Required Roles: All
Required Permissions: All
Kivo’s Training module supports the full training lifecycle: creating courses, planning training, enrolling users, tracking completion, and taking training. By assigning courses to groups, organizations can effortlessly implement and execute a training matrix that aligns roles, responsibilities, and required curricula. There are two main areas:
Course Builder – for Training Managers and admins who create and manage training.
Courses – for end users (trainees) who are enrolled in training and need to complete it.
Courses in Kivo can be simple (a single document or file) or more complex (multiple documents, files, and sections grouped into one course). This article provides a high-level overview of how training is structured and who can manage or participate in training.
Index
Training Foundations (Roles & Permissions)
Who can manage training?
Training courses can be managed by a user with any role, however they will need to be granted Training Manager permissions. Workspace Managers can grant this permission by accesses user management and clicking edit on the intended user. See
These users can:
Create and edit training courses
Manage course versions over time
Enroll users and groups into courses
Archive inactive courses or delete unused courses (where allowed)
Who can be trained on documents?
Any user can be enrolled in training as long as:
They have a valid Kivo account.
They have appropriate DMS access to the documents included in the course (for example, at least read access to the relevant documents or folders).
They belong to groups who have access to training. See Creating new user groups (V2) for details on creating and managing groups and permissions.
Accessing the Training Module
Once users have been granted appropriate permissions as described above, they can access the Training module via the Training icon in Kivo. Hovering over the icon displays quick links to:
Course Builder – for Training Managers who create and manage courses.
Courses – for trainees to view and complete their training assignments.
Course Builder: Training Manager View
Training Managers will spend most of their time on the Courses page within Course Builder. From this area, they can manage the structure and lifecycle of training courses. See Creating and Managing Training Courses for detailed instructions on creating courses.
Courses Tab: Core Course Management
Dashboard of current courses
See all your existing courses in one place, review course details, update course settings, and manage different course versions.Create new courses
Build a brand-new course from scratch—whether it’s based on a single document or a full multi-document curriculum.Create new versions of existing courses
Update an existing course when your source documents change or you want to add more content, then assign the new version to your learners.
Additional Course Builder Tabs
Training Plan: See which groups are enrolled in each published course, adjust group enrollment, and update training deadlines or options like “train only on new content.”
Pending Enrollments: Review suggested assignments when new users or groups appear, decide whether to enroll them now or later, and adjust due dates before confirming enrollment.
Archive: Move inactive courses out of active use while preserving training records and progress status. Courses with no enrollments can be deleted.
For detailed step-by-step configuration and setup, see Creating and Managing Training Courses
Accessing Courses as a Trainee
The Courses area is where trainees go to take training. It provides a clear view of current and past assignments.
Active Courses: Shows training currently assigned to the user. Trainees can open courses, review course content, and complete required acknowledgments.
Completed Courses: Shows training that the user has already finished, supporting audits and self-checks of past training.
As of publication, Kivo’s Training module supports a self-reading (“read and acknowledge”) type of course. Additional training types may be added in future releases.
For detailed step by step on accessing and completing your assigned courses, see Completing Training in Kivo (coming soon).
Reporting
In addition to giving your team an easy, efficient way to ensure users are training on the right documents through courses and group management, Kivo also makes it simple for users to track and demonstrate completion and compliance.
For step-by-step instructions on generating and saving training records for audits, inspections, and internal reporting, please see the separate article Generating Training Report Records
Related Resources
Managing Training in Kivo (coming soon)
[Kivo] > [Training] > [Kivo Training - Getting Started]