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Desktop Edition: What's New

Version 12

After extensive re-design, and years in development, we are proud to release our newest version. We have added many exciting new features based on user requests, plus a few of our own. We have moved to a subscription-based licensing model. This greatly reduces the initial cost of using our software, and ensures that our clients will always enjoy free support and product updates, for as long as their subscription is current. If you are updating from version 10 or earlier, please be advised that read-only users do require a user license; however, legacy read-only users (before 2017) will continue to be able to use the program without a license, and only new read-only users will need a license.

Highlights

  • "Due By" date calculation has been added with a specified grace period before employees need to complete each training.
  • Select to sort by training title or training number, and all screens and reports will automatically be sorted that way.
  • Automatic email notices may be sent to employees, supervisors, or others for training due or scheduled. Includes more options and gives you greater control.
  • Print reports for Letter or A4 size paper.
  • Easier to export to Excel® with all columns filled in.

Training Records

  • Select to expire training in days or months.
  • Training list is sorted by training title or training number, depending on your saved selection.
  • Select which screen shows by default for training details.

Revisions

  • Revert to a previous revision number, and more control over editing revisions.
  • Revisions may be imported from Excel®.
  • When you edit the revision, the release date is automatically updated.
  • If you don't require re-training for the next revision, but you do for a later revision, all previous revision completions will be expired.
  • When entering completions, you may only select from existing revisions.

Due By Date

  • Set a default grace period before employees need to complete each training, and edit the grace period for individual training records.
  • Show a due by date.
    • Due by date is carefully calculated based on a number of factors: grace period, release date, hire date, expiration date, or a date you type in.
    • Due by date is used on due reports and status screens.

Classes

  • When you schedule a class and add the start time, the end time is automatically calculated.
  • When you add a completion for an employee that was enrolled in a class for that date, the class is automatically marked as completed.

Employee Records

  • Employee detail screens are sorted by training title or number, based on user preferences.
  • See a list of subordinates under each employee from the employee detail screen.
  • Select which screen shows by default for employee details.
  • Updated individual reports from the employee detail screen include status of required training, complete report, and history report.

Data Imports

  • Now you may import new revisions and automatically update the training record and indicate if re-training is required.
  • Displays the imported records for confirmation.
  • When importing training records, the records are matched by training number. If you don't have numbers, they will be retrieved from the database, or assigned.
  • When importing employee records, the records are matched by ID number. If you don't have ID numbers, they will be retrieved from the database, or assigned.
  • Added filters screen out data with errors.
  • Import completions and requirements only for existing training and employees, to prevent accidentally creating new training or employee records.
  • Import a new supervisor at the same time as a new employee, and the supervisor will be populated to the employee record.

Automatic Email

  • Automatically send notices to employees, supervisors, and/or a list of recipients for:
    • Training due within a specified number of days. Repeat notices after a specified interval if not completed.
    • Training scheduled
    • Reminder of training scheduled within a specified number of days

Reports

  • Filter reports by topic, or only show favorites on the report menu.
  • Reports can be sorted by training title or training number.
  • Logos now configured centrally to show on all reports.
  • When printing individual certificates, you may select the training by title or number.
  • Requirement source reports now list the specific source.
  • Report filter now includes "Is Null", "Is Not Null", and "Not Equal to" as filtering options for any field.
  • New Reports:
    • Class Attendance by Date
    • Completed by Department Average Hours
    • Due by Supervisor
    • Employee Job Titles
    • Employee Roster by Department
    • Employee Roster of Inactive Employees
    • Exceptions by Employee
    • Exceptions by Training
    • Job Titles and Employees
    • Required Training by Employee with Source
    • Requirements for Each Employee by Source
    • Status by Requirement Source
    • Status by Supervisor

Users

  • Duplicate user names cannot be entered.
  • Easily search the list of users.

General

  • Section 508 Compliance: Controls have been designed for use with a screen reader.
  • Primary screens are locked from editing by default to prevent accidental editing. Easily switch to edit mode when you need to edit.
  • More search options.
  • More data entry validation to avoid errors, null records, or duplicate data.
  • Prevents you from entering duplicate items for department, job title, shift, class location, employee type, training type, or user lists

Version 11

Version 11 represents a major version update with many improvements and new features. In addition to the items listed below, screens and reports have been updated, and source queries have been improved.

Training

  • Each training must have a unique ID number. If you don't have one, the program will assign one.
  • Completion date validation does not allow future dates to be entered.
  • Search training records by training title or training number.
  • "Add-as-a-group" data is now stored locally to avoid crossing data in a shared environment.
  • Exams are available online 30 days before the training expires.
  • View classes scheduled and classes completed in separate windows.
  • When enrolling employees as a group, enrollment is limited by the room capacity.
  • Enter completions by scanning in barcodes from sign-in sheets or employee badges.

Employees

  • Each employee must have a unique ID number. If you don't have one, the program will assign one.
  • Search employee records by first name, last name, or number.
  • See if each required training is required for their job title, department, or individually.

General

  • The new dashboard screen gives you vital information at a glance.
  • An MS Office®-style Ribbon has been added for convenience.
  • Null values are not allowed in identifying fields (such as Last Name, Training Name, lookup list entries, etc.)
  • An "x" is available for all record deletions.
  • Receive a warning that identifies the specific record you are about to delete before deleting it, to avoid deleting the wrong record.
  • Users associated with inactive employees are locked out.
  • Passwords must be 8 characters, and can't be re-used.

TRAIN TRACK® Desktop Edition Version 10.5

Performance Enhancements and Removal of Filtering

  • Filtering employee records to display only one department or only subordinates, and parent/child modules, series, and limiting requirements by hire date range, have been removed to improve performance. These features are now only available in the client/server edition.

Restore Deleted Records

  • The user is able to restore deleted employee and training records.
  • If the user attempts to add a new employee record, and a deleted record already exists, the user will have the option to restore the deleted record.

Custom Report Designers

  • New custom report designers similar to the feature found in version 9 and earlier.
  • You may select columns to display on the report, and select filtering options for the report.
  • You may save these custom reports to print again.
  • You may print reports using completion records, or using the status of required training.

Scheduled Status

  • Scheduled status now takes priority over expired, so if an employee has an expired training that they are aslo scheduled for, the status will show "scheduled".
  • Scheduled date added to “Due by Employee” report.

Automatic Email Notifications

  • Automatic email notification configuration now includes SSL.

TRAIN TRACK® Desktop Edition Version 10

In version 10, the back end has been completely re-designed from the ground up to provide better performance, and to allow the program to more intelligently evaluate your data. The program now also works with both 32-Bit and 64-Bit systems. This updated version runs on Microsoft® Access® 2010 or the free run-time version.

User Interface Re-designed

  • Improved performance.
  • Cleaner layout and updated graphics.
  • Tabs have been replaced with drop-down menus to allow users to filter data displayed on the screen.
  • All queries have been re-written and the program has been optimized for Access® 2010.
  • User authentication has been moved to the server for better performance.
  • More data entry validation to prevent errors and duplicate records.
  • You may set the length of time before the program automatically shuts down due to inactivity.

Automatic Email Notices

  • Automatically send notices to employees when training is due, when they are registered for a class, or to remind them of upcoming classes.
  • View a list of notices that have been automatically sent.
  • Automated email can be configured to use any SMTP mail server and does not require that you use any particular email program (it does NOT require that you use Outlook).
  • In addition to the automatic notices, you may now send notices to employees of scheduled classes, and continue to send notices of training due to employees, supervisors, or a list of recipients.

New User Level

  • A new "Completions" user level may only edit training completion records.

Import and Export Improvements

  • Now import your existing data from version 7 or higher.
  • Export all training records.
  • Export all employee records.
  • Now you can export any report to Excel and keep the sorting and grouping levels.
  • Employee records and completion records may be updated from Excel by linking name or ID number to existing records.
  • Training records may now also be updated from Excel, and only the new information will be added.

Calculating expiration dates and determining completion status fully automated

  • Expiration dates are automatically calculated based on the months to expire and the next revision release date.
  • No more manually updating records. If you enter a completion for an old version, it will automatically show as expired.
  • You can over-ride the calculated date with an earlier expiration date.

Classes

  • Class records now include start and end times, which may be selected from a clock function that you can configure--only the time periods and increments you want will be available for selection.
  • Class locations may be selected from an editable list of available locations.
  • Each location includes a capacity, and registration reports display the capacity and the current enrollment. Once the capacity is reached, additional enrollments are not allowed.
  • The program prevents enrolling duplicate employees.

Employee Records

  • Filter the data you see on the employee detail screen, including historical completions, scheduled classes, and more.
  • Edit dates for Completed, Expires, Due and Started from status or completion screens.
  • Supervisors are now selected from a list of existing employees for better linking of subordinates to supervisors.
  • Employee ID numbers allow alphanumeric characters.
  • The program prevents entering duplicate records.

Reports

  • Reports have been streamlined and improved. New reports include a listing of the source of each requirement (i.e. job title, individual, parent module, etc.).
  • More custom report filter choices.
  • More reports include total hours and total cost.

Revisions

  • Now you can add a revision with a lower number.
  • You can edit previous revision records.
  • All revisions, including the initial revision, are included in the revision history with release and expiration dates.
  • Revision release dates can be factored into expiration calculations.

Training Records

  • Release date added to training detail.
  • Edit dates for Completed, Expires, Due and Started from status or completion screens.
  • Description added to training detail.
  • Training types are selected from an editable list of available types, making it easier to generate a report for a specific type of training.
  • Easier to see if a training is required for all employees.
  • The program prevents entering duplicate records.

Exams

  • Exam users have a new login screen and a new main menu with options to review documents, take exams or record training completions, and more.
  • Employees may take exams that are due to expire within the next 30 days.
  • The number of possible points for each exam is calculated for you.

Preventing Duplicate Records

  • The program will not allow you to enter multiple completions for the same employee and the same training on the same date.
  • The program will not allow you to schedule the same employee multiple times for the same class.

TRAIN TRACK® Desktop Edition Version 9

Compliance and Security

  • All editions of the program have been fully validated.
  • Electronic signatures.
  • Administrators can set the length of time before passwords expire.
  • Employees can now set and change their own password for added security.
  • Administrators can reset forgotten passwords.

Search, Report and Export

  • Search for any criteria from multiple fields, and view results in a report or export to multiple file formats.
  • Improved Export to Excel® Function: Easily export any report to Excel® just by clicking a button on the report menu. Works with any version of Microsoft® Access™!
  • Select the date range for Due by Employee, Due by Date, and Due by Department reports, plus several new reports.
  • Easier to print individual certificates of completion.
  • Print certificates of completion for an entire class at once.

TRAIN TRACK® Desktop Edition Version 8

  • Barcode scanning: Print sign-in sheets with barcodes, then simply scan in codes to record completed trainings.
  • Screens will automatically resize to fit your window, and data fields will be resized as you resize your screen with Microsoft® Access™ 2007 or 2010.
  • Print completion certificates for individual employees.
  • New installation options include installing the Microsoft® Access™ 2003 Runtime.
  • Records are locked on the employee list and training list, to avoid accidental deletions.
  • Minor bug fixes, including filters for supervisor reports, exclusion of inactive employees from lists, and adding non-licensed users.

TRAIN TRACK® Desktop Edition Version 7.5

  • Significant improvements to performance, especially with large data sets, on both the employee detail and training detail screens. Some of the automatic screen refreshes have been removed.
  • When you import employee records from your Excel® template, any information that has changed for your existing employees will be updated to their records in TRAIN TRACK. Any new employees will still have their record added. You may include "status" and "linked document" in your import.
  • You may now select individual employees to exclude from training requirements, even if the training is required for their department, job title, or for all employees.
  • Add Photo, Address, DOB and SS# to Employee Records.
  • "Quick Add" screen allows you to quickly add training completions as a group for any training, without the need to locate the specific training detail screen.
  • You may now delete revisions, or edit revision details including revision number, and track if retraining was required for each revision.
  • The Employee Detail screen, Completed tab, history view includes inactive employees or trainings, and failed trainings, but current view does not.
  • Job detail screen now lists all employees having the job title as either a primary or secondary job title, and only lists active employees.
  • “Delete Record” command added to menu bar and shortcut menus.
  • "Mark all Complete" from the Training Detail screen, Scheduled tab, now also inserts score and pass/fail.
  • New Sign-in Sheets: All Employees for Any Training, All Employees for Selected Training, All Required Employees for Selected Training.
  • Supervisors are now able to view records for those they supervise, plus the employees that report to those they supervise, two levels down.
  • Send email notices of trainings due within 90 days to all or selected employees.
  • You may now edit the message for all email notifications.
  • Status by Job Title report added.
  • When employees log on to take an exam, they may view the linked document directly from exam screen.
  • Quick links to relevant help pages have been added to each screen.

TRAIN TRACK® Desktop Edition Version 7.0

TRAIN TRACK™ 2009 Version 7.0 is a completely new program designed for Microsoft® Access™ 2003 or 2007. While this is not an update for TRAIN TRACK™ 2000 or TRAIN TRACK™ 2003, it is based on the proven and tested technology used in the earlier editions. All of the code, functions, and processes have been thoroughly reviewed and optimized to bring you an even better application. We have added many exciting new features based on requests from users, and improved many of the existing features.

  • TRAIN TRACK™ 2009 has a whole new look, with a larger screen size and updated visual user interface.
  • Link a document to each training completion record.
  • Select to show only non-expired, or a history of all completions. Expired completions are shown in gray.
  • You may delete a scheduled class, and the records of enrolled students are also deleted.
  • Revision numbers or letters are validated (cannot be less than or equal to current revision).
  • When marking all complete for a scheduled training, the scheduled date is entered.
  • Select employee shift and employee location from drop-down menus which you may edit.
  • Select trainers and class locations from those previously entered.
  • Status options have been changed to “Active” and “Inactive” instead of “Current” and “Removed”.
  • Type in a full or partial training title, or employee name, click “go”, and the records that match your search will be displayed.
  • You may now select to only show the employees that are required to complete the training on the selection screen, making it easier to check off the appropriate names.
  • Available when scheduling employees as a group, and when adding training completion records as a group.
  • You may select the reports you use frequently as "favorites" and they will be at the top of the list..
  • When you import data from Excel®, duplicate records are not imported, and the number of records imported is displayed.
  • You may now import training requirements.
  • When you import required trainings or training completion records, any new trainings or new employees are added to the database.
  • More than 10 new reports have been added.
  • All reports and queries have been reviewed and optimized as needed.
  • Option to include only non-expired or a history of all completions on individual reports.
  • Allow users to have read-only access to all screens.
  • Indicate the number of answers an employee is allowed to select for each exam question.

TRAIN TRACK® Desktop Edition Version 6

  • Authenticates users through their network login, making it more secure and easier to use.
  • Add new departments and job titles by typing them right into the field.
  • More user levels--allow supervisors to view reports for their employees.
  • Select data range for all "Completed" reports, and improved custom reports.
  • Record cost for individual training completions.
  • Email notifications to supervisors.
  • Assign multiple job titles to employees.
  • Add requirements as a group.
  • Additional employee data, including skills, certificates, qualifications, and education.
  • Lockout recovery tool.
  • Link a document to each training or employee.

The product was first released in 1999. Historical version information has been archived.