Overview
Access Care Rostering automatically processes training completion data from your Learning Management System (LMS) & Select HR. When training completions are received, the system intelligently manages your Training & Qualifications (T&Q) records to maintain accurate compliance tracking.
This guide explains how the system handles different T&Q scenarios when processing LMS/SHR data.
How the System Handles LMS/SHR Training Completions
Scenario 1: Updating an Incomplete Training Record
When this happens: An employee has a T&Q record showing as "Incomplete" (for example, "Fire Safety Training"). The LMS/SHR sends completion data for this training.
System behaviour:
✅ Finds the existing T&Q record
✅ Updates it to "Complete"
✅ Records the completion date
What you'll see: The existing record changes from "Incomplete" to "Complete" with the new completion date. No duplicate records are created.
Scenario 2: Creating a Record When None Exists
When this happens: An employee completes a training (for example, "Manual Handling") but has no existing T&Q record for it in the system.
System behaviour:
✅ Creates a new T&Q record
✅ Sets status to "Complete"
✅ Records the completion date
What you'll see: A new T&Q record appears for this employee with "Complete" status.
Scenario 3: Adding Additional Completion for Already Complete Training (Non-Renewable)
When this happens: An employee already has a completed T&Q record (for example, "Fire Safety Training" marked as "Complete"). The LMS/SHR sends another completion for the same training.
System behaviour:
✅ Creates a new T&Q instance (equivalent to clicking the '+' button manually)
✅ Marks the new instance as "Complete"
✅ Records the completion date
✅ Preserves previous completed records unchanged
What you'll see: Both the original completed record and the new completion are visible in the system.
Scenario 4: Updating an Incomplete Renewable Training
When this happens: An employee has a renewable T&Q record (for example, "First Aid") showing as "Incomplete". The LMS/SHR sends completion data for this renewal.
System behaviour:
✅ Updates the existing record to "Complete"
✅ Records the completion date
What you'll see: The incomplete renewable record changes to "Complete" with the renewal date.
Scenario 5: Completing a Renewable Training That's Already Complete
When this happens: An employee has a renewable T&Q (for example, "First Aid") that's already marked "Complete". The LMS/SHR sends data for the next renewal completion.
System behaviour:
✅ Preserves the existing complete record unchanged
✅ Automatically triggers the renewal process
✅ Creates a new renewal instance and marks it "Complete"
✅ Records the completion date on the new instance
What you'll see: The previous completion remains unchanged, and a new renewal record appears with "Complete" status, properly linked to show the renewal chain.
Scenario 6: Multiple Records for the Same Training (Renewable)
When this happens: An employee has several T&Q records for the same renewable training (for example, multiple "Safeguarding" records). The LMS/SHR sends new completion data.
System behaviour:
✅ Processes only the most recent T&Q record (using Scenario 4 or 5 logic)
✅ Leaves older historical records unchanged
What you'll see: The newest record is updated or renewed appropriately. Past records are preserved for audit purposes.
Scenario 7: Multiple Records for the Same Training (Non-Renewable)
When this happens: An employee has several T&Q records for the same non-renewable training. The LMS/SHR sends new completion data.
System behaviour:
✅ Processes only the most recent T&Q record (using Scenario 1 or 3 logic)
✅ Leaves older historical records unchanged
What you'll see: The newest record is updated appropriately. Past records are preserved for historical tracking.
Understanding the Benefits:
Accurate Reporting
Compliance reports reflect true training status without being skewed by duplicate incomplete records.
Cleaner Records
Each employee's training history is clear and accurate without confusing duplicate entries.
Automatic Processing
The system handles all updates automatically when your LMS/SHR sends completion data.
Preserved History
All past training records remain in the system for audit and historical tracking purposes.
Important Notes
✓ Applies to all T&Q types: This processing works for both mandatory and non-mandatory training records.
✓ Standard T&Q functionality: All other T&Q features work as expected, including:
Fields remain non-editable as designed
Renewable T&Qs create subsequent renewal records correctly
Manual entry and editing processes are unchanged
✓ Automatic process: The system handles these updates automatically with your LMS integration. No configuration changes are needed.
✓ Data matching: The system matches incoming LMS/SHR data to existing T&Q records by comparing the training description/name.
Need Help?
If you notice unexpected behaviour with T&Q records after LMS/SHR imports, please contact your Access Care Rostering support team with:
The employee's name
The specific training/qualification name
The date the LMS/SHR completion was processed
What you expected to see vs. what actually happened