Required Roles: N/A
Required Permissions: Training Manager
The training course module provides Training Managers with comprehensive tools to manage and track training activities. The core functionalities are organized across four main tabs within the Course Builder section: Courses, Training Plan, Pending Enrollments, and Archived. This article describes how each tab works and how Training Managers can use them to build, publish, and maintain training.
Index
Overview of Course Builder Tabs
The Course Builder is the central workspace for Training Managers. It is organized into four main tabs, each focused on a different part of the training lifecycle:
Courses: Create, configure, version, and publish training courses.
Training Plan: View which groups are planned to receive training and manage group-level enrollment plans.
Pending Enrollments: Review and decide on new user or group enrollments that require manager action.
Archived: Store courses that are no longer active while preserving training history and audit records.
Most day-to-day configuration work happens in the Courses tab, while the other tabs help you plan, maintain, and cleanly retire courses over time.
Courses Tab: Creating and Managing Courses
The Courses tab is the primary area for creating and managing training courses, including course content, enrollment methods, due dates, and versioning.
Course Creation
Training Managers can create a new course and then manage different versions of that course. Each version allows updates to the documents within the course, including various file types such as videos.
The most recent version of a course is displayed by default, but previous versions remain accessible via the icon next to the Course Name.
Clicking +Create Course opens a modal where the Training Manager can configure:
Course name
Course description
Required group enrollment
Default duration of the course (days to complete)
Whether users are required to train only on new content in the course
Enrollment Methods
There are two main ways to enroll people in a course:
Required Enrollment:
Everyone in a designated required group is automatically enrolled every time a new version of the course is published.Groups are the same as those used for access and permissions throughout the app.
Required Groups are added during course creation or edited later via the icon on the right side of the course overview.
Manual (One-off) Enrollment:
Training Managers can manually enroll individual users or entire groups into a specific version of a course.This enrollment is ad-hoc and applies only to the selected course version.
It does not affect future versions of the course and does not appear on the Training Plan.
Due Date Management
When automatically enrolling users, the system can propose a due date based on a configured number of days to complete.
This proposed due date can be edited later when a course version is assigned.
The system counts calendar days, not business days, when calculating the default due date.
New Content Only Training
Training Managers can choose to require users to train only on new content.
If enabled, users who have already trained on a specific version of a document within the course will not be required to retrain on that same version.
Course Content
After entering the course details, the Training Manager can create sections within the course.
Sections are then populated by pulling in documents and other content from the DMS, accessed via the navigator on the right.
Use the search function to easily locate the document and drag it to the center.
Next specify the version that should be trained on:
Publishing a Course
When a course version is built in draft format, publishing the course:
Enrolls the configured required groups, and
Proposes a due date based on the configured days to complete.
Course Versioning
Training managers can create a new version of a course by selecting +Create Version under the course name. They can then edit the version, adding or updating new documents and sections, before Publishing that version to enroll required groups.
Training Plan Tab: Planning Group Training
The Training Plan tab provides an overview of planned training activities and group-level coverage. It helps Training Managers see which groups will be trained on which courses and versions.
Course and Group Visibility
Training Managers can see the courses they have created and the groups automatically enrolled in those courses.
This tab effectively serves as a plan for who will be trained on new versions of courses when they are published.
Group Management
Additional groups can be added to a course’s training plan directly from this tab.
Adjusting group membership here controls which groups will be automatically enrolled when new course versions are published.
Pending Enrollments Tab: Managing New Assignments
The Pending Enrollments tab helps Training Managers manage new training assignments that require a decision before users are enrolled.
New User Enrollment
When a new user is created and added to a group, they will appear on the Pending Enrollments tab.
This indicates they may need to be enrolled in courses associated with that group.
New Group Assignment
If an existing course has a new group added to its required enrollment, users in that group will appear here.
Training Managers can then choose whether to enroll them into the current version of the course or wait for the next version.
Actionable Decisions
Training Managers can choose to:
Enroll the pending users/groups into the relevant courses, or
Dismiss the pending enrollment (for example, when new employees do not need to complete annual training until the next cycle).
Archived Tab
The Archived tab stores previous courses that have been archived by a Training Manager, while also providing options for document-centric training creation.
Archiving Courses
Courses that are no longer active can be archived.
For users with in-progress training, a status of “Cancelled” will appear in training reports if that course is archived.
Preservation of Records
To preserve training records for audit purposes, courses cannot be deleted if any users are enrolled.
For most purposes, archiving a course is recommended.
A course or course version with no user enrollment can be deleted in the Courses tab by selecting the trash icon.
Creating Courses from Approved Documents
For specific document-centric training, Training Managers can start a training course directly from an approved document version.
This allows them to assign required groups to a single-document course.
If the document is updated, the Training Manager will see that a new approved version is available via the warning icon in Course Builder and can then update the course version accordingly.
Related Resources
[Training & Qualification] > [Course Builder] > [Using the Training Course Module]