In Schoox, you have three different options for assigning courses:
- assign courses to specific employees
- assign courses to a group of employees based on their job and location
- assign courses to academy groups (an option available only for Admins and Group Creators)
For the third option (group assignment) please follow the link: How Can I Assign Courses To An Academy Group
The easiest way to start assigning a course to employees is to navigate to the desired course (not the course panel), and click the big blue Assign button.
You are then landing into the Course Panel, where you will be given the option to assign the course either to specific employees (Individual Assignment), or to a group of employees based on their job and location (Advanced Assignment).
1. Assign a course directly to employees
You can find individuals easier using the search field and drop-down filter menus.
To assign an individual to this course, simply click the Plus symbol next to their name in the left-hand column. Their name will then appear in the right-hand Selected column.
To remove an individual to the list, click the Minus symbol.
After selecting the desired individuals, you can give them a due date by typing in either the number of days in which they have to complete the course or a specific date by which the course needs to be completed. Please note that in both cases, the due date is being defined based on the logged-in user's (assignor's) preferred timezone.
Once you add value for the due date field, you will be able to see an extra checkbox “Unassign users once due date is missed''. Once selected, each user who is included in this assignment should be automatically unassigned from the course once the due date passes.
Add an attachment, if you want to, select if you want the prerequisites (if any) to be assigned too and click on the Assign button.
Each of these individuals will then receive a notification in Schoox, and an email if they've set up that functionality.
2. Assign a course to a group of employees based on their job and location
You can also assign a course to one or more groups of people based on their job and location. Moreover, you can create an assignment rule to assign future hires automatically. Last but not least, you have the option to schedule the assignment to be made one-off, on a specific future date.
For more information on how to schedule the assignment to be completed on a future date, please check also the following article: Can I set courses to be assigned on future dates?
Under Advanced Assignment, select the specific job to which this assignment is associated.
Then, select both the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed. By clicking on the view selected option, only the items that you have already selected will be filtered.
The number of individuals affected will appear below.
You have the choice of either assigning this course to this group this one time and/or setting up a rule that will automatically assign individuals under these parameters in the future.
Check Automated Assignment Rule to keep make this assignment into a rule for future academy members.
Check Exclude existing academy members if you ONLY want this to pertain to future academy members, as opposed to assigning it now.
Note: If you have this option checked, you will be able to decide if you want the assignment rule to include any possible reactivations.
The Unassign when criteria are not met anymore checkbox gives you the option to define if courses assigned to users from that rule, should be unassigned from them once they lose their job/ (Above) Units/ Custom fields and they do not meet the criteria anymore. If this option is checked, the users that do not meet the rule's criteria will be unassigned from courses that they haven't completed yet.
Important note: The un-assignment will occur only for courses that were assigned from an automated assignment rule. The courses that were directly assigned to users, will not be unassigned from them. While setting up a new rule for your academy, excluding the future members (Exclude existing academy members option is unchecked), the system performs two different actions:
- Assign now: Direct assignment to the users that meet the rule's criteria at the time that the rule is being created
- Set rule: Rule's creation
The Unassign when criteria are not met anymore option will affect only the users that were auto-assigned with the course.
Last but not least, you have the option to set a Rule Start date and a Rule Expiration date per auto-assignment rule which will define until when the rule should be active.
Add a due date, a note and an attachment (if needed) and click on the Assign now and Set Rule button when finished.
Add a due date and note and an attachment (if needed), select if you want the prerequisites (if any) to be assigned too, select if you want to assign the users who currently match the rule criteria, and click on the blue Set Rule button when finished.
Please note that once you add value for the due date field, you will be able to see an extra checkbox “Unassign users once due date is missed''. Once selected, each user who is included in this assignment should be automatically unassigned from the course once the due date passes.
Note: If you add a specific date as a due date, the same date will be copied and locked at the Rule Expiration Date field. Once the date is reached the automated rule will expire.