Training & Competency Manager

Training & Competency Manager is a professional Dolibarr module designed to manage employee training, competencies, qualification status, requalification, controlled evidence and retraining activities directly inside Dolibarr.

The module provides a centralized and traceable environment for organizations that need structured employee training and competency records.

It is especially suitable for pharmaceutical companies, laboratories, manufacturing organizations, Quality Assurance teams and other controlled environments.

Module information

Information	Value
Module name	Training & Competency Manager
Version	1.1.0
Module ID	210136
Publisher	PanciucSoft
License	GPL-3.0-or-later
Dolibarr compatibility	23.x – 24.x
PHP	7.4+
Database	MySQL / MariaDB
Languages	English, Romanian
Optional integration	SOP Document Control Pro

Main features

Training & Competency Manager provides the following functionality:

• Employee training record management
• Training workflow: Planned → Assigned → Completed
• Automatic overdue training detection
• Competency definition and management
• Employee competency assignment
• Required and current competency levels
• Automatic qualification status calculation
• Qualification and requalification dates
• Automatic competency expiry detection
• Competency Matrix
• Supporting evidence documents
• SHA-256 checksum for uploaded evidence
• Immutable Audit Trail
• Training Record PDF reports
• Automatic email reminders
• Reminder history
• Duplicate reminder protection
• Optional SOP retraining integration
• Responsive interface for desktop and mobile devices

Dashboard

The dashboard provides a quick overview of the current training and competency status.

It displays key indicators such as:

• Total training records
• Completed training
• Overdue training
• Qualified employees
• Training workflow status
• Competency status

Quick actions provide direct access to the most frequently used module pages.

Training management

Training records can be created and assigned directly from Dolibarr.

Each training record can include:

• Training title
• Training type
• Employee
• Training provider
• Due date
• Completion date
• Workflow status
• Notes
• Linked SOP version
• Evidence documents
• Audit history

The supported workflow is:

Planned → Assigned → Completed

Training records that pass their due date without being completed are automatically displayed as Overdue.

Training record

Each training record provides a consolidated view of the employee training activity.

The record displays:

• Training reference
• Training type
• Employee
• Provider
• Due date
• Completion date
• Training status
• Notes
• Linked SOP document
• SOP version

Available actions can include:

• Generate Training Record PDF
• Open the linked SOP
• Manage evidence documents
• View Audit Trail
• Modify the training record

Competency management

Competencies can be created independently from training records.

A competency definition can contain:

• Competency code
• Competency name
• Description
• Active / inactive status

Competencies can then be assigned to employees and used to evaluate qualification status.

Competency levels

For each competency assignment, the module supports a Required level and a Current level.

The module automatically determines whether the employee is qualified.

If:

Current level ≥ Required level

the competency is displayed as Qualified.

Otherwise, it is displayed as Not qualified.

The module can also detect expired competency qualifications based on the configured requalification date.

Competency Matrix

The Competency Matrix provides a consolidated view of employee competency status.

It can display:

• Employee
• Competency
• Required level
• Current level
• Qualification status
• Requalification date
• Linked training record

This allows managers and Quality teams to quickly identify qualified, unqualified and expired competencies.

SOP Retraining

Training & Competency Manager can optionally integrate with SOP Document Control Pro.

Training records can be linked to a controlled SOP document and to the exact SOP version on which the employee was trained.

When a newer SOP revision becomes Effective, the module can identify employees trained on an older SOP version and generate the required retraining records.

Only an Effective revision triggers automatic retraining.

Draft, Review or Approved revisions do not trigger retraining until the new revision becomes Effective.

The SOP Retraining page shows:

• SOP reference
• Tracked SOP version
• Effective SOP version
• Latest revision
• Retraining required status
• Number of affected trainings
• Number of affected employees

It also provides the history of automatically generated retraining records.

Automatic retraining traceability

When retraining is generated automatically, the module records the relationship between:

• Previous SOP version
• New effective SOP version
• Employee
• Original training
• Generated retraining record
• Date and time
• Audit Trail event

Duplicate retraining for the same employee and SOP revision is automatically prevented.

Email reminders

The module includes configurable automatic reminders for training and competency activities.

Supported reminder types include:

• Training due soon
• Overdue training
• Requalification due soon
• Expired competency

Reminder windows can be configured from the module Settings page.

Automatic delivery is performed through Dolibarr Scheduled Jobs.

The reminder system includes duplicate-send protection so the same notification is not repeatedly sent for the same record, state and relevant date.

The Email Reminders page displays:

• Pending reminders
• Reminder type
• Employee
• Record reference
• Due date
• Recipient
• Recent reminder history
• Delivery status

Audit Trail

Training & Competency Manager includes an immutable Audit Trail designed to provide historical traceability of important module actions.

Audit entries can include:

• Date and time
• User
• Object type
• Record reference
• Event
• Modified field
• Old value
• New value

Examples of recorded events include:

• Record creation
• Record updates
• Training workflow changes
• Competency assessments
• Qualification changes
• Requalification changes
• SOP revision retraining
• Evidence uploads
• Evidence removals
• Email reminder events

Audit Trail entries can be filtered by object type and event.

Evidence documents

Supporting evidence can be attached to training and competency records.

Typical evidence may include:

• Signed training records
• Assessment sheets
• Controlled documents
• Supporting PDF files
• Images
• Word documents
• Excel files
• CSV or text files

Supported file types include:

PDF, PNG, JPG, WEBP, DOC, DOCX, XLS, XLSX, CSV and TXT

The default maximum file size is 10 MB per file.

For each uploaded file, the module can record:

• Original file name
• Description
• File size
• Uploaded by
• Upload date
• SHA-256 checksum

The SHA-256 checksum provides an additional mechanism for verifying file integrity.

Competency assignment

A competency can be assigned to a specific employee.

Each assignment can include:

• Employee
• Competency
• Required level
• Current level
• Qualification status
• Qualification date
• Requalification date
• Linked training
• Notes
• Evidence documents
• Audit history

Qualification status is calculated automatically according to the required and current competency levels.

Training Record PDF

The module can generate a professional Training Record PDF for individual training records.

The PDF provides a printable representation of the training information stored in Dolibarr.

This functionality is intended for training documentation and recordkeeping.

Settings

The module Settings page provides an overview of the enabled functionality and allows administrators to configure the reminder system.

Available settings include:

• Automatic email reminders
• Training due-soon reminder window
• Requalification reminder window
• Email sender
• Scheduled reminder processing
• Test email recipient

The Settings page also indicates whether SOP Document Control Pro integration is available.

Scheduled Jobs

Automatic email reminder processing uses the standard Dolibarr Scheduled Jobs system.

The reminder job is designed to run once daily.

The Dolibarr cron service must therefore be correctly configured on the server.

The module includes protection against sending the same reminder repeatedly for the same object and reminder condition.

Installation

The module is installed using the standard Dolibarr external module procedure.

Installation steps

1. Download the module archive.
2. Copy or extract the trainingcompetency directory into the Dolibarr custom modules directory.
3. Open Dolibarr.
4. Go to Home → Setup → Modules/Applications.
5. Find Training & Competency Manager.
6. Activate the module.
7. Configure the module from its Settings page.
8. Configure Dolibarr Scheduled Jobs if automatic email reminders will be used.

Typical custom module location:

htdocs/custom/trainingcompetency/

or according to the custom module directory configured on the Dolibarr installation.

Upgrade to version 1.1.0

Version 1.1.0 introduces a regularized Dolibarr module ID.

The module ID is now:

210136

Permission IDs are:

21013601
21013602
21013603

When upgrading from version 1.0.0 to 1.1.0, it is recommended to:

1. Replace the previous module files with version 1.1.0.
2. Disable the module.
3. Reactivate the module once so Dolibarr registers the new module and permission IDs.
4. Verify permissions for users who use the module.

Existing training and competency data are preserved.

What's new in version 1.1.0

Version 1.1.0 introduces a major interface refresh and regularizes the Dolibarr module identifiers.

Main changes include:

• Module ID changed to 210136
• Permission IDs regularized to 21013601–21013603
• Completely refreshed responsive user interface
• Modernized Dashboard
• Redesigned Trainings list
• Redesigned New Training form
• Modernized Competencies pages
• Improved Competency Matrix
• Redesigned SOP Retraining interface
• Redesigned Email Reminders page
• Improved Audit Trail readability
• Redesigned Settings page
• Modern Training Record interface
• Improved Evidence Documents management
• Redesigned SOP Link interface
• Redesigned Competency Assignment interface
• Clearer status badges
• More consistent action buttons
• Improved desktop spacing
• Improved mobile layouts

The existing training, competency, SOP retraining, evidence and reminder workflows remain available.

Standalone operation

SOP Document Control Pro is optional.

Training & Competency Manager can operate as a standalone module for:

• Training management
• Competency management
• Qualification tracking
• Requalification tracking
• Evidence management
• Audit Trail
• Training Record PDF reports
• Automatic email reminders

SOP-specific retraining functionality becomes available when SOP Document Control Pro is installed and detected.

Recommended use cases

Training & Competency Manager can be useful for:

• Pharmaceutical companies
• Quality Control laboratories
• Research laboratories
• Manufacturing organizations
• Quality Assurance departments
• Training departments
• ISO environments
• GMP environments
• Organizations that require controlled employee competency records

Support

For module support:

PanciucSoft

Email:

support@panciucsoft.com

Website:

https://panciucsoft.com

Version

Current stable version:

1.1.0

Module ID:

210136

Compatible with:

Dolibarr 23.x – 24.x

PHP:

7.4+