The problem
One or more employees completed a training earlier to which a certificate is linked that expires after some time (a refresher training). The certificate is still valid or recently expired, but the employee or employees cannot register again for the same training. This can occur for a single employee, but also for a large part of the organisation when everyone has already completed the training once.
This is because the training remains visible for reference under the completed trainings of the employee after completion. As long as the content is visible there, the system considers the training "completed" and re-registration is blocked.
Cause
When a training has a certificate that has to be repeated, PlusPort Academy shows a message on the page Edit training. The default setting keeps the content available indefinitely for reference after completion. As a result the employee cannot register again, because the system keeps considering the training as completed.
Solution
The setting Hide content once training is completed has to be activated on the training definition. With this, the content disappears from the completed trainings after a set number of days, which allows the employee to register again.
Steps
- Go to Planning > Trainings > Training definitions
- Look up the relevant training and click it to edit it
- Go to the tab Settings
- Enable the setting Hide content once training is completed
- Enter the number of days (see below for advice)
- Click Save
How many days should you set?
There are two options:
| Option | Number of days | Result |
|---|---|---|
| Register again immediately | 0 | The employee can register again immediately after completion |
| Registration opens with the refresher reminder | Validity of the certificate (in days) minus the notification period (in days) | The training becomes available for registration at the moment the employee receives the refresher reminder |
Example for option 2: A certificate is valid for 12 months (365 days) and the refresher reminder is sent 2 months (60 days) in advance. In that case set the number of days to 305 (365 - 60). The training then becomes available for re-registration at the same moment the employee receives the reminder.
Note: Check this setting for other trainings with a refresher element as well. If you do not activate the setting, employees can never register again because the content permanently remains available for reference under completed trainings.
Frequently asked questions
Why can a manager register the employee while the employee cannot register themselves?
A manager registers an employee via the management screen. This bypasses the check on the visibility of completed content. The employee themselves, however, sees the training as "completed" and therefore does not get the option to register again.
What happens to the completed training if I enable this setting?
The training disappears from the overview of completed trainings of the employee after the set number of days. The certificate that is linked to the training remains visible in the profile of the employee.
Can I also change this setting afterwards for an existing training?
Yes, you can adjust the setting at any moment. The change then applies to all employees who have already completed the training. After the set number of days the content disappears and they can register again.
Does this only apply to trainings with a certificate?
This problem occurs specifically with trainings to which a certificate is linked that has to be repeated. With trainings without a certificate or without a refresher requirement this problem does not occur.