The Training Center allows users to complete required trainings and quizzes. Access and visibility are controlled through multiple layers, from location settings to individual user permissions. This article explains how access works, how trainings are assigned, and what users see.
1. Training Center Access Requirements
Users must meet all three conditions below to access the Training Center at a location.
Condition 1: Training Center is enabled at the location
The Training Center can be turned off for an entire location.
- Navigate to Admin Office > Edit Location > "Disable Training Center" checkbox.
- Location Templates > Edit Template > "Disable Training Center" checkbox.
- When the checkbox is checked, the Training Center link disappears entirely from the sidebar navigation for all users in that location. No one at that location will be able to access the trainings.
Condition 2: User is authorized for the location
- The user must have access to the location. The User must be associated with the location through their company and roles.
Condition 3: User's trainings are not disabled
Even when the Training Center is enabled at a location, and individual user's trainings can be disabled.
Where to configure:
- Navigate to Access Manager > Click SHOW next to the user > "Manage Training Permissions" > "Disable trainings" checkbox.
When this is checked, the user will see the Training Center in the navigation, but their training list will be empty - they have no trainings to complete.
Summary
| Condition | Where to Configure | Effect When Not Met |
|---|---|---|
| Training Center enabled at location | Admin → Location Edit → "Disable Training Center" unchecked | Training Center disappears from sidebar for all users at this location |
| User authorized for location | Standard user-location assignment | User cannot access the location at all |
| User's trainings not disabled | Client → User → Manage Training Permissions → "Disable trainings" unchecked | User sees an empty training list |
2. What Trainings are Available at a Location?
Before any user sees a training, the training must first be available at the location. This is configured in two steps:
Step 1: Admin Creates the Training (Admin Office)
In the Admin Office > Training & Quizzes > Add Training the admin creates a training and assigns it to:
| Field | Purpose |
|---|---|
| Roles | Roles which should receive this training by default |
| Company | If this training is only for a specific company (leave as "- Not Specific -" for all) |
| Location | If this training is only for a specific location (leave as "- Not Specific -" for all) |
| State | If this training is only for a specific state (leave as "- Not Specific -" for all) |
| Training Regulators | Which regulators require this training |
| Levels of Care | Which levels of care this training applies to |
| Services | Which service types this training applies to |
When Company, Location, and State are all left as "- Not Specific -", the training is considered a general training and its availability is determined by matching regulators, levels of care, and services with each location's settings.
Step 2: Admin Selects Trainings for a Location (Admin Office)
In the Admin Office under Location Edit, there is a "Trainings" multi-select dropdown. You can also use the "Clear All Selected" button to remove all selections.
Two Scenarios:
| Scenario | What Happens |
|---|---|
| Admin selects specific trainings | Only the selected trainings are available at this location. This is the explicit training pool for all downstream configuration. |
| Admin leaves the selection empty | The system automatically computes which trainings are available based on the location's properties (regulators, state, company, levels of care, services). |
Key Principle: When trainings are explicitly selected for a location, those selections become the source of truth - no additional filtering by regulators, levels of care, or services is applied. The automatic computation only kicks in when no explicit selection exists.
3. How Are Trainings Assigned to Users?
Once trainings are available at a location, they reach users through four sources. Think of these as layers that build on each other:
Understanding Training Sources
Every training a user sees in their Training Center comes from one of these sources:
| Source | What It Means | Example |
|---|---|---|
| Role Training (RT) | Training assigned globally to a job role | "HIPAA Compliance" is assigned to the "Nurse" role - every Nurse sees it |
| Location Role Training (LRT) | Training assigned to a role at a specific location only | "Oregon State Regulations" is assigned to "Nurse" at "Oregon IP" location only |
| User Training (UT) | Training assigned directly to a specific user, regardless of their role | "Custom Onboarding" is assigned to a specific new hire |
| Force Included (FI) | Training that was excluded at the location-role level but re-assigned to a specific user | Training was removed from "Nurse" at "Oregon IP", but this specific nurse still needs it |
Layer 1: Role-Based Assignment
When a training is created in the Admin Office, it is assigned to one or more Roles. Any user who has one of those roles at a location where the training is available will automatically see it.
No configuration needed by the location admin - this happens automatically.
Layer 2: Training Rules
Location administrators can customize which trainings apply to which roles at their specific location.
Who can do this:
Company Admin
Supervisor
Human Resources
Facility Director / Executive Director / Ops Manager
Admin Super User
Where: Sidebar → Training Center (submenu) → Manage Training Rules
Note: If the user does not have permission to manage training rules, the sidebar shows a single Training Center link instead of a submenu.
How it works:
The Trainings Roles Rules page has two tabs:
| Tab | Purpose | Example |
|---|---|---|
| Included Trainings | Add trainings to a role that weren't part of the default role assignment | Add "Fraud, Waste, and Abuse" to the "Direct Care" role at this location |
| Excluded Trainings | Remove trainings from a role at this location | Remove "Chemical Safety" from the "Administrative" role at this location |
Steps to create a rule:
Click "Add New"
Select a Role from the "- Select Role -" dropdown
Select one or more Trainings from the multi-select
(For Included trainings only) Optionally check "Force to Retake" for specific trainings - users who already completed them will need to retake them
Click Save → A "Confirm Training Assignment" dialog shows how many users will be affected
Review the impact → Click CONFIRM to apply (or CANCEL to go back)
Warning: When more than 50 users are affected, the system displays a HIGH IMPACT warning. Review carefully before confirming.
To edit existing rules: Click "Edit" next to the role in the table. To Delete a rule: use the Delete button.
Layer 3: Training Permissions
Location administrators can customize training assignments for individual users, overriding both the default role assignment and any location-level Training Rules.
Who can do this:
Human Resources
Users with the Access Manager permission
Where: In Access Manager → Edit a user → click "Manage Training Permissions" (button in the top-right corner)
What you see on the form:
The "Manage Trainings Permission" page shows:
The user's name and ID
A "Disable trainings" checkbox
A Trainings multi-select list showing all available trainings at the location (formatted as "Training Name - (Category Name)")
Available actions:
| Action | What Happens |
|---|---|
| Check "Disable trainings" | Turns off ALL trainings for this user - their training list becomes completely empty. The trainings multi-select becomes disabled. |
| Uncheck "Disable trainings" | Restores the user's trainings. The system remembers the previous state. |
| Keep a training selected | No change - the training stays assigned through its original source (role, location rule, or direct assignment). |
| Deselect a role-based training (RT or LRT) | The training is excluded for this user. It remains assigned to the role but this specific user won't see it. |
| Re-select a previously excluded training | The exclusion is removed. The training comes back through its original role assignment. |
| Select a new training (not from user's role) | The training is directly assigned to this user. Only this user gets it (not others with the same role). |
| Deselect a directly assigned training (UT) | The direct assignment is removed. The training disappears from the user's list. |
| Select a training that was excluded at the location-role level | The training is force-included specifically for this user, overriding the location-role exclusion. |
| Deselect a force-included training | The force-include is removed. The location-role exclusion takes effect again for this user. |
Important: "Empty Selection" Behavior: If no trainings are highlighted in the multi-select, it means all available trainings are selected. This is by design. The form displays an empty selection when the user has all trainings assigned. A note on the page states: "If no trainings are selected, it is treated as if all options are selected."
After making changes, click "Update" to save. Use the "back to user edit" link to return to the user profile.
4. What Does a User Actually See in the Training Center?
When a user opens the Training Center, the system combines all layers to build their personal training list.
How the Final List Is Built
START WITH the union of all four sources:
✅ Role Trainings (RT) - from the user's global role assignments
✅ Location Role Trainings (LRT) - added via Training Rules for the role at this location
✅ User Trainings (UT) - directly assigned to this specific user
✅ Force Included (FI) - trainings force-included for this user at this location
THEN REMOVE exclusions:
❌ Location Role Exclusions - trainings excluded via Training Rules for the role at this location
❌ User Exclusions - trainings explicitly removed from this user via Training Permissions
SPECIAL RULES:
⚡ If a training is excluded at the role level BUT force-included for the user → user KEEPS the training
⚡ If "Disable trainings" is checked for the user → the entire list is empty, regardless of all other settings
⚡ Only active trainings (not deleted) from the location's available pool are shown
Precedence Order
When configurations conflict, the most specific level wins:
- User-level disable ("Disable trainings" checkbox) > overrides everything - empty list
- User-level permissions (Training Permissions selections) > override role and location rules
- Location-role rules (Training Rules include/exclude) > override default role assignments
- Default role assignment > baseline from admin training configuration
Training Center Interface
When the user accesses the Training Center (sidebar > Training Center > View Training Center), they see:
| Element | Description |
|---|---|
| Training Compliance Score | Progress widgets showing required and optional trainings completed vs total |
| Latest Activity | Tabs for recent Training and Quiz activity (date, name, user) |
| Training List | Each training with name, category, completion status, and available actions |
| Download All Certificates / Certificate History | (When applicable) Access to completed training certificates |
Additional Features for Managers and HR
Users with management permissions see extra capabilities:
| Feature | Who Sees It | Description |
|---|---|---|
| Employee dropdown | Company Admin, Supervisor, HR, TJC Surveyor, State Inspector | Select any user to view their individual training status and progress |
| Employee Summary | Same as above | Aggregated training compliance reports for the location |
| Assign Training To Role | Users who can manage training rules | Quick access button to open training rule assignment (modal) |
| Force to Retake | Human Resources, Manager of Training Center (Supervisor) | Button next to completed trainings - requires user to retake the training and quiz. This action cannot be undone. |
5. Who can Manage What? (Permission Summary)
Each permission is granted through a combination of per-user settings (checkboxes on the user's Company Role profile) and fixed role names (determined by the user's assigned job role).
Per-User Settings Reference
These checkboxes appear on the user's Company Role edit page and can be toggled by administrators:
| Checkbox | Label in the System |
|---|---|
| Admin | (Company-level admin flag) |
| Manager of Training Center | "Manager of Training Center (Access to review the training center for all users)" |
| Has Access Manager | "Has Access Manager?" |
Permission Matrix
| Action | Granted To (any one is sufficient) | How Access Is Granted |
|---|---|---|
| Enable/Disable Training Center at a location | Admin Office users | Admin Office users |
| Create/Edit trainings | Admin Office users | Admin Office users |
| Select trainings for a location | Admin Office users | Admin Office users |
| Manage Training Rules (include/exclude trainings by role at a location) | Admin checkbox, Manager of Training Center checkbox, Company Admin, or users with role: Human Resources, Facility Director / Exec. Director / Ops Manager, Admin Super User | Mixed: per-user checkboxes + fixed role names |
| Manage Training Permissions (per individual user) | Users with role: Human Resources, or users with Has Access Manager checkbox enabled | Mixed: per-user checkbox + fixed role name |
| View other users' trainings (employee dropdown, training reports) | Admin checkbox, Manager of Training Center checkbox, or users with role: Human Resources, TJC Surveyor, State Inspector | Mixed: per-user checkboxes + fixed role names |
| Force to Retake | Manager of Training Center checkbox, or users with role: Human Resources | Mixed: per-user checkbox + fixed role name |
Note: The role names (Human Resources, Facility Director, Admin Super User, TJC Surveyor, State Inspector) are fixed in the system and cannot be changed through configuration. A user gains these permissions by being assigned the corresponding job role at their company. The per-user checkboxes (Admin, Manager of Training Center, Has Access Manager) can be toggled independently by administrators on the user's Company Role profile.
6. Common Scenarios and Troubleshooting
A user can't see the Training Center in the sidebar
Follow these steps to troubleshoot why the Training Center is not visible:
- Check if the Training Center is disabled at the location:
Admin Office → Location Edit → Ensure "Disable Training Center" is unchecked - Verify the user is properly assigned to the correct location
A user sees the Training Center but has no trainings
Use the steps below to confirm why no trainings appear:
- Check if the user's trainings are disabled:
User Edit → Manage Training Permissions → Ensure "Disable trainings" is unchecked - Verify the user has at least one role assigned to trainings
- Confirm trainings are available at the location:
Admin Office → Location Edit → Trainings
A user doesn't see a specific training
Follow these steps to identify why a specific training is missing:
- Verify the training is active:
Admin Office → Training Edit → Ensure "Is active" is checked - Confirm the training is available at the location:
Admin Office → Location Edit → Trainings list includes it or matches regulators/state/company - Verify the user’s role is assigned to the training:
Admin Office → Training Edit → Roles - Check if the training was excluded via Training Rules:
Manage Training Rules → Excluded Trainings tab - Check if the training was removed via user Training Permissions:
User Edit → Manage Training Permissions
Trainings were assigned but users still don't see them
This issue often occurs when user-level permissions override role-based assignments.
Even if a training is assigned to a role, it will not appear if it is excluded at the user level.
Follow these steps to verify:
- Go to Access Manager → Edit User → Click "Manage Training Permissions"
- Ensure "Disable trainings" is not checked
- Verify the specific training is selected (highlighted), or the list is empty (all trainings active)
The Manage Training Permissions form shows no trainings selected
This is expected behavior and does not indicate an issue.
An empty selection means all available trainings are assigned to the user.
Only when specific trainings are removed will you see selected items.
I removed a training via Training Rules but a user still has it
This happens when a training is force-included at the user level.
User-level Training Permissions override location and role-based rules.
- Go to the user's profile → Manage Training Permissions
- Check if the training is selected in the list
- If selected, remove it to allow Training Rules to apply
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