Go to Smart Planning → Skill level config. Define how many skill levels you use and what they mean (e.g. 0 None → 5 Expert). Mark the minimum competent level.
Still in Skill level config — set the minimum skill level required for each training. This can differ per training (e.g. GMP Basic requires Level 4 / Advanced).
✓ Done
4
Create training profiles
Go to Planning → Training profiles. Create named profiles (e.g. "Operator Basic", "QA Specialist") by grouping the relevant trainings. These filter the calendar view for supervisors.
Build the "Operator Basic" profile first. It's usually your largest group and will drive the most calendar activity. You can always add more profiles later.
2
Phase 2
Import your people
Add everyone who will use TrainSync — trainees, trainers, and supervisors.
⏱ 30–60 minutes
1
Add users manually or via CSV
Go to People directory → Add user. For each person enter: full name, company initials (≤3 chars, e.g. AK-01), primary email, secondary email (for notifications), phone, team, site, and supervisor.
Every user needs a role (user / trainer / supervisor / planner) and a supervisor. Supervisors see their team's calendar filtered by profile. Trainers appear in the smart scheduler.
✓ Done
3
Add trainers and their skills
Go to Trainer scheduler → Trainer roster. For each trainer, click Skills and set their level (L1–L3) per training. This feeds the smart matching engine.
For each trainer, click Schedule and set their working hours per day and add recurring occupied blocks (meetings, inspections, admin time). This is what the smart matcher reads.
✓ Done
⚠️
Company initials are important
Company initials (e.g. AK-01) are embedded in all electronic signatures and training certificates. Make sure they match your existing paper records before you start signing digitally.
3
Phase 3
Configure trainings & skill matrix
Assign required trainings to each person and set their current skill levels and targets.
⏱ 45–90 minutes
1
Assign required trainings per person
In Skill matrix, each person-training cell shows their current level. Required trainings are set via the person's profile — edit each person and set their required training list.
Click any cell in the skill matrix to update a person's current level. If you have existing paper records, enter those completed levels now — it gives you an accurate starting point.
✓ Done
3
Set target levels
For each person-training, also set the target level they should reach. This is what the completion predictor and skill progress % are calculated from.
✓ Done
4
Create signature templates
Go to Signature builder. Create a template for each training type — add signature fields, initials, checkboxes, and instructions. Assign each template to the relevant training.
Start planning your first training sessions and capture your first digital signatures.
⏱ Ongoing
1
Add training demand
In Smart Planning → Conflict resolver → Training demand, add demand items for upcoming training needs. Set urgency, preferred days and number of trainees.
Click Smart suggest. The engine scores all trainers 0–100 based on skill, availability and site. Click Book this slot on the best match — it blocks the trainer's calendar.
In the skill matrix, pulsing cells show open slots for people who need upskilling. Click a cell → Enroll in open slot. An email invite is sent to their primary and secondary email.
After the training, open Signature builder → Fill & sign. Select the right template, go through each signature field in order, and submit. The record is GxP-locked with a timestamp.
When adding a session to the calendar, tick "Set as recurring" and choose Weekly / Monthly / Quarterly. EHS refreshers, GMP refreshers and other recurring trainings only need to be set up once.
5
Phase 5
Go live checklist
Before you start using TrainSync for real GxP records, run through this checklist.
⏱ 30 minutes to verify
System setup ✓
All employees added with correct company initials, emails and supervisors
Critical
Skill levels configured with correct min. competent threshold
Critical
Signature templates created for all active trainings
Critical
Trainer schedules and skills set up correctly
Important
Training profiles created for all role types
Important
GxP / compliance ✓
System validation (IQ/OQ/PQ) completed per your site SOP
Required for GxP
SOP written for electronic signature use in TrainSync
Required for GxP
User training on correct use of electronic signatures completed
Required for GxP
Data Processing Agreement (DPA) signed with TrainSync
GDPR
First test signature record reviewed and approved by QA
Good practice
🎉
You're ready to go live
Once your checklist is complete, TrainSync is your system of record for GxP training compliance.
Short screen recordings of key workflows. Record your own with Loom (free).
▶
Configuring skill levels
3 min · Planner
Setup
▶
Smart slot matching
4 min · Planner / Trainer
Scheduling
▶
Digital signature flow
5 min · All roles
GxP
▶
Resolving scheduling conflicts
3 min · Planner
Planning
🎬
How to record your own walkthroughs
Install Loom (loom.com — free). Click the browser extension, press Record, do the workflow in TrainSync, stop. You get a shareable link in seconds. Share with your team instead of writing SOPs.
🤝
Need help?
During the beta, Louis is available directly — expect a reply within one business day.