An Admin or a Manager with the Create Standalone On-the-Job Training permission can create and manage their Standalone On-the-Job Trainings. Moreover, a manager with the Assign Standalone On the Job Training permission will be able to manage the students of their OJT.
To manage the students of your On-the-Job Trainings head over to the Team Workspace and select On-the-Job Training in the left navigation panel. You will see three options: Assign, Unassign, and Reassign. Let's check each one in more detail!
Assign
Under Assign, you can assign your Standalone On-the-Job Trainings either to individuals or to a group of users matching the same organizational criteria. Just select By Person or By Criteria Assignment based on your preferences.
By Person
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.
Once you have finished your selection, add a message (if you want to) and click the Assign button to complete the process.
By Criteria
You can select to assign users based on their job and location. Under By Criteria, 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.
Once you have finished your selection, add a message (if you want to) and click the Assign button to complete the process.
All the users you have assigned will show as enrolled users under this On the Job Training's Dashboard, along with their progress.
Unassign
Under Unassign, you can remove this Standalone On-the-Job Training either from individuals or from a group of users matching the same organizational criteria. Just select By Person or By Criteria Assignment based on your preferences. The process you will follow is the same you followed when assigning these users.
Please note that only already assigned users will be populated as options for unassignment.
Reassign
Under Reassign, you can oblige your employees to retake this Standalone On-the-Job Training. You can either reassign the training to one or more people, or to a group based on their job and (above) units. Just select By Person or By Criteria based on your preferences.
By Person
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.
Once you have finished your selection, add a message (if you want to) and click the Oblige to Retake button to complete the process.
By Criteria
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.
In this case, you also 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.
Once you have finished your selection, add a message (if you want to) and click the Reassign Now button to complete the process.
Reassignment Rule
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 OJT. You can create automated reassignment rules in two ways:
1. Reassign every x months from enrollment/completion
2. Reassign on a specific date
When you check the automated rule checkbox another option will appear allowing you to exclude users that completed the on-the-job training from the reassignment rule.
You have two options:
1) Exclude users that completed the OJT after x date
2) Exclude users that completed the OJT within the past x days
More specifically when combining two of the aforementioned options you can have the following:
Reassign the OJT only to users that have already completed it:
- Include users that have not completed the OJT: Unchecked
- Exclude users that completed the OJT: Unchecked
Reassign the OJT to all enrolled users:
- Include users that have not completed the OJT: Checked
- Exclude users that completed the OJT: Unchecked
Reassign the OJT only to users who have not completed it yet:
- Include users that have not completed the OJT: Checked
- Exclude users that completed the OJT: Checked
Moreover, you have the option to set a Rule Expiration Date, which will define until when the rule should be active.
Add a message if you want to, and click the blue Reassign now and Set Rule button when finished.
The employees will receive the relevant notification about their assignment/unassignment/reassignment if your Admin has set them up. Read more: On-the-Job Training Notifications