Learners can enroll themselves in training, but there are times you, as a training manager or academy admin, may need to assign training to them, instead. By assigning training, you can ensure that the learner completes it. You can also set it so that they need to complete the assignment within a specified time frame. There are two ways to assign training — individually or by creating an advanced assignment based on your organizational structure.
Who can Assign Training?
Admins have access to both Courses and Curricula tabs and can assign all academy courses and curricula.
Training Managers will only have access to the Courses or Curricula tabs if they are allowed to, from the Academy settings. If Training Managers are allowed to assign Courses/Curricula, they will be able to assign all academy Courses/Curricula.
The users with the Assign Training permission by default can assign only courses and curricula that are listed in categories where they have access. However, Admins can further control what other courses they can assign through the Advanced Settings.
Navigation
Select Admin/Manage/Reporting in the top navigation bar. On the left, select Online Training. Select Assign Training.
On the page that appears, you'll see the option to choose between courses and curricula. You can then search and filter for specific items.
Assigning
To assign a course or curriculum (the unassignment process is very similar) check the appropriate boxes. Select Load More at the bottom to extend the list.
Select Next.
Under Select Users, determine who is assigned by either selecting individuals or creating an advanced assignment rule.
Individual assignment
Find specific individuals using the search field and drop-down filter menus. To select an individual, simply click the Plus symbol next to their name in the left-hand column. The user will then appear in the right-hand Selected column. To remove an individual from the list, select the Minus symbol.
Once you have selected the users that you want to assign, you then need to decide if you want this assignment completed in a certain number of days or by a specific date by setting a Due Date. If the assignment does not need a due date, leave this field blank.
If the training you selected to assign has prerequisites, check the Assign Prerequisites checkbox. If selected, all prerequisites of this training (courses or curricula) will also be assigned to the selected users.
If you want to bypass the global notifications settings for course/curriculum, feel free to include an alternative message.
When ready, select Assign.
Advanced Assignment
You can also assign users based on their role, job, and/or location, as set up in your academy's organizational structure.
Under Advanced Assignment select the specific job to which this process should be applied. 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 further based on custom fields that you have set up for your Academy by clicking the "Choose Additional Fields" drop-down.
Another option you have below is to select to assign only users that have a specific Preferred Content Language selected.
Last but not least, you can also select to combine two different groups of users to match your needs. You can read more on how to combine two assignment groups here: Combining (un)assignment rules
After you have applied all the needed filters and selections, the number of individuals affected will appear.
You have the choice to either make this a one-time assignment or set up an automated assignment rule that will automatically assign individuals based on these parameters in the future.
If you choose to create an automated assignment rule, additional options will appear.
You then need to decide if you want this assignment completed in a certain number of days or by a specific date by setting a Due Date. If the assignment does not need a due date, leave this field blank.
If the training you selected to assign has prerequisites, check the Assign Prerequisites checkbox. If selected, all prerequisites of this training (courses or curricula) will also be assigned to the selected users.
If you want to bypass the global notifications settings for course/curriculum, feel free to include an alternative message.
When ready, select Assign or Assign Now and Set Rule, depending on the choices you made above.
Note: When using the advanced assignment method to assign training, users who previously self-enrolled in the course will still appear under the "Employees to assign" section in the assignment report. However, during the assignment process, no new assignment or notification will be applied to these users. The only change is that their enrollment reason will be updated in the database to reflect that they were assigned via a manager or rule, rather than through self-enrollment.
Template Assignment
If you are an Admin or a Training Manager (if your Admin has given you the permissions to assign training) you are able to use a template to assign training to users. To do so head back to the Assign Training page.
First, you need to select if you want to assign a Course or a Curriculum. Once you decide click on the relevant tab. Then select Download Template.
In the template that you downloaded fill in all of the relevant information (such as Course Id, User Id, Assignment date, etc.). You can use this template to assign users to a training, mark users as complete by admin, or add/update due dates. Just fill the fields based on your needs. Make sure you do not change the headers, the font, or the field types.
To assign a course the Required fields are:
1) A unique identifier for each user. You can use the Schoox User ID, Email, or External ID. Just make sure that the field that you are using is a unique identifier for your users.
2) A Course/Curriculum ID for each course/curriculum you need to assign. You can find this by populating a Course/Curriculum Report on the Report Builder, by the reports described below, or by checking the course's/curriculum's URL.
Once you have filled the template with the needed users and training, click on the Upload button and add your template. The process will begin shortly!
Note:
- We recommend the template size to be 1MB or less.
- Due dates should be only future dates.
- Completion dates should be only past dates.
- You have the option to add/edit the due date for a course that is already assigned.
- If there is already a completion date, it won't be changed by the template.
- If a course is already completed, the completion status won't change to “completed by admin”.
- Make sure that the correct template is added to the relevant module.
- Do NOT delete or add columns or rows or otherwise edit a template, even though that is an option. This goes for font styles, the text in the columns, and the fields.
Group Assignment
Assigning training to one or multiple academy groups is also an option. Please note that assigning multiple courses or curricula to groups is not currently possible.
Training Reports
On the Assign Training page, you have the option to download reports for your Courses and Curricula.
Under the Courses or Curricula tab, you will find one or two Excel icons (depending on your role), each one corresponding to a Report.
The first report, which is only available for Admins and Training Managers, will provide you with a list of all your Courses or Curricula (based on the tab you have selected) and their IDs.
The second report will provide you with a list of all the Course/Curriculum Automated Rules and the Organizational Structure they have selected.
Your report will be downloaded immediately.