Training assignments

The Training Assignments page lists the trainings assigned in a company, and is where you assign a training to one employee, to a department or to all the employees of the company. Each assignment gives every employee it reaches a training record of their own, which they complete on My training and which you follow up on Training records.

To open it, select HR > Training > Assignment.

For how trainings, assignments and employee training records fit together, see Training. The trainings themselves are set up on Training master.

Choose the company

The list at the top of the page chooses the company: you see its assignments, and the trainings you assign are assigned in it. It offers the companies you have access to, and starts on your own company. Changing the company resets the filters.

Find an assignment

Select Filters to open the filter panel, if it is closed.
Choose the filters you need.
Select Search.

Reset clears the filters. A filter in use is highlighted. TrakIT remembers whether you left the filter panel open or closed.

Filter	Finds
Training	The assignments of one training. The list offers the active trainings the company can use.
Type	Individual, Department or All Employees assignments, or – Any – for all.
Department	The assignments made to one department. Trainings assigned one by one to employees of that department are not included.
Overdue	Select it to find the assignments whose due date has passed and that still have at least one employee record that is Pending or In Progress.

The list

The number of assignments found appears above the list, for example Assignments Found - 12. The list shows 20 assignments per page, the newest first.

Column	Shows
Training	The training’s code, with its title below it.
Assigned To	The employee’s name, the department followed by (Dept), or All Employees.
Type	Individual, Department or All Employees.
Employees	How many employee training records are linked to the assignment. See What an assignment creates.
Due Date	The due date, or - if there is none. A date that has passed is red and followed by (Overdue).
Assigned On	The date the training was assigned.
Assigned By	The user who assigned it.
Notes	The notes entered with the assignment.
(icons)	The calendar icon (Update Due Date) and the bin icon (remove), if your role allows them.

A row whose due date has passed is red, even when all its employees have completed the training. To find the assignments that still have employees to complete it, use the Overdue filter.

Assign a training

Select Assign Training.

In Assign Training, fill in:

Field	What to enter
Training	The training to assign, shown as its code and title. The list offers the active trainings the company can use. Required.
Assigment Type	Individual Employee, Department or All Employees. Required.
Employee	For Individual Employee only: the employee. The list offers the company’s employees who have not left.
Department	For Department only: the department. The list shows every department; the training goes only to the employees of the selected company in that department.
Due Date	The date by which the employees must complete the training. Optional. The calendar offers dates from today up to two years ahead.
Notes	Up to 500 characters. Optional.

Select Assign.

The assignment belongs to the company selected at the top of the page. TrakIT says Training assigned successfully. and the new assignment appears in the list.

You can assign a training only once to the same employee, once to the same department and once to all employees of a company. To assign it again, remove the earlier assignment first, or change its due date instead.

What an assignment creates

When you select Assign, TrakIT gives each employee the assignment reaches a training record with the status Pending and the assignment’s due date:

Individual Employee: the employee you chose.
Department: the employees of the company who are in that department now.
All Employees: all the employees of the company now.

For Department and All Employees, these are the users of the selected company who are set up as employees and whose employee Status is not Terminated, Resigned or Retired (see Employee).

TrakIT skips an employee who already has a record for the same training that is Pending, In Progress or Completed, whichever assignment it came from. The Employees column shows how many records the assignment created, so it can be lower than the number of employees targeted, or even 0.

An assignment does not follow later changes: an employee who joins the company or the department afterwards does not get the training. Assign it to them with Individual Employee.

When an employee’s certificate expires, the new Pending record TrakIT creates for them stays linked to the same assignment and is counted in its Employees column. See Training.

Messages

Message	What to do
Training is required.	Choose a Training.
Assignment type is required.	Choose the Assigment Type.
Employee is required for Individual assignment.	Choose the Employee.
Department is required for Department assignment.	Choose the Department.
Due Date is not valid.	Choose the date from the calendar.
Due Date cannot be in the past.	Choose today or a later date, or leave the due date empty.
Notes contains prohibited content.	Don’t start the notes with =, + or @, and don’t type < directly followed by a letter.
This training has already been assigned to this employee. (or to this department, or to all employees)	The assignment already exists. Change its due date, or remove it first.
Training not found or is inactive.	The training was made inactive or deleted after you opened the form. Choose another training.

Update the due date

Select the calendar icon (Update Due Date) on the assignment’s row.
In Update Due Date, check the Training and who it is Assigned To.
Choose the New Due Date, or clear it to remove the due date. The calendar offers dates from today up to two years ahead.
Select Update.

TrakIT says Due date updated successfully. It changes the due date of the assignment and of its employee records that are still Pending. Records that are In Progress, or already finished, keep their due date.

A date in the past is refused with Due Date cannot be in the past.

The due date also drives the reminder emails TrakIT sends to the employees: see Training.

Remove an assignment

Select the bin icon on the assignment’s row.
Confirm Remove this assignment? Pending employee records will be deleted.

TrakIT says Assignment removed successfully. It deletes the assignment and its employee records that are still Pending.

You can remove an assignment only while all its employee records are still Pending. Once an employee has started, completed or failed the training, TrakIT says Cannot remove: one or more employees have already started or completed this assignment.

Who can use this page

Your role needs these permissions in the Employee Training section:

Permission	Allows you to
Read and Assign	Open the page and see the assignments. You need both.
Update	Assign trainings with Assign Training, and update due dates.
Delete	Remove assignments.

You see the assignments of the companies you have access to.