Trainer

A trainer is the person who actually stands in front of the class. Each one is either one of your own employees or somebody from an outside vendor, and the screen makes you say which before it will let you save.

Where

Training Management › Setup › Trainer

Who uses it

The training manager, when a new trainer is used

When

Before a session is scheduled against that trainer

Needs first

Training Vendor for an external trainer, an employee record for an internal one

What it is for

A session names its trainer so that feedback, attendance and the course history all point at one person rather than a typed name that is spelled three different ways.

The screen has one real rule, and it is the point of the screen. An internal trainer must name an employee. An external trainer must name a vendor. You cannot have both and you cannot have neither. If you change a trainer from internal to external, the employee is cleared, and the other way round the vendor is cleared, so the record never holds a contradiction.

An internal trainer is the usual case at a manufacturer. The safety officer, the quality manager and the senior electrician between them deliver most of the year's training, and each of them should exist here once.

Every field, in plain words

Field	What it means	What to put in it	Notes
Trainer	The short code you will see in lists.	SO01	Required. Must be unique.
Name	The trainer's name as it should appear on a session and on a certificate.	Rizwan Ahmed	Required.
Trainer Type	Whether this person is one of your own or comes from outside.	ITR for your own safety officer	Required. See the list below.
Trainer	A free text note about the trainer.	Leave it empty	The screen stores whatever you type. Nothing in the module reads it, so agree a convention with the client or leave it alone.
Employee	Which employee this trainer is.	Rizwan Ahmed, Safety Officer	Required when Trainer Type is internal. Must be empty when it is external, and the screen clears it for you if you switch.
Training Vendor	Which outside provider this trainer comes from.	Pakistan Society for Training and Development	Required when Trainer Type is external. Must be empty when it is internal, and the screen clears it for you if you switch.

Trainer Type values:

• ITR Internal. The trainer is on your own payroll. The Employee field becomes the required one. The screen shows this value as Inter.
• EXT External. The trainer comes from a vendor. The Training Vendor field becomes the required one.

How to configure it

1. For an external trainer, create the Training Vendor first. For an internal one, make sure the employee exists in Employee Basic Information.
2. Open Trainer and create a record. Code SO01, Name Rizwan Ahmed.
3. Set Trainer Type to internal and pick Rizwan Ahmed in Employee. Save.
4. For an outsider, code PSTD01, Name Tariq Mahmood, Trainer Type external, Training Vendor Pakistan Society for Training and Development. Save.
5. Repeat only for people who will actually appear on a session. Do not pre-load a list of names nobody has used.

Scenarios

Our safety officer runs the forklift training himself

Create him as an internal trainer against his employee record. When you schedule the forklift session you name him, and the attendance and feedback for that session carry his name without anyone typing it again.

The institute changed the instructor two days before the course

Change the trainer on the Training Schedule, not here. The old trainer record is still correct, it was just not the one who turned up. If the new instructor has no trainer record yet, create one against the same vendor first.

Our quality manager is both a trainer and a participant on other courses

That is fine, and it needs no special handling. He has one employee record. A trainer record pointing at that employee is how he delivers training. A nomination line on somebody else's session is how he attends it. The two do not interfere.

What it is connected to

• An internal trainer needs an employee record in Employee Basic Information.
• An external trainer needs a Training Vendor.
• Training Schedule names the trainer who delivers each session.
• Training Feedback is collected about a session, and therefore about the trainer named on it.

If something looks wrong

• "It says I must select an employee" - Trainer Type is internal. Either pick the employee or change the type to external and pick a vendor.
• "It says I must select a vendor" - Trainer Type is external. Pick the vendor, or change the type to internal and pick an employee.
• "The employee I picked disappeared" - you switched Trainer Type to external after picking him. The screen clears the side that no longer applies on purpose.
• "The employee is not in the list" - he has no employee record, or his record is not in a state the lookup offers. Check him in the People Directory first.