Staying compliant
Know who is behind now, not at the audit.
The hard part of mandatory training is not recording it, it is noticing in time that someone is not doing it. With a spreadsheet you find out in December, with twenty hours missing and three weeks left. Formatika recalculates everyone’s status in proportion to the months already gone, shows it on a dashboard and, if you want, writes to the collaborator who is slipping behind.
Status is measured against the calendar, not the year-end total
At the end of March nobody has done all the year’s hours, and an indicator that says “12%” for everyone is no use. Formatika compares the hours completed with those that should be there by today: with 30 hours a year, halfway through you need 15. From three quarters upwards you are “On track”; then “Warning”, “Non-compliant” below half and “Critical” below a quarter. If the collaborator has a training plan, the worst item counts: thirty hours all on the same area do not cover the one left empty. The dashboard for the chosen year lines up how many are on track and how many behind, who has fewer than 10 hours, who is below half the year’s hours, the certificates awaiting review, and the list of collaborators behind with hours done and status: one click and you are on their page.
How it works
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Open the dashboard
Pick the training year at the top and read the figures: on track, behind, under 10 hours, under half the required hours. Below is the list of who is behind, from which you open their page.
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Send a reminder
From the collaborators list or their page, “Send reminder”: the confirmation shows the address, and the email tells the collaborator how many hours they have done this year and how many are missing.
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Turn on the automatic emails
In the settings, under “Compliance email notifications”, you switch on the below-threshold alert and the periodic recap. From then on Formatika checks everyone’s status every six hours and writes when needed.
You see the delay in March, not in December.
What you can do
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Four statuses, the same everywhere
“On track”, “Warning”, “Non-compliant”, “Critical”. The same calculation feeds the list, the page, the dashboard, the report and the emails: the collaborator reads in their email the status you see.
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The plan is checked item by item
Someone with a training plan is not on track just because they reached the total: every planned area or module has to be covered in proportion to the time gone by. The status is that of the worst item.
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An email when someone falls below the threshold
Choose which status triggers it: Warning, Non-compliant or Critical. The collaborator gets one email for each status they enter; if things get worse they get another, if they get back on track the alert resets.
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The recap that arrives on its own
Every month, or every 3, 6 or 12 months, each collaborator receives their status: hours done, hours missing and, if behind, how many they need to catch up. Those on track know it, and those who are not cannot say nobody told them.
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Administrators are notified
When a collaborator’s status gets worse, whoever administers Formatika finds a notification in the app with the name and the new status, and one click opens the page. After each round of recaps a single notification says how many went out.
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Pending certificates, on the front page
If someone has uploaded a certificate that nobody has linked to a record yet, the dashboard counts it. The tile opens the collaborators list already filtered on those who have one.
Frequently asked questions
Who receives the automatic emails, and when?
The collaborator, at the address on their page: anyone without an email receives nothing. The emails start switched off; once turned on, Formatika rechecks the current training year every six hours. The first periodic recap goes out at the first check after you turn it on, then at the chosen frequency.
How can Formatika tell someone is behind halfway through the year?
It scales the required hours to the part of the training year already gone. With 30 hours a year, by the end of June 15 are expected: someone with 12 is on track, someone with 9 is on “Warning”. No calculations by hand.
Can I send the reminder to everyone behind in one click?
The manual reminder goes to one person at a time, from the list or their page. To write to everyone without thinking about it, you turn on the automatic emails: the below-threshold alert reaches whoever slips behind as it happens, and the periodic recap reaches everyone.
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