Training - Approval

Overview

The Training menu in the Approval section displays all employee training and certification data that needs to be verified and approved. This feature allows you to manage employee training history, including certifications, validity periods, organizers, and supporting documents.

Page Navigation

The Training page is located in the Approval » Training menu.

Training Statistics

At the top of the page, a summary of training data statistics is displayed in card form:

Training List View

This page displays a table listing all employee training data with complete information.

Search Feature

A search column is available at the top of the table to help find training data based on:

• Employee name
• Employee code / NIK
• Certification title
• Issuer (Organizer)
• Certificate number
• Training type

Search placeholder: "Search by employee name, code, certification title, issuer, certificate number, or training type..."

Table Structure

The table displays the following columns:

Table Data

Here are examples of data displayed in the Training table:

Note: Table contains 14 total records, 2 examples shown above

Status and Approval Status

There are two types of status that need to be understood:

Certificate Status

Approval Status

Training Type

Here are commonly appearing training types:

Actions on Training Data

Actions Menu

Each data row has an Actions menu (⋮) containing:

Viewing Training Details

To view complete training data details:

1. Click the View icon (👁️) on the desired row
2. A detail popup/drawer will appear displaying:
   • Complete training information
   • Certificate file preview (if available)
   • Data change history

Approving Training Data (Approve)

1. Select training data with Pending status
2. Click the Approve icon (✓) on that row
3. Confirm approval in the dialog that appears
4. Approval Status changes to Approved

Rejecting Training Data (Reject)

1. Select training data with Pending status
2. Click the Reject icon (✗) on that row
3. Fill in the rejection reason in the form that appears
4. Confirm rejection
5. Approval Status changes to Rejected

Deleting Training Data (Delete)

1. Select the training data to be deleted
2. Click the Delete icon (🗑️)
3. Confirm deletion
4. Data will be permanently deleted from the system

Multiple Selection

You can select multiple training data at once for processing:

Indication of selected data:

• A notification "1 item(s) selected" will appear (or according to the count)
• Bulk action buttons become active
• Actions can be performed for all selected data

How to select multiple items:

1. Check the box to the left of each row you want to select
2. Or use the checkbox in the header to select all on the page
3. The number of selected items will be displayed at the top

Selected Data Details

After selecting items, you can view a summary of selected data:

Information displayed for each selected item:

• Employee - Employee name and Employee ID
• Certification Title - Certification title
• Certification Date - Certification date
• Valid Until - Validity period
• Issuer - Organizer
• Location - Training location

Bulk Actions

After selecting several items, you can perform bulk actions:

Other Features

Columns

Click the Columns button to arrange which columns appear in the table:

Available columns:

• No
• Employee
• Certification Title
• Certification Date
• Valid Until
• Issuer
• Location
• Training Type
• Certificate Number
• Status
• Approval Status
• Attachment
• Actions
• Created Date
• Updated Date
• Requested By
• Approved By

Columns Features:

• Check/uncheck columns you want to display
• Arrange column order with drag and drop
• Reset to default settings

Filters

Click the Filters button to filter training data based on:

Filter by:

• Approval Status (Pending, Approved, Rejected)
• Training Type (Soft Skill, Hard Skill, Certification, etc.)
• Certificate Status (Active, Expired)
• Employee (Specific employee)
• Date Range (Training date range)
• Issuer (Organizer)
• Attachment Status (With/Without attachment)

Export

Click the Export button to export table data to:

Training Data Verification

Things to verify when processing training data:

1. Data Completeness

• Certification title is clear and appropriate
• Certification date is valid
• Issuer/organizer is clear
• Certificate number is filled (for official certifications)
• Training type is correctly selected

2. Validity Period (Valid Until)

• If there is a validity period, ensure the date is reasonable
• For certificates without validity period, Valid Until column can be empty or "-"
• Check if the certificate is still active (not expired)

3. Data Consistency

• No duplicate data for the same certification
• Certificate number is unique (not duplicated)
• Training date matches employee's work period

4. Supporting Documents

• Certificate file is attached (if required)
• File can be opened and read
• Name on certificate matches employee data
• Information in the file matches form input

Usage Tips

1. Prioritize Pending Training - Always process data with pending status first.
2. Pay Attention to Validity Period - Record certificates with limited validity periods to facilitate extension monitoring.
3. Validate Certificate Numbers - Ensure certificate number format is correct and unique.
4. Check Issuer - Verify if the issuer is an official and credible institution.
5. Classify Training Type - Ensure training types are correctly classified (Soft Skill vs Hard Skill).
6. Document Rejections - Always provide clear reasons when rejecting so employees can make improvements.
7. Bulk Actions for Efficiency - Use multiple selection to approve data from the same training at once.

Common Scenarios

Scenario 1: New Certification

Employee attends training and receives new certificate:

• Data appears with Approval Status Pending
• Certificate Status: Active (if there is validity period)
• Need to verify certificate and certificate number

Scenario 2: Certificate Renewal

Employee renews a certificate about to expire:

• Old data may be deactivated or archived
• New data appears with extended valid until date
• Need to verify continuity with previous certificate

Scenario 3: Training Without Certificate

Employee attends internal training without official certificate:

• Certificate Number may be empty or "-"
• Valid Until may be empty or "-"
• Approval is still required for training recognition

Scenario 4: Multiple Certificates

Employee attends several trainings in the same period:

• Use filters to process all that employee's data
• Check one by one to ensure no duplication

Troubleshooting

Data Not Appearing in Table

• Check if approval status filter is appropriate
• Ensure there are no limiting search filters
• Try refreshing the page
• Check internet connection

Failed to Approve/Reject

• Ensure approval status is still pending (not processed by someone else)
• Ensure you have approval access rights
• Try refreshing the page
• Logout and login again

Action Buttons Inactive (Disabled)

• Ensure you are selecting data with the appropriate status
• For bulk actions, ensure all selected data has the same status
• Check if data has been processed by another user

Valid Until Not Appearing

• For training without validity period, the column will be empty or "-"
• This is normal and nothing to worry about

Export Failed

• Ensure no popup blockers
• Limit the amount of data exported if too much
• Try CSV format if Excel has issues
• Clear browser cache

Integration with Related Menus

Employee Database

Approved training data will be saved in the Employee Database menu under the employee's Training/Certification tab.

Approval - Documents

Supporting documents such as certificates can be uploaded and managed in the Approval - Documents menu.

Training Calendar

Approved training data can appear in the company training calendar.

Competency Matrix

Approved certifications will update the employee's competency matrix.

Next Steps

• Family - Approval
• Education - Approval
• Documents - Approval
• Employee Database - Training
• Training Management