Assigning Training

Assigning courses and learning paths to users can easily be done if your role has the Assign Training permission.

In the left navigation, make sure you are in the Academy 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!

By person/By criteria/By 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 available filters to locate the training you want to assign. Once you've found it, click the training 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 selecting or deselecting the appropriate options shown in the screenshot below:

1. Send email
2. Send in-app and mobile push notification

As a last step, 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. 

Another option you have below is to assign the training only to members who have a specific language selected as their preferred content language.

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 selecting or deselecting the appropriate options shown in the screenshot below:

1. Send email
2. Send in-app and mobile push notification

As a last step, add a message (if you want to) and click the Assign 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

Notes: 

• When using the "By criteria" method to assign training, users who previously self-enrolled in the course will still appear under the "Employees to assign" section in the assignment report. However, during the assignment process, no new assignment or notification will be applied to these users. The only change is that their enrollment reason will be updated in the database to reflect that they were assigned via a manager or rule, rather than through self-enrollment.

• Users who are granted the Advanced Assign Training permission can access both the Future Assignment Date and Automated Assignment Rule options.
  
  
  However, when All is selected under either Above Units or Units, these options become unavailable and are displayed as disabled (grayed out).

  This behavior is expected because selecting All grants access to both existing and future organizational units. Since the system cannot determine whether managers currently assigned the Advanced Assign Training permission should automatically receive access to organizational units that may be created in the future, the Future Assignment Date and Automated Assignment Rule settings cannot be configured in this scenario.

  This restriction does not apply to Admins, Training Managers, or Custom Roles with academy-wide Assign Training permissions, as these roles inherently have access across the entire academy and can therefore view and configure these options.

  Conversely, if either the Future Assignment Date or Automated Assignment Rule option is selected before configuring organizational unit access, the All option under Above Units or Units becomes unavailable and is displayed as disabled (grayed out) for managers who are granted the Advanced Assign Training permission.

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 given you the permissions 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. 

To complete a Template Assignment, please follow the steps outlined below:

1. Begin by choosing whether you wish to assign a Course or a Learning path. Click on the appropriate tab based on your selection, and then click Download Template to obtain the relevant file. 

   

   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. Make sure you do not change the headers, the font, or the field types. 

   Note on template visibility for external courses: Organizational Templates are displayed for external courses only when the academy has an active package and license allocation is enabled. This rule applies consistently to both single and multiple external course selections. If these conditions are not met, templates will not be shown. This behavior is expected and has been aligned across single- and multi-select scenarios to ensure consistency.

   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/Curriculum ID for each course/Learning path you need to assign. You can find this by populating a Course/Learning paths Report on the Report Builder, by the reports described below, or by checking the course's/Learning path's URL.  

2. Once your file is ready, click the Upload File button and select your completed template. A confirmation message will appear to indicate that the upload is in progress.
   
3. You will receive an in-app notification once the upload process is complete. This notification will inform you that an email has been sent regarding the status of your assignment.
   
4. If the template was completed correctly, the notification will confirm that the upload was successful. If there were any issues with the file (e.g., incorrect formatting or invalid entries), the notification will indicate that the upload was unsuccessful and will include details about the rows that failed or were skipped.

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.
• 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.

• You can assign and track completions for academy, coupon, and external courses.

• Archived courses should not be included in the template.

• External courses can be assigned to learners, as long as licenses are available for allocation.

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 more additional options (depending on your role) when clicking on the Download template button, each one corresponding to a Report. 

Download Τemplate: This option allows you to download the import template that can be used to populate the data you want to upload to your academy. Once completed, the template can be used for bulk data imports into the platform.

Download a list of your academy's courses/learning paths: This 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. 

Download a list of your coupon & external courses: This report provides a comprehensive list of all Coupon and External Courses available in your academy. The report includes the course type, course ID, and course title for each entry. The course IDs contained in this file can be used directly with the assignment template for course assignments.

In the “Download a list of your coupon & external courses” report:

• Coupon courses are displayed first.
• External courses are displayed after coupon courses.
• Courses within each category are sorted by creation date in descending order, with the most recently created courses appearing first.

Download a list of your academy's course/learning paths training rules: This 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. 

External Course Assignments