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Guide
Set up training
Add a course from the library or write your own, give it to people with a due date, and see who has done it.
Before you start
- A role with the permission to manage employee training. It shows the “TRAINING” section in your menu. The built-in HR manager and security analyst roles have it.
- Email set up, so people are told when training is assigned and reminded when it is due. See Set up email.
- Each person’s department, job title and work location on their file, if you want to give a course to a group of people by rule.
- Each person’s manager set on their file. A manager is told when someone in their team is a week late.
Add a course from the library
Step 1: Open the library
Go to TrainingCourses and click “Library”. It lists ready-made courses. If your plan includes policy signing, ready-made policies are in the same list, each marked “Training”, “Policy to sign” or “Policy, no signature”.
Each course shows how long it takes, how many sections and questions it has, and the pass mark.
Step 2: Add the course
Click “Add” on the course, then “Done”. The course is now in your list with nobody assigned. It comes with its text in parts and a knowledge check.
Library courses are starting texts. Read each one and change it to match your own rules before people get it. A note headed “Before you assign this:” on the course says what to check. Only you see that note.Step 3: Make it yours
Click “Edit” on the course’s row. The editor is the same one used for a course you write yourself, described next.
Or write your own course
Step 4: Start a new course
On TrainingCourses, click “New course”. The editor has five steps on the left: “Basics”, “Reading”, “How it is finished”, “Who and when” and “Preview”.
Under “Basics”, enter a “Title” and, if you want, “What it covers (optional)”. If the training itself lives somewhere else, put its address in “Link to the training (optional)”.
Step 5: Add a video, if you have one
Under “Video (optional)”, choose one of the ready-made videos, or “A link to my own video…” and paste a direct link to a video file (.mp4) that starts with https://. The video is shown before the reading.
“Upload a video file…” takes an .mp4 or .webm file of up to 95 MB. Save the course first, then open it again to upload.
Switch on “People must watch videos to the end before they continue” to hold the next button until the video has finished.
Watching to the end is checked in the person’s browser while they watch. Nothing is recorded to prove that the video was watched, so do not rely on it as evidence. Use a tick, a knowledge check or a certificate for that.Step 6: Write the reading in parts
Under “Reading”, click “Add a part”. Give the part a “Heading” and its “Text”. Add more parts with “Add a part” and reorder them with the arrows.
With two or more parts, people read one part per page. With a single part, the whole text is shown on one page. The text of all parts together can be up to 20,000 characters.
A part can have its own video, under “Video for this part (optional)”. It is shown at the top of that part.
Step 7: Choose how it is finished
Under “How it is finished”, pick one option in “To mark it done”:
- “Nothing extra”: the person presses a button to say they have done it.
- “Tick “I have read and understood””: the tick is recorded with the date.
- “Pass a knowledge check”: the person answers questions and has to reach the pass mark.
- “Upload a certificate”: the person uploads a PDF or a picture. It is kept in their documents.
Step 8: Write the knowledge check
If you chose a knowledge check, click “Add a question” for each question, up to 30. Each question has two to six answers. Select the circle next to the correct one. “Example for question … (optional)” is a short situation shown above the question.
- “Pass mark (%)”: starts at 80. It can be from 50 to 100.
- “Tries per day (optional)”: from 1 to 10. Left empty, people can try again until they pass. A limit starts again the next day.
- “Questions per try (optional)”: write more questions than this number and each try draws a different set. The order is reshuffled on every try.
“Answer key” shows every question with its correct answer on one screen. People never see which answer is right. After a failed try they are told their score and how many answers were wrong, not which ones.
Step 9: Set who gets it and when
Under “Who and when”:
- “Days to finish”: counted from the day the course is assigned. It starts at 30 and can be from 1 to 365.
- “Who it applies to”: “People I assign by hand”, “Everyone”, or “People who match…” with any of “Departments”, “Job titles” and “Work locations”. With a rule, everyone who matches gets the course within a day, including people who join or move into the group later. Nobody is un-assigned when they move out.
- “Give it to new joiners automatically”: everyone who joins from now on gets it within a day. People already here are not affected.
- “Redo every (months)”: from 1 to 120. Leave it empty if the course is done once.
- “What is this training about?”: leave it on “Something else (not a compliance topic)” unless the course covers one of the listed topics.
A course on a compliance topic must be finished with a tick, a knowledge check or a certificate, and must be redone at least every 12 months. The editor will not save it otherwise.Step 10: Preview and save
Under “Preview”, click “Play the preview” to go through the course as an employee will. Nothing is saved or recorded by the preview. Then click “Save”.
If “Save” is greyed out, the bottom of the editor says what is missing. Click that message to go to the step.
Assign it
Step 11: Give the course to people
On the course’s row, click “Assign”. Under “Who”, choose “Everyone”, “A department” or “Named people”, and pick the department or the people.
Set “Due (optional)” if you want a specific date. Left empty, the due date is the course’s days to finish, counted from today. Click “Assign”.
Each person is told in the app and by email, and finds the course on My WorkMy to-do. People who already have the course are left as they are. Assigning again never resets someone who has finished.
Step 12: Set the reminders
Go to TrainingSettings. On the “Reminders” card:
- “First reminder (days before the due date)”: starts at 7 and can be from 1 to 30. After it, people are reminded on the due date, the day after, and then every week until it is done.
- “Days to redo it once it has lapsed”: starts at 30 and can be from 7 to 90. It applies to renewals opened from now on.
- “Send at”: “Any time of day”, or the hour of the daily run, in UTC (the world’s reference clock, not your local time).
Click “Save reminders”. Once someone is a week late, and each week after, their manager is told too. If they have no active manager on file, the people who manage training are told instead.
See who has and has not done it
Step 13: Check one course
On TrainingCourses, each row shows how many people have done it and how many are overdue. Click “Who has done it” for the list of people.
People mark their own training done. If you hold the proof yourself, for example an attendance sheet, click “Mark done” on the person’s row. It is recorded in your name and shown as “Marked by HR”. For a course on a compliance topic you must say what you are vouching on, unless their certificate is uploaded. You cannot mark your own row done here.
“Remove” takes the course off the person’s list. Completions already recorded stay in the history.
Step 14: Chase everyone who is late
Go to TrainingPeople. The “Who is late” card starts on “Overdue only”. Change “Training item”, “Department” and “Show” to see other people: “Everything not done”, “Exempt”, “Done” or “Everyone”.
Tick rows to act on several at once: “Change due date”, “Remind now”, “Mark done” or “Remove”. “Remind now” reminds a person at most once a day for the same course. “Download CSV” gives you the rows you are looking at.
TrainingOverview shows the same numbers at a glance. Under “Needs attention”, “Remind all” reminds everyone who is overdue.
Step 15: When a course has to be redone
If you set “Redo every (months)”, the course comes back to each person that long after they finished it. On that day it returns to their to-do list, they are told, and they have the number of days set in “Days to redo it once it has lapsed”.
Changing “Redo every (months)” on a course people have already done re-dates every recorded completion. If that brings people due again, the editor tells you how many and asks you to confirm with “Save and re-date”.
The certificate
Step 16: Where the person finds it
On My WorkMy to-do, the person opens the finished course under “Done”. They can click “Certificate of completion (PDF)” to download a certificate.
For a course finished by uploading a certificate, the person sees “Download the certificate I uploaded”, and you see “Certificate” on their row under “Who has done it”.
The steps a person follows to open, finish and pass a course are in Do a training course you were given.
What you should see
The course’s row reads, for example, “3 of 12 done”, with a red chip when anyone is overdue. A course nobody has yet reads “not assigned yet”.
Each person sees the course under “To do” on My WorkMy to-do with its due date. When they finish, it moves to “Done” and your count goes up.
If something goes wrong
- The Save button is greyed out.
- A step is missing something. The message at the bottom of the editor says what, for example "Give it a title." Click it to go to that step.
- "Training that counts for compliance needs a tick, a knowledge check or a certificate." or "…has to be redone at least every 12 months."
- The course is on a compliance topic. Choose a way to finish other than Nothing extra, and set Redo every (months) to 12 or less. Or set What is this training about? to Something else.
- "Save the course first, then upload."
- A video file is kept with the course, and a new course does not exist until it is saved. Click Save, open the course again with Edit, then upload.
- A link to a video does not play.
- The video box needs a direct link to a video file (.mp4). A page on a video site will not play there. Put that address under Link to the training instead.
- There is no Assign button on a course.
- The course is marked Retired. Click Edit, go to Who and when, and switch Active back on.
- "Everyone in that group already had it." or "Nobody active matches that."
- In the first case nothing was needed. In the second, no active person is in that department or selection. Check the department on people’s files.
- The assign message says some people "could not be told".
- The course is assigned to them, but no notice reached them. Check your email setup. They still get the scheduled reminders.
- A person says they cannot take the knowledge check again today.
- The course has a number in Tries per day. The tries start again the next day. Clear the field if people should be able to retry until they pass.
- A person has no Certificate of completion (PDF) button.
- The button is offered only on a course the person has finished. Open the course under Done.
Still stuck? See When something goes wrong, or Contact Zonitix support.