Assigning courses and learning paths to users can easily be done if your role has the Assign Courses permission!
In the left navigation, make sure you are in the Admin Workspace.
When in the Team Workspace, select Self-Paced Training and then select Assign Training.
Who can Assign Training
Admins have access to both the Courses and Learning Path tabs and can assign all academy courses and learning paths.
Training Managers will only have access to the Courses or Learning Path tabs if they have the relevant permissions. If Training Managers are allowed to assign Courses/Learning Paths, they will be able to assign all academy Courses/Learning Paths.
The users with the Assign Training permission by default can assign courses and learning paths that are listed in categories where they have access. However, Admins can further control what other courses they can assign through the Advanced Settings.
If you are an Admin you can read more on the Learning Management settings: Learning Management Academy Settings
Now let's check in more detail how you can assign Courses or Learning Paths and what other options you have on the Assign Training page!
Individual/Advanced/Group Assignment
First, you need to select if you want to assign a Course or a Learning Path. 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 Learning Path.
Use the search bar or filters to find the training you want to assign. Once you find it click on its name to select it!
Now you have to select which users you want to assign to this training. You have three different assignment options: By Person, By Criteria, or By Group.
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 selected the users that you want to assign, you can select if you want this assignment to take place at a future date by setting a Future Assignment Date. You can also select if you want the users to have this training completed in a certain number of days or by a specific date, by setting a Due Date.
Please note that once you add value for the due date field, you will see an extra checkbox to “Unassign users once the due date is missed''. If selected, each user who is included in this assignment will be automatically unassigned from the course once their due date passes.
If you select the “Unassign users once due date is missed'', another checkbox will appear, which if selected will auto-unassign the users as soon as they reach their due date, regardless of their completion or certificate’s expiration.
If the training you selected to assign has prerequisites, an "Assign Prerequisites" checkbox will appear. If you check this option, then all prerequisites of this training (courses or Learning Paths) will also be assigned to the selected users.
If the training you selected to assign is a Learning Path, and the courses of this Learning Path have prerequisites, then the "Assign Prerequisites" option will also assign these prerequisites to the users.
If you want to bypass global notifications settings for course/Learning Paths, and
- send a notification for a specific assignment, although no notification should be sent out based on the global settings OR
- not send a notification for a specific assignment, although a notification should be sent out based on the global settings
you can do so by checking/ not checking off the relevant checkbox shown in the following screenshot.
As a last step, add a message (if you want to) and click the Assign Now 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.
Another option you have below is to select to assign only users that have a specific Preferred Content Language selected.
Last but not least, 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: Combining (Un)Assignment Rules
After you have applied all the needed filters and selections, the number of individuals affected will appear below.
You have the choice to either make this a one-time assignment and/or set up an auto-assignment rule that will automatically assign individuals under these parameters in the future.
If you select to keep this as a one-time assignment, then you can select if you want this assignment to take place at a future date by setting a Future Assignment Date. You can also select if you want the users to have this training completed in a certain number of days or by a specific date, by setting a Due Date.
Please note that once you add value for the due date field, you will see an extra checkbox to “Unassign users once the due date is missed''. If selected, each user who is included in this assignment will be automatically unassigned from the course once their due date passes.
If you select the “Unassign users once due date is missed'', another checkbox will appear, which if selected will auto-unassign the users as soon as they reach their due date, regardless of their completion or certificate’s expiration.
If the training you selected to assign has prerequisites, an "Assign Prerequisites" checkbox will appear. If you check this option, then all prerequisites of this training (courses or Learning Paths) will also be assigned to the selected users.
If the training you selected to assign is a Learning Path, and the courses of this Learning Path have prerequisites, then the "Assign Prerequisites" option will also assign these prerequisites to the users.
If you want to bypass global notifications settings for course/Learning Paths, and
- send a notification for a specific assignment, although no notification should be sent out based on the global settings OR
- not send a notification for a specific assignment, although a notification should be sent out based on the global settings
you can do so by checking/ not checking off the relevant checkbox shown in the following screenshot.
As a last step, add a message (if you want to) and click the Assign Now button to complete the process.
If you want to proceed with creating an auto-assignment rule, check the Automated assignment rule checkbox.
Then, following this article, you will find all the steps you need to check to create your rule to our needs: Setting Auto Assignment Rules
Group Assignment
In Schoox, you can select to assign training to one or multiple academy groups. To learn more on how to assign Courses or Learning Paths to an academy Group you can read the following article: Assigning Courses / Learning Paths To An Academy Group
Template Assignment
If you are an Admin or a Training Manager (if your Admin has allowed you to assign training) you are able to use a template to assign training to users. To do so head back to the Assign Training page.
First, you need to select if you want to assign a Course or a Learning Path. Once you decide click on the relevant tab. Then click on the Download Template button to download the template.
In the template that you downloaded fill in all of the relevant information (such as Course Id, User Id, Assignment date, etc.). You can use this template to assign users to a training, mark users as complete by admin, or add/update due dates. Just fill the fields based on your needs.
To assign a course the Required fields are:
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/Learning Path ID for each course/Learning Path you need to assign. You can find this by populating a Course/Learning Path Report on the Report Builder, by the reports described below, or by checking the course's/Learning Path's URL.
Once you have filled the template with the needed users and training, click on the Upload button and add your template. The process will begin shortly!
Tips!
- We recommend the template size to be 1MB or less.
- Due dates should be only future dates
- Completion dates should be only past dates
- You have the option to add/edit the due date for a course that is already assigned.
Training Reports
On the Assign Training page, you have the option to download reports for your Courses and Learning Paths.
Under the Courses or Learning Paths tab, you will find one or two Excel icons (depending on your role), each 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 Learning Path (based on the tab you have selected) and their IDs.
The second report will provide you with a list of all the Course/Learning Path Automated Rules and the Organizational Structure they have selected.
Just click on the respective button and your report will be downloaded immediately!
Note:
- Due dates should be only future dates.
- Completion dates should be only past dates.
- You have the option to add/edit the due date for a course that is already assigned.
- If there is already a completion date, it won't be changed by the template.
- If a course is already completed, the completion status won't change to “completed by admin”.
- Make sure that the correct template is added to the relevant module.
- Do NOT delete or add columns or rows or otherwise edit a template, even though that is an option.