Track annual/bi-annual/tri-annual employees trainings.

Platform discussions Special workflows & use cases
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1

Hello everyone,

I’m working on creating a robust training tracking system in Monday.com for our team, and I’m hoping to get some advice on optimizing it or hearing about any solutions that others have found useful.

Here’s a breakdown of our setup and needs:

  • Employee Base: We have around 50 employees, each needing about 50 different training courses, which include client-required, OSHA-required, and company-required courses.
  • Retraining Intervals: Each course has a different retraining frequency (1 year, 2 years, or 3 years).
  • Training Sessions: We hold training classes twice a month to help everyone stay up to date.

Current Setup:

  1. Main Board: I have a main board serving as an employee roster. It includes a link column that connects to individual boards for each employee.
  2. Individual Employee Boards: Each employee has their own board listing their required trainings with columns for:
  • Last Training Date
  • Repeat Date (calculated based on the retraining interval)
  • Status
  • “Update Last Training” Button (changes the last training date to today)
  • Required By and Source (for informational purposes)
  • Frequency (annual, biennial, etc.)

Automations: I’ve added automations to handle repeat dates based on the training frequency. For example, I have three variations of an automation that work like this:

  • When the Last Training date changes, and Frequency is set to Annual, the automation will:
    1. Set the Repeat Date to today
    2. Push the Repeat Date by 365 days
    3. Update the Status to “Good”

What I’m Looking For:

I’m hoping to get suggestions on:

  • Additional Automation Ideas to streamline the process even further
  • Board Layout Optimizations that would make it easier to track upcoming training needs, especially across multiple employees
  • Best Practices for setting up reminders and filters to help me plan our twice-monthly training sessions effectively
  • Efficient Ways to Update Training Attendance: For example, if I hold an OSHA-required annual training on Bloodborne Pathogens, and several employees (e.g., Jim, Todd, and Jessica) attend, is there a way to update each of their training records from a single roster instead of going into each employee’s board individually?

If anyone has experience with a similar setup on Monday.com or has other ideas that might help, I’d love to hear your suggestions. Thanks in advance for any tips!

2

Hi @JohnCLBS,
You can add automations like:

  • Set automated reminders for upcoming trainings.
  • Add conditional automations for different training types (e.g., OSHA vs. company-required).
  • Create a master dashboard to view all training statuses in one place.
  • Use filtered views for “Trainings Due Soon” or “Overdue Trainings.”
  • Group employees or trainings by status for quick insights.
  • Integrate with calendars to plan twice-monthly sessions effectively.
    Efficient Updates:
  • Use a central “Training Session Roster” linked to employee boards for bulk updates.
  • Implement integrations for automatic updates across boards.
    Integrations:
  • Sync with HR or compliance tools for streamlined reporting.
  • Integrate email platforms for automated session invites or reminders.

My team has optimized Monday for multiple clients, tailoring solutions to fit their unique needs.

If you’d like tailored advice on optimizing your setup and integrating AI, feel free to visit our website and book a consultation session—we’d love to help streamline your process! :rocket:

Zaki
Business Workflow Consultant
Ready Logic"