CalmCompliance
Training

Grant a personnel record from completed training

Configure a course so completed training creates or extends one certificate-like personnel block, with Sourced From Training provenance on the block card.

You need the Manager or Admin role for the Personnel module to configure course grants and complete training that writes personnel records.

Configure a personnel record grant on a course

Calm and external courses can grant a personnel block. iHasco courses do not use this grant configuration.

  1. Go to Training > Courses and create or open a Calm or external course.

  2. Add or edit Personnel Record.

  3. Choose Does Not Grant, or choose Grants a Record.

  4. If the course grants a record, select the block type and any default field values the form shows for that type.

  5. Save the course.

Course detail shows the current Personnel Record setting in the course information sidebar. The grant section explains that completion date and certificate expiry supply the issued and expiry dates, and that blank defaults can be enriched later on the personnel record.

Supported personnel block types

A course can grant one of these certificate-like blocks:

  • Working at Height

  • Asbestos Awareness

  • Emergency First Aid at Work

  • DBS Certificate

Default fields depend on the block type. Examples include Scope, Equipment, Competence Level, and Rescue Plan Training for Working at Height; Category and Scheme for Asbestos Awareness; Certificate ID, Awarding Body, and Additional Modules for Emergency First Aid at Work; and Certificate Number, Level, and Issuing Body for DBS Certificate. Issued and expiry dates are not set as course defaults because completion supplies them.

What happens when training is completed

When someone completes a course configured with Grants a Record, the system creates or extends the matching personnel block on that person.

  • Issued date comes from the completion date.

  • Expiry comes from the result’s certificate expiry, including an expiry derived from course validity when no explicit certificate expiry was entered.

  • If the person does not yet have a personnel record, one can be created so the block can be stored.

  • If the training result has an eligible certificate PDF, that file is available on the granted block through the personnel-block attachment mechanism without creating a duplicate owned copy.

Manual external results accept PDF certificate upload only under Certificate File. Calm completions can supply eligible PDF evidence from a course file-upload step for the same grant attachment path.

More current blocks are not shortened

Block grants never downgrade stronger existing evidence.

  • A later expiry date on the existing block wins over an earlier grant.

  • When expiry dates tie, including when both are empty, a later issued date wins.

  • A dated expiry outranks a missing expiry.

If the existing manual or training-derived block is already more current, the block stays unchanged. Older or equal completions do not overwrite it.

See training provenance on the block card

When a personnel block was sourced from training, the block card can show a Sourced From Training section.

That section shows the source course name, the effective provider when available, and the completion date. It appears only when there is a source training result and you can view training results.

For uploading files and setting expiry dates directly on a personnel record or block, see Upload a file and set an expiry date on a personnel record.

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