With the Roles and Designated Personnel (formerly HSEQ) modules, as well as the Training Management module, you can use eTASK to assign responsibilities in the areas of Health, Safety, Environment, and Quality, and manage the corresponding training for your employees. Both modules are closely integrated: Roles define responsibilities and their assignments, while Training Management ensures that the assigned individuals receive the necessary training and that this is properly documented.
Preparatory Activities
Determine the scope of use
To begin with, it makes sense to clarify the scope you wish to cover with the two modules. Depending on the outcome, individual implementation steps can be adjusted or skipped.
Examples of possible use cases:
Management of legally required roles (e.g., first aiders, fire safety officers, safety officers) including the associated training certificates
Organization and documentation of recurring briefings and mandatory training
Coordination of training activities across multiple locations and departments
Monitoring of role assignments and ensuring complete qualification
Checking Rights and Prerequisites
First, define the responsibilities within the team. From these responsibilities, you can then easily derive and assign the appropriate rights to each employee. You can find instructions for assigning rights here:
Once the respective responsibilities have been determined and the corresponding rights assigned, first check whether each employee can actually see and access all menu items relevant to them.
Note: Missing permissions often result in content being invisible or uneditable.
Additional data that must already exist in the system for the modules to be put into operation:
Required:
All employees must be entered in the personnel list
The site and building structure must be created in Portfolio/BIM if areas of responsibility for coordinators and representatives are to be defined at the building level
Optional:
Companies must be entered in Company Management if external training providers are to be designated as the implementing company
1.) Enter basic master data in the System Control
Once the preparatory tasks are complete, you can begin the actual implementation.
Start by first entering all relevant master data required for later operational use into the system as fixed selection fields. This allows you to create a clean and standardized data foundation for all types of analyses.
Master Data for Functions
No separate master data needs to be created for the functions in the System Control Panel—the functions themselves are created directly under Basic Data → Functions and Assignees → Functions (see Step 2).
Master Data for Training Management
The master data for training management can be found under: System Control → Infrastructure Building Management → Training Management
The following preparatory master data should be created first:
No. | Master Data | Description |
|---|---|---|
a. | Training Types | Categories for training courses, e.g., “Basic Training,” “Advanced Training,” “Instruction,” “Certification Training.” Training types are required fields when creating new training courses. |
e. | Assigning Trainers to Roles | Individuals who are qualified as trainers for specific roles and can conduct training sessions |
Note: It is advisable to use consistent terminology and avoid duplicates. Master data should be carefully coordinated in advance, as it forms the basis for future analyses and reports.
2.) Enter coordinators and representatives in the system
In this step, the central roles for the employee function are created and linked to one another. The interaction between functions, coordinators, and representatives is the core of the Employee Functions module.
You can find the administration under: Basic Data → Functions and Representatives
Create Functions
First, create the functions (responsibilities) that need to be filled in your company. Functions describe the technical roles, e.g.:
First aid responder
Fire Safety Officer
Waste management officer
Safety officer
Hazardous materials officer
For each role, you specify:
Field | Description |
|---|---|
Designation | Name of the role/responsibility |
Training Coordinator | Person responsible for organizing training for this role (required field) |
Training Planning | Intervals and framework conditions for recurring training sessions |
Basic role | Whether this is a basic role (for basic roles, all employees can participate in training) |
Note: At the bottom of the role form, all associated training sessions, assigned individuals, and coordinators created for this role are automatically listed.
Create Coordinators
Coordinators are individuals who continuously coordinate the staffing of functions within their area of responsibility. They ensure that the required functions are always staffed with suitable individuals.
You maintain coordinators under: Basic Data → Roles and Assignees → Coordinators
For each coordinator, a person is selected from the personnel list.
Assigning Coordinators to Roles
Once roles and coordinators have been created, they must be linked to one another. The assignment of coordinators to roles defines which coordinator is responsible for which role within which geographical area of responsibility.
Basic Data → Functions and Representatives → Assigning Coordinators to Functions
Here you can:
Assign a coordinator to a function
Define the area of responsibility (geographical, at the building level)
Assign responsible persons
Designated personnel are the employees who actually perform the respective function. Here, assign employees to the functions they hold.
Basic Data → Functions and Designated Persons → Designated Persons
For each assignment, specify:
Field | Description |
|---|---|
Employee | The person from the personnel list (required field) |
Role | The role for which the employee is assigned (required field) |
Area of responsibility | The areas/buildings for which the representative is appointed |
Publication | Whether the representative should be listed in directories and notices (e.g., emergency contact and representative lists) |
Appointment | Information regarding the appointment of the representative |
Important: By assigning someone as a representative, that person becomes available in the participant scheduling for training sessions related to the respective role. For basic functions, all employees can participate anyway—an explicit assignment is then optional but useful for organizational purposes.
The Interplay
The three elements interact as follows:
Functions define what responsibilities exist and what training is required for them
Coordinators ensure that the roles in their area are always properly staffed
Designated personnel are the individuals who actually perform the roles and must be trained
The monitoring of role staffing automatically checks whether all monitored roles in the respective buildings are correctly staffed.
3.) Create training courses
Once the organizational structure (roles, coordinators, designated personnel) is in place, specific training sessions can now be created.
You can find the training management section under: Infrastructure Building Management → Training Management → Training
Create a training course
When creating a new training course, the following information is entered:
Field | Description |
|---|---|
Function / Responsibility | The role for which the training is intended (required field) |
Training Type | Training category, e.g., “Basic Training” (Required field, from master data) |
Training title | Descriptive name of the training |
Organizer | Person organizing the training (required field, from personnel list) |
Training provider | Company conducting the training (required field, from company management) |
Instructor | Conducts the specific training session. Can be selected from the personnel list or entered manually (e.g., for external instructors from an outside company). Is notified via email regarding invitations and cancellations. |
Training status | Current status of the training (from master data) |
Training date / period | When the training takes place |
Maximum number of participants | Maximum number of participants |
Remarks | Free text field for additional information |
Note: Linking a training session to a role is mandatory. This ensures that the training session can be assigned to the correct representatives and coordinators and appears correctly in the reports.
The training workflow
The workflow for a training course typically follows these phases:
Phase | Who is responsible? | What happens? |
|---|---|---|
1. Planning | Organizer | Creates the training session and enters all basic data (including instructor, hosting company, date, max. participants). As long as the status is "Planning," the training session appears in the participant schedule. |
2. Invite participants | Organizer (via Participant Schedule) | Selects employees and invites them. Participants receive an invitation email and are assigned the status “Invited.” The instructor is also notified of the invitation via email. Invitations are blocked if the number of participants exceeds the maximum capacity. |
3. Event reminder | System (automatic) | Triggered automatically if: no reminder has been sent yet + the option is enabled + the number of days remaining before the training date falls below the threshold. Participants receive a reminder email. |
4. Conduct training | Instructor | Conducts the training. The organizer handles the logistical arrangements. |
5. Completion | Organizer | Updates each participant’s attendance status (→ “attended” / “canceled”) and sets the training status to “completed.” |
Special case: Cancellation | Organizer | Can cancel the training—only with a reason and only if no participant has the "attended" status yet. Participants and the instructor are notified of the cancellation via email. |
Special case: Add to schedule | Organizer | Can switch from the "Participant invited" status back to "Planning" to retroactively add additional participants. |
The organizer is the driving force in the workflow (create, invite, complete). The instructor is informed (invitation/cancellation) and conducts the actual training—but has no active workflow steps in the system. The coordinator oversees the entire process and ensures that the right people are trained for the right roles.
Participant Management
Participant scheduling offers a user-friendly interface for managing your training sessions.
Infrastructure Building Management → Training Management → Participant Scheduling
In Participant Scheduling, you can:
Filter and select training sessions
Select employees from the personnel list and invite them by clicking “Add to training”
Invitations are automatically sent to participants via the FM portal
The participation status automatically changes to “Invited”
Create new training sessions directly from the participant scheduling
Use the magnifying glass icons to open training details or view an employee’s training history
Note: Participants can also be added retroactively to training sessions that have already taken place via the participant schedule to complete the documentation.
4.) Participant Management
Participant management documents which employees have participated in which training sessions. It serves as the central basis for training records and the monitoring of qualifications.
Participation History
The participation history maintains a separate entry for each training session and each participant.
Infrastructure Building Management → Training Management → Participation History
Each entry contains:
Field | Description |
|---|---|
Training | Automatically transferred from the corresponding training form |
Participant | The person from the personnel list (required field) |
Participation status | Participation status, e.g., “invited,” “attended,” “canceled” (required field) |
The participation statuses are predefined within the system and are color-coded in the participant list:
Invited – The person was invited to the training
Attended – The person attended the training
Declined – The person has declined to attend
Next steps:
Manage roles with coordinators and delegates
The workflow of eTASK.Training Management
Set up reminder emails for training sessions
Monitoring role assignments
Define a trainer for a training session
Reports in Training Management