Tutorial 5: Set Up Roles, People & Training

This tutorial sets up the capabilities side of SteadyOn — the register of who does what, who they are, and what training they hold.

By the end you will have:

• One or two roles defined (e.g. First Aider, Site Supervisor).
• A handful of people in the roster.
• A training course or two with default validity periods.
• A person assigned to a role.
• A person enrolled in a course.

Why three modules instead of one?

In earlier versions of SteadyOn, “training” was a single module that mixed up who-does-what with what-they’re-trained-in. It got messy. Now we split it three ways:

• Roles — what responsibilities exist in your org. A role is a named seat: First Aider, Site Supervisor, Forklift Operator. Roles exist independently of specific people.
• People — who you have. Your roster. Some are also app users; many won’t be (subcontractors, casual staff, parents who help out).
• Training Courses — what training exists. CPR, working at heights, manual handling. Each course has a default validity period so SteadyOn knows when it expires.

These three are joined by:

• Assignments — links a person to a role.
• Requirements — links a role to the courses it requires.
• Enrollments — records that a person completed a course, and when it expires.

It sounds heavy when written out but in use it’s natural — and it lets you ask the questions that matter, like “Are all our First Aiders actually trained in CPR right now?”

Before you start

You should have at least one site (Tutorial 1). For the people step, have two or three real teammates’ names and emails handy — or pretend ones if you’d rather.

Step 1 — Add a role

In the sidebar, open Roles under Capabilities.

1. Click + Role.
2. Fill in:
   • Title — First Aider.
   • Description — “Trained workplace first aider. Available during operating hours. Names appear on the first-aid signage.”
   • Universal — leave unticked. (A universal role applies to every person in your roster automatically — useful for things like Worker or Inducted Personnel. See Universal roles.)
3. Save.

Repeat with Site Supervisor if you’d like one more example.

Step 2 — Add a training course

Switch to Training in the sidebar.

1. Click + Training course.
2. Fill in:
   • Title — Workplace First Aid (CPR + AED).
   • Description — “NZ Resuscitation Council compliant. Two-day classroom + practical.”
   • Default validity — 24 months. SteadyOn uses this to calculate expiry on enrollments.
3. Save.

Repeat with another course — for example Working at Heights with 36-month validity.

Step 3 — Make the course required for the role

Open the First Aider role (Roles → click the row).

The detail page has tabs. Find the Requirements tab.

1. Click + Requirement.
2. Pick the Workplace First Aid course.
3. Set the level — Required (vs Recommended).
4. Save.

Now the system knows: a First Aider is supposed to hold the Workplace First Aid course.

Step 4 — Add some people

Switch to People.

1. Click + Person.
2. Fill in:
   • First name / Last name.
   • Email (optional). If they’re an app user with the same email, the records link automatically.
   • Description / role notes — free text.
3. Save.

Add a second and third person.

People vs members. A member is someone who can sign in to your SteadyOn workspace. A person is anyone in your roster, whether or not they have a login. A volunteer or a subcontractor can be a person without ever being a member.

Step 5 — Assign a person to the role

Open the First Aider role again, and switch to its Assignments tab.

1. Click + Assignment.
2. Pick a person.
3. Tick Primary if this person is the main holder of the role (only one person per role can be primary). Useful when you need to know who to call first.
4. Save.

The role now has at least one assigned person.

Step 6 — Enrol the person in the course

Switch to Training and open the Workplace First Aid course.

1. Open the Enrollments tab.
2. Click + Enrollment.
3. Fill in:
   • Person — pick the same one you assigned to the role.
   • Status — usually start at Enrolled. Set to Passed once they complete.
   • Completed date — leave blank for now (we’ll come back).
   • Expiry date — auto-calculates from default validity once completed-date is set.
4. Save.

Now imagine they’ve finished the course:

1. Edit the enrollment.
2. Set Status to Passed.
3. Set Completed date to today.
4. Save.

SteadyOn calculates the expiry date as today + 24 months. The enrollment’s BRAG goes green; as it approaches expiry it goes amber, then red on overdue.

Step 7 — See the gap report

Open the First Aider role’s detail page again. The role’s Assignments tab shows each assigned person and whether their required courses are current. If you forgot to enrol someone, they show up here as a gap. The Compliance Overview card on the Dashboard also includes role-level gaps in its rolled-up percentages.

Step 8 — Renewals

When the enrollment is amber/red and the person re-trains:

1. Open the enrollment.
2. Use Renew (in the kebab menu). This creates a new enrollment linked to the old one (the supersession link), so history is preserved.

The supersession link is what lets you show an inspector that this person hasn’t just had one CPR course in 2018 — they’ve had three, back-to-back, with no lapses.

What you learned

• Roles, People, and Training are three independent registers, joined by Requirements, Assignments, and Enrollments.
• A role specifies what training is needed; an enrollment is evidence that a person has it.
• Enrollment BRAG tracks expiry so you renew before it lapses, not after.
• A person is not the same as a member — many people in your roster won’t have user logins.

Where to go next

You’ve now done the five core tutorials. Branch out:

• How-to Guides for specific tasks.
• Explanation: BRAG status system for the colour rules in depth.
• Reference: Default lookup values for what ships out of the box.
• Reference: User roles and permissions for who-can-do-what.