How to build a training completion sync

What matters here

• Derive the requirement from role and location. A maintained list is wrong from the first role change.
• A role change changes the requirement. Somebody moving into a people manager role needs training they did not need last week.
• Record the course version against the completion. Completing the 2024 course does not satisfy a 2026 requirement.
• Chase only those who are outstanding, and stop when they complete or leave.
• A completion percentage is not evidence. An auditor asks about a named person.

Who this is for

You run people operations or compliance. Required training is tracked in the LMS, the HRIS knows nothing about it, and the completion report cannot survive a question about one specific person.

How it works in practice

The path from somebody joining or changing role to the training record being right.

1. 1

   Requirements are derived from the worker record

   Role, location, department and manager status, not a maintained list.

2. 2

   Assignment reacts to changes

   A joiner, a promotion or a transfer changes what is required, immediately.

3. 3

   Assignments carry a due date

   Relative to the event that created them, so a joiner and a transfer are not on the same clock.

4. 4

   Completions are carried back to the HRIS

   With the course version and the completion date, on the worker record itself.

5. 5

   Only the outstanding are chased

   And chasing stops on completion or on leaving.

6. 6

   Evidence is produced per person

   Who, which course, which version, when, and what made it required.

Paste these into Claude Code or Codex with the Tray Headless plugin installed. Each stage runs on its own. The systems named in them are the worked example rather than a requirement, and every prompt says so.

Once per project, run /tray-workflows:set-workspace to pick the workspace these build in. Point it at a sandbox first.

1. 1

   First, derive the requirement from the worker record

   A maintained list is wrong from the first role change.

   Headless skills build-workflow

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   Use build-workflow. The systems in play are Workday and our LMS, or
   whatever we run in those seats.
   
   Derive required training per person from the worker record rather than
   from a list: role, job family, location, department, whether they manage
   people, and whether they handle regulated data.
   
   Compute this every time a worker record changes, not on a schedule. The
   requirement is a function of the record, and treating it as one is what
   stops the whole thing drifting.
   
   Record why each requirement applies. A person asking why they have been
   assigned a course deserves an answer better than the system said so, and
   so does an auditor asking why somebody was not assigned it.

2. 2

   Assign, and react to role changes

   A promotion creates requirements that did not exist last week.

   Headless skills build-workflow

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   Use build-workflow. On any change to the derived requirement:
   
     Newly required courses are assigned in the LMS with a due date relative
     to the event that created them, so a joiner and a transfer are on
     different clocks
     Courses no longer required are unassigned, but existing completions are
     never deleted
     A course already completed at the current version is not reassigned
     A course completed at an older version is reassigned, with the reason
     stated
   
   Handle the transfer case carefully. Somebody moving from an individual
   contributor role into a people manager role acquires manager training and
   keeps everything they already completed, and getting that wrong either
   buries them in duplicates or leaves a real gap.

   Never delete a completion when a requirement goes away. The evidence that somebody completed a course in 2025 is still evidence, and the role they held then is part of the record.

3. 3

   Carry completions back onto the worker record

   The HRIS is where a question about a person gets answered.

   Copy

   Write completions back to the HRIS on the worker record:
   
     The course, its version, and the completion date
     The score or pass result where the course has one
     The expiry date where the certification lapses
     The requirement that made it apply
   
   The version matters more than it looks. Somebody who completed the 2024
   security course has not satisfied a 2026 requirement, and a completion
   record without a version quietly says they have.
   
   Track expiry as its own requirement. An annual certification completed
   eleven months ago is about to become a gap, and the whole point of this
   is to see that before it happens instead of afterwards.

4. 4

   Chase only the outstanding, and stop properly

   Everything else is noise that trains people to ignore the notice.

   Headless skills tray-gotchas

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   Use tray-gotchas, then chase only people with something outstanding:
   
     A reminder at a sensible interval before the due date
     An escalation to the manager after it, once, not repeatedly
     Nothing at all to somebody who has completed
   
   Stop on completion, on the requirement being removed, and on the person
   leaving. Chasing a leaver is the one that gets noticed, and it is entirely
   avoidable by reading the worker status before every send.
   
   Suppress chasing during a documented leave of absence, and resume with a
   recalculated due date rather than an overdue one.

5. 5

   Produce evidence a person can point at

   An auditor asks about a named individual, not a percentage.

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   Report evidence instead of compliance rates:
   
     Per person: which courses are required, why, which are complete, at
     which version, and when
     Outstanding items grouped by manager, so the escalation has an owner
     Certifications expiring in the next ninety days
     People whose requirement changed in the last month and what changed
     Assignments that failed to create in the LMS
   
   That last one is the coverage measure. Every failed assignment is
   somebody who believes they have nothing outstanding and is wrong.
   
   A completion percentage is a management metric. It is not evidence, and
   the moment somebody asks about one specific person it stops helping.

6. 6

   Prove it works, then hand the rules to people operations

   Because requirements change with regulation and with the org.

   Copy

   Run the per-step schema checks and the whole-workflow audit before this
   touches production. Move a test worker into a manager role and confirm
   the new requirement appears, the old completions survive and the due date
   runs from the transfer.
   
   Then open the same workflow in Tray Build so people operations can change
   which roles require which courses and adjust the due date windows in the
   visual canvas.

What it connects to

The HRIS defines who needs what, the LMS runs the training, and the evidence has to live where somebody can find it.

Named systems are the ones most teams run, not the only ones that work. Each is an authentication in your Tray workspace, referenced by name, so the workflow never holds a credential. Where we have a connector page, the name links to it.

Questions people ask

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