User manual

Training courses

  1. Introduction

    Training courses are sets of lessons organized into steps that include assignments (tests or surveys) and additional materials (different types of multimedia content).

    On this page, users can find training courses categorized as:

    1. All training courses - A list of all training courses in the system, including those in draft, published, or suspended status.

    2. Drafts - Training courses in the creation process, not visible to candidates and fully editable.

    3. Published - Training courses that are ready for users to access. They can be further modified if necessary.

    4. Suspended - Training courses that are currently unavailable to candidates. Candidates cannot start or see them on the My training courses page.

    5. Click a category to open a drop-down list and view all training courses within it. Each category includes a search bar to quickly search for the desired training course.

      6. The number next to each category indicates the total number of training courses in that category.

  2. Creating a new training course

    To create a new training course:

    1. Click the New training course button.

    2. Enter the Name of the training course.

    3. Enter a Description to provide additional information about the purpose or content of the training course.

    4. Generate training course steps with AI. Alternatively, leave this unchecked and generate the training course steps later within the Steps tab. There, you can choose between two options: generate the steps with AI or create them manually. More details can be found in this video.

    5. Select the workspace to limit access to the training course for users within that specific workspace. For more details on what workspaces are, visit the Workspaces help pages.

    6. Click the Save button.

    Upon completing these steps, the new training course will be saved in draft status, allowing you to continue customization.

  3. Training course overview

    1. Information

      When creating or opening a training course, the Information tab provides the following details:

      1. Name - The name of the training course.

      2. Training course ID - The unique numerical identifier of the training course.

      3. Description - Additional information that explains the purpose or content of the training course.

      4. Status - Current status indicating whether the course is published, suspended, or in draft state.

        • Draft - Training courses in the creation process, not visible to candidates and fully editable.

        • Published - Training courses that are ready for users to access. They can be further modified if necessary.

        • Suspended - Training courses that are currently unavailable to candidates. Candidates cannot start or see them on the My training courses page. Only published training courses can be suspended. If needed, a training course can be unsuspended, and it will regain Published status.

      5. Select workspace - Choose a workspace to limit access to the training course for users within that specific workspace. For more details on what workspaces are, visit the Workspaces help pages.

      6. Unlock all steps at once - Allow candidates to move between training course steps, even if they haven't passed the assignments. However, they can complete the training course only when they've successfully passed all the assignments for each step.

      7. Self-enrollment - Enable self-enrollment for the training course, granting accessibility to all users. This allows them to start the training course without needing prior manual assignment by the training course manager.

      8. Set the price candidates need to pay to take a training course. Candidates must self-enroll in the training for payment to be required.
        To exempt candidates from payment, assign them directly as training course participants on the Candidates tab, and they will not be required to make any payment before starting the training course.

        Note: This option is available only if the E-commerce module is enabled in the application. For details on configuring E-commerce and setting prices, refer to this article.

      9. Direct access link - Copy this link and share it with training course candidates.

        When users open this link, they will be automatically redirected to the training course. If they are not logged in, they will need to register first before starting the training course. The training course must have self-enrollment enabled, or users must already be assigned to the training course. If the training course has an enrollment fee, users will not be required to pay it; instead, they will gain direct access to the training course.

        Users will not be able to access the training course using the direct link if:

        • The training course with the ID in the direct access link does not exist.

        • The training course is not published.

        • The training course is not in self-enrollment mode and the user is not already a candidate of the training course.

      10. Require manager's completion - Prevent candidates from finishing the training course themselves. Instead, training course managers are responsible for completing the training on behalf of the candidates.

      11. Require confirmation for attachment review - Require candidates to confirm they have reviewed attachments before proceeding to the next training course step. The confirmation dialog appears only in steps that include attachments. For more information, check this article.

      12. Hide assignment metadata - Simplify the My training courses page by displaying only essential information needed to start the training course. Exclude details such as assignment type, steps, and other non-essential information.

      13. Created by - Displays the name of the user who created the training course.

      14. Creation date - Displays the date and time when the training course was created.

      15. Updated by - Displays the name of the user who updated the training course.

      16. Update time - Displays a date and time when the training course was updated.

      17. When you edit any of these details, the Save button will appear, and you must click it to confirm the changes.

    2. Training steps

      Candidates must pass each training course step to complete the training course. Each training course step may include an assignment (test or survey) and attachments (training course materials).

      On this tab:

      1. Click the Create new button to create a new training course step.

      2. When the pop-up window appears, enter the Training course step name.

      3. Provide additional information about the step in the Description field.

      4. Specify the ordinal number for the step. By default, the new step is added at the end.

      5. Click the Save button to create the training course step.

      6. Select the Generate steps with AI button to generate training course steps automatically. For more information, refer to this article.

      7. Add a test in the training course step that candidates must pass to proceed to the next step. For more information on how to Assign existing test or Create an ad hoc test, check this article.

      8. Add a survey in the training course step that candidates must complete to proceed to the next step.

      9. Adjust a training course Settings:

        • Edit step metadata (training course step name and description) and ordinal number.

        • Add different types of attachments, such as MP4, MP3, PDF, Google Docs, .ZIP, YouTube video, Vimeo video, Link, or Picture. The file size limit is 1 GB. For more information, check this article.

        • Import already existing attachments from the media library. For more information, check this article.

        • Delete the training course step permanently.

      For attachments in training course steps, the following actions are available:

      1. Preview the attachment.

      2. Download the attachment.

      3. Copy the attachment URL to embed attachments in training course step descriptions, instead of adding them separately. For more information on embedding attachments in descriptions, refer to this article.

      4. Delete the attachment from the training course step.

    3. Candidates

      On the Candidates tab, you can assign candidates to the training course or manage those already assigned.

      To assign candidates to training course:

      1. Click the Assign candidates button. Choose users from the list of all users or specifically from your user groups.

      2. If assigning candidates from your user groups, select a user group from which you want to assign candidates. Note that this field does not exist if assigning candidates from a list of all users.

      3. Select the candidates you want to assign.

      4. Click the Confirm button.

      Specific actions can only be performed for already assigned candidates. Select the candidates, click the Actions button, and then:

      1. Remove the selected users from the list of training course candidates. They will no longer have access to the training course on the "My Training Courses" page and won't be able to take it.

      2. Change the candidate's assignment status to indicate they haven't completed the training course, even if the status was previously marked as Completed.

      3. Move the candidate to a specific training course step, regardless of their progress. If the step includes assignments, the candidate will be moved to the chosen step, even if they haven't completed it.

      4. Complete the training course on behalf of the selected candidates who have reached the final step and completed all the assignments within the training course.

    4. Managers

      Use the Managers tab to assign users as managers with full editing rights for the training course. The training course creator is automatically assigned as the manager, but they can also delegate these privileges to others.

      On the Managers tab, you can:

      1. Click the Assign managers button to add training course managers. Choose users from the list of all users or specifically from your user groups.

      2. Remove the user from the list of training course managers.

      3. Switch to view the list of course managers in a table format.

  4. Publishing/suspending/deleting training courses

    1. After completing the training course creation, click the Publish button to allow access to the training course. Candidates assigned to the training course can start it by accessing it through the My Training Courses page, and others can self-enroll if allowed.

    2. To permanently delete a training course, click Delete training course under Options. All training course content and the candidate's progress will be removed from the system.

    You can suspend any published training course:

    1. Click the Options button.

    2. Click the Suspend training course option.

    Training courses with the status Suspended are currently unavailable to candidates. Candidates cannot start or see them on the My training courses page.

    Note: You can unsuspend a training course, allowing candidates to access it again, by selecting Unsuspend training course under the Options.

Training courses