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

How It Works

Course assignment marks training as required for specific users or groups. When you assign a course, it appears on users' dashboards as mandatory training, and progress is tracked for compliance reporting.

Assignment vs Visibility

These are two separate concepts that work together:

A course can be:

• Visible but not assigned - Users can see it in the catalog and choose to take it voluntarily
• Assigned but not visible - Required for specific users, but not shown in catalog to others
• Both visible and assigned - Required training that's also available in catalog (most common)

How Group Assignment Works

When you assign a course to a group:

1. Assignment Propagation - All current members of the group immediately receive the assignment
2. Dynamic Group Updates - If using dynamic groups, new members are automatically assigned when they join
3. Removal Updates - If a user leaves the group (or no longer matches dynamic rules), the assignment may be removed
4. Individual Tracking - Each user's progress is tracked separately, even though they share the same assignment

Automatic Assignment Features

The system handles assignment updates automatically:

• Dynamic Group Membership - When user attributes change (department, role, location), dynamic groups update automatically, and assignments adjust accordingly
• New User Assignment - If a course is set to "Default for New Starters", new users automatically receive the assignment
• Bulk Assignment - Assigning to a large group processes all members efficiently
• Assignment History - System maintains a record of when and how courses were assigned

What Happens After Assignment

Once a course is assigned:

• Dashboard Appearance - Course appears on users' dashboards in their required training section
• Notification Emails - Users receive email notifications about new assignments (if enabled)
• Progress Tracking Begins - System starts tracking completion status and deadlines
• Reminder System - Automated reminders sent as deadlines approach (if configured)
• Compliance Reporting - Assignment data becomes available in compliance and training reports
• Manager Visibility - Managers can see their team's assigned courses and progress

Deadlines and Overdue Handling

When deadlines are set:

• Due Date Tracking - System monitors completion against the deadline
• Overdue Status - Courses not completed by the deadline are marked as overdue
• Reminder Notifications - Users and managers receive reminders as deadline approaches
• Escalation - Overdue courses may trigger manager notifications or escalation workflows
• Reporting - Overdue courses appear in compliance reports and risk dashboards

Assigning to Groups (Recommended)

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

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