Training FAQ
Answers to common setup and operating questions about Training.
For what the app is and how to set it up from scratch, see the
Training Overview.
Setup
Do I need to configure anything before employees can take courses?
No. Once Training is enabled, you can create a course, publish it and enroll learners straight away. Two settings under Settings › General Settings are on by default, and they are worth checking first:
- Allow Self-Enrollment lets employees enroll themselves in courses from the catalog.
- Require Passing Quiz means a learner must pass every required quiz in a course before it counts as complete.
Who can create and manage courses?
HR Admins, business admins and Training app admins can do everything in Training. Under Settings › Permissions you can hand out three tasks without making someone a full Training admin:
- Who can create a course? Anyone you add can start a course and becomes its Instructor. They still can’t publish it or edit other people’s courses.
- Who can assign training to other people? You can choose Managers — their own direct reports only or specific groups.
- Who can view training reports? This covers everyone’s progress and scores, so there is no “everyone” option.
Each course also has a Roles tab for per-course help. Instructors manage that course’s content and lead its sessions. Coordinators manage its enrollments and session rosters but can’t change content.
Can a course need approval before it goes live?
Yes, if you turn it on. It’s optional: under Admin › Approval Workflows, create a Course publication workflow. After that, a Training admin or the course’s Instructor sees Submit for approval where Publish used to be. Approvers are notified. While the request is open, the person who can submit it can also click Withdraw request, revise the course and submit it again. Coordinators can’t submit a course.
Approval doesn’t publish the course. It makes Publish available, and someone still has to click it. For a self-paced course, an approval covers one version: approving v2 doesn’t let v3 go live, so each new version needs its own approval. A course that was live before and was then unpublished can be published again without approval.
Permissions and access
Why can’t I enroll myself in a course?
You can only enroll yourself when two switches are both on. The first is your company’s Allow Self-Enrollment setting. The second is the course’s own Allow self-enrollment from catalog option. When either is off, the course still appears in the catalog but shows View details instead of Enroll. Ask your Training admin to assign it to you.
Why can’t a manager see a team member’s training progress?
The Team Dashboard shows a manager only their direct reports. If the employee doesn’t report to that manager, they won’t appear. HR Admins, business admins and Training app admins see every employee. A person with no direct reports and no admin role can’t open the team pages at all.
Day-to-day
How does a course count as complete?
A course is complete when the learner has finished every required lesson in the course version they were enrolled in. If Require Passing Quiz is on (the default), each required quiz also needs a passing attempt. For an instructor-led course, session attendance counts instead of lesson progress.
A Training admin, or the course’s Instructor or Coordinator, can also use Mark Complete on an enrollment. When a course completes, the platform:
- issues the Certificate of Completion, if Issue Certificate of Completion is on for the course;
- grants any skills or certification the course awards;
- emails the learner’s manager, if Manager Notifications is on (the default);
- updates the learner’s progress on any learning path that contains the course.
What lesson types can I add to a course?
Seven types are available:
- Text: a reading with rich text and images.
- Video: an uploaded file up to 500 MB, or a link. YouTube and Bunny links play inside the lesson. Vimeo, Loom and Wistia links open in a new tab.
- Document: a PDF, Word, PowerPoint, Excel, text or RTF file under 50 MB.
- Quiz: a quiz from your quiz library.
- SCORM: a SCORM 1.2, SCORM 2004, xAPI, cmi5 or AICC package in a .zip under 100 MB.
- Partner course: a course you license from a content partner such as Go1 or OpenSesame.
- Practice: a scenario from Practice Hub (only when Practice Hub is enabled).
How do automations enroll people automatically?
Automations live under Enrollments › Automations. Each one either assigns training to people or sends reminders and messages. An assign automation starts from one of three triggers:
- Calendar Date: runs once on a date, or repeats on a schedule.
- User Profile Date: runs on, before or after a profile date such as hire date.
- On Course Completion: runs when someone completes any of, or all of, the courses you pick.
A fourth trigger, Attribute Change, is offered only where job-change tracking is switched on for your environment. You narrow who is included with criteria such as Role, Department, Location, Job title, Hire date, Employment type, Cost center, Division, Custom field or Group. Preview shows who would be matched before you commit.
How do I give experienced people a different programme from new starters?
Put each experience tier in a group and point training at the group. Training has no tier setting of its own, and it doesn’t need one: a tier is a set of people, and groups are how the platform names a set of people.
- Under Admin › Groups, add a group for each tier you use, for example “First trip” and “Experienced hands”. A group can list people by hand, or match them by attributes such as job title, job level or hire date, so it keeps itself up to date.
- In Enrollments › Automations, add one assign automation per tier and narrow it with the Group criterion: the full induction courses for the first group, the refresher for the second. Preview shows who each one would enroll.
A course’s Difficulty Level (Beginner, Intermediate, Advanced) is a label on the course for the catalog. It does not decide who is enrolled.
Onboarding works the same way: an onboarding template’s Audience is a group, so each tier can get its own plan.
How do I make a course award a skill or certification?
Open the course and go to Completion & Certificate. The Skills & Credentials integration section there lists what the course awards. Pick any number of skills under Awards skills. Pick at most one under Awards certification. A learning path has the same section.
You can also set this up from the credential’s side. In the Skills & Credentials app, a credential’s form has a How this is earned section with a Courses that award it picker. Both places edit the same link, so a change made in one shows up in the other. Because a course awards at most one certification, a course that already awards a different one is greyed out in that picker, marked “— already awards …”. Remove the other certification from the course first. The picker lists only published courses.
Does a certificate expire?
The Certificate of Completion never expires. It is permanent proof that the learner finished the course. Expiry applies to what the course awards:
- A certification expires after the course’s Certification Expiry (days). If that is blank, the certification’s own Standard validity from Skills & Credentials applies. If neither is set, it never expires.
- A skill expires according to the Default Certificate Expiry setting in Training Settings: No Expiry, 90 Days, 180 Days, 1 Year or 2 Years.
How do I re-enroll people automatically when their certification expires?
Create an assign automation for the course and set Perform to Reassign or Assign & Reassign. Then set Reassign when to a number of days Before or After Certificate Expiry. The automation re-enrolls each person whose certification from that course expires on that day.
Separately, the Remind employees about expiring certifications option on the Settings page sends reminders ahead of expiry. Its Certification reminder lead time accepts 1–30 days and defaults to 7.
How do learning paths work?
A learning path groups courses into ordered steps. Each course in a step is either Required or Optional. A step can also ask for a set number of its optional courses, such as “any 2 of these 4”. The path is complete when every step’s requirements are met.
Show steps in order marks the steps after the learner’s current one as Locked. This is guidance, not a hard lock: learners can still open any course in the path. Paths have their own enrollments and completion tracking. They also have their own self-enrollment option, which is off by default.
Can I duplicate an existing course?
Yes. The copy includes the course’s lessons and is created unpublished, so you can edit it before anyone sees it. A copy of one of your own courses is titled “(Copy)”, then “(Copy 2)” and so on. A copy of a catalog course keeps its title and becomes your own editable course.
Can I delete a course?
A Training admin can delete a course from its Edit course page, in the Danger Zone panel (choose Edit from the course’s row menu on Courses, or open the course and click Edit course). Deletion is refused in two cases:
- anyone is enrolled in the course, including people who completed it;
- an SOP or a policy links to the course as its training. Remove the link first.
The Danger Zone also offers Archive Course for a course that people are enrolled in, and for a course that has been published and still has a lesson or session to publish. An archived course is unpublished and leaves the catalog, and every learner’s record and certificate stays. Publishing it again restores it, which needs at least one lesson in a self-paced course. A course with nobody enrolled that has never been published, or has no lesson left, can only be deleted. Ask AI can’t delete or archive a course.
Can I pass a whole team at once?
No. There is no action that passes everyone at once. When a learner has genuinely finished, a Training admin, or the course’s Instructor or Coordinator, can use Mark Complete on that person’s enrollment. Ask AI can do this too, one enrollment at a time, after you confirm it. Require Passing Quiz (Training → Settings) applies to every course in the company, not to one team or one course.
Can I add my certificate to LinkedIn?
Yes. Open the certificate from My Certificates and choose Add to LinkedIn. LinkedIn opens its “Add license or certification” form with these filled in:
- the course or learning path name;
- your company as the issuing organization;
- the issue month and year;
- the certificate number and its verification link;
- the expiry month and year, when the course granted a certification or licence that expires (the completion certificate itself never expires).
You review it and save it in LinkedIn yourself. Nothing is posted for you, so add each certificate on its own.
Can a training report be emailed on a schedule?
Yes. Click Schedule on any report page. The schedule keeps the filters you had on screen. Or click Scheduled reports on the Reports page to see every schedule and create new ones. Each schedule emails the report as a CSV file daily, weekly or monthly (on a day from 1 to 28). Emails go out at 7:00 AM in your organization’s time zone. From the list you can Pause, Resume or Send now.
You can add up to 50 recipients. Each one needs an email address and must be allowed to view Training reports under Who can view training reports? Training admins manage every schedule. Anyone else who can view reports manages only their own.
When something looks wrong
“I finished all the lessons but the course still says In Progress”
This is usually a quiz the learner hasn’t passed yet. When Require Passing Quiz is on, a required quiz needs a passing score, not just a submission. The default pass mark is 70%.
If the course has no quizzes, check that the learner finished every required lesson in their own course version. Lessons added in a newer version don’t count toward an existing enrollment. An admin, Instructor or Coordinator can use Mark Complete if the learner genuinely finished.
“My employees didn’t get enrolled automatically”
Date-based automations are checked once a day, in the early hours (UTC). An “On the hire date” automation picks up the people whose hire date is that day. Check three things:
- The automation is active. An inactive automation never runs, and Run Now refuses to run it.
- The criteria match the employee’s profile. Preview lists everyone the automation’s criteria cover. For a User Profile Date, On Course Completion or Certificate Expiry automation it also says who Run Now would cover today, by your own calendar.
- The employee’s profile has the date the trigger uses, such as a hire date.
To avoid waiting for the next daily run, open the automation and click Run Now. For a User Profile Date, On Course Completion or Certificate Expiry automation it enrolls only the people that day’s run would, never everyone the criteria cover; its confirmation says how many. A run can be reversed from its history. Enrollments where the learner has already made progress are kept.
If a person’s hire date is often entered after that date has passed, set Also catch up anyone whose day for this automation was in the last … days on the automation’s User Profile Date trigger. The daily run and Run Now then also enroll anyone whose date fell in that many days before the trigger day and who has never had the training; someone who already had it, finished it, left it or was removed from it is not enrolled again. A date entered later than that window is not picked up: enroll that person by hand from Enrollments → Manage Enrollments.
“The SCORM lesson says it’s processing”
Training imports the package itself after you upload it, and the lesson shows Processing… until the import finishes. If an import is still unfinished after 15 minutes, it is retried once. If it still doesn’t finish, the lesson shows Failed with a message saying what went wrong. Re-export the package if the message asks you to, then upload it again.
“Where did this certification on my profile come from?”
Completing a course that awards a skill or certification adds it to your Skills & Credentials profile automatically. On My Skills, a credential earned this way carries a Training: badge naming the course. Admins and managers who open the credential’s details see the same course under Earned from.
Quizzes
What question types can a quiz have?
There are eight types: Multiple choice, Multiple select, True / False, Text, Ranking, Matching (Text), Matching (Image) and Hotspot. Every type except Text is graded automatically. Text answers are graded by hand and don’t count toward the automatic score.
What quiz settings can I configure?
- Passing Score (%): 0 to 100. The default is 70.
- Max Attempts: leave blank for unlimited attempts.
- Time Limit (minutes): leave blank for no time limit.
- Allow retakes: Always (the default) or Only after fail.
- Cooldown between attempts: a wait in minutes. Leave it blank for no wait.
- Score policy (which attempt counts): Highest (the default), Latest, Average or First.
- Question display: One question at a time (the default) or All questions on one page.
- Shuffle question order is off by default. Show correct answers after submission is on by default.
Instructor-led training
How do instructor-led sessions work?
Set a course’s delivery mode to Instructor-led to schedule live sessions. Each session is a Classroom, Webinar or Hybrid session and has 12 seats by default. When a session is full, new registrants join a waitlist. They are promoted in order as seats open. Open sessions also appear on Calendar’s Events page.
When your workspace uses Surveys, you can choose a Session evaluation survey under Instructor-Led settings. It is sent when a session is finalized, to attendees only; no-shows don’t get it.
Licensing and limits
Are there limits I should know about?
| Item | Limit |
|---|---|
| Certifications a course or path can award | 1 (skills: any number) |
| Quiz passing score | 0–100 (default 70) |
| Quiz max attempts | Unlimited unless set |
| Uploaded video | 500 MB |
| Document lesson | Under 50 MB |
| SCORM / xAPI / cmi5 / AICC package | Under 100 MB, .zip |
| Session capacity | Any positive number (default 12) |
| Certification reminder lead time | 1–30 days (default 7) |
| Automation due date | 1–365 days after the assigned, hire or role start date |
| Default Certificate Expiry | No Expiry, 90 Days, 180 Days, 1 Year or 2 Years |
| Promo code | Up to 50 characters; percentage discount up to 100% |
More help
- Training Overview
- Skills & Credentials FAQ
- Ask AI — the assistant answers Training questions from these articles.