Settings → Staff Training
Purpose
Record the training your clinic gives its staff, and the continuing education (CE) your veterinarians and technicians earn, so you can answer the question rather than reconstruct it later. Training sits beside the Staff Log: a training record always belongs to a person on that roster.
Route: /home/[account]/settings/staff/training.
This is general product information about CS Logbook, not legal advice. CS Logbook does not define what training your clinic needs, how often it should recur, or whether your CE hours satisfy a licensing board. Verify current requirements with the DEA Diversion Control Division and your state veterinary board.
Everything here is your clinic's own policy. No federal rule we could verify requires periodic controlled-substance handling training, annual refreshers, CE totals, expiration dates, or the retention of training records for a veterinary practice. The intervals you set are yours, not ours and not a regulator's. What federal rule does say, in the DEA employee security provisions, is that an employer informs its employees about the policy on reporting drug diversion. A training record is a straightforward way to show you did that.
When to use it
- A new hire finishes orientation on how your clinic handles and logs controlled substances.
- You run a refresher and want a record that names who attended.
- A veterinarian completes a CE course and you want the certificate filed with the hours.
- An inspector asks whether staff were trained, and you would rather print one page than search an email archive.
The three pieces
| Piece | What it is |
|---|---|
| Topics | Your catalog of training subjects. CS Logbook ships none: you write the list, because only your clinic knows what it trains on. A topic can carry a refresh interval, or none at all if it never expires. |
| Assignments | Who a topic applies to. Assign to one person, or to a whole role such as every veterinarian. Assigning by role is usually what you want, because a new hire is covered the day they join. |
| Records | A completed session. Who, which topic, when, who delivered it, and any proof you want to attach. |
Topics and assignments are what let the Staff Training Log show gaps. Without them the report could list what people finished, but it could never tell you who still owes something, because it would have no way to know which topics apply to whom.
Recording a completion
- Go to Settings → Staff Training and choose Record training.
- Pick the staff member and the topic.
- Enter the completion date. If the topic carries a refresh interval, an expiry date is filled in for you, and you can change it. Your policy wins over the default.
- Optionally record how it was delivered (in person, online, self study, other) and who delivered it. The trainer can be someone outside your clinic.
- Attach proof if you have it: a certificate, a sign in sheet, a quiz result. You can attach more than one file to a single record.
One sign in sheet often covers a whole room. Record each attendee separately and attach the same sheet to each, so every person's history stands on its own.
Continuing education
If a course carried CE credit, enter the hours and, if you like, the accrediting body as free text. Then credit those hours to one or more licenses on the Licenses page: a single course can count toward a veterinary license and a controlled-substance registration at once, and boards sometimes accept different amounts, so each credit carries its own hours.
Record the course once. Do not create a duplicate record to attach it to a second license, or the hours will be counted twice in that person's totals.
CS Logbook adds up your hours. It does not tell you whether you have enough. CE requirements are set by state licensing boards and vary by state and by license type. The Staff Training Log gives you a total for a person, a license and a date range, and you compare that against what your board asks for. You will not see a progress bar or a "requirement met" badge here, and that is deliberate: we would have to guess your board's number to show one.
Expiry
A record can carry an expiry date, and the Staff Training Log flags what has passed it and what is approaching a horizon you choose when you run the report.
Nothing is ever blocked because training lapsed. An expired or missing training record never prevents anyone from recording a transaction, a disposal, or anything else. CS Logbook warns; your licensed staff decide.
The Staff Training Log
Generate it from Reports, as a printable document or a spreadsheet. It has two parts:
- Completions, grouped by person and topic, with dates, delivery, trainer, CE hours and the licenses those hours were credited to.
- Gaps, listing each active staff member against the topics assigned to them, directly or through their role, that have no current completion.
Editing and removing
Records and topics are archived, not erased. An archived record leaves your active lists and stays in history, which keeps a past log honest. Retiring a topic stops it being assigned to anyone new and leaves every completed record against it readable.
Related
- Settings → Staff, the roster every training record points at
- Settings → Licenses, where CE hours are credited
- Reports, where the Staff Training Log is generated