FAQ: Training Tracker

Answers to common questions about Training Tracker.

Pre-sales
How do I?
Problems
Licensing
Pre-sales
Is there available a trial version of Training Tracker?

Yes. The Training Tracker sample administration file was created for this purpose. It is not time limited, however, any changes you make to the sample administration file cannot be saved. The sample administration file is fully functional and records a complete year of training activity in a fictitious company, demonstrating all of the features of Training Tracker. Download the sample administration file from the Training Tracker product page. While you are there, be sure to download the free User Guide at the same time.

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I am trying to use the sample version. How do I find out how to use it?

The sample pack you downloaded contains a comprehensive User Guide that explains all aspects of working with Training Tracker. You can also download the free User Guide from the Training Tracker product page or click this Training Tracker User Guide link.

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Is Training Tracker compatible with Macintosh computers?

You should experience no problems reading our PDF files as long as you have the Acrobat (or similar) PDF reader installed. Our Microsoft Office for Windows doc and xls files can be read on Mac OS 8 or later with Mac Office 4.2 or later. Microsoft Office 2008 for Mac dropped VBA support, which means that our Training Tracker, Project Master and Succession Planner cannot be opened on this version of Office for Mac. Please note that we do not support our products on Mac systems.

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How do I?
How do I obtain the free upgrade to Training Tracker Version 2.11.

Send your proof of purchase to us at products@businessperform.com  Proof can be your original confirmation email that you received from our e-commerce transaction processor. If you cannot locate your confirmation email, send us the year and month of purchase, the name and company name of the purchaser and their address. Once we confirm purchase in our database, we will send version 2.0 to you by return email.

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How can I add an employee's ID to Training Tracker?

There are two methods for adding employee identification data.

Method 1:

  1. Name column T on the Records sheet with your preferred name in Row 1.
  2. Enter the employee ID for each employee.

This method requires you to add the employee ID manually each time.

Method 2:

  1. Name column L on the List sheet with your preferred name in Row 1 and enter each employee's ID.
  2. Name column T on the Records sheet with the same name.
  3. Use Excel's vlookup function to enter a vlookup formula in cell T2 on the Records sheet.
  4. The formula will look like:
    =VLOOKUP(A2,List!$A$2:$L$500,12,FALSE)
  5. Change the number 500 in the formula to the row number of the last employee name row on the List sheet. (You can increase the size of this number to give you some spare capacity as you add new employees to the List sheet.)
  6. Copy the formula down to all used rows on the Records sheet (Select cells, Ctrl+D).

With Method 2, each employee's ID will appear automatically in column T as you enter new records.

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How can I create a new type of report?

With Training Tracker Version 2.0, we introduced many new reports. If you want to generate a report type that is not included, follow the steps below. This example illustrates how to generate a report showing total training hours per participant.

  1. Go to the Reports sheet and run the Activity by Participant report.
  2. Unprotect the sheet.
  3. Click inside the report.
  4. Show the PivotTable Field List if it is not already showing.
  5. In the PivotTable Field List "Row Labels" section, drag "Hours" to the "Values" section.
  6. Sum of Hours will now show on the report.
  7. To hide Sum of Cost, Course and Start Date, drag those items from the "Row Labels" section to the "Choose fields to add to report" section above.

When you refresh the current report or select another report from the drop-down menu, you will lose these report settings. To keep these setting in a new report, follow these steps:

  1. Insert a new worksheet into your workbook.
  2. Select all of the cells contained in the report you customized.
  3. Copy the report to the clipboard (Ctrl+C).
  4. Paste the copied report to the new worksheet (Ctrl+V).
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Problems
I downloaded the file and when the file opens all I get is a message saying that I need to enable macros. How do I open the file?
  1. If a dialog box appeared asking you if you want to enable macros. Select the Enable Macros button. The file will then open normally. If you select the Disable Macros button, you will be presented with the message you described. You can close the open spreadsheet by selecting File > Close from the main Excel menu bar.
  2. If a dialog box appeared saying macros are disabled because the security level is set to Very High or that they are not digitally signed, set the Security Level in Excel to Medium under Tools > Macro > Security. You can close the open spreadsheet by selecting File > Close from the main Excel menu bar.
  3. If you are using Microsoft Excel 2007, set the trust setting to the default setting. Click the Microsoft Office Button, then click Excel Options, then in the Trust Center category click Trust Center Settings, then click Macro Settings and then click Disable all macros with notification.
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The reports are not updating with the new data that I entered.

Versions 1.0 and 1.01: The reports use Excel's powerful PivotTables feature. There is a known bug in Excel that causes corruption of PivotTables in protected workbooks. Reinstitute your workbook from your last known good backup or use a third-party Excel workbook repair utility. To prevent future corruption, ensure that you have the latest Service Pack installed for your version of Microsoft Office.

Version 2.0: On the Reports or Charts selector bar, click on the Refresh button. If that does not update your report, ensure that each record on the Records sheet is attributed a Start Date.

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When I open the workbook, I get an error message saying "Unable to read file." and that errors were detected and repaired.

Versions 1.0 and 1.01 only: A common reason for this message is the corruption of one or more PivotTables in the workbook. When this happens, you will see a message on opening the workbook reporting that a PivotTable report was discarded due to integrity problems. You will also see that in the reports, the PivotTable drop-down fields no longer appear.

PivotTables are used in Training Tracker to generate the various training reports. There is a known bug in Excel that causes corruption of PivotTables in protected workbooks. Reinstitute your workbook from your last known good backup or use a third-party Excel workbook repair utility. To prevent future corruption, ensure that you have the latest Service Pack installed for your version of Microsoft Office. We also recommend that you send your proof of purchase to products@businessperform.com receive your free upgrade to Training Tracker Version 2.0.

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After saving my Excel 2007 workbook as an Excel Macro-Enabled Workbook, I receive a Security Alert when I try to open the workbook again.

There is a known issue with opening protected workbooks saved in Excel 2007 macro-enabled (xlsm) format. When you try to open the workbook, you will receive the message, "This file contains encrypted macros that have been disabled because there is no antivirus software installed that can scan them. To run these macros, remove the encryption or permission restrictions on this file." Your workbook will not open unless your computer has installed an antivirus program that supports the Microsoft Antivirus API. If you do not have such antivirus software installed, we recommend saving your workbook as an Excel 97-2003 Workbook (compatibility mode). Microsoft's alternative solution is to edit your operating system's registry file, as described in their Knowledge Base article 927150.

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I am trying to modify a worksheet, but I get a message asking me for the password.

The various worksheets in the workbook are protected to guarantee the integrity of our product. The various worksheets contain complex formulae and formatting, which are at risk of being overwritten by users of the workbook. To give out these passwords would cancel our warranty of the product.

You are able to complete all tasks described in the User Guide without unlocking password protected sheets. If you wish to customize the product, please contact us with details of your desired changes and we will be pleased to offer you a quotation for our customization services.

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When I cancel saving my workbook, I get a message saying that the file is being saved.

Version 2.1: When you cancel the save operation, your workbook is not actually saved. The save message is fixed in Version 2.11. Request the latest version of Training Tracker by sending proof of purchase to us at products@businessperform.com  Proof can be your original confirmation email that you received from our e-commerce transaction processor.

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Licensing
Our training department is large, with many training programs running. Your database will be used on one standalone computer only. How many licenses do we need?

Where the computer is not connected to a network, you will require a single user license only. Other people may use the tool on the same computer, but not at the same time.

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Each of our company's three divisions manages their own training. How many licenses do we need?

If one person in each division will be using Training Tracker on their own computer, you will need to purchase three licenses.

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Is my single license sufficient as I now want to also install the database on my laptop and access Training Tracker on the company's network from my home computer?

If you are the only person using Training Tracker on one computer at work, then installing Training Tracker on your laptop computer will not require an additional license. This use is regarded as personal use on another computer by the license holder. However, to access Training Tracker over the network will require the purchase of an additional license for each computer accessing Training Tracker. If your home computer will be the only computer accessing the database over the network, then you will be required to purchase one additional license.

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We have three part-time training administrators using the database on the one computer. Can we buy just one license?

If the three part-time staffs use Training Tracker at different times, you will need to purchase a single user license only.

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I have been transferred to another division within my company. Can I delete the existing data and files and start again with new data in my new division?

Yes, on the condition that you remove entirely all program files and data files produced by Training Tracker, including all copies of workbooks. If you wish to leave behind any such files, you will need to purchase an additional license for the new division.

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I have left my current organization. Can I take Training Tracker with me and install it on my new employer's computer?

No. Your new organization will need to purchase the requisite number of licenses for use in the organization.

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I manage training for six different departments within my company. How many licenses do I need to buy?

If Training Tracker is installed on a single computer, you will require a single user license. However, if other people will be accessing the database on other standalone computers or over a network, your organization will require additional licenses.

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Some administrators will use the database on home computers, some from networked workstations and some from standalone laptops. How do I work out licenses needed?

First, divide the computers that will be used to access the software into two groups: standalone and networked.

  1. For the standalone computers, count the number of computers and the number of non-simultaneous users and, if they are different, take the lesser of the two numbers.
  2. For the networked computers, count the number of computers used by your training administrators. Now add the two counts. The total count represents the number of licenses your organization requires.

Say, for example, your situation is this. You have 700 employees in your organization. Six training administrators will be managing training records. Two will be working on standalone computers from home, four will be working from networked workstations and two of those will also use standalone laptops.

In your case, your organization will need to purchase eight licenses. It works like this. The number of standalone computers is four (two home computers plus two laptops). The number of people using the database on these computers is also four. The numbers are identical, so the count is four. Next, the count of the number of networked workstations accessing the database is four. Adding these two counts (four plus four) yields eight required licenses.

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Can I use the database in a client organization until the organization has the capability to manage training independently?

If you are an external consultant and want to use the database to introduce or implement training records management in a client organization, your client organization will need to purchase the requisite number of licenses directly from Business Performance Pty Ltd. Unauthorized third parties, including unauthorized external consultants and contractors, are prohibited from selling, reselling, licensing, renting, leasing or lending Training Tracker. Third parties are free to, and actively encouraged to, distribute and demonstrate the sample demonstration version to help close a contract. Following this, the client organization will need to purchase Training Tracker directly from us.

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