As we know from Refreshing courses and make your team do them again we can refresh a course for an individual or we can make lots of people do a course again.
This is great but what are my options with regards to automating this process?
I’m so glad you asked, read on.
You have two options when it comes to automation:
Make an individual do their course again after a set period of time (The Periodic Refresh)
Make everyone do this course again on the same date every year (The Annual Refresh)
The second option is less popular than the first, particularly if you have to manage lots of teams to get their learning done on time but it might prove useful once everyone gets used to the regularity of it.
Whichever option you choose, you do it from your Courses menu, search for the course that you want to configure and press Refresh Schedule from the 3 dots:
Pick New to create a new “rule”:
1. The Periodic Refresh
To set up a rule that says “refresh anyone who completed their learning a year ago”, simply enter 356 into the “Refresh after (days):” field, give it an “order” number (“1” will do just fine, all of the rules will sort themselves out as you go) and press Save:
That’s it!
The order number comes into play when you set up more complex refresh rules for the same course so let’s keep it simple for now.
So we now have a simple rule that will refresh anyone who completed their learning a year ago, so we’re going to make them do it again:
Pick Download refresh schedule to see who this is going to affect anytime soon; it’ll download a file (depending on which browser you use):
Open up the file and it’ll tell you who’s going to be refreshed and when.
When you open the file you’ll see the refresh date for each person:
Ideally they’ll all be in the future! This means that your learning plan, which aligns with your business goals; that you’ve communicated to all of your teams, and your managers are managing, is working.
If you see a date that is in the past, however, this means that the course has already been refreshed and that these people are now overdue and your team may not be compliant.
2. The Annual Refresh
If you need to create a rule that will refresh everyone on the 1st of November every year then you just need to:
use the calendar picker to select your date
set your “order”
If you’d like to refine this further then you can also restrict your refresh to those with a specific:
Learning profile
Dashboard
Job Type
Whilst it will show a date in the current year, it is actually clever enough to do this on the same date every year.
So the above rule will read as “Refresh this course if it was completed a year ago and you are an Administrator with a Manager dashboard and a learning profile called DC Management”.