Training
Keep a record of every training course your staff have done, with the date and when it expires. Upload a certificate and the AI fills in the record for you. Each record's status is worked out from its expiry date, so you can see what is current, expiring soon or expired.
Common actions
- 1
Add a record: Press "+ Add Record". Choose the Staff Member, type the Course / Training Type, and set the Date Completed. Choose a Validity Period, such as 1 year or 3 years, or set the expiry date yourself. Press "Add Record".
- 2
Fill it in from a certificate: In the form, press "Upload certificate" and choose a PDF or photo, up to 8 MB. The AI fills in the course, provider, dates and certificate number. Check the fields it filled, choose the staff member, then save.
- 3
Upload several certificates at once: If one PDF holds several certificates, a review screen opens. Check each one, untick any you do not want, then press "Save". Each becomes its own record with the file attached.
- 4
Expiry dates from a certificate: If an expiry date is printed on the certificate, it is used. If not, the usual renewal period for that type of course is used, where there is one.
- 5
Renew a record: Press "Renew" on a record that is expired or expiring soon, choose the new expiry and press "Renew". Today is saved as the new completion date. To use a different date, open the record and press "✓ Mark as Renewed". The record is updated, not copied, and the old certificate stays attached.
- 6
Find records: Use the search box to find a person or course. Use the status, department and type filters. Press "Certificates" to see records grouped by department.
- 7
Someone leaves the club (admins): Under "Former staff", press "Mark someone as left". Choose the person and the date. Their records are kept but stop counting, and their login, if they have one, is switched off. Press "Undo" to reverse it.
Status
A record with no expiry date shows No Expiry. Past its expiry date it shows Expired, and within 30 days it shows Expiring Soon. Otherwise it is Current. ClubSentinel does not email reminders about training, so check the Expiring Soon filter regularly.
Who can see what
Admins see every record. Staff see only records whose Staff Email matches their own login email, so fill in Staff Email when you add a record for someone. Records saved from the several-certificates screen have no Staff Email or department, so add them with "Edit". Staff can change only their own records. Only admins can delete a record.
Training Matrix
Admins can print a Training Matrix, staff against courses, colour coded by status. Find it on the Reports page.
Your Records Score
Current, Expiring Soon and No Expiry count as up to date. Expired and Pending count against you. Former staff are left out.
💡 Tip
Book renewals well before the 30-day warning. External courses can take weeks to book, especially spraying and first aid courses, so a reminder in your own diary 60 days ahead gives you room.