What it does
A certificate uploaded to someone's record proves they did a course, but it does not tick off their assigned training by itself. Paddl reads each certificate and works out which of that person's assigned training it looks like it covers, then asks a manager to confirm. Nothing is recorded until you do.
Which certificates are read
Any file saved as a certificate or a training record on a person's record is read once, in the background, whoever added it:
A team member adding their own certificate in the app
A manager uploading one on the person's Documents tab, or filing one for them in the app
A certificate filed for someone through Paddy
Paddl reads what the certificate is, the provider, the level, the date it was issued and when it expires, and compares that with the training that applies to the person. Training they have already completed is left out.
How you hear about matches
On Team > Training, a notice such as "1 certificate for Sam looks like it covers 2 assigned trainings", with a Review matches button. When several people have matches, it names how many
Straight after you upload a certificate on someone's Documents tab, a message with Review matches if it looks like it covers something
In the app, after filing a certificate for a team member, a note to review the matches on the training matrix in the admin panel
From Paddy, when it files a training document and matches are waiting
Only owners and managers who could record training for that person see these, and only while the Training module is on.
Reviewing the matches
Click Review matches. If several people have matches, choose one
Each certificate shows what was read from it and the trainings it seems to cover, ticked
Untick anything it does not cover. Check the Completed on date
Click Record (it shows how many certificates, for example Record 2 certificates)
Each ticked training is recorded as an external certificate, with the certificate attached and its dates and provider, the same as if you had recorded it by hand. It then counts everywhere recorded training counts. See Recording training done outside Paddl.
Matches that start unticked
Check: Paddl was not sure, or the certificate could be for another version of the training, such as a kitchen course against a front-of-house module. Look at it before you tick it
Expired: the certificate has run out, so recording it would not count. Ask for the renewed certificate instead
Not matched
The Not matched tab lists the rest, each with a reason: nothing assigned to them looks like it, the file could not be read, or it has not been read yet. A certificate that is not matched is still kept on their record. If it does cover something, record it by hand from the matrix.
Recording by hand reads the certificate too. When you pick or upload a certificate in the Record completion form, Paddl fills in what it read and suggests other trainings under Also covers. Check it before you save.