Sometimes training needs to take place in person. In Schoox, you can set up various steps that need to be done in the presence of an instructor. You are then able to verify the completion of the steps, and keep track of them within Schoox, as you would normally do with any other training. In Schoox, we call this On the Job Training.
Setting Up an On the Job Training
To set up an On the Job Training Step, navigate to the appropriate course panel, and under On the Job Training tab of the left side menu, click Create new On the job Training.
You will be then driven to the Edit Info page, where you can give basic info about your On the Job Training.
In the space provided, type in the name of your "On the Job Training" step.
You can control if trainees will be able to see their evaluation when complete and if this on the job training is required to complete this course.
Moreover, you have the option to allow Simple and Signature Tasks (not, for example, any Home assignments) to be completed just by the user signing them off. What this means is that if you have selected "No" for the "Trainer sign-off is required" setting and when a Simple (sign-off)/ Signature task is present, a user (and only the user) can mark it as done, and that will suffice for it to be completed. A trainer will still be able to sign off, but that won't have any effect on the task's progress.
Last but not least, admins have the option to apply a Job restriction and select which users should be allowed to sign-off, based on their job.
Please note: Even if trainees cannot see their evaluation, they will be able to read any notes written by the instructor.
In order to save your new On the Job Training step, just click on the relevant Save changes button.
You can then add various tasks that need to be completed during this particular training, or specifics you need to check off the list before the step is considered complete.
To add lectures you have to go to the On the Job Training Panel and select Edit Tasks.
Click on the Create new task button, select one of the available types of tasks and fill in the relevant Title and Description. Add the estimated time required for task completion, choose if you want managers to provide the actual time that the user needed to complete the task, select if you want this task to be signable only by an academy admin, and click Save new Task when you've finished.
- If you mark a task as "signable only by admin", Managers will not be able to evaluate the users under their org structure even if they have the "Assess On the Job Training Performance" permission enabled.
- Upon completion of the OJT, the "Estimated Time Required for Task Completion" will be added to the total time spent on the course. However, managers have the option during the sign off/ assessment process to replace this time with the actual time the employee sent to complete the task.
Before adding a new task to your existing On the Job Training, you have the option to decide what happens to the users who have already completed the On the Job Training in question. To do so, select the "Edit On the Job Trainings" option from the Course Panel.
The "Manage Progress: For New Tasks" setting is available on this page. Just adjust the setting to your needs!
- If Yes is selected, the new task will be automatically marked as completed for the users who had already completed the On the Job Training in question. So, by accessing the Employees' dashboard and by hovering over the indicator icon you will be able to see why the task was automatically marked as completed.
- If No is selected, the On the Job Training and Course progress will be updated even for the users who had completed the On the Job Training in the past.
Please note: The Manage Progress setting applies only for OJTs that are required for course completion.
Available Types of Tasks:
Simple Task: A Simple task does not require any verification from the trainee, they just need to sign off their task in order to be marked as completed.
Home Assignment: You can also set an On the Job Training task to be completed with a Home Assignment. A Home Assignment task requires the trainees to accomplish some sort of homework, and then verify that they have completed the assignment by uploading an assignment document or file. After the upload, the task is considered complete; and the managers can download the assignments, review them, and rate them.
Please note that only the files of one of the following types can be uploaded (as a home assignment):
.zip, .rar, .3gp, .avi, .flv, .m4v, .mkv, .mov, .mp4, .mpeg, .mpg, .ogv, .webm, .wmv, .jpg, .jpeg, .png, .pdf, .doc, .docx, .ppt, .pptx, .xls, .xlsx, .txt, .mp3, .m4a
Open Question: You have the option to ask from the trainees to answer to an open question. For example, you can set a task “Describe the three most popular dishes in a paragraph of at least 100 words” and the employee can write the paragraph to complete the task.
Task with Signature: By adding this type of task, users will be able to sign off their tasks by drawing their signature. Moreover, you have the option to decide if this task should be signable only by an admin (Admin Task) or if the Trainee can mark the task as completed through Trainer's account (
Apart from the task's description, for each of the tasks, you have the option to upload instructions for your trainees by clicking on one of the following options:
- Add Url Instructions
- Upload Instructions
- Add Instructions from Library
Moreover, each OJT task can be associated with a specific skill or set of skills. For each task, click on the Associate with skills field, and choose the skills from the list provided. This allows you to use the results of this On the Job Training alongside skill management in your Academy.
When you're ready, don’t forget to make the training visible to employees!
You can create OJT pools in order to be able to use your existing tasks in other OJTs. The pool belongs to its owner and can contain questions that each one created within any academy. Non-admin users can only view and add questions from their own pools or admin/training manager pools. They cannot see other users' pools. All admins of the academy can use these groups of tasks in order to create new OJTs.
While creating a new task you can click on Add to pool (at the bottom right) and create a new pool. Give a name to your OJT pool and click OK. You can also place your task to an existing pool by selecting the desired one instead of creating a new one.
If you want to add multiple questions to a pool at once, just click on the checkboxes next to the desired questions and hit "Add All to Poll".
The next time that you will create a new On The Job Training step, you will be able to add an existing task to your step.
Evaluation of an On the Job Training
If you have the permission to do so, you can evaluate an On the Job Training. Simply, navigate to the On the job training section of your employees dashboard by selecting Admin, Manage, or Reporting tab (depending on your role) from the upper navigation bar, and then Reporting. On the left side menu, select (Employees) Dashboard.
From the top panel click on On the Job Training and find the desired On the Job Training. Feel free to use the filtering options (such as category filtering or course status ) to limit your results. Select the On the Job Training in question.
If you want to have an overview of the current performance of the employees on the selected OJT, just click on the Matrix View button. The OJT Matrix view gives managers or supervisors a quick, “at-a-glance” look at how their employees are performing and compare to one another against specific OJT training criteria.
Please note that if you have set up the type of Assessment to be Performance levels, you are also able to select colors corresponding to each level, to help you identify the previous performance of your employees, quickly.
You can set up the different colors on the Advanced Settings page.
To start the evaluation, find the user that you want to assess and click on the Details option on the right.
For each task, you, as a Trainer, have the option to check off completed tasks under Signed off by trainer. The date will automatically be recorded.
Moreover, you have the option to:
- assess each task
- write your comment, if you want to
- view the trainee's answer, when it comes to open questions
- download trainee's home assignment or upload a Revised Home Assignment, when it comes to Home assignment - tasks.
- Upload an Evaluation document per task
Other Reporting Options
Please note that from the On the Job Training reporting Dashboard, you have two more reporting options when it comes to a specific OJT.
1) The first option is to bulk download all Home Assignments. To do so, just click on the folder icon, as shown below, and then select Download all Home Assignments. You will receive an email that contains a URL from where you can download the home assignments (for the users that match the criteria, based on the filters that you have selected).
2) The second option is to report and export all OJT Signatures. To do so, just click on the folder icon, as shown below, and then select Download all Signatures. You will receive a PDF that contains the following information, for the users that have signed their OJT Signature Task:
On the Job Training Title
Employee External ID (if exists)
Mass Mark Users as completed
Trainers (with the Bulk OJT Performance Assessment permission enabled) Training Managers and Admins have also the option to sign off all users' tasks at once. To do so, select the desired On the Job Training from the top panel, select the Above Unit/ Unit/ Job that you want to evaluate and click on the mark all as completed button. Moreover, you have the option to filter your records based on the status of the tasks:
- Signed off by Trainer
- Signed off by Trainee
- Trainer's pending tasks
- Trainee's pending tasks
Please note: The trainer can sign off all of the tasks even if the trainee has not completed them yet.