How to Bulk Create Trainer Matrix

How to Bulk Create Trainer Matrix

Idea
Overview
This guide explains how to use the Bulk Create feature in the Trainer Matrix to create multiple trainer evidence records in a single action. By selecting multiple trainers or uploading a spreadsheet, you can efficiently manage trainer compliance records, reduce manual data entry and improving administrative efficiency.

Warning
IMPORTANT: System Setup for Trainer Matrix
Before you use the Trainer Matrix feature outlined in this tutorial, you will need to add both the Certificate IV and Diploma of Training and Assessment (plus any other VET-related qualifications your staff hold) to Programs and Units in your system. This will ensure that trainers can map their training-related evidence of qualifications, competencies, industry engagement, and professional development against their training-related qualifications in the Trainer Matrix. However, there’s no need to create a Program Instance, as it won’t be offered to students.

Also, make sure to familiarise yourself with the Trainer's role in the SMS. You may refer to this tutorial on How to add a user in the SMS, which explains the capabilities of the Trainer user type within the system.

Notes
Step Tutorial
How to Download and Use the Bulk Create Trainer Matrix Template
  1. Go to Administration > Settings
  2. Click the Download button below Bulk Create Trainer Matrix Template


  3. Fill in the columns with the relevant Trainer Matrix information
    • Spreadsheet Validation rules:
      • Header Requirements:
        The first three columns in the spreadsheet must be titled exactly as:
        • Trainer First Name
        • Trainer Last Name
        • Trainer email



    If these headers are missing or incorrectly labelled, an error will be shown:


    • Row requirements:
      • If Trainer Email is provided, it is sufficient for validation — the first and last name can be left blank.


      • If Trainer Email is blank, then both Trainer First Name and Trainer Last Name must be provided.


      • Any row that fails to meet the above conditions will be flagged as invalid and shown in an error summary.

        File imported


        Error Shown


How to Bulk Create Trainer Matrix
  1. Go to Compliance.
  2. Click the Trainer Matrix Tab.
  3. Click the  icon to open the Add Bulk Trainer Matrix window.

    Refer to the image below for steps 1 to 3


  4. Trainer Field – Select one or more trainers to create Trainer Matrix records for.
  5. Trainers Referenced from Spreadsheet: Single Excel file upload only
    • Allows uploading excel spreadsheet with trainer information
    • Shows file name once selected
    • Supports removing or replacing file via X icon to remove current file
  6. Added Date – Select the date the trainer evidence was added.
  7. Program Code – Select the program associated with the trainer evidence.
  8. Unit – Select the unit to which the evidence applies.
  9. Evidence Description – Enter a brief description of the evidence being recorded.
  10. Expiry Date – Select the date the evidence expires, if applicable.
  11. Approved? – Indicate whether the evidence has been approved.
  12. Approved By – Select or enter the name of the person who approved the evidence.
  13. Approved Date and Time – Select the date and time the evidence was approved.
  14. Evidence Type – Select the type of trainer evidence being recorded (e.g. Qualification/SOA, Industry Currency, or Professional Development).
  15. Once all of the above is done, click Save

    Refer to the image below for steps 4 to 15

 

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.