User Management & Training Assignment

Overview

Built on a daily HRIS export, the system automatically provisions and maintains user access based on role, and triggers required training assignments tied to hire dates, role changes, and PPE-related responsibilities. It is one component of the broader PPE Inventory Management solution.

Background & modernization

The solution replaces manual, spreadsheet-based user and training administration with a connected system driven by a daily HRIS export. That feed powers multiple complex Smartsheet workflows: keeping user records current, provisioning access automatically, and populating dashboards that give stakeholders real-time visibility into onboarding and training status.

• Daily HRIS export as the single source of truth for employee status, hire dates, role, and location
• Automated user-management workflows that create, update, or deactivate user records and access as HRIS data changes, removing manual look-ups and follow-up
• Dashboards giving stakeholders visibility into user status, access levels, and training completion across the organization
• End-user support built into the workflows so employees across multiple user groups can complete requirements with minimal friction
• Large-scale adoption across multiple stakeholder groups (HR, safety, operations, and field employees), supporting a workforce spread across many locations

User management

User records in Smartsheet/Mitti are kept in sync with the HRIS rather than maintained by hand. As the daily export reflects new hires, terminations, transfers, and role changes, the workflow automatically:

1. 1
   Creates or updates the user recordIncluding name, location, and role.
2. 2
   Assigns access level and permissionsAppropriate to the role, so users see only the sheets, forms, and dashboards relevant to their work.
3. 3
   Deactivates or reassigns accessPromptly when status changes (termination, transfer, role change), reducing the window where access is stale or incorrect.

The user base stays accurate across locations and stakeholder groups without a manual add/remove process, and administrators get a single, current view of who has access to what.

Training assignment

Required training is assigned automatically rather than tracked manually. When the HRIS export identifies a new hire or a role change that carries training requirements, the workflow:

• Triggers an automated notification to the end user identifying the required training and due date
• Assigns the correct training set based on role, so employees only receive courses relevant to their position
• Tracks completion status on a dashboard, flagging overdue or outstanding assignments for supervisors and administrators
• Supports recurring requirements, so renewals and refreshers are reassigned on schedule rather than tracked by hand