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. There are two ways to assign training — individually or by creating an advanced assignment based on your organizational structure.

Who Can Assign Training

Administrators can assign all academy courses and curricula.

Training managers must be given permission in Academy Settings to assign academy courses/curricula.

Members with the Assign training permission can, by default, assign only courses and curricula that are listed in categories to which they have access. However, administrators can further control what other courses permitted users can assign through the advanced settings.

Individual/Advanced

Navigation: UKG Pro Learning > Admin > Online Training > Assign Training

1. Select Courses or Curricula.
2. Use the search bar or filters to find the training you want to assign.
3. Select the course or curricula using the checkbox.
4. Select a method to assign this training. Choose Individual or Advanced.

Individual Assignment

You can select one or more users from the filter list to be assigned to a course/curriculum.

1. Filter individuals using the search field and drop-down filter menus.
2. Select the + to select a user to assign. Users can be removed with the - button.
   
3. Select a future assignment date. If left blank, the selected users will be assigned immediately.
4. 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 checkbox to “Unassign users once the due date is missed'' will appear. 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 “Unassign users once due date is missed'', another checkbox will appear. "Force unassignment regardless of completion or certificate’s expiration," which if selected will automatically unassign the users as soon as they reach their due date, regardless of their completion or certificate’s expiration.

5. If the training you selected to assign has prerequisites, an "Assign Prerequisites" checkbox will appear. If selected, then all prerequisites of this training (courses or curricula) will also be assigned to the selected users. If the training you selected to assign is a curriculum, and the courses of this curriculum have prerequisites, then the "Assign Prerequisites" option will also assign these prerequisites to the users.

6. If you want to bypass global notifications settings for course/curricula, 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 or unchecking Send email notification (overrides academy settings).

7. (Optional) Add a message to the users being assigned.
8. Select Assign.

Advanced Assignment

You can select to assign users based on their job and location.

1. Select the specific job to which this process should be applied.
2. 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 that you have set up for your academy 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. 
   • Use the Preferred Content Language dropdown to filter users by language.
   • Combine assignment rules if needed.

3. (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.

4. If this is a one-time assignment (not an automated assignment rule), select a future assignment date. If left blank, the selected users will be assigned immediately.

5. Set a due date, either in days or on a date.

   • If you add value to the due date field, a checkbox to “Unassign users once the due date is missed'' will appear. 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 “Unassign users once due date is missed'', another checkbox will appear. "Force unassignment regardless of completion or certificate’s expiration," which if selected will automatically unassign the users as soon as they reach their due date, regardless of their completion or certificate’s expiration.

6. If the training you selected to assign has prerequisites, an "Assign Prerequisites" checkbox will appear. If selected, then all prerequisites of this training (courses or curricula) will also be assigned to the selected users. If the training you selected to assign is a curriculum, and the courses of this curriculum have prerequisites, then the "Assign Prerequisites" option will also assign these prerequisites to the users.

7. If you want to bypass global notifications settings for course/curricula, 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 or unchecking Send email notification (overrides academy settings).

8. (Optional) Add a message to the users being assigned.
9. Select Assign Now.

Template Assignment

Administrators and training managers with permissions can use a template to assign training to users.

Navigation: UKG Pro Learning > Admin > Online Training > Assign Training

1. Select Courses or Curricula.
2. Download the template by selecting the Download template icon. An Excel file will download.
3. The required fields for assigning a course are:
   • A unique identifier for each user. You can use the User ID, Email, or External ID. Ensure that the field that you are using is a unique identifier for your users.
   • A Course/Curriculum ID for each course/curriculum you need to assign. You can find this by populating a Course/Curriculum Report on the Report Builder, by the reports described below, or by checking the course's/curriculum's URL.
4. Select the Upload icon and add your completed template. 

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.

Group Assignment

You can also Assign a Course to an Academy Group. Assigning multiple courses or curricula to groups is not currently available.

Training Reports

On the Assign Training page, you can download reports for your Courses and Curricula.

On the course or curriculum search bar, select the Excel icon 

• The first report, which is only available for Administrators and Training Managers, provides a list of all Courses or Curricula (based on the tab you have selected) and their IDs.
• The second report provides a list of all the course/curriculum automated rules and the organizational structure they have selected.

Select a report to download from the pop-up menu.