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Using the Training synchroniser
The Training Synchroniser updates employees' previous training records in Ideagen Workforce Safety using data from a master training system. This is for clients who use their own training system but want employee training statuses (such as OHS courses) shown in Ideagen Workforce Safety.
The Training Synchroniser only displays statuses of Not Started [Required], Expired, or Completed, and does not support course scheduling or intermediate statuses.
Key fields: Course name or code, employee number, date*, and status (Pass/Fail).
* The course completion date is used by Ideagen Workforce Safety to start the recertification timer.
1. Inputs
Valid Course details loaded in Ideagen Workforce Safety Training module including course name or code
Valid employee numbers in Ideagen Workforce Safety
Training records data in CSV file presented to the system
2. Outputs
Using the Training Synchroniser is similar to the "Manually Add Training" function in the employee training tab. Results display in:
Employees > Training tab (Course Name/Code - Pass/Fail/Score)
Training > Training Needs Analysis Matrix (Status: RED - not started / RED[E] - expired / GREEN - completed)
Reports (Some training reports)
3. Configure synchroniser
To configure the synchroniser:
Log into Ideagen Workforce Safety
Click Settings icon → Select Synchroniser - Training
Determine what training data to import (check the Training Data Table)
Extract your training data into CSV format as prescribed
File name must start with "training" and end with ".csv"
Example:
training_31JUN2010.csv
Enter email for synchronisation notifications (errors only or errors + success)
Specify:
Number of columns in your CSV
CSV quote character
CSV separator
If file contains a title row
Map columns to match CSV file fields
Save your settings
4. Upload
Use an FTP application to send your file to:
- SFTP Host:
sftp-au.vaultintel.com - SFTP Port: 22
You can find the username and password in the Synchronizer area of Settings.
5. Activation
CSV files processed by scheduled task (midnight to 4 AM AEST)
If no errors → changes applied and file deleted
If errors → changes rolled back, file deleted, and error report emailed
Fix errors and resubmit updated CSV file
Important: Every mapped field must exist in the CSV file, even if empty.
6. Previous Training Data Table
Required fields marked in red bold
Logic for dates:
Start & End date: Use
COURSE START DATE&COURSE END DATEcolumnsEnd date only: Use
COURSE START/END DATEcolumnStart date only: Use
COURSE START/END DATEcolumn
| Ideagen Workforce Safety Field Name | Synchroniser Picklist Fields | CSV Format Parameters | Description |
|---|---|---|---|
| Employee Number | EMPLOYEE NO | VARCHAR [20] | A valid employee number is required to ensure training is allocated to the correct person.The employee number, along with the Course Name/Code & date, determines the exact record to be updated.The CSV file may include multiple records for the same employee number if different course records are being updated in any one sync. |
| Course Code (recommended) | COURSE CODE | VARCHAR [20] | A valid Course Code or Name is required to ensure training is allocated to the correct course.The Course Name/Code, along with the date & employee number, determines the exact record to be updated.Note: Course Code is recommended as it is less likely to change compared to course names. Changing course names can potentially introduce duplicate records. |
| ... or ... Course Name | COURSE NAME | VARCHAR [200] | A valid Course Name or Code is required to ensure training is allocated to the correct course.The Course Name/Code, along with the date & employee number, determines the exact record to be updated.Note: Course Code is recommended for stability. |
| Start Date | COURSE START DATE | DATE; DD/MM/YYYY | If no start date is supplied, the synchroniser will error unless COURSE START/END is supplied. |
| ... or ... Start/End Date | COURSE START/END DATE | DATE; DD/MM/YYYY | The date supplied will internally populate both the course start and end dates. |
| End Date | COURSE END DATE | DATE; DD/MM/YYYY | If end date is used, then start date must also be populated; otherwise, the synchroniser will error. |
| Pass/Fail | PASS/FAIL | INTEGER (0=Fail, 1=Pass) | If no data is supplied, the course will be displayed as Failed (Red status) in Ideagen Workforce Safety (default condition).If set to 1, the course will display as Passed (Green status) in Ideagen Workforce Safety. |
| Mark (or Score) | MARK | VARCHAR [10] | This may be an alphanumeric grade for a course.If no data is supplied, the Mark will display as blank in Ideagen Workforce Safety. |
| Do Not Escalate | DO NOT ALERT OR ESCALATE | INTEGER (0=alert or escalate as indicated, 1=do not alert or escalate) | Set this if the status of a past course is relevant, but for practical purposes, there is no longer a need to recertify or mark this course as requiring future action (e.g., a course requirement based on age or if the course is superseded by another). |
7. FAQs
Q: What happens if I run a full CSV file of all training records on an existing database?
A: The Training Synchroniser will only update records that have changed.
Q: What happens if I run a CSV file of changes only on an existing database?
A: Any changed records will be updated – all other data will remain intact as it was prior to updating.
Q: What will happen if an existing employee training record has had a change of status, pass/fail, or mark?
A:
The new information will be displayed after the synchroniser has run.
Any new/additional information will be added to the employee record if the field was previously blank.
Q: What happens if a course name changes?
A:
If the primary field being used is Course Code, then this will have no impact (but it should be manually updated in Ideagen Workforce Safety for continuity).
If the course name is the primary field and has been updated in Ideagen Workforce Safety, then the records will be correct.
If the course name is the primary field and has NOT been updated, then the sync will error.
If the course name is the primary field and a NEW course name is added to Ideagen Workforce Safety, then duplicate employee records may be generated by the sync process.
Q: If some (non-required) fields have not been provided in the CSV?
A:
Those fields will not have values in the Ideagen Workforce Safety database.
If data was previously in those fields in Ideagen Workforce Safety, then the data will be deleted.
Q: Do I need to do an Ideagen Workforce Safety database backup?
A: No. Ideagen Workforce Safety Cloud service does a daily backup of your data on your behalf.
Q: Can I change an employee training record in Ideagen Workforce Safety if the Synchroniser is trying to change that record?
A: Yes – Ideagen Workforce Safety will reflect the entry which is most current.
Q: My master database records are not in the same format as the Ideagen Workforce Safety fields?
A: The update will not be successful – the CSV must match all the Ideagen Workforce Safety field parameters.
Q: My master database records have a new course which has not been added to the Ideagen Workforce Safety database?
A: The update will not be successful – the CSV must match all the Ideagen Workforce Safety field parameters.