Setting Up Automated Training Assignments and Reminders

Automated Training Assignment Configuration

This guide covers setting up automated training assignments and intelligent reminder systems to ensure compliance and improve completion rates.

Understanding Training Assignment Rules

Automated training assignments work based on configurable rules that consider:

• Job roles and responsibilities
• Department and location
• Compliance requirements
• Training history and completion status

Step 1: Define Job Role Training Requirements

1. Navigate to Admin > Training Management > Job Roles
2. Create or edit job roles in your system
3. For each role, specify required training courses:
   • Mandatory courses (must complete)
   • Recommended courses (optional but encouraged)
   • Frequency requirements (annual, biennial, etc.)
   • Prerequisites and dependencies
4. Set completion deadlines and grace periods

Step 2: Configure Department-Specific Training

1. Go to Admin > Training Management > Departments
2. Assign department-specific training requirements
3. Set up location-based training rules
4. Configure regulatory compliance requirements

Step 3: Set Up Automated Assignment Rules

1. Navigate to Admin > Automation > Assignment Rules
2. Create new assignment rule
3. Define trigger conditions:
   • New employee onboarding
   • Role changes or promotions
   • Department transfers
   • Training expiration
4. Configure assignment actions:
   • Assign specific courses
   • Set completion deadlines
   • Assign to training groups
   • Send welcome notifications

Step 4: Configure Reminder System

1. Go to Admin > Notifications > Reminder Settings
2. Set up reminder schedule:
   • First reminder (30 days before deadline)
   • Second reminder (7 days before deadline)
   • Final warning (1 day before deadline)
   • Overdue notification (after deadline)
3. Configure escalation rules:
   • Notify direct manager
   • Notify department head
   • Notify HR team
   • Automatic system actions

Step 5: Set Up Intelligent Reminders

1. Configure smart reminder timing:
   • Based on user activity patterns
   • Consider time zones and work schedules
   • Adapt to user preferences
2. Set up personalized messaging:
   • Include user's name and role
   • Reference specific training requirements
   • Provide direct links to training
   • Include progress information

Step 6: Configure Notification Channels

1. Set up email notifications
2. Configure in-app notifications
3. Set up SMS reminders (if applicable)
4. Configure Teams/Slack integration
5. Set up mobile push notifications

Step 7: Test and Monitor

1. Test assignment rules with sample users
2. Verify reminder delivery and timing
3. Monitor completion rates and engagement
4. Adjust rules based on performance data

Advanced Configuration Options

Conditional Assignment Rules

• Assign training based on risk assessments
• Require additional training for high-risk roles
• Set up progressive training paths
• Configure certification requirements

Dynamic Reminder Scheduling

• Adjust reminder frequency based on user behavior
• Send reminders during optimal engagement times
• Personalize content based on user preferences
• Use A/B testing to optimize effectiveness

Monitoring and Optimization

• Track assignment accuracy and completion rates
• Monitor reminder effectiveness and engagement
• Analyze user feedback and satisfaction
• Continuously improve rules and timing

Best Practices

• Start with simple rules and gradually add complexity
• Regularly review and update assignment criteria
• Balance automation with personalization
• Provide clear communication about training requirements
• Monitor for over-notification and adjust accordingly