Managing Scheduled Assignments

You have the option to schedule a course-assignment to be made one-off, on a specific Future Assignment Date.

To do so, 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).

Individual Assignment

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 from the list, click the Minus symbol.

After selecting the desired individuals, you can choose a Future Assignment Date for the course assignment.

You can also set a due date for the course in one of the following ways:

• By number of days: Specify how many days the users have to complete the course.

• By specific date: Select an exact date by which the course must be completed.

Note: The due date is always determined based on the assignor’s (logged-in user’s) preferred time zone.

Once you define a due date, an additional option, “Unassign users once due date is missed”, will become available.

• If this option is selected, users included in this assignment will be automatically unassigned from the course once the due date has passed.

When the “Unassign users once due date is missed” option is enabled, a second checkbox will appear:

• If selected, users will be automatically unassigned as soon as they reach their due date, regardless of whether they have completed the course or if their certificate is still valid.

Add an attachment, if you want to, select if you want the prerequisites (if any) to be assigned too, and click on the Schedule Assignment button.

Advanced Assignment

Click on the Advanced Assignment option and 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. 

You can also filter the users based on custom fields that you have set up for your Academy by clicking the "Choose Additional Fields" dropdown. There you will also find the Academy Joined Date and Hired Date fields as options for filtering. The number of individuals affected will appear below.

You have the option of using an extra filter in order to assign the course only to members who have a specific language set as a preferred Content language.

Select the Future Assignment Date that you need this course to be assigned to the selected users.

Add a due date and a custom message, if you want to, and click on the Schedule Assignment button when finished. 

With regard to the Due date field, 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. 

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.

If you select the “Unassign users once due date is missed'', another checkbox will appear, which if selected will auto-unassign the users as soon as they reach their due date, regardless of their completion or certificate’s expiration.

Please note! Scheduled assignments are one-off assignments.

Once you have scheduled your assignment, you will be able to find it under the Scheduled Assignments block. 

All of the scheduled assignments are presented in this block, regardless of if they have been completed (strikethrough text) or not.

Updating Future Assignment dates

To edit the future assignment date for an existing scheduled assignment, follow the steps below:

• Find the course for which you have scheduled the assignment.

• From the Course Panel on the left-hand side, select Enrolled Learners and then Assignment.

• Expand the Total Scheduled Assignments section to review and edit the assignment details.
  
  
   

• Update the Future Assignment Date to your desired date.

• Click Schedule Assignment again to save your changes.

Important: If you edit a scheduled assignment and clear the Future Assignment Date field, the selected employees will be assigned to the training immediately. You can also verify this behavior by hovering over the information icon next to the Future Assignment Date field.

Scheduled assignments timing

Scheduled assignments are automatically processed by the system on the selected assignment date.

Please note that you cannot define a specific time for when a scheduled assignment will be triggered. Assignments are processed automatically during the day and may therefore become available later on the selected date, rather than immediately at the start of the day.