Assigning Courses

Overview

There are two main ways to assign training:

1. Group Assignment - Assign courses to groups (recommended for most cases)
2. Individual Assignment - Assign courses to specific users

Understanding Assignment vs Visibility

A course can be:

• Visible but not assigned - Users can choose to take it
• Assigned - Shows on user's dashboard as required training

Assigning to Groups (Recommended)

Group assignment is the most efficient method, especially with dynamic groups.

What Happens After Assignment

• Course appears on users' dashboards
• Users receive notification of new training (if enabled)
• Progress is tracked for reporting
• Shows in compliance reports

Creating Groups for Assignment

If you need a new group:

Static Groups

1. In the assignment modal, click Create New Group
2. Select Static type
3. Enter a group name
4. Search and add specific users
5. Save the group
6. Select it for assignment

Dynamic Groups

1. In the assignment modal, click Create New Group
2. Select Dynamic type
3. Enter a group name
4. Set rules (departments, job roles, locations)
5. Save the group
6. Select it for assignment

Assigning to Individuals

For special cases, you can assign directly to individuals.

From User Management

1. Go to Admin → User Management
2. Find the user
3. Click to view their profile
4. Use the Assign Training option
5. Select courses to assign
6. Save

When to Use Individual Assignment

• New employee needs specific catch-up training
• Someone changed roles and needs additional training
• Special project-based training
• Exception cases

Viewing Assignments

Course View

On the course details:

• See which groups the course is assigned to
• View total number of assigned users

User View

On a user's profile:

• See all courses assigned to them
• View completion status for each
• See source of assignment (group or individual)

Reports

In reporting:

• See assignment counts
• Track completion rates
• Filter by assigned courses

Removing Assignments

From Groups

1. Go to Admin → Courses
2. Find the course
3. Click Assign to Groups
4. Uncheck groups to remove
5. Save

Individual Removal

If a user was individually assigned:

1. Find the user in User Management
2. View their assigned training
3. Remove the specific assignment

Assignment and New Users

Automatic Assignment with Dynamic Groups

When a new user is created:

1. Their profile includes department, role, location
2. System checks dynamic group rules
3. User is automatically added to matching groups
4. Courses assigned to those groups become their training

Manual Assignment Needed

For static groups or individual assignments:

• New users must be manually added
• Or use dynamic groups for automatic assignment

Best Practices

Use Groups Over Individuals

• ✅ Assign to "All Staff" group
• ❌ Assign to each person individually

Use Dynamic Groups

• ✅ Create "Engineering Department" dynamic group
• ❌ Manually maintain a list of engineers

Plan Your Groups

Before assigning:

1. Identify who needs the training
2. Check if a suitable group exists
3. Create a new group if needed
4. Then assign the course

Document Assignments

Keep track of:

• Which courses are assigned to which groups
• Why certain assignments were made
• Review dates for reassessment

Troubleshooting