Training Management in Lynx

Overview:​

 Organizations often need to document employee training to support compliance, maintain workforce readiness, and demonstrate that required training has been assigned and completed. Training records may be needed for internal oversight, audits, customer requirements, or review by regulatory and governing bodies, depending on the industry and jurisdiction.​

 Training requirements vary by organization, location, role, and applicable rules, but they commonly include items such as:​

• new employee orientation or onboarding​
• refresher training​
• task-specific training​
• emergency response or preparedness training​
• hazard awareness and workplace safety training​
• equipment or process-specific training​
• certification or qualification tracking​

 In Lynx, the Training section is primarily a training tracking and recordkeeping tool. It allows training administrators to create training records, assign training where applicable, track completion, manage due dates, send training-related notifications, and retain documents associated with both the course itself and individual training assignments.​

 Training can be tracked for Lynx users and, where configured, internal team members. Lynx users are people who can log into the system. Internal team members are contacts marked as internal so their training can be tracked, and notifications can be sent without requiring every employee to have a full Lynx user account.​

 This article explains how to create training records, assign training, track completion, manage attachments, and configure training notification workflows within Lynx.

• Why the Training section matters:

  The Training section helps organizations keep training administration organized, visible, and documented. By maintaining training courses, assignments, completion dates, supporting files, and notification workflows in one place, Lynx helps teams track what training has been assigned, who has completed it, and what still needs follow-up.​

  This is useful for:​
  • maintaining internal training records​
  • supporting audits or regulatory review​
  • tracking required, optional, and recurring training​
  • documenting employee readiness and workforce qualifications​
  • keeping course materials and completion records connected​
  • helping administrators identify incomplete, due, or overdue training​

   For organizations with larger teams, the Training section also helps reduce manual tracking by allowing training to be assigned to users, departments, and internal team members. This gives administrators a clearer way to manage training records without relying only on spreadsheets, email reminders, or separate file storage.​

   When used consistently, the Training section can help organizations maintain a clearer training history, improve follow-up, and support better documentation of workforce training requirements.

• Definitions: Training

  Assignment:​

  A training record that has been assigned to a user or internal team member and is being tracked for completion.​

  Assignment Attachment:​

  A file uploaded at the assignment level that applies only to a specific person’s training assignment or completion record, such as a certificate, sign-in sheet, or proof of completion.​

  Course Attachment:​

  A file attached to the course record and shared across assignments for that course, such as course materials, procedures, presentations, or reference documents.​

  Course Type:​

  The classification applied to a training course in Lynx. Course types include Optional, Mandatory, and Recurring.​

  Department / Contact Group:​

  A grouping used to organize users, internal team members, or contacts for training assignment, notification, and reporting purposes.​

  Due Date Setting:​

  The rule used to determine when a training assignment must be completed, such as anytime, within a set number of days, or by a fixed date.​

  Frequency:​

  The repeat interval used for recurring training assignments in Lynx.​

  Internal Team Member:​

  A contact marked as internal so the person can be tracked for training or other workforce-related records without necessarily being a Lynx user.​

  Mandatory:​

  A course type used for training that must be completed one time.​

  Notification Stage:​

  The trigger point that determines when a training notification workflow sends an email or alert.​

  Optional:​

  A course type that allows users to add or complete the training voluntarily.​

  Recurring:​

  A course type used for training that must be completed again on a repeating schedule.​

  Training Admin:​

  A user permission that allows a user to create courses, assign training, and manage training records.​

  Training Assignment Status:​

  The progress label for an assigned training record, such as Complete, Incomplete, or Overdue.​

  Training Course:​

  The training item created in Lynx that represents a specific course, requirement, or tracked training record.​

  Training Notification Workflow:​

  A workflow in Lynx used to send notifications based on training assignment stages, such as assigned, due, overdue, or completed.​

  Training Record:​

  A training entry in Lynx used to track a required, optional, or recurring training item for reporting, assignment, and completion tracking.​

Open the full visual guide by clicking the Google Slides icon in the lower-right corner.

• Section 1: Creating Training Records

  Training records are created from the Courses view in the Training section. A training record represents a course, requirement, certification, or tracked training item that can later be assigned to users, internal team members, departments, or other configured groups.​

  To add a new training record:​

  • Navigate to Training in the main Lynx navigation menu.​
  • In Select Grid View, choose Courses.​
  • Click Add Course.​
  • Enter the course details, which may include:​
  o Title​
  o Description​
  o Duration (Minutes)​
  o External URL​

  • Select a training type:​
  o Optional​
  o Mandatory​
  o Recurring​

  • Complete the due date or recurrence options that appear based on the training type selected.​
  • Add course attachments, if applicable. Attachments may include course materials, certification documents, presentations, PDFs, procedures, reference documents, or other files related to the training record.​
  • Click Add Course or Save Course.​

  Once saved, the training record appears in the Courses grid. From there, it can be used for assignment tracking, completion tracking, attachments, and related notification workflows.​

• Section 2: Understanding Course Types

   Each training record must be classified as one of three course types in Lynx.​

  Optional:​
   Optional courses are trainings users may choose to take. These are generally used for voluntary development, supplemental learning, or non-required internal training.​

  Mandatory:​
   Mandatory courses are required trainings that users must complete one time. These records can be configured with due date logic such as:​

  • users can complete the training any time​
  • users have a set number of days to complete the training​
  • users must complete the training by a specific date​

  Recurring:​
   Recurring courses are trainings users must retake periodically. In addition to due date logic, recurring courses include a recurrence frequency, such as:​

  • due every set number of months​
  • based on last completion​
  • based on course assignment​
  • based on due date​

   When a recurring training assignment is completed, Lynx automatically creates the next recurring training assignment based on the course recurrence settings. For example, if a user completes an annual refresher training, Lynx can generate the next required refresher assignment for the following cycle.​

   Recurring training assignments also work with training notification workflows. Once the next recurring assignment is created, notification emails can follow the configured workflow rules, such as assignment notifications, due date reminders, overdue notices, or completion notifications.​

   Course type selection affects how the training record is managed, how assignments are created, how future training requirements are generated, and how completion timelines are tracked.​

• Section 3: Managing Training Assignments

  The Assignments view is used to track training records that have been assigned to individual users or internal team members.​

  To access training assignments:​

  • Navigate to Training.​
  • In Select Grid View, choose Assignments.​

  Assignment records may show details such as:​

  • training course​
  • course type​
  • assigned to​
  • status​
  • assigned date​
  • due date​
  • completed date​

   Training assignments allow administrators and users to track whether assigned training has been completed, is still incomplete, or has become overdue.​

   In the current workflow, optional training can be added from the Assignments view. Training assignments may also be created from a course record when the course is assigned to users, departments, or internal team members.​

  When opening an assignment, Lynx may allow entry of:​

  • Due Date​
  • Completed Date​
  • Assignment Comment​
  • Completed Comment​
  • Attachments​

   This allows the assignment record to function as a documented completion record rather than just a checklist item. For example, an administrator may use the assignment record to confirm completion, add notes, upload proof of completion, or review the status of training assigned to a specific person.​

  For recurring training, completing an assignment can also trigger Lynx to create the next required training assignment based on the recurrence settings configured on the course.​

• Section 4: Internal Team Members and Training Assignments

   Training assignments can be connected to Lynx users and, where configured, internal team members.​

   An internal team member is a contact record that has been marked as an internal member of the organization. This is useful when an organization wants to track employee training without requiring every employee to have a full Lynx user login.​

  Internal team members may be used for training tracking when:​

  • a training administrator manages completion records on behalf of employees​

  • employees need to receive training-related email notifications​

  • training needs to be assigned by department or work group​

  • the organization needs to report who completed specific training​

  • the organization wants to track training history without creating full user accounts for every person​

  To use internal team members for training:​

  • Create or import contact records in the Contacts section.​

  • Mark the applicable contacts as Internal Team Members.​

  • Add an email address if the person should receive training notifications.​

    • If an email is sent to an internal contact and the email is blocked or rejected, the email address will be flagged and will require updating​

  • Assign the internal team member to the correct contact group or department, if applicable.​

  • Use the Training section to assign courses to the appropriate users, internal team members, or departments.​

   For organizations with large workforces, this allows a training administrator to manage training records in Lynx while still keeping employee-level training history organized and reportable.​

• Section 5: Course Attachments and Assignment Attachments

  Lynx separates shared training materials from assignment-specific documentation.​

  Course Attachments:​
   Course attachments are files connected to the training course itself. These files are shared across assignments for that course and may include:​
  • training handouts​
  • procedures​
  • presentation files​
  • reference documents​
  • supporting resources​
  • external training materials​

  Assignment Attachments:​
   Assignment attachments are files connected to one specific training assignment. These are useful for assignment-level proof or supporting records, such as:​
  • certificates​
  • sign-in sheets​
  • proof of completion​
  • completed training forms​
  • completion documentation​
  • assignment-specific notes or records​

   This separation helps organizations keep general course materials distinct from person-specific completion records.​

  Training Assignments:​
   Training assignments can also be created directly from within the training course record by clicking Assign. In this area, Lynx allows the user to select users, departments, and/or internal team members for the selected course and create assignment records for that training.​

   Once assigned, the records appear in the Assignments grid, where training progress, due dates, completion dates, comments, and assignment-level attachments can be tracked.

• Section 6: Training Admin Permission

  The Training Admin permission allows a designated Lynx user to manage training records without requiring that user to have broader system administrator access.​

  A user may need Training Admin permission when they are responsible for tasks such as:​

  • creating or updating training courses​

  • assigning training to users, departments, or internal team members​

  • reviewing training assignment records​

  • managing completion records, comments, due dates, and attachments​

  • supporting training notification workflows​

  To enable Training Admin permission:​

  • Navigate to Settings.​

  • Open Organization.​

  • In the Users section, select the user who needs Training Admin access.​

  • Confirm the user has access to the Training module.​

  • Select Training Admin.​

  • Save the user record.​

  The user must have access to the Training module before Training Admin permission can be enabled. Once enabled, the user can perform admin-level training tasks based on the organization’s configuration.

• Section 7: Training Profiles

  Training Profiles allow training administrators to group multiple training courses together and assign them as one package. A profile may be created for a job role, department, work area, competency, or other training requirement group.​

   For example, an organization may create a Training Profile for a specific role or group, such as Accounts Payable Clerk, Mobile Equipment Operator, Supervisor, or Emergency Response Team. The profile can include all courses that apply to that role or group.​

  A Training Profile includes:​

  • profile name ​

  • description ​

  • list of training courses included in the profile ​

  • list of assigned users, departments, and/or internal contacts ​

   When a Training Profile is assigned, Lynx automatically creates incomplete training assignments for the courses included in that profile.​

   Training Profiles help keep related training assignments organized and reduce the need to assign each course individually. They are especially useful when the same group of courses applies to multiple people or when training requirements are based on role, department, work area, or competency.​

  How assignments are kept in sync:​

  • Assigning someone to a profile automatically creates incomplete training assignments for each course in that profile. ​

  • A person can have multiple profiles. If more than one profile requires the same course, only one assignment is created. ​

  • Removing a course form a profile, or removing someone form the profile, deletes their incomplete assignments that came from this profile—unless another profile they are assigned to still requires that course.​

  • Assignments created directly from a course or person (not through a profile) are never removed when you change profiles. ​

  • If someone already has an incomplete assignment for a course—including one assigned manually—assigning a profile with that course reuses the existing assignment instead of creating a duplicate. Manual assignments are never removed by profile changes.​

  • When a recurring course from a profile is completed, the next cycle is created automatically and stays linked to the same profile.  ​

  To create or manage a Training Profile:​

  • Navigate to Training. ​

  • In Select Grid View, choose Training Profiles. ​

  • Click Add Profile or open an existing profile. ​

  • Enter the profile name and description. ​

  • Add the training courses that should be included in the profile. ​

  • Click Add Profile to save the profile. ​

  • After the profile is saved, the Assignees section becomes available. ​

  • Click Assign. ​

  • Select the appropriate Users, Departments, or Internal Contacts. ​

  • Click Assign in the assignment window. ​

  • Click Save Profile.

• Section 8: Training Notification Workflows

  The Settings > Training area is used to configure training assignment notification workflows. Although this area appears under Settings, it functions more like a workflow builder for assignment-related email notifications.​

  Training notification stages currently include:​

  • Training Assignment Assigned​

  • Training Assignment Due​

  • Training Assignment Overdue​

  • Training Assignment Completed​

   These workflows help organizations notify the appropriate people when training is assigned, approaching its due date, overdue, or completed.​

  To create a workflow:​

  • Navigate to Settings > Training.​

  • Click Add.​

  • Select the notification stage.​

  • Choose the training courses the workflow should apply to.​

  • Select the users, user types, departments, and/or internal team members who should receive the notification.​

  • Enter any timing details required for the selected notification stage, such as the number of days before or after a due date.​

  • Enter a workflow name.​

  • Click Add.​

   Notification recipients depend on the selected workflow configuration. For example, a workflow may notify specific users, all users of a certain type, a department, or internal team members connected through Contacts.​

   Organizations should confirm that users, internal team members, departments, and email addresses are set up correctly before relying on training notification workflows for live training administration.