When to use it
A new chef arrives with a Level 2 Food Hygiene certificate from their last job. Your supervisor ran an allergen briefing for the kitchen before service. Neither happened in Paddl, but both are real training. Record it and it counts the same as a module passed in the app, so nobody repeats a course they have already done.
You record it against something the person has been asked to do: a Paddl training module, a certificate requirement on their role (set under Team > Compliance settings), or a training routine.
Who can record training
Owners and managers, for people at the sites they cover
Nobody can record or change their own training, owners included
A manager cannot record training for an owner
Staff cannot record training. If something of theirs is missing, they ask a manager
Where to start
Record training at the top of Team > Training, where you choose the people and the training. This is the one to use for a group session
Any module or training routine cell in the training matrix, which opens that person and that training
The Training tab on the person's page under Team > Team Members
Each opens the same panel. Status shows what is already recorded; Record completion adds a new record.
An external course or certificate
Under How was it completed?, choose External certificate
Choose the trainee and the Training it covers. If one certificate covers more than one thing, such as food hygiene and a supervisor requirement, add the rest under Also covers. Each is recorded separately
Under Certificate, pick one of their documents, or use Or upload a new file. An uploaded file is added to their Documents tab as well
Paddl reads the certificate and fills in what it can: what it looks like, the provider, the completion date and the expiry. Check them. If it cannot read the file, fill them in yourself
Add the Provider if it is not filled in, and the Completed on date
Save
A certificate belongs to one person, so an external certificate is recorded for one trainee at a time. You need either the certificate or the provider's name.
In-house training
Choose In-house training for training you or a colleague gave on site, such as a briefing, a demonstration of the new slicer or a toolbox talk. There is no file to attach: your confirmation is the evidence. Add the Trainer who ran it or a note about what was covered.
In-house training can be recorded for a whole session at once. Start from Record training on the Training page and choose everyone who attended under Who did the training. The training list then shows only what applies to all of them.
Passed in Paddl is shown in the list but cannot be chosen. That only comes from someone passing the assessment in the app.
Dates and expiry
Completed on cannot be in the future
Expires can be left empty. Paddl then uses the training's refresher period from the completion date, or the certificate's own expiry if that is sooner
An expiry cannot be before the completion date
Expiring recorded training shows as Expiring in the matrix and appears in the weekly digest, the same as any other training
Where it counts
Once saved, a recorded training counts as complete in all of these:
Where | What you see |
|---|---|
Training matrix | A ringed dot, Recorded by a manager in the Key |
Readiness and Home | The person counts as trained for that topic |
EHO visit page | Listed as completed, with how it was done |
Audit Pack | Training records include a separate PDF of training recorded by managers |
Rota | A recorded certificate or training routine clears the eligibility warning |
The trainee's app | Shown as done, with Recorded by your manager and the dates |
Removing a record
If something was recorded for the wrong person or the wrong training, open the panel, go to Status and click Remove on that record. Give a reason if you like, then Remove record. It stops counting straight away but stays on file, marked Removed with who removed it and when, so the audit trail is intact. Record the right one again if you need to.
If the module or routine a record was for is later deleted, the record is kept as evidence under the name it was recorded under, but it no longer counts towards anything.
Asking Paddy
Owners and managers can ask Paddy in the admin panel, for example Record that Jo did Level 2 Food Hygiene with Highfield on 3 March. Paddy shows a card with each person, the training and its expiry, and records it only when you confirm. The same rules apply: never your own training, and only people at your sites.
Have their certificates already been uploaded? Paddl may have matched them to their training for you. See Matching certificates to training.