Assign Training

Learners can enroll in training themselves, but there are times when a Training Manager or Academy Administrator may need to assign training to a learner instead. You can assign one or multiple course(s) or learning path(s) by:

• Person
• Criteria
• Group
• Template

Who Can Assign Training

Administrators can assign all academy courses and learning paths.

Training managers with the Assign Training permission can assign all academy courses and learning paths.

Managers with the Assign Training permission can assign courses and learning paths listed in the categories to which they have access. Administrators can also use the Training Assignment Rules section in the Control Panel (UKG Learning > Academy Workspace > Settings > Academy > Training Assignment Settings), allowing managers to assign:

• Uncategorized private courses and learning paths
• Categorized private courses and learning paths
• Courses and learning paths the managers created that are now in categories to which they no longer have access.

Assignment Methods

There are four different ways to assign training in the Learning solution, all done from the Assign Training page of the Team workspace.

Navigation: UKG Learning > Team Workspace > Self-Paced Training > Assign Training

Assign by Person

1. Select the Courses or Learning Paths tab.
2. Use the checkboxes to select one or more courses or learning paths.
3. Select the Next button.
4. Select the By Person button.
5. Filter individuals using the search field and drop-down filter menus.
6. Select the + to choose a learner to assign. They move to the Selected Users Column. Learners can be removed with the - button.
   
7. Select a future assignment date. If left blank, the selected users will be assigned immediately. This option is not available when assigning multiple courses or learning paths.
8. Set a due date, either in days or on a date. This field may be left blank.

   • If you add value to the due date field, a new option appears: Unassign users once the due date is missed. If selected:

     • Each learner included in this assignment will be automatically unassigned from the course once their due date passes.

     • Another checkbox appears: Force unassignment regardless of completion or certificate’s expiration. If selected, learners are automatically unassigned when they reach their due date, regardless of their completion or certificate’s expiration.

9. If the training has prerequisites, an Assign Prerequisites checkbox appears. If selected, all prerequisites of this training are assigned. If the training is a learning path and its courses have prerequisites, the Assign Prerequisites option also assigns these prerequisites.

10. To bypass global notification settings for a training, 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
      select or deselect Send email notification (overrides academy settings).

11. (Optional) Add a message to the assignment.
12. Select Assign.

Assign by Criteria

Assign learners based on their job and location.

1. Select the Courses or Learning Paths tab.
2. Use the checkboxes to select one or more courses or learning paths.
3. Select the Next button.
4. Select the By Criteria button.
5. Select the specific job to which this process should be applied.
6. Select the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed. 
   • Filter the users further based on custom fields by selecting the Choose Additional Fields dropdown.
   • Include or exclude specific people by name. This option is not available if you are creating an automated assignment rule. 
   • Combine assignment rules if needed.

7. (Optional) Select Automated assignment rule to set up a rule that will automatically assign individuals under these parameters in the future. You cannot use the Include Specific People or Exclude Specific People fields if you are creating an automated assignment rule. Making this rule an automated assignment rule opens up two more options.

   1. Select the checkbox and enter a date if you wish to exclude academy members who joined before a certain date from the rule.
   2. Select the checkbox to unassign users when the criteria are not met anymore.
8. If the training has prerequisites, an Assign Prerequisites checkbox appears. If selected, all prerequisites of this training are assigned. If the training is a learning path and its courses have prerequisites, the Assign Prerequisites option also assigns these prerequisites.

9. To bypass global notification settings for a training, 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
     select or deselect Send email notification (overrides academy settings).

10. Use the Preferred Content Language dropdown to filter users by language.
11. Set a future date for the assignment.
    • For one-time assignments (not an automated assignment rule), select a future date to make the assignment. If left blank, the selected users will be assigned immediately.
    • For automated assignment rules, you can set two future dates:
      • Rule Future Start Date - When the rule should begin
      • Rule Future Expiration Date - When the rule should end
12. Set a due date, either in days or on a date. This field may be left blank.

    • If you add value to the due date field, a new option appears: Unassign users once the due date is missed. If selected:

      • Each learner included in this assignment will be automatically unassigned from the course once their due date passes.

      • Another checkbox appears: Force unassignment regardless of completion or certificate’s expiration. If selected, learners are automatically unassigned when they reach their due date, regardless of their completion or certificate’s expiration.

13. (Optional) Add a message to the assignment.
14. Select an option to finish:
    • For automated assignment rules, select the checkbox to Assign Now if you want to start the rule now. Otherwise, select the Set Rule button.
    • For a one-time assignment, select the Assign Now button.

Assign by Group

An Administrator can assign a course or learning path to any existing academy groups while a manager can only assign the groups they create. Assigning multiple courses or learning paths to groups is not currently available.

Some individuals are automatically excluded from the To Assign list:

• An Administrator assigning training to a group they are also a member of is excluded from the To Assign list.
• A Group Creator cannot assign learners they do not have permission to.
• A group member already enrolled in the selected course is not included in the To Assign list.

1. Select the Courses or Learning Paths tab.
2. Select a course or learning path. Assigning multiple courses or learning paths to groups is not currently available.
3. Select the By Group button.
4. Locate the group(s) to assign and select the + (plus) icon. The group moves to the Selected Groups column. To remove the group, select the - (minus) icon. 
5. Select the checkbox to make this an automated assignment rule. Follow the instructions in the earlier section, Assign by Criteria, on how to set up an automated assignment rule.
6. (Optional) Set a due date for the course.
7. (Optional) Add a message for recipients of the assignment.
8. Select Assign.

Note:
When using the advanced assignment 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.

Template Assignment

Administrators and training managers with the Assign Training permission can use a template to assign training from learners on the Assign Training page.

1. Select the Courses or Learning Paths tab.
2. Select the Download Template button. An Excel (.xls) file downloads.
   
3. Open the template and fill it in. Do not change the headers, font, or field types. The following fields are required:
   
   • A Unique Identifier -- You can use the user ID, email, or external ID. Ensure the identifier you are using is a unique identifier for each learner.
   • A Course or Learning Path ID -- You can find this by populating a Course or Learning Path Report on the Report Builder, by the reports described below, or by checking the course or learning path URL.  
4. When finished, select the Upload icon and add your template. A confirmation message appears to indicate that the upload is in progress.
   
5. Once the upload process is complete you receive an in-app notification. This notification will inform you that an email has been sent regarding the status of your assignment.
   
6. If the template was completed correctly, the notification will confirm that the upload was successful. If there were any issues with the file (for example, 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.

Note:

• The template file size should be 1MB or smaller.
• Due dates should be only future dates
• Completion dates should be only past dates
• You can add or edit the due date for a course or learning path that is already assigned.
• If there is already a completion date, it is not changed by the template.
• If training is already completed, the completion status does not 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. This includes font styles and all column and field text.

Training Reports

On the Assign Training page, you can download reports for your courses and learning paths. 

Under either the Courses or Learning Paths tab, select the Excel icon. A pop-up window appears, with one or two reports available for download, depending on your role in the academy. 

• Download a list of your academy's courses or learning paths
  This report is only available for admins and training managers. It provides a list of all your courses or curricula (based on the tab you have selected) and their IDs. 
• Download a list of your academy's course or learning path assignment rules.
  This report provides a list of all the course and curriculum automated rules and the organizational structure they use.