saving the supporting file directly on the record saves you from having to look it up separately if you later need to confirm who attended.
"Cannot delete due to dependencies": if a participant or a file is still linked to other records in the system, remove those references first, or use Void instead of Delete to keep the history.
Use Duplicate from the detail screen when you repeat the same training on another date (for example, a second session of the same course): AdmCloud copies the participants and other data, so you only need to adjust the date and the document number.