Define the work before choosing training
Identify the tasks a person will perform, the associated procedures and the supervision required. HSE guidance includes contractors and workers with particular training needs. For food tasks, use the relevant food-safety guidance as well. A generic onboarding attendance sheet does not show that a person can perform a specific task safely.
Check understanding and practical performance
Use the instruction format and language the person can understand. Ask them to explain the escalation route and demonstrate the task under the approved assessment method. Record the procedure version, assessor and result. A signature shows acknowledgement; the practical observation provides different evidence.
Record restrictions and supervision
Where more practice is needed, state what the person may do, the supervision arrangement and the next assessment. Keep the decision visible to the people allocating work. Avoid collecting unnecessary sensitive personal details in a general template; document only the operational adjustment and use appropriate access for supporting information.
Revisit competence after change
Review training when tasks, equipment, procedures or risks change. Use incidents and observed difficulties as prompts for reassessment. Set refresher decisions from applicable requirements and actual risk rather than an invented universal interval. Link each review to the prior record so the supervisor can see what changed.
Start with the records you need.
Open an editable draft in Kivloo. Add your site, methods, limits and responsibilities, then save it to your workspace. Downloads remain free without an account.
Site induction and practical follow-up record
Connect site-specific instruction, unresolved questions and any required demonstration to the actual assigned role.
Practical training and competence review
Record practical task assessment, SOP version, supervision and the authorisation decision.
Shift handover and open-action record
Transfer open issues, pending checks and review responsibilities between shifts with explicit next owners.
Role induction, practical assessment and refresher review
Complete the site, owner, version, approver and review details in the downloaded document before putting this procedure into use.
Before you start
- Define the role, tasks, current SOPs and authorised assessor.
- Identify instruction language, accessibility needs and supervision arrangements.
- Set the practical assessment criteria and any task restrictions.
Procedure
- Explain the task and escalation route using the approved procedure.
- Record the SOP version and the instruction provided.
- Observe the practical demonstration and document the actual result.
- Record authorisation, restrictions or further supervised practice.
- Confirm the supervisor knows the decision before allocating work.
- Review competence when the task or procedure changes and record the reassessment.
Records to keep connected
- Induction and SOP acknowledgement
- Practical assessment and assessor
- Restrictions, refresher decision and review
Review triggers
- New role or changed task
- SOP or equipment change
- Observed difficulty or incident