Code 95

1. What is a program

A program is a structured way to manage a set of skills an employee must complete within a fixed period of time. Instead of tracking each skill individually, a program lets you monitor progress across the whole collection of skills at once. Compliance here, means having completed the required skills within a defined period

The first program available in AG5 is Code 95 - the EU regulation that requires professional drivers to complete 35 hours of approved training every five years. Without it, a driver's licence to drive commercially is at risk.

With AG5, you can define the Code 95 program, assign skills and employees into it and track everyone's progress in real time - not just how many hours someone has completed, but whether they're on track to finish in time.

For Code 95, the total hours and cycle length are fixed and cannot be changed.

Who is this feature for?

Code 95 regulation applies to professional drivers of trucks and buses - for example, in freight, logistics, or transport. If your organisation doesn't employ this type of driver, Code 95 tracking may not be relevant for you.

2. How do I create a program?

Programs are an add-on feature. If you don't see it in your AG5 environment, contact your AG5 representative to have it enabled.

Setting up a program has three parts: configuring the program details and categories, then adding participants and assigning skills - it's these last two that make the program actually trackable.

To create a program:

1. Go to Programs in the top navigation and click Create program.

2. Fill in the program details:

   1. a name and code, an optional start and end date, and a description. The core rules for Code 95 - 35 hours over a 5-year cycle - come pre-configured and cannot be changed,

3. Add the program’s categories.

   1. For each category, fill in a name and a code, and optionally a minimum number of hours that must be completed in that category. Click Add category to add another category.

4. Click Save when you're done.

About categories: for the Code 95 program, the category breakdown can vary by country - for example, Belgium might use three categories where the Netherlands uses two, depending on national requirements.

Once the program is created, you'll see its definition at the top of the page. In this section you can optionally add program prerequisites.

Program prerequisites

Some programs require an employee to hold a specific qualification for the entire duration of their cycle. For Code 95, this is typically a driving licence or driver card.

To add prerequisites to the program:

1. Open the program and go to the Prerequisites section.

2. Click Edit prerequisite and select the required skill.

3. Click Save.

If a required skill is missing, expiring soon, or has already expired, the employee's progress will be flagged as needing attention - see Understanding statuses.

Participants

When the program is created, you need to add participants - employees who have to comply with it.

To add a participant:

1. Open the program and go to the Participants tab.

2. Click Add participant.

3. Search for the employee by name and set the start date of their cycle. For Code 95, this date can't be more than five years in the past. Click Add participant to add another employee.

4. Click Save.

You can end a participation or delete a participant at any time by clicking on the tree dots - ending a participation keeps all historical cycle data on record in the program, it simply stops further tracking for that employee.

Skill assignments

Every program needs skills that are required within it. A skill assignment links a specific skill that already exists in AG5 to a program. It defines which skills count toward the program, which category they belong to, and how many training hours each one brings.

To add skills to the program:

1. Open the program and go to the Skill assignment tab.

2. Click Assign skills.

3. Search for the skill by name, assign it to a category, and set how many hours it contributes to the program. Click Assign skills to add another skill.

4. Click Save.

Both an employee and a skill can be added to more than one program - each program tracks its own, independent cycle.

3. How do I track the progress in a program

When both skills and employees are added to the program, you can start tracking progress toward the required 35 hours within 5 years.

The Progress tab is your main operational view. It shows one row per employee currently being tracked in the program. All results added for the program's skills - no matter where they're entered, whether on the employee's profile or within a matrix - count toward the program and automatically update the employee's progress bar and 35-hour requirement.

The progress table is sorted by urgency using color-coded statuses, so the people who need your attention most appear at the top.

What each column shows:

• Employee

• Total hours - number of training hours completed

• Progress bar - shows the percentage of the 35 hours completed against how much of the 5-year cycle has already passed, color-coded by status. Hover over the bar for a tooltip explaining what the color means.

• Year of cycle

• Training Left - training hours left

• Time Left - time left until the cycle deadline date

• Current Status

Understanding statuses

The Progress overview uses a lot of statuses and colors at first glance. Here's an explanation of all of them.

Each status is calculated based on the training pace, the training that was done, and the time left in the cycle.

For a 5-year, 35-hour cycle, the expected pace is 7 hours per year.

Status	What it means	What to do
On Track	The employee is progressing at a pace that will reach 35 hours by the deadline.	No action needed.
On Track Soon	The employee is slightly behind pace, but has training already planned that will close the gap.	Monitor. If the planned training falls through, status drops to Behind.
Behind	Behind pace with no planned training to close the gap; deadline is more than a year away.	Review the category breakdown and schedule additional training.
At Risk	Same as Behind, but the deadline is within the next twelve months.	Treat as urgent - confirm remaining hours and book training dates.
Overdue	The deadline has passed and the required hours weren't completed.	Add unregistered training, or start a new cycle.
Completed	All required hours were completed before the deadline.	Ready to renew whenever a new cycle should start.
Not Started Yet	The cycle's start date is in the future.	No action needed.

There are also a couple of sub-statuses that can appear in addition to the main status above:

Status	What it means	What to do
Prerequisites Not Met/ Expired/ Expiring soon	The employee's required skill isn't currently valid - it was either never achieved, has expired, or is expiring soon.	Open the sidebar to see which skill is missing or expired, and work with the employee to renew it.
Renewal required	Shows up once a cycle has ended - whether it finished as Complete or Overdue - meaning the employee's 5-year cycle deadline has passed and a new cycle can now be started.	Open the sidebar to start a new cycle.

Sorting, filtering, and searching

You can filter, sort, and search the progress table to focus on the employees who need attention.

The list is sorted by most-urgent, requiring action first, by default. You can override this default and sort by any column instead - for example, by time left or training hours.

The following filters are available:

• Status - select one or more specific statuses

• Requires attention - find employees with invalid or expiring prerequisites, or whose hours are complete but haven't yet been renewed

• Year of cycle

• Employee

• Manager

• Grouping (for example, job role, department, or location)

4. How can I see an employee's details?

To learn more about an individual employee's progress, you have two options:

• Open the sidebar from the progress table.

• Go to the employee page and click on the Code 95 tab (this tab is only visible for employees assigned to the program).

What you see in the sidebar

Opening an employee's row shows a sidebar with:

• Employee details - the employee's positions

• Cycle detail - the cycle's start and end date. You can edit the cycle from here, and add a remark or attachments.

• Prerequisite status - the prerequisite skills, their expiration date (when one exists), and the current status of each skill

• Total progress - number of hours completed

• Progress by category - training hours done per category, against each category's minimum (when one exists)

Understanding cycles

A cycle is an employee's personal time window for completing a program. For Code 95, every cycle lasts five years and has:

• Start date - the first day training counts

• Deadline - the last day to finish. This is calculated automatically as the start date plus the program's duration, so it isn't shown as a separate field.

An employee can only have one open cycle per program at a time. Once a cycle ends, a new one can be started.

Starting a new cycle is a manual action. It can only be done once a previous cycle has reached its deadline and has ended.

When a cycle has been completed successfully, or its deadline has passed without the required hours being met, you can start a new cycle:

1. Go to the Progress tab.

2. Select the employee and open the sidebar.

3. Click Start new cycle.

A new cycle can only start after the previous one has ended. Its deadline is calculated automatically from the new start date.

The Code 95 tab (employee page)

The employee's profile page has its own Code 95 tab, showing that individual's cycle details and every training they've completed, grouped by category by default.

Only completed ("achieved") trainings are shown by default - remove the Achieved filter to see trainings that are still potentially relevant but not yet done, and add them manually if needed.

Questions? Ask your solution engineer or AG5 customer support.