Help Center

Training Plans

Creating a Training Plan

Go to Training Plans tab, click New

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Details

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  • Description - Enter description to identify this plan from others
  • Status - Set to Active to activate training, set to Inactive when you no longer want this plan to create new training assignments 
  • Days to Complete - Set number of days trainees have to complete a training
  • Retraining - Check to ensure periodically retraining on all items in the plan. At the desired training interval, the system will generate new training assignments for the latest released revision of the training items in the plan, regardless of if they have previously trained on that revision. For example, if you want for the trainees to have an annual refresh. You might create a training plan in July, but your fiscal year starts in February and you want an annual retraining each fiscal year, so set the Retraining Date to Feb 1 of the following year and the Retraining Interval to 365 days. So, users will train when the plan is activated in July, and then again every subsequent Feb 1.
    • Note: If you plan to retrain, be sure that the administrator has enabled the "Enable Rescheduled Training Records" setting under Propel Setup -> Admin Settings -> Training Records, so that the system schedules the retraining.
  • Retraining Interval and Retraining Date - In days, the interval between retraining and the first date to begin retraining
    • Note: If you check Retraining, both Retraining Interval and Retraining Date are required.

After the Training Plan is activated, when a new item revision in the plan is published and Training Required on the Item record is selected, new training assignments will be created for all trainees. If the optional Training Due Date is set on the item revision, that date determines the training record due date, otherwise, the Days to Complete on the training plan is used to determine the due date.

Adding Items

When you add a new training item to an Active training plan, the training assignments are automatically created for each of the trainees.

On Training Assignments tab, click on drop-down arrow next to Training Items, then New

Search for an Item to add, or click 'Create New' to make a new Item

 

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Adding Trainees

When you add a new trainee (user or group) to an Active training plan, the training assignments are automatically created for each of the training items for the new trainee or the current users in the group.

On Training Plans tab, click on a training plan, then click on the drop-down arrow next to Trainees, then New

Search for a User to add, then Save

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If you add a public group as a trainee, you should enable "Maintain Group Membership Changes" to automatically generate assignments for users added to the group and obsolete assignments for users removed from the group. Go to Propel Setup -> Admin Settings -> Training Records.

Generating Training Assignments

Training assignments are automatically generated when:

  • A Training Plan status is changed to Active
  • A training item is added to an Active training plan (creates assignments for each of the trainees, regardless of if Training Required is checked for the latest released revision)
  • A trainee user is added to an Active training plan (creates assignments for each of the training items)
  • A trainee public group is added to an Active training plan (creates assignments for all the users in the group for each of the training items)
  • A new revision of a training item is released with Training Required checked

Plus, there's the manual assignment with the Assign button from the training items or trainees (although there shouldn't be a need to use that unless you want to modify due dates in bulk).

Manually Assign Items

Create training assignments for select items in the plan for all trainees.

Note: Training Plans must be active to assign Training Items to Trainees

  • Select View All under Training Items
  • Select which Items you want to assign, then click Assign in top right corner
  • Select Due Date or leave blank to use default Days to Complete

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Manually Assign Trainees

Create training assignments for all items in a plan to select trainees.

  • Select View All under Trainees
  • Select which Trainees you want to have assignments, then click Assign
  • Select Due Date or leave blank to use default Days to Complete

Notifications

Notifications can be sent as a digest format or for individual training assignments. See the Custom Emails article for best practice recommendations for setting up the notifications and how to customize the frequency of reminders.

  • Trainees and their managers are notified by email when new trainings are assigned and become overdue. Note: The user's manager can be set in the SFDC user record.
  • Managers are notified by email when an assignment is complete.
  • There are 5 email templates for each of the 5 email notifications which can be modified by an administrator who has access to Email Templates. 
    1. Training Assigned (Supervisor) - Email sent to trainee’s supervisor when a new assignment is created
    2. Training Assigned (Trainee) - Email sent to trainee when a new assignment is created
    3. Training Due (Supervisor) - Email sent to trainee’s supervisor when assignment is due today
    4. Training Due (Trainee) - Email sent to trainee when assignment is due today
    5. Training Complete - Email sent to trainee’s supervisor when a user completes a training assignment

Working with Training Assignments

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Assignment Sign-off

  • ✔ Sign - Trainees, managers, and plan owners can sign-off when the assignment is completed
    • Go to Propel Setup -> Admin Settings -> Training Records to optionally disable the "Allow Surrogate User to Sign-off On Behalf of Trainee" to ensure the trainee always signs off for himself.
    • If a quiz is required, users are blocked from signing off until the quiz is passed. See Training Quizzes - Best Practices article for details.
  • Last Downloaded On - History of when the trainee downloaded the file
  • Due Date - Modified by the Training Plan owner and the trainee's supervisor
  • Require Password - Use Custom Settings to require a password for sign off
    • Go to Propel Setup -> Admin Settings -> Training Records
    • Enable "Signature Required on Sign-off"
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