For offices / Training records
A record of who read it, and who did it
On the Office plan, Sopycat keeps two records for every manual: who confirmed they read it, and who worked through it with Follow along, step by step. Both are kept in your own library folder and save as a spreadsheet when someone asks for proof.
Reading confirmations
For policies and new procedures: everyone who opens the manual is asked to confirm they read it.
- Publish a manual with Ask staff to confirm they read this, with a due date and a line for the banner if you like.
- Everyone who opens it from the shared library sees a banner and an I have read this button.
- Each confirmation is saved with the person's name and the time.
- Change the manual and publish again, and everyone is asked again; old confirmations are marked earlier version.
Follow-along runs
For training and for tasks that need proof they were done: each time someone works through a manual with Follow along, the run is kept.
- Who went through it, when they started and how many steps they did.
- Steps skipped, with the reason given, and notes the person wrote.
- How it ended: Complete, Stopped or In progress.
Every record on one page
The Records page shows every record for every manual in the library, and each manual's menu shows who has read and done that one.
- Save runs or confirmations as a spreadsheet (CSV) for the training file or an auditor.
- Narrow it down to one manual or one person.
- Waiting on confirmation lists each published manual, its due date and who has confirmed so far.
- Narrow it down to the last 7, 30 or 90 days.
- What was sent to someone and is not done yet, grouped Overdue, Not started, Incomplete and Completed.
Onboarding plans by role feed the same records: see Onboarding.
Questions
- Do I need a learning management system for training records?
- Not for this. Sopycat records who confirmed they read each manual and who worked through it with Follow along, and saves both as a spreadsheet. There is no separate system to set up and no accounts to hand out.
- Where are the records kept?
- In your library folder, as files, on your PC or in the shared folder your office uses. Nothing is sent to Sopycat.
- Is a confirmation a signature?
- No. A confirmation records the name set on that computer in Settings › Name on Records (or the Windows user name) and the time. It is a record that someone pressed I have read this, not a signed statement.
- Which plan has training records?
- The Office plan. They need an Office key, during the free trial too. Follow along itself works on every plan; with an Individual key, or in the trial, it simply keeps no record.
- What happens when a manual changes?
- Publish it again and everyone is asked to confirm again. Earlier confirmations stay in the records, marked "earlier version".
Keep the record without a new system
Try it free for 14 days, no account and no card. The records themselves need an Office key, in the trial too, and they stay in your own folder.