System Settings: External Training

These settings control how External Training is managed in TopClass, allowing administrators, managers, and learners to record, approve, and track training completed outside of the system. Configuring these options helps ensure that all learning activities, both internal and external, are accurately documented and aligned with your organization’s credit and approval policies.

To configure these settings, do the following:

1. Go to System Administration > System Settings.
2. Click External Training.
3. Update the following settings:
   • Allow Adhoc External Training – Select Yes to allow learners to enter external training that is not based on a predefined template. This provides flexibility for recording unique or one-off learning experiences that do not fit existing categories.
   • Allow External Training – Select Yes to enable the use of external training records in TopClass. When enabled, administrators, and students, if permitted, can document learning completed outside the platform, such as workshops, seminars, or certifications.
   • Allow Managers to Add External Training – If set to True, managers can create external training records on behalf of their managed users. This setting helps ensure accurate tracking of employee learning activities that occur outside the LMS.
   • Allow Override of Credits for External Training – Select Yes to allow learners to modify or override the default credit value assigned to external training based on a template. This option provides flexibility when the actual learning effort differs from the predefined credit value.
   • Allow Students to Add External Training – Select Yes to allow students to add their own external training records. This enables learners to maintain a complete record of their professional development, including training completed externally.
   • External Training Requires Approval – Select Yes to require approval for external training records submitted by students. The training will only appear on a student’s Completed Learning list once approved by a designated user or group, ensuring the accuracy and validity of recorded activities.
   • External Training Approver Group – Enter or select the group responsible for approving student-submitted external training records. Any member of this group can review and approve training before it appears in the student’s completed learning history.
   • External Training Approver User – Enter or select the specific user responsible for approving external training submissions. This setting ensures a designated approver reviews all learner-entered training records for accuracy and relevance.
   • External Training Mandatory Attachments – Select Yes to require learners to include attachments, such as certificates or proof of completion, when submitting external training. This ensures supporting documentation is consistently provided for audit and verification purposes.
   • Required Limit for Credit Options for Claiming External Training – Set a limit on the number of credit options a learner can claim for ad hoc external training or template-based external training (if Allow Override of Credits for External Training is enabled). A value of 0 allows unlimited credit options. This helps control credit assignment and maintain consistency in training records.