Summary
In short
- An external training record is a record used in KnowTrain that records training delivered by an outside provider, with certificate attached. It is built against ISO 45001 cl.7.2 and forms part of the Worker Competency and Credentials programme.
- Completed when the training is finished. Filed by the training coordinator.
- The template holds 41 fields across 4 sections.
- Scoring is pass or fail, where high is good.
- ISO 45001 is occupational health and safety management systems. The international standard for managing worker health and safety. Certifiable, and the backbone of most of this library.
- It connects to the rest of the library: links Worker, Vendor, Course.
What it is
What it is
What is an external training record?
An external training record is a record used in KnowTrain that records training delivered by an outside provider, with certificate attached. It is built against ISO 45001 cl.7.2 and forms part of the Worker Competency and Credentials programme.
When is an external training record completed?
An external training record is completed at the moment the event happens, rather than reconstructed afterwards. Completed when the training is finished.
When to use it
When to use it, and when not to
This record is one step in a larger programme. Using it for work that belongs to a neighbouring template produces records that are hard to report on later.
Use it for
- The event or activity this record covers has occurred, or is about to
- A new record is needed; each one gets its own ID in the form TRN-2026-000
- You are running the Worker Competency and Credentials programme and this is one of its steps
- A linked record needs this one to exist: links worker, vendor, course
Not for
- Certification Register, which holds each worker's external certifications, tickets and licences with expiry dates.
- Certification Renewal Record, which records the renewal of a certification before it expires.
- Licence Verification, which confirms a licence or ticket is genuine and current, by checking with the issuing body.
- Anything outside KnowTrain, which belongs in the workspace that owns that process
Standards
What it is built against
ISO 45001Occupational health and safety management systems
The international standard for managing worker health and safety. Certifiable, and the backbone of most of this library.
ISOInternational Organization for Standardization
A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
FAQ
Frequently asked questions
What is the external training record template based on?+
It is built against ISO 45001 cl.7.2. ISO 45001 is occupational health and safety management systems. The international standard for managing worker health and safety. Certifiable, and the backbone of most of this library. ISO is international Organization for Standardization. A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
What sections does the external training record contain?+
There are 4 sections: header, provider assurance, outcome, value. Together they hold 41 fields, 30 of which are required.
How often is an external training record raised?+
A new record is raised at the moment the event happens, rather than reconstructed afterwards. Each one is given an ID in the form TRN-2026-000, so it can be traced and referenced from other records.
Which programme does the external training record belong to?+
It is part of Worker Competency and Credentials. A matrix that reflects observed practice rather than attendance.
How is an external training record scored?+
Scoring is pass or fail. High is good. Scores exist to make the form tell you something, not to produce a percentage for its own sake.
Can the external training record template be changed?+
Yes. Every field, option, score and conditional rule is editable, and the links to other templates come with it. Most teams install it as it is, run it for a cycle, then adjust.
The agents
What the agents do with it
The form is the easy part. Keeping it current, routing it to the right owner and holding the evidence together is the work that actually slips.
Holds the external training record library against your registers, routes each record to its owner, and keeps the evidence trail together.
Coordinates the crew, rolls completion and exceptions into one view, and holds every write for your approval before it touches a record.
This template lives in KnowTrain — training and credentials. Induction, competency, toolbox talks, refreshers and expiry tracking.
Meet KnowTrain→Sources
Sources
- ISO 45001 — Occupational health and safety management systems
- ISO — International Organization for Standardization