The Oblige to Retake, also known as Reassign (Terminology and Vocabulary Changes) page under the Administration Panel provides you with multiple options to reassign training to your employees.
To find the Oblige to Retake page, head to the Administration Panel, click on Online Training, and select Oblige to Retake. From this page, you can select to reassign users to retake either a Course or a Curriculum, based on the tab you select.
Individual/Advanced Retake
First, you need to select if you want to assign a Course or a Curriculum. Once you decide click on the relevant tab. The process you will follow from this point on is the same for a Course or a Curriculum.
Note that to retake a curriculum, the curriculum needs at least one course that has the "Course progress remains unaffected" box unchecked.
Use the search bar or filters to find the training you want to reassign. Once you find it click on its name to select it.
Now, you have to select which users you want to oblige to retake this training. You have two different assignment options: Individual or Advanced.
Individual retake
You can find individuals easier using the search field and drop-down filter menus. In order to select an individual, simply click the Plus symbol next to his/her name in the left-hand column. The user will then appear in the right-hand Selected column. To remove an individual from the list, click the Minus symbol.
For a user to populate, they need to have at least one completion.
Once you have selected the users that you want to oblige to retake this training, you can select if you want the users to have this training completed in a certain number of days, by setting a Due Date.
Add a message (if you want to) and click the Oblige to Retake button to complete the process.
Advanced retake
You can select to oblige users to retake based on their job and location. Under Advanced selection, 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" dropdown.
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: How to combine (un)assignment rules?
Last but not least, you have the option to choose if you want to reassign the training only to users that have already completed it or to all enrolled users whether they have completed the training or not.
After you have applied all the needed filters and selections, the number of individuals affected will appear below.
Once you have selected the users that you want to oblige to retake this training, you can select if you want the users to have this training completed in a certain number of days, by setting a Due Date.
Add a message (if you want to) and click the Oblige to Retake button to complete the process.
Reassignment Rules
You have the choice to either make this a one-time assignment and/or set up an auto-reassignment rule that will automatically oblige to retake individuals under these parameters in the future.
Check the Automated reassignment rule to create a rule for this course. You can create automated reassignment rules in three ways:
1. Reassign every x months from course enrollment/completion
2. Reassign on a specific date
3. Reassign based on deactivation period
If this option is selected, then users who have been deactivated for more than X months and are being reactivated will be reassigned to the training in question.
When this option is selected then to complete the process, you have the option to perform two different actions:
- Reassign now: If this option is checked then active users who had been deactivated in the past and match the rule criteria will be reassigned to the training.
- Set rule: If only this option is selected then the rule will only affect the users who will be reactivated in the future
Note: Reassignments will not happen immediately upon the reactivation of a user, but at a scheduled time within the day.
When you check the automated rule checkbox, another option will appear allowing you to exclude users that completed the course from the reassignment rule. You have two options:
1) Exclude users that completed the course after your chose date.
2) Exclude users that completed the course within the past x days.
More specifically when combining two of the aforementioned options you can have the following:
Reassign the course only to users that have already completed it:
- Include users that have not completed the course: Unchecked
- Exclude users that completed the course: Unchecked
Reassign the course to all enrolled users:
- Include users that have not completed the course: Checked
- Exclude users that completed the course: Unchecked
Reassign the course only to users who have not completed it yet:
- Include users that have not completed the course: Checked
- Exclude users that completed the course: Checked
Moreover, you have the option to set a Rule Expiration Date, which will define until when the rule should be active.
Once you complete setting up your rule, the numbers below will provide you with the list of users that will be obliged to retake the training.
Notes:
- The calculated numbers only refer to the Reassign Now functionality. If the chosen date is a past or a future one, the system will display 0 users to retake, as it cannot calculate how many users would match the criteria then. On the other hand, if you choose the current day, the system will calculate how many users match the criteria at the moment and will be obliged to retake immediately.
- The user who created a reassignment rule will not be affected by that rule.
Add a due date and a message if you want to, and click the blue Reassign now and Set Rule button when finished.
Note: If you create a re-assignment rule and set a specific due date (e.g. 10 days), this due date will be applied in every new re-assignment.
Oblige to Retake using a Template
If you are an Admin or a Training Manager (if your Admin has allowed you to assign training) you can also Oblige your users to Retake a Course by using the Oblige to Retake template. To download the Oblige to Retake template, head to the Oblige to Retake page and then click on the "Download Template" icon.
Once you receive the template, then the next step is to add all of the needed information. For each user you want to oblige to retake, you will need to add:
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 oblige users to retake. 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.
3) A Due Date if needed. Please not that Due Dates should be only future dates.
Once you have filled in all the needed fields in the spreadsheet, click on the "Upload Template" icon, and upload your spreadsheet. The users that you included in your template will be obliged to retake the respective course!
Please note that the column headers of the template are case-sensitive, so make sure that you add your data to the original template frame.
Training Reports
On the Oblige to Retake page, you have the option to download reports for your Courses and Curricula.
Under the Courses or Curricula tab, you will find one Excel icon that upon click (depending on your role), will reveal 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.
Just click on the respective button and your report will be downloaded immediately!
Read More:
How to Οblige your Εmployees to Retake a Course from the Employees Dashboard?
How to Οblige your Εmployees to Retake a Curriculum from the Employees Dashboard?