When setting up On-the-Job Training (OJT) tasks, it’s important to understand how sign-off roles and notifications work to ensure that the right people can assess and approve completions.
Trainer Sign-Off
If you want Above Unit Managers to sign off on OJT tasks, make sure they have the correct permissions in place.
Requirement:
Managers can assess and sign off on OJTs only if they have the “Assess On-the-Job Training Performance” permission enabled in their job settings.
Troubleshooting Tip:
If a Manager doesn’t see the sign-off option even though they should, check that this permission is properly configured for their role or job position.
The Trainer Role
The Trainer is the person responsible for assessing the trainee’s performance and approving their OJT completion. This can be any user who has the “Assess On-the-Job Training Performance” permission.
Depending on your academy’s setup, this might include:
Unit Managers
Assistant Unit Managers
Admins
Head of Above Unit
Assistant Head of Above Unit
Users with jobs or custom academy roles that include OJT sign-off permissions
Sign-Off Requirement:
If the OJT is configured to require sign-off from both the Trainer and the Trainee, both parties need to complete their sign-offs before the OJT task is marked as complete.
Notifications
To help keep everyone on track, the system sends notifications to Trainers and Managers when trainees are ready for OJT or have completed tasks that require sign-off.
Manager Notifications:
Managers (Trainers) who have the proper permissions will receive email notifications when a trainee is ready for OJT and when their sign-off is required.
Configuration:
These notifications can be managed at the academy level or for specific OJTs, depending on your notification settings.
Summary
If a user who should be able to sign off on an OJT doesn’t see the option:
Check that the “Assess On-the-Job Training Performance” permission is enabled.
Confirm the user’s role matches the OJT setup.
Verify that notifications are enabled so Trainers know when their sign-off is needed.