How to Use Trainer Compliance Dashboard (TCD)

Overview

This guide explains how to use the Trainer Compliance Dashboard to monitor trainer compliance across programs and units. The dashboard consolidates data from the Trainer Matrix to display real-time compliance statuses, including compliant, non-compliant, expiring, and awaiting review. Using this feature helps streamline compliance monitoring, improve visibility of evidence gaps, and ensure your RTO meets ongoing regulatory requirements.

NOTE: This is a paid add-on feature. For Performance and Compliance Plus Packages, this feature is included in your subscription. For those in the Entry Pack, please contact the Support team if you would like to have this feature added to your subscription. 

Why RTOs Need a Trainer Compliance Dashboard (TCD) in Their SMS

Under the Standards for RTOs 2025, RTOs must ensure that trainers and assessors are competent, hold current industry skills, and maintain relevant training and assessment credentials, with evidence retained to demonstrate compliance.

A Trainer Compliance Management System within the SMS enables RTOs to centrally manage and monitor these requirements by tracking qualifications, industry currency, and professional development against each trainer, unit, and program.

This ensures that:

• only compliant trainers are assigned to deliver and assess
• expiring or missing evidence is identified early
• accurate, auditable records are readily available for compliance purposes

Using a structured system reduces compliance risk and supports ongoing adherence to regulatory requirements.

Who can access TCD by default?
The Compliance role has full access to all features within the TCD. By default, users with the Admin role cannot edit the status of Trainer Evidences.

However, permissions for all roles can be customised — please refer to the Trainer Compliance Dashboard Permissions section below for details

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Step Tutorial

From the sidebar menu, go to Dashboard, then click the Trainer Compliance tab

Trainer Compliance Dashboard Cards allows you to holistically get the summary of all Trainer's Compliance status in your SMS system, this contains the following sections which display the counts for all statuses to show how many are currently present. 

Compliant	Displayed in a green box with a green checkmark icon and the text “All evidence current”. The count is based on evidence with the status Current.
Warning	Displayed in a yellow box with a yellow warning icon and the text “Evidence expiring soon”. The count is based on evidence with the status Expiring in 6 weeks.
Evidence Gap	Displayed in a red box with a red “X” icon and the text “Evidence missing/expired”. The count includes all evidence that is expired or all units that have missing evidence.
Awaiting Review	Displayed in a red box with a blue awaiting icon and the text “Evidence needs approval”. The count includes all evidence that has not yet been approved.

Inline Filters Button – This toggles the visibility of the filters used in the trainers list.

Trainer Filter	Displays all active trainers from the People page and filters them based on the selected option.
Program Filter	Displays all programs associated with trainers who have data and filters the trainers based on the selected option.
Unit Status Filter	Displays the statuses related to Trainer Matrix evidence and filters them based on the selected option.

Note: The Trainers dropdown filters the items in the Programs dropdown, showing only programs related to the currently selected trainers, and vice versa.

VET Credential and Vocational Credential

These credentials are configured in the Trainers Credentials section on the People page. Once they are properly set up, they will be displayed in the dashboard under their corresponding categories. Beneath each credential code, the dashboard also shows the specific units associated with the VET and Vocational Credentials. 

To ensure that the information appears correctly in the dashboard, it is important that the credentials are accurately configured first in the Trainers Credentials section on the People page. Proper setup will allow the generated data to integrate correctly and be reflected accurately in the dashboard.

 

Click on this tutorial for a more detailed guide on How to Change the Authorisation Badges on the Credentials Tab

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.

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