Concepts

Key concepts & terminology

Training uses a small set of work item types and a shared approval pattern. Once you recognize both, every guide reads the same way.

The work item types

Role

A functional or job role. Holds the members who have that role, and links to the curricula they must complete. This is the authoritative role-to-person mapping.

Curriculum

A structured group of training requirements that together define the program for a role.

Training requirement

A documented need for a group of people to acquire or maintain a specific competency, usually tied to a controlled document, process, or regulation.

Training record

One person’s evidence that they completed a specific training, including the sign-off and the effectiveness verification. This doubles as their competency record.

Session

A scheduled training event delivered to one or more trainees.

Exam

A reusable assessment with a pass score, linked to a training requirement.

Exam result

One trainee’s attempt at an exam, with the score and the examiner’s assessment.

Terms you will meet

Effectiveness check

A verification after training, by exam, practical demonstration, observation, or follow-up, confirming the trainee reached the required competency.

Retraining

Re-issuing a training, triggered by a document revision, a recurrence interval, or a failed effectiveness check.

Training material

The source content for a requirement. Either files attached to the Jira work item, or controlled documents from Document Control.

Prior learning recognition

A record type for competence gained outside the QMS, such as a degree, a certification, or training completed before the system existed.

Training matrix

The cross-reference view of which roles need which curricula, which requirements those contain, and where each person stands.

Who can do what

Some transitions are restricted to particular training roles. Each guide names the restriction on the step it applies to, and this is the whole set:

Training role	What it lets you do
Trainee	The person a training record belongs to. Fills in the training survey, sits any exam, and can move their own record to Trained.
Training administrator	Can move a training record to Trained.
Training manager	Can move a training record to Trained, and on to Effectiveness Check.
Trainer	Can move a training record to Effectiveness Check, and can sign the effectiveness check as a verifier.
QA approver	Can move a training record to Effectiveness Check, and can sign the effectiveness check as a verifier.

Everyone named in a record’s Verified by field must hold the QA approver or trainer role. A training manager can start an effectiveness check but cannot sign it.

The approval pattern

Roles, curricula, and training requirements all reach Active the same way: you complete the fields in Draft, move the item to In Review, and everyone named in the Approvers field signs. Each signature is confirmed with a one-time password sent by email, which is what makes it an electronic signature rather than a button click. Exams take the same Draft to In Review path but finish in Approved instead of Active.

DRAFTBeing prepared. Editable.

IN REVIEWOut with the approvers. Awaiting signatures.

ACTIVEApproved and in use. Read-only until moved back to Draft.

REJECTEDAn approver declined. The owner returns it to Draft, addresses the comments, and starts the approval again.

INACTIVERetired. Terminal for most types, so check before you use it.

Terminal statuses cannot be undone

Several statuses are terminal: the item can no longer be edited or moved anywhere else. Inactive is terminal for roles, curricula, and training requirements, but not for exams, where an inactive exam can return to Draft. Cancelled, Closed, Failed, Overdue, Pass, and Invalid are terminal wherever they appear. Each guide says which apply to it. If you are not certain, move the item to Draft and revise it instead.

Where the work happens

Everything in Training is a Jira work item in the Training space. You can reach any view two ways: from the Qity Training dashboard, filtered to the view you want, or from the Training space All work tab, filtered on the work type. The guides use the dashboard, because it is the shorter route.