Setting the requirements
Every role has its hours. Every person, their own count.
One number of hours for agents, a different one for office staff, newcomers to add to a spreadsheet someone copied from last year. In Formatika the mandatory annual hours come with the type: you give each collaborator their role and the count starts there, with hours done, percentage and status always up to date.
The role sets the hours, not the spreadsheet
Types are defined once, in the Control centre: a name and the hours per year. Then every collaborator gets one, together with first name, last name, email, tax code and enrolment date. If the person is already in the Kamzan address book you search by name or email and the details fill in by themselves; if they are new, they go into a dedicated address book and don’t need retyping elsewhere. The collaborator list shows for each person the hours done against the hours required, the percentage and the status, and filters by type, by status or by who has certificates to match. Everything reads on the current training year; the selector at the top takes you back to past years, with their counts.
How it works
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Define the types
Agent, office staff, consultant: for each role a name and the mandatory annual hours. If a role’s hours change, you edit them there and they apply to everyone who has it.
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Add or import collaborators
One at a time from the form, or all at once from a CSV: you download the template, upload the file, see the preview and the outcome row by row. Anyone with the same tax code or email already on file is skipped, not duplicated.
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Follow each person’s count
Anyone you add from the form immediately receives by email the link to their training portal. From then on every course recorded updates hours, percentage and status, in the list and on their personal record.
The role sets the hours. Formatika keeps the count.
What you can do
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Annual hours per type
The mandatory hours live in the type, not in each person’s row: you change them in one place and they apply to the whole role.
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From the address book, no retyping
You search for the person in the Kamzan address book by first name, last name or email and the details arrive already filled in. If you correct them, Formatika asks whether to update the contact too.
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CSV import, history included
Two separate files: the collaborator records and the history of courses already completed, which attaches to each person through the tax code. Up to two thousand rows at a time.
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The status follows the calendar
In June nobody has December’s hours. The status compares the hours done with those expected for the part of the year already gone, so the alarm goes off for those who are really behind.
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One training year after another
At the start of the calendar year Formatika opens the new training year by itself and makes it current. Closed years remain available, with the hours and statuses of the time.
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Each manager sees their own
In User management you give a user a scope, by list of people or by type: they will see and manage only those collaborators. Useful when there is more than one agency or office.
| Status | Hours done against those expected to date |
|---|---|
| On track | ≥ 75% |
| Warning | 50–74% |
| Non-compliant | 25–49% |
| Critical | < 25% |
With a training plan, the status is that of the plan item furthest behind.
Frequently asked questions
Can a person have different hours from their type?
Yes. The collaborator import CSV has a column for the individual’s annual hours: if you fill it in, that number applies to them instead of the type’s. If you leave it empty, the type applies.
How is the status worked out mid-year?
On the hours expected up to that day. With forty hours a year, halfway through the training year twenty are expected: anyone with at least fifteen, three quarters, is on track. At year end the comparison is with the full number of hours.
Can I bring in past years?
Yes, with the training history CSV: for each course you give tax code, date, hours, training year and, if you like, provider, delivery mode, area and module. The years, areas and modules named must already exist in Formatika; PDF certificates are uploaded separately.
The other Formatika features
Keep mandatory training under control
Request a demo: we’ll show you how Formatika counts the hours, collects the certificates and flags who is behind.
Alex