As a supervisor you can assign courses to your team without going through the course or the trainee record: to one person from their training, or to everyone on your team at once. Use it for training their role doesn't already cover, such as a refresher after an incident, a new procedure, or a skills gap found in an audit.
Where to find it: Training > My Team. See My Team Training Overview.
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Concepts
| Term | Meaning |
|---|---|
| Course | Any course on your current site with the status Active: quiz, document or practical assessment. Courses still at Created, or already Completed, are not offered. |
| Due Date | When the course must be completed. It starts at 14 days from today and cannot be in the past. |
| Already open | The person already has this course pending, in progress or overdue. They are skipped rather than given a duplicate. |
| Current completion | The person has completed the course, and for a recurring course is not yet due to renew it. Assigning to the whole team skips them; assigning to one person does not. |
Assign to one team member
- On Training > My Team, click the eye icon (View Details) on the person's row.
- Click Assign Training above the Assigned Training table.
- In Assign Training to <name>, check the Due Date.
- Tick one or more courses under Select Training(s). The count updates as you tick (“1 training(s) selected”).
- Click Assign Training. The button stays greyed out until at least one course is ticked.
The confirmation reads, for example, “1 training(s) assigned to Hemi Walker”. If any course was already open for them it adds “(1 already open, skipped)”. A course they have already completed is assigned again: picking one person is a deliberate choice, and this is how you ask for a refresher. The person's training and the team figures refresh straight away.
Assign to the whole team
- On Training > My Team, click Assign Training to Team at the top.
- The dialog Assign Training to Entire Team explains who it reaches: “This will assign the selected training(s) to all 9 team members, whatever the list is filtered to. Anyone who already has a course open, or has completed it and is not due to renew it, is skipped.”
- Set the Due Date, tick the courses, and check the summary (“1 training(s) will be assigned to 9 team members”).
- Click Assign to Team.
The confirmation reads “N assignment(s) created across 9 team members”, followed by what was skipped, for example “(2 already open, 3 already completed, skipped)”.
“Entire team” means everyone, not the people currently shown in the list. To assign to a few people, open each person and use Assign Training there.
What happens when you assign
| If the person… | Result |
|---|---|
| Has never had the course | A new assignment is created with your due date. |
| Has it pending, in progress or overdue | Skipped. Their existing assignment and its due date are left alone. To change that date, extend the due date instead. |
| Has already completed it, and it isn't due for renewal | Assign to one person: a new assignment is created (a refresher). Assign to the whole team: skipped, so people who are up to date aren't re-trained. |
| Completed a recurring course whose renewal has come due (Renewal Due or Renewal Overdue) | A new assignment is created either way. It replaces the renewal row on My Team. |
| Had it excused | A new assignment is created. Assigning again is how an excusal is lifted. |
Does the trainee get told?
- Courses linked to a controlled document: yes. The trainee receives the “New Training Assignment” email and push notification that document training sends.
- All other courses: no message is sent. The course simply appears in the trainee's Training Centre. Tell them, or follow up with a reminder.
How each course type is completed
- Quiz and document courses are completed by the trainee in the Training Centre. See Completing a Training Course.
- Practical assessments cannot be completed by the trainee. An assessor records them from the course. See Conducting a Practical Assessment.
- If the course has prerequisites, the Training Centre won't let the trainee open it until those are completed, and names them. Assigning does not check this, so assign the prerequisite too (Site Induction before Forklift Operation, for example).
Availability and permissions
- Requires the Training module. My Team is available to the Admin, Training Coordinator and Supervisor roles.
- You can assign to your own team members. Admins and training coordinators may assign to any trainee.
- Only courses on your current site are offered. Assigning a course from another site is refused with “One or more trainings were not found on this site.”
Things to know
- Courses only. Controlled documents are not in the list. To have your team read an SOP, assign it from the document. See Configuring Training Requirements for Documents.
- The list includes courses people already have. Nothing is marked as already assigned; you find out from the skipped counts afterwards.
- For role-based training, use the role. If the training is required for everyone in a job, add it to the training role and use Assign Missing Training on the role's Compliance Status tab, so new starters in that role are covered too. See Setting Up Training Roles and Compliance.
- Set realistic dates. One to two weeks suits a document course; allow two to four for a quiz course, and longer for a practical assessment that needs an assessor on shift.
- Error messages: “A valid due date is required.” if the date is cleared, and “The due date cannot be in the past.” for an earlier date.