Organization training

FlaskTrack organization training helps laboratories manage required reading, knowledge checks, learner attestations, completion records, and administrator approval in one controlled workflow.

Organization administrators can create courses using their own documentation, questions, and correct answers. Courses are assigned to specific organization users. Each learner must review the supplied material, complete the assessment, and provide an electronic sign-off. A different organization administrator then performs the final review before the assignment is considered compliant.

Training records remain connected to the exact course version the learner completed. If a published course changes, the administrator creates a new version rather than changing the historical version.

What organization training provides

Organization-authored training courses
Inline reading material and links to supporting documentation
Multiple-choice, short-answer, and attestation questions
Configurable passing scores
Optional training validity periods
Assignments for individual users or all active organization users
Due dates
Multiple assessment attempts
Learner electronic attestations and sign-offs
Final administrator approval or rejection
Current training compliance status
Preserved course versions and completion records

Accessing training

Open Training from the authenticated FlaskTrack navigation.

The My training page shows courses assigned to your account. Organization owners and administrators can select Training administration to manage courses, assignments, and pending approvals.

The exact administrative options available to you depend on your organization role and permissions.

Training roles

Role	Responsibilities
Learner	Reviews documentation, answers questions, submits an attestation, and signs the completion.
Organization administrator	Creates and publishes courses, assigns users, monitors status, and performs final approval.
Course author	An administrator responsible for the course content, correct answers, passing score, and validity period.
Final reviewer	An administrator other than the learner who approves or rejects a passing completion.

Important

A learner cannot provide the final administrator approval for their own training assignment. Final approval must be performed by another authorized organization user.

Understanding training statuses

Each assignment has a status that describes its current position in the training workflow.

Status	Meaning	Next action
Assigned	The course has been assigned but not started.	The learner opens and completes the training.
In progress	The learner has opened the course but has not submitted a completed attempt.	The learner returns to the course and submits it.
Needs retry	The latest attempt did not meet the passing requirements.	The learner reviews the material and tries again.
Awaiting admin approval	The learner passed and signed the training.	An administrator reviews and signs the completion.
Compliant	The learner passed and the final administrator approval was recorded.	No action is required until the training expires or a new version is assigned.
Rejected	An administrator returned the passing completion instead of approving it.	The learner reviews the material and submits a new attempt.
Expired	The course's configured validity period has ended.	An administrator reassigns the training when renewed completion is required.
Cancelled	The assignment is no longer active.	Contact an organization administrator if the course is still required.

Course status is separate from assignment status:

Course status	Meaning
Draft	Administrators can edit the course and its questions. It cannot be assigned.
Published	The course is available for assignment. Its content is locked.
Archived	The course is no longer used for new assignments. Existing records remain available.

Completing assigned training

View your assignments

Open Training to view My training.

Each assignment card shows the following information when available:

Course name and version
Current status
Required passing score
Latest assessment score
Due date
Compliance expiration date

Assignments requiring action are shown before completed assignments.

Begin a course

To start an assigned course:

Open Training.
Find the required course.
Select Begin training.
Review the course description and required passing score.
Work through the questions in order.

Opening a course changes the assignment to In progress. It does not submit an attempt.

Review the documentation

Questions may include documentation that must be reviewed before answering. Supporting documentation can include:

Instructions written directly in the course
A controlled procedure or policy section
A link to supporting documentation
Context explaining the requirement being assessed

When a question includes a linked document, select Open supporting document. The document opens separately so you can return to the course without losing your place.

Note

Access to an externally linked document may depend on the permissions of the system hosting that document. Contact the course administrator if the link is unavailable or you do not have access.

Answer question types

Multiple choice

Select one answer from the available options.

Short answer

Enter the requested term or response. Short answers are evaluated without regard to capitalization or repeated whitespace, but the wording must otherwise match the answer configured by the course author.

Attestation

Select the confirmation checkbox when you can truthfully confirm the statement. If the course requires all attestations, an unanswered or unconfirmed attestation prevents the attempt from passing even if the numeric score meets the passing threshold.

Leave and return later

You may leave an in-progress course and return from My training.

The assignment remains In progress, but answers that have not been submitted are not retained. Review your answers and submit the course before navigating away if you do not want to re-enter them.

Sign and submit

After answering every required question:

Read the learner attestation.
Select the checkbox confirming the attestation.
Type your full name in the electronic signature field.
Select Sign and submit training.

Submitting creates a permanent attempt record containing your answers, score, attestation, signature, account identity, and submission time.

Do not sign for another user or allow another user to complete training through your account.

Passing an assessment

An attempt passes when:

Its score meets or exceeds the course's passing score; and
Every required attestation is confirmed when the course requires all attestations.

A passing attempt changes the assignment to Awaiting admin approval. Passing the assessment does not make the assignment compliant by itself.

An organization administrator must review and approve the completion.

If an attempt does not pass

If your score does not meet the passing requirements:

The assignment changes to Needs retry.
Open the completion record to review your score and answer feedback.
Return to My training.
Select Try again.
Review the documentation and submit a new attempt.

Previous attempts remain part of the training history. A new attempt does not overwrite earlier attempts.

If an administrator rejects a completion

An administrator may reject a passing completion when further training or clarification is required. The assignment changes to Rejected and can be completed again.

If the reason is unclear, contact the reviewing administrator before submitting a new attempt.

View a completion record

Open the completed assignment from My training to review its completion record.

The record can include:

Course name and version
Attempt number
Score and passing requirement
Number of correct answers
Submission time
Individual answers and feedback
Learner attestation
Learner signature and signing time
Current approval or compliance status

Training compliance

An assignment becomes Compliant only after both of these events occur:

The learner submits a passing, signed attempt.
An authorized administrator reviews and approves that attempt.

If the course has no validity period, the compliant assignment has no automatic expiration date. An administrator may still assign a newer course version when the training material changes.

If the course has a validity period, the assignment shows Compliant until. After that date, its status changes to Expired.

Administering organization training

Open training administration

From My training, select Training administration.

The administration page contains:

A queue of learner completions awaiting final approval
The organization's course library
Course status and version information
Question, assignment, compliance, and review counts
The option to create a course

Plan a course

Before creating a course, identify:

The purpose of the training
The users or roles that must complete it
The controlled documentation learners must review
The knowledge or behavior each question assesses
The passing score
Whether every attestation must be confirmed
Whether the training expires
The appropriate final reviewer

Keep each course focused on a defined subject. Smaller, specific courses are usually easier to maintain and assign than a single course containing unrelated requirements.

Create a course

To create a course:

Open Training administration.
Select Create course.
Enter the course details.
Add at least one question.
Add the required documentation and correct answer for each question.
Select Save draft.

Course details

Field	Description
Course title	A clear, recognizable name for the training requirement.
Description	Explains the purpose, scope, and intended audience.
Passing score	The minimum percentage required for a passing attempt.
Compliance validity	Optional number of days the approved completion remains compliant. Leave blank for no automatic expiration.
Require every attestation	Requires all attestation questions to be confirmed, regardless of the numeric score.

Add questions and reading material

Select Add question for each assessment item.

Every question can contain:

A question type
The question or statement
A required-answer setting
A document or section title
Inline reading content
A documentation link
Answer options, when applicable
The correct answer
An explanation shown after submission

Use the up and down controls to change question order. Select Remove to remove a question from the draft.

Writing effective documentation

The learner should be able to answer the question using the documentation provided or linked from the question.

Good supporting material is:

Specific to the question
Current and approved for use
Written in clear operational language
Accessible to every assigned learner
Identified by a recognizable title or section

When linking to a controlled document, use a stable link and identify the relevant document section. Avoid links that only the course author can access.

Creating multiple-choice questions

Enter one option per line. Supply at least two options.

The correct answer must match one of the options. Avoid answer choices that are ambiguous or differ only through insignificant wording.

Creating short-answer questions

Enter the exact answer the system should accept. Short answers are best for specific terms, codes, limits, names, or brief statements.

Do not use short-answer questions when several different phrasings could all be correct. Use multiple choice instead.

Creating attestation questions

Use an attestation when the learner must confirm a statement, responsibility, or required action. The accepted response is Yes.

Examples include:

“I understand how to report a suspected contamination event.”
“I will verify the instrument status before beginning a run.”
“I understand that credentials must not be shared.”

Attestations should not be used to replace a knowledge question when the course needs to verify understanding.

Save and edit a draft

Draft courses may be reopened and edited.

From the course page, select Edit draft to change:

Course details
Reading material
Documentation links
Questions and order
Answer options
Correct answers
Answer explanations

Draft courses cannot be assigned.

Publish a course

When the draft is ready:

Review every question and correct answer.
Verify that documentation links work for the intended learners.
Confirm the passing score and validity period.
Select Publish version.
Confirm the publication action.

Publishing makes the course available for assignment and locks its controlled content.

Warning

A published course version cannot be edited. This protects the historical record of exactly what assigned learners read and answered.

Create a new course version

Create a new version when published training content must change.

Open the published or archived course.
Select Create new version.
Edit the new draft.
Review and publish it.
Assign the new version to the appropriate users.

The new draft begins as a copy of the earlier course. Existing assignments and completion records remain linked to their original version.

Creating a new version does not automatically reassign users from an earlier version.

Assign a published course

To assign training:

Open a course with Published status.
In Assign to organization users, select one or more active users.
Use Select all active users when the requirement applies to everyone.
Optionally enter a due date.
Select Assign course.

The course appears on each selected user's My training page.

Assign the specific published version that users are expected to complete. If a newer version exists, verify that you have opened the correct version before assigning it.

Monitor assignment status

The course page lists assigned users and their current status. Depending on the assignment, it also shows:

Due date
Latest score
Compliance expiration date

Use this list to identify users who have not started, need another attempt, are awaiting approval, or have expired training.

The administration page also summarizes the number of:

Assigned users
Compliant users
Completions awaiting review

Review a learner completion

Passing attempts appear under Awaiting final approval.

To review a completion:

Open Training administration.
Find the completion in Awaiting final approval.
Select Review.
Review the course version, score, answers, feedback, learner attestation, and learner signature.
Enter an optional review note.
Type your full name in the administrator signature field.
Select Approve as compliant or Reject and return.

Approve as compliant

Approval records the administrator decision and signature. The assignment changes to Compliant.

If the course has a validity period, FlaskTrack calculates the compliance expiration date from the approval time.

Reject and return

Reject the completion when retraining, clarification, or another attempt is required. Add a review note that clearly explains what the learner needs to do.

The assignment changes to Rejected, and the learner can submit a new attempt.

Important

Review the completion before signing. The final approval should reflect the organization's actual training review process, not merely clear the pending queue.

Renew expired training

When an assignment reaches its compliance expiration date, it changes to Expired.

To renew the same course version, open the course and assign it to the user again. The learner must complete a new attempt and receive a new administrator approval.

If the training content has changed, create and publish a new course version, then assign that version instead.

Archive a course

Archive a published course when it should no longer be used for new assignments.

Open the published course.
Select Archive.
Confirm the action.

Archiving does not delete assignments, attempts, signatures, approvals, or historical compliance records.

Training records

FlaskTrack preserves information needed to understand a training completion, including:

Organization
Course identity and version
Course passing requirements
Assigned learner
Assigning administrator and assignment time
Optional due date
Attempt number and submission time
Submitted answers and grading result
Score and question totals
Learner attestation and signature
Final administrator decision, note, signature, and review time
Compliance approval and expiration dates

Published course content is retained separately by version so later edits do not change the meaning of an earlier completion.

Access to training records remains subject to FlaskTrack organization access controls and permissions.

Recommended practices

For course authors

Use concise course titles that clearly identify the subject.
State the intended audience and purpose in the description.
Keep required reading close to the question it supports.
Verify documentation links using a learner-level account.
Prefer objective questions with one defensible answer.
Explain incorrect answers to reinforce the training material.
Set an expiration period only when retraining is actually required.
Have another qualified person review the draft before publication.
Create a new version whenever controlled content changes.

For organization administrators

Assign only the course version currently approved by the organization.
Use due dates that reflect the operational need.
Review pending completions promptly.
Document why a completion is rejected.
Monitor expired assignments and changed course versions.
Do not approve your own training completion.
Archive obsolete courses instead of trying to remove their history.

For learners

Complete training through your own FlaskTrack account.
Read the supplied documentation before answering.
Open linked documents and verify that they are accessible.
Ask the course administrator when instructions are unclear.
Review feedback before making another attempt.
Type your own name when providing the learner sign-off.

Troubleshooting

I do not see a course in My training

The course may not be assigned to your account, may be assigned to another course version, or may have been cancelled. Ask an organization administrator to verify the assignment.

I cannot open linked documentation

Confirm that you are signed in to the system hosting the document. If access is still denied, contact the course administrator. FlaskTrack does not grant access to externally hosted documents.

My answers disappeared after I left the course

Unsubmitted answers are not retained. The assignment remains In progress, but you must re-enter the answers before submission.

I passed, but the course is not compliant

A passing learner attempt must receive final administrator approval. Check for the Awaiting admin approval status or contact an organization administrator.

I cannot approve a passing completion

You may not have the required organization permission, the completion may no longer be the learner's latest passing attempt, or you may be the learner who completed it. A learner cannot approve their own completion.

I cannot edit a published course

Published course versions are intentionally locked. Select Create new version, edit the new draft, and publish it when ready.

A user completed an older course version

That completion remains valid according to the original assignment and its configured expiration. If the newer version is required, assign the newer published version to the user.

A compliant assignment is now expired

The configured validity period ended. Reassign the same course for renewal, or assign a newer published version if the content has changed.

The short answer looks correct but was marked incorrect

Short answers ignore capitalization and repeated whitespace, but otherwise must match the configured correct answer. Ask the course administrator to review the answer key and use multiple choice when several wordings should be accepted.

Frequently asked questions

Does publishing a new version invalidate older completions?

No. Existing completion records remain linked to the version that was assigned. An administrator decides whether users must also complete the new version.

Are failed attempts deleted after a learner passes?

No. Each submitted attempt remains part of the assignment history.

Can a draft course be assigned?

No. A course must be published before it can be assigned.

Can a published course be changed?

No. Create a new draft version, make the changes, and publish the new version.

Can the learner and final reviewer be the same person?

No. FlaskTrack prevents a learner from providing the final administrator approval for their own training assignment.

Is a passing score the same as compliant status?

No. A passing score moves the assignment to Awaiting admin approval. Compliance begins only after administrator approval.

Does every course expire?

No. Expiration applies only when the course author configures a compliance validity period.

Can an administrator reject a passing attempt?

Yes. Rejection returns the assignment to the learner for another attempt. The administrator should explain the reason in the review note.

What should be changed when training content is revised?

Create and publish a new course version. Then assign that version to the users who must complete the revised training.

Add the page to the appropriate authenticated user-guide section in mkdocs.yml:

nav:
  - User Guide:
      - Organization Training: organization-training.md