Training management
Which training an employee took, when, how long it ran and who delivered it — together with how it was reported to the Ministry — is held in a single record. The participant list comes from the workplace's own personnel inventory, and the result goes back onto that employee's record.
- What works todayThe İBYS training notification screen: the form is filled in, submitted, and the outcome is read back as a transaction number or an error code. An environment switch separates test submissions from live ones.
- What the module coversThe annual training plan, the attendance list, certificates and the renewal calendar are planned scope; this page describes the target scope of the module.
Training types that get reported
A training record is not free text: the type is picked from a code list and the notification carries that code. The submission screen offers four types today.
01 — General OHS training
The basic occupational health and safety training every employee receives. It is reported under type code 01 and its length is recorded in hours.
02 — Hazard class specific training
Training driven by the hazard class of the workplace and by the risks of the work itself. The hazard class follows the workplace's NACE activity code; if you do not know the code, the free query will tell you.
03 — Refresher training
Renewal of training whose validity has expired. When renewal falls due the record is reopened under this type, so the employee's training history stays unbroken.
04 — Onboarding training
Training for a newly hired employee, for someone who changed role, or for someone returning after a long absence. The hire date on the personnel record is the starting point for it.
Lists such as training type, professional type and illness code are read from the İBYS reference data service; the list comes from the service, not from a copy embedded in the code.
One training record, end to end
Six steps from picking the participant to the Ministry notification; the output of each step is the input of the next.
- Pick the participant from the personnel inventoryWho gets trained is not typed by hand: it is picked from the personnel list, filtered by department, role and employment status. Employees on leave, suspended or terminated appear in the list with their own status.
- Enter the type, the date and the durationThe type comes from the code list, the date from the calendar. Duration is written in hours; the participant count and the trainer's name sit in the same record.
- Attach the professional who delivered itThe notification is made with the national identity number and professional type of the safety specialist or the workplace physician who delivered the training; the workplace itself is identified by its social security registration number.
- Send the record to the MinistryOn submit the notification goes to the İBYS service. The environment switch can route it to the test environment first; which environment is in use is stated on the screen.
- Read the outcome backIf the service accepts it, a transaction number is returned and written onto the record; if it rejects it, the returned error codes are listed with their descriptions.
- Put the renewal on the calendarWhen the validity of the training runs out the record is reopened under the refresher type; which employee is overdue for which training is read from the same list.
Fields held in the notification
This is the body of a training notification; what each field is for and where it comes from is stated.
| Field | What it is for |
|---|---|
| Workplace social security registration number | Determines which workplace the notification belongs to; records accumulate under this number. |
| National identity number of the professional | Identifies the professional making the notification; entered as eleven digits. |
| Professional type | States whether the professional is a workplace safety specialist or a workplace physician; one of two values. |
| Training type | General, hazard class specific, refresher or onboarding; picked from the code list. |
| Training date | The day the training took place. The renewal period is counted from this date. |
| Participant count | How many employees attended; it cannot be less than one. |
| Duration (hours) | The length of the training in hours; this is the field compared against the minimum the regulation requires. |
| Trainer name | The person who actually delivered the training; kept separately from the professional filing the notification. |
| Notes | The record's own commentary: topics covered, material used, assessment carried out — free text. |
Every field in the table is a field of the submission form itself; this page does not claim that anything beyond them is collected.
Submission outcome and error codes
A notification counts as submitted only when the service accepts it, and the screen does not hide that.
- Transaction numberOn an accepted notification the service returns a transaction number. It is shown in a field of its own and is the evidence of the record.
- Error listIf the notification is rejected, every returned error code is listed one by one with its description; a one-line failure message is not treated as enough.
- Code referenceThe error codes the service can return are listed with their meanings at the bottom of the screen; you do not have to look elsewhere to find out what a code means.
- Test and live environmentThe environment switch routes the submission either to the test environment or to the live service; nothing real is filed until the switch is set to live.
Who uses the module
Different roles look at the same record from different places.
Occupational safety specialist
Plans and delivers the training and files the notification under their own identity number; sees from the personnel list which employee is missing which training.
Workplace physician
The notification can also be filed with the physician professional type; training that runs alongside health surveillance goes through the same record structure.
Personnel management
Because the participant list comes from the personnel record, a new hire, a department change or a termination shows up in the training table on its own.
Audit and management
A record carrying a transaction number is the trace that replaces a statement during an inspection; the same list also shows which unit is falling behind.
Frequently asked questions
Four questions on the training record, the periods and the notification.
Can a training record be opened today?
Who sets the length and the repeat interval of the training?
What happens if the notification is rejected?
Can we try it without touching the live service?
Training and health surveillance feed off the same personnel record; for the examination side: periodic health examinations
Legal basis
The table shows the obligations of the legislation region you pick in the top bar; it refreshes without reloading the page when the region changes.
Legal basis — Türkiye
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Ensure that workers receive induction and basic training | Regulation on the Procedures and Principles of Occupational Health and Safety Training of Workers, art. 5(1) and art. 7(1) — the employer ensures that workers receive induction training, basic training and, where necessary, the other training; all workers including apprentices and interns receive induction training before they actually start work. Its counterpart in the law is art. 17(1) of Law no. 6331. | The training type is not free text: general OHS training, training specific to the hazard class, refresher training and induction training are picked from a code list and the notification is sent with that code. |
| Deliver basic training for at least the minimum hours set by the hazard class | Same Regulation, art. 13(1) — basic training is delivered to each worker for at least eight lesson hours in less hazardous, twelve in hazardous and sixteen in very hazardous workplaces. | The duration is recorded in hours and this is the field compared against the statutory minimum; the hazard class comes from the NACE activity code of the workplace. |
| Repeat basic training at regular intervals | Same Regulation, art. 14(1) — basic training is repeated at least once a year in very hazardous, once every two years in hazardous and once every three years in less hazardous workplaces; where the place of work or the job changes, the work equipment changes or new technology is introduced, these intervals are not awaited (art. 14(3)). | When the validity period expires the record is reopened with the refresher type; which training of which worker has expired is read from the same list. |
| Record attendance in minutes and certify the training | Same Regulation, art. 5(2)(c) and art. 17 — attendance is recorded in training attendance minutes covering the place and date of the training, the name, surname and signature of the participants, the name, surname and signature of the trainer, the duration and the topic headings; a basic training certificate matching the example in Annex-2 is issued to workers who complete it successfully and is kept in the personnel file. | The trainer name, the number of participants, the duration and the topic notes stay in a single record; the transaction number returned by the Ministry notification is written as the evidence of that record. |
These rows are for Turkish legislation and the basis of every row was read from the downloaded source text. Administrative fine amounts change every year with the revaluation rate, so they are not kept in this table; the current amounts are published in the free penalty tables on this site.
Legal basis — European Union
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Ensure that each worker receives adequate safety and health training specific to his workstation or job on recruitment, on transfer or change of job, on the introduction of new work equipment and on the introduction of any new technology | Framework Directive 89/391/EEC, Article 12(1) | The training type is chosen from a code list: 01 general OSH, 02 specific to the hazard class, 03 refresher, 04 induction. The start date in the personnel record is the starting point of induction training. |
| Adapt the training to take account of new or changed risks and repeat it periodically where necessary | Framework Directive 89/391/EEC, Article 12(1), last two indents | When the validity period expires the record is reopened with the refresher type; the same list shows whose training has lapsed, and the training history stays unbroken. |
| Ensure that workers given the task of using work equipment receive adequate training, including training on any risks such use may entail, and that workers carrying out repairs, modifications or maintenance receive adequate specific training | Directive 2009/104/EC, Article 9(a)-(b) | Training type 02 is opened according to the hazard class of the workplace and the risks of the job itself; the duration is entered in hours and this is the field compared with the statutory minimum. |
| Arrange for training and, if appropriate, organise demonstrations in the wearing of personal protective equipment | Directive 89/656/EEC, Article 4(8) | A training record is not free text: the type comes from the code list, the number of participants, the duration and the trainer's name stay in the same record, and the professional who delivered it is bound to the record by identity number and professional type. |
Directives do not put a figure on the length, content or repetition interval of training; national law of the Member State does. What the directive binds is the events that trigger training and the rule that it may not be at the workers' expense. Article numbers are read from the downloaded directive texts.
Legal basis — United Kingdom
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| The employer's general duty extends to the provision of such information, instruction, training and supervision as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of employees. | Health and Safety at Work etc. Act 1974 (c. 37), s. 2(2)(c) | Which training an employee received, when, for how many hours and who delivered it are gathered in a single record; the duration is written in hours and the trainer's name sits in the same record. |
| The employer must ensure employees are provided with adequate health and safety training on recruitment and on being exposed to new or increased risks through a change of responsibilities, new work equipment, new technology or a new system of work. | Management of Health and Safety at Work Regulations 1999 (S.I. 1999/3242), reg. 13(2) | The training type is chosen from a code list: 01 general OHS training, 02 training specific to the hazard class, 03 refresher training, 04 induction training. |
| The training must be repeated periodically where appropriate, adapted to take account of new or changed risks, and take place during working hours. | Management of Health and Safety at Work Regulations 1999 (S.I. 1999/3242), reg. 13(3) | When the validity period ends the record is reopened with the refresher type; the same list shows whose training has expired. |
| In entrusting tasks to employees the employer must take into account their capabilities as regards health and safety. | Management of Health and Safety at Work Regulations 1999 (S.I. 1999/3242), reg. 13(1) | Who is to be trained is not typed in by hand: the participant is chosen from the personnel list filtered by department, role and employment status. |
In the United Kingdom the measure is “adequate” training, repeated periodically where appropriate; the record is kept by the employer. Article numbers were read from the downloaded legislation.
Legal basis — United States
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Train every employee required to use PPE | 29 CFR 1910.132(f)(1)(i)-(v) — the training shall cover at least: when PPE is necessary, what PPE is necessary, how to properly don, doff, adjust and wear it, its limitations, and its proper care, maintenance, useful life and disposal | A training record is not free text: the type is picked from a code list, the date comes from the calendar and the duration is entered in hours; the number of participants and the trainer's name sit on the same record. |
| Demonstrate understanding and retrain when circumstances change | 29 CFR 1910.132(f)(2) — each affected employee shall demonstrate an understanding of the training and the ability to use PPE properly before being allowed to perform work requiring it; (f)(3)(i)-(iii) — retraining is required where changes in the workplace or in the types of PPE render previous training obsolete, or where the employee's knowledge or use is inadequate | Refresher training is a separate type (03): a training whose validity has expired is reopened under that type, so the employee's training history stays unbroken. |
| Certify in writing that training has been given and is kept up to date | 29 CFR 1910.147(c)(7)(iv) — the employer shall certify that employee training has been accomplished and is being kept up to date; the certification shall contain each employee's name and dates of training | The participant is picked from the personnel inventory rather than typed in; on an accepted submission the service returns a transaction number that is shown in its own field and becomes the evidence of the record. |
| Repeat the training of noise-exposed employees annually and keep its content current | 29 CFR 1910.95(k)(1) — the employer shall train each employee exposed at or above an 8-hour time-weighted average of 85 decibels, institute a training program and ensure participation; (k)(2) — the program shall be repeated annually for each employee in the hearing conservation program and updated to stay consistent with changes in protective equipment and work processes | When the validity of a training expires the record is reopened under the refresher type; which employee's which training has lapsed is read from the same list. |
| Evaluate operator performance at least every three years and certify the evaluation | 29 CFR 1910.178(l)(4)(iii) — an evaluation of each powered industrial truck operator's performance shall be conducted at least once every three years; (l)(6) — the certification shall include the name of the operator, the date of the training, the date of the evaluation and the identity of the person(s) performing them | The trainer's name is kept separate from the specialist filing the record; the person who actually delivered the training and the identity of the specialist reporting it sit in separate fields of the same record. |
At the United States federal level training arises not from a single provision but from each standard's own training clause; the evidence is the written record kept by the employer. The rows below were read from the training and documentation clauses of the four standards downloaded for this pass.
Keep training records in one place
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