How to Add Training Records in Bulk to Onos

Overview

The bulk training import process allows organisations to add historical training and certificate records to Onos using a structured spreadsheet and, where applicable, supporting certificate files.
This process is most suitable where training information already exists in Excel, SharePoint or another legacy system and would otherwise need to be entered manually against each employee.
The Onos Training module is primarily designed to manage:

• Training and course completion records
• Certificates and competency cards
• Issue and completion dates
• Expiry dates
• Certificate or training reference numbers
• Supporting evidence
• Training history against each employee profile

The completed import template and any supporting files should be provided to the Onos team for validation before the records are uploaded.

Requirements Before Starting

1. All employees must already exist in Onos

Every employee included in the import spreadsheet must already have an employee record in Onos.
The employee name in the spreadsheet must match the employee name in Onos exactly.
For example:

Names should be checked for:

• Spelling differences
• Middle names or initials
• Extra spaces
• Previous surnames
• Duplicate employee names
• Different name formats

Where two employees have the same name, an additional identifier may be required to confirm the correct employee.

2. All training certificates must already exist in Onos

Every Training Type included in the import spreadsheet must already be configured in Onos.
Training certificates can be managed in:
Training > Cert Directory
The Training Type in the spreadsheet must match the certificate title in the Cert Directory exactly.
For example:

Before preparing employee records, review and clean the certificate list in the Cert Directory.
This helps avoid duplicate entries such as:

• First Aid
• First Aid Training
• Occupational First Aid
• First Aid Certificate

Where these refer to the same qualification, one agreed title should be used consistently.

3. Supporting files must be prepared consistently

Where certificates or supporting evidence are being imported, the files should be stored in a shared folder that can be accessed by the Onos team.
File names should be unique and easy to match to the spreadsheet.
Recommended file naming format:
EmployeeName_TrainingType_ReferenceNumber.pdf
Example:
John_Murphy_Safe_Pass_SP123456.pdf
File names should:

• Avoid spaces where possible
• Use underscores instead of spaces
• Avoid special characters such as &, /, ``, :, *, ?, ", <, > or |
• Include the correct file extension
• Be unique
• Match the File Name entered in the spreadsheet exactly

Recommended:
John_Murphy_Manual_Handling_MH12345.pdf
Avoid:
John Murphy - Manual Handling (New).pdf

Bulk Import Process

Step 1: Confirm the certificate directory

Before employee records are mapped, review the certificate types available in:
Training > Cert Directory
Confirm that every certificate or training title required for the import already exists.
Each certificate type may include:

• Title
• Internal or External type
• Category
• Examining body
• Expiry period
• Provider

The final agreed certificate title must be used consistently across the import spreadsheet.

Step 2: Download the Training Records Template

Download the Training Records Template and use it to prepare the employee training records.

Add one row for each employee training or certificate record.
For example, if one employee has five certificates, that employee should appear on five separate rows.
Example:

Step 3: Add supporting file references

Where a supporting certificate is available, enter the relevant file details in the spreadsheet.
The template includes:

• File Path
• File Name

Example:

The file path and file name must match the actual folder and document provided.
The folder structure referenced in the mapping document should be maintained where attachments or evidence files are required.
For example:
Training / Project / Company /
This allows the Onos team to identify the correct file and link it to the relevant employee training record during the import.

Step 4: Check the spreadsheet

Before submitting the file, confirm that:

• Every employee already exists in Onos
• Employee names match exactly
• Every Training Type already exists in the Cert Directory
• Training Type names match exactly
• Dates are entered consistently
• File names match the supporting documents
• Duplicate rows have been removed
• Blank mandatory fields have been completed
• Spreadsheet column headings have not been changed
• The example row has been removed

Step 5: Share the completed template with the Onos team

Once completed, share the Training Records Template with the Onos team.
Where supporting attachments or evidence are required, the Onos team can advise on where to also share the referenced folder structure and files.

The Onos team can then:

• Validate the spreadsheet
• Review unmatched employees or certificate types
• Check file paths and attachments
• Import the training records
• Bring across and associate the referenced supporting files where required

The team may highlight:

• Employee names that cannot be matched
• Training Types that do not exist
• Duplicate records
• Invalid or inconsistent dates
• Missing supporting documents
• Incorrect file names
• Incorrect file paths
• Missing mandatory information

Once any issues have been resolved, the records can be uploaded.

Spreadsheet Template Field Guide

Name

The employee’s full name.
This must match the employee record in Onos exactly.
Example:
John Murphy

Email

The employee’s email address.
This must match the employee record in Onos exactly.
Example:
John.Murphy@exampleconstructionltd.com

Company

The employee’s employer or company.
This should match the company information already held in Onos where applicable.
Example:
Example Construction Ltd

Training Type

The course, qualification or certificate title.
This must match a certificate already configured in:
Training > Cert Directory
Example:
Safe Pass

Training ID

The certificate, card, licence or training reference number.
Example:
SP123456
This field may be left blank where no reference number exists, subject to your organisation’s requirements.

Date Issued/Completed

The date the employee completed the training or the certificate was issued.
Recommended format:
dd/mm/yyyy
Example:
01/06/2025

Expiry Date

The date the certificate or training record expires.
Recommended format:
dd/mm/yyyy
Example:
01/06/2029
This may be left blank where the training does not expire.

File Path

The folder location where the supporting certificate is stored.
Example:
Training/Project Alpha/Example Construction Ltd/

File Name

The exact name of the supporting document, including the file extension.
Example:
John_Murphy_Safe_Pass_SP123456.pdf

Frequently Asked Questions

1. Can employee training records be imported if the employee is not already in Onos?

No.
The employee must already exist in Onos before their training records can be imported.
The name in the spreadsheet must match the Onos employee record exactly.
Where employee records do not already exist, they should be created or imported before the training records are prepared.

2. Can a new certificate type be created automatically during the import?

No.
All certificate types should be reviewed and configured in:
Training > Cert Directory
before the employee training records are imported.
Any new or missing certificate types should be agreed and added before the final import file is submitted.

3. What happens if an employee name or Training Type does not match?

The record may not be imported because Onos cannot reliably identify the correct employee or certificate type.
The Onos team will normally return the unmatched records for correction.
Matching is based on exact values, so small differences in spelling, spacing or punctuation may cause an issue.

4. Can supporting certificates be included?

Yes.
Supporting certificates can be imported where the files are provided in a structured shared folder and referenced correctly in the spreadsheet.
The File Name in the spreadsheet must match the actual file name exactly.
The folder structure referenced in the mapping document should also be maintained so the Onos team can locate and associate the correct evidence.

5. Can the PDF certificates be embedded directly in the Excel template?

Embedding certificates directly in Excel is not recommended.
It can make the workbook very large, difficult to process and less reliable across Excel, SharePoint and different devices.
The preferred approach is:

1. Complete the Training Records Template
2. Store the supporting files in a shared folder
3. Reference each file using the File Path and File Name columns
4. Share both the spreadsheet and referenced folder structure with the Onos team

6. What file types can be used?

PDF is the preferred format for certificates and evidence.
Other file types may be accepted depending on the import process, but should be agreed in advance.
Common formats include:

• PDF
• JPG
• JPEG
• PNG

7. Should file names contain spaces?

Spaces may work, but they are not recommended.
Using underscores instead of spaces reduces the risk of file matching issues.
Recommended:
John_Murphy_First_Aid_FA123456.pdf
Avoid:
John Murphy First Aid Certificate.pdf

8. Can multiple training records be added for the same employee?

Yes.
Each training or certificate record should be entered on a separate row.
An employee may therefore appear multiple times in the spreadsheet.

9. Can expired training records be imported?

Yes.
Historical and expired training records can be imported where they are required for audit, compliance or record-keeping purposes.
The Expiry Date should be included so the record is correctly identified as expired.

10. Can records be imported without supporting evidence?

Yes, where supporting evidence is not available or is not required.
The File Path and File Name fields may be left blank, subject to your organisation’s requirements.

Recommended Preparation Checklist

Before returning the import file, confirm that:

• All employees already exist in Onos
• All employee names match exactly
• All certificate types already exist in Training > Cert Directory
• All Training Type names match exactly
• One row has been used for each training record
• Dates use a consistent format
• Expiry dates are included where relevant
• File names are unique
• File names contain no unsupported special characters
• File names use underscores instead of spaces where possible
• File names include the correct extension
• File names in the spreadsheet match the actual files
• The referenced folder structure is maintained
• Duplicate records have been removed
• The example row has been deleted
• Spreadsheet columns have not been renamed or reordered

Careful preparation of the spreadsheet and supporting files will reduce validation issues and help the bulk upload run more efficiently.

Updated on: 03/08/2026