External Training and Events

The Event element is added to any topic and used to schedule and manage instructor-led training (ILT) sessions — workshops, webinars, conferences, or meetings. Each Event element contains one or more Sessions. Each Session has a date, time, duration, timezone, event type, location (physical address or webinar URL), optional instructor details, optional capacity limit, and optional waiting list. Sessions can be single or recurring (daily, weekly, or monthly), and recurring sessions support multiple occurrences — learners must attend all occurrences of a session to complete it. Multiple sessions can be created within one Event element, allowing learners to choose their preferred date. When capacity is reached, a waiting list can be enabled — learners on the waitlist are automatically registered when a spot becomes available, with email notification sent.

Attendance for each event session can be recorded in four ways, configured per Event element. Automatically by the platform: all registered learners are marked as attended after the session end time. Manually by the explorer from 5 minutes before session start: learners self-report attendance just before or during the session. Manually by the explorer from session completion: learners self-report after the session has ended. Manually by a creator, assessor, or admin: a designated person reviews the Assess tab and marks each learner as attended or did not attend. Learners who did not attend must register for a new session. Admins and assessors can also register learners into sessions on their behalf from the Assess Events tab. All event notifications (registration confirmation, waiting list, attended, missed, updated, cancelled) are mandatory and include calendar invites.

The Event element’s progress settings allow creators to control how event attendance integrates with a learner’s progression through an online topic. Two independent settings are available: whether the learner can progress to the next section of the topic before attending the event, and whether the learner can complete the entire topic before attending. These settings can be used independently or together, creating four possible configurations. A third setting — ‘Set this entire knowledge to complete once this Event element is complete’ — marks the whole topic as complete as soon as attendance is recorded, regardless of other content in the topic. An event can also be combined with a Task element to capture an assessment or performance outcome from the session (since Event attendance records only a roll call, not a pass/fail).

The External Knowledge feature allows admins, team leaders, and learners themselves to record training or qualifications completed outside Tribal Habits against a learner’s profile. Many record types are available including: Training (external workshops, courses, webinars), Certificate (certifications from recognised providers), Qualification (academic or vocational qualifications), License (licences for vehicles, machinery, or tools), and Document (HR or administrative documents such as policy agreements or medical certificates). Each record can include a title, provider, completion date, optional expiry date, optional code, file attachment, and category/points allocation. Records are visible on the learner’s profile and in the External Knowledge report in Analytics.

Admins can bulk upload external knowledge records for multiple learners at once via a CSV file. The CSV supports all external knowledge types (Training, Certificate, Qualification, License, Document). The upload uses a four-step process: upload CSV, map columns to fields, process, review results and errors.

External knowledge records can contribute directly to a learner’s Goals progress, in the same way that completed internal topics and pathways do. When creating or uploading an external knowledge record, one or more categories can be assigned along with a points or minutes value. If those categories are part of a configured Goal assigned to the learner, the points or minutes from the external record are automatically added to their goal progress. This means a solicitor who attends an external CPD seminar can have that time or points recorded against their CPD goal in Tribal Habits — the same goal that tracks their internal training — giving a single, unified view of their total CPD progress regardless of where the learning occurred.

Two features in Tribal Habits can be used to collect and track evidence of credentials, licences, and qualifications — the Requirements element and External Knowledge records — but they serve different purposes. The Requirements element is embedded within a topic and collects structured evidence from learners as part of a training workflow. It supports expiry dates, optional assessor review, and can drive certification dates for the enclosing topic. It appears in the Requirements report and is scoped to a specific topic enrolment. External Knowledge records exist independently of any topic. They are added to a learner’s profile directly (without any approvals or workflows) and represent qualifications, training or licences held outside the platform. They appear in the Training History and External Knowledge reports, can contribute to Goals progress, and can be used to record skills attainment.