Recording and Approving PD Activities

PD activities are the training, industry work, research, and other professional development your staff complete. Every activity is reviewed before it counts, so your PD record is evidence you can stand behind at audit.

Adding a PD Activity

Go to Staff and open the staff member’s profile

Select Professional Development from the sidebar

Select Add PD Activity

Choose the activity type (Workshop, Conference, Working in Industry, etc.)

Fill in the activity details and select Create

Staff member's Professional Development page showing the Add PD Activity button, a banner flagging an overdue PD plan, and each recorded activity with its type, date and status (Pending, Approved or Rejected)

Required Information

Activities need at least one Competency Area — this links the hours to your requirements. Duration uses decimals (0.5 = 30 minutes).

Uploading Evidence

Use the Evidence section to attach supporting documents — certificates, attendance records, or other proof of completion. You can upload multiple files per activity.

Linking to Units

After creating an activity, use Map Scope to link it to the training units it supports. Industry currency is checked unit by unit, so an activity only counts toward a unit’s currency — and shows in the Trainer Matrix — when it’s mapped to that unit.

Training & Assessment PD counts toward VET currency through its competency area, so it doesn’t need to be mapped to units.

Staff Self-Submission

Staff can record their own activities in the Staff Portal under My Professional Development, upload evidence, and link each one to a goal in their plan. See Add a PD Activity.

Approving Activities

Every new activity — whether a staff member or an admin adds it — starts as Waiting for Approval. It doesn’t count toward plan progress or trainer currency until it’s approved.

Go to Professional Development and select the Awaiting Approval tab

Open the activity and check the details and evidence

Select Approve, or Request changes with feedback explaining what needs fixing

PD activity details page with the Approval Status panel showing Waiting for Approval, a message box for feedback to the staff member, and Approve and Request changes buttons, alongside the activity details, uploaded evidence and linked scope

Anyone with compliance admin access can approve activities. On a staff member’s profile, activities waiting for review show as Pending, and returned ones show as Rejected.

Each submission also creates a compliance task, which closes automatically once the activity is reviewed.

If you need to revisit a decision, select Reset Approval to send the activity back to Waiting for Approval.

What Happens Next

Approved — the staff member is emailed, and the activity counts toward their plan and currency
Changes requested — the staff member is emailed your feedback and sees the activity as Needs updating in the Staff Portal. When they resubmit, it comes back to Awaiting Approval
Staff get a weekly reminder if a returned activity hasn’t been updated

Emails are only sent when the Staff Portal is turned on and the staff member has a login.

Alerts

The Staff Professional Development panel on your dashboard shows plans that need attention, a breakdown of plan status, and how many activities are awaiting approval or have been returned.

Staff Professional Development dashboard panel listing plans requiring attention with Overdue, At Risk and Behind statuses, a plan status chart, and counts of activities awaiting approval, rejected activities, and active plans against total staff

Dashboard alerts also flag:

Activities to review — shows how many activities are waiting for approval
Overdue plans — flags staff with incomplete goals from past years. See Managing PD Plans and Goals
Trainer currency gaps — flags trainers below your benchmark. See Setting Trainer Currency Benchmarks