You manage training for your organization: who has to complete what, by when, and the record that proves it happened.
- Courses — upload the SCORM
.zipyour training vendor gave you - People — add staff and volunteers; each is emailed a link to set their own password
- Groups — optional, but assigning to a group beats assigning to forty people
- Assignments — the rule: this course, for these people, due in this many days, repeating annually
- Reports — who's done what; the thing you hand an auditor
Everything after that runs itself. People are emailed when training is assigned, reminded as deadlines approach, and chased if they go overdue.
One at a time. People → Add one person. Name and email are required; job title is optional but appears on reports and certificates, which auditors appreciate.
Several at once. People → Add several at once. Paste one per line:
Maria Alvarez, maria@example.org, Case Manager
Deon Clark, deon@example.org, Volunteer
Everyone is emailed a link to choose their own password. You never see or handle passwords. If someone doesn't get their email, open their page and press Email a sign-in link to send another.
Administrators. Set Role to Administrator when adding someone, and they can do everything on this page. Only add people who should see everyone's records.
People who leave. Use Deactivate, not deletion. They stop being counted in your compliance figures and can't sign in, but their completion history is preserved — which is the point of keeping records at all.
Groups exist so you can assign once instead of forty times. "Direct service staff", "Volunteers", "Board members" — whatever matches how your training obligations actually differ.
Membership can be edited two ways: tick groups on a person's page, or tick several people on the People list and use Add to group. Adding someone to a group assigns them its training immediately, and they're emailed about it.
Assignments → choose the course, choose who, set a deadline and a repeat interval.
Who can be everyone in the organization, a group, or one person.
Days to complete starts from when they're assigned, not a fixed calendar date. Someone hired in March gets the same thirty days as someone hired in January.
Repeats handles annual requirements. When someone completes it, the next cycle is scheduled automatically and reappears on their list 30 days before it's due again. Each cycle is a separate dated record, so "completed annually for three years" is provable.
Email reminders are set per assignment: which days before the deadline to remind, and how often to chase once overdue. You can also switch email off for a particular assignment.
Editing an assignment. Press Edit on the Assignments list to change the deadline, repeat interval or reminder schedule. You choose what happens to people who haven't finished — recalculate from when they were assigned, restart the clock from today, or leave their deadlines alone. Completed records are never touched and nobody is emailed.
A common mistake worth checking: for annual training you want 30 days to complete, repeating every 12 months — a short deadline that comes round yearly. Setting 365 days to complete gives people a year before anything is due, so they hear nothing for eleven months.
Stopping an assignment removes it from anyone who hasn't finished. Completed records are never deleted.
Reports shows a grid of people against courses. Green means completed with a date, red means overdue, grey means not started yet.
- Filters narrow it by group, course or status
- Download CSV for a spreadsheet
- Printable report for the version to hand an auditor — per-course summaries, per-person detail, traceable record IDs and a signature line
The Overdue tile on the dashboard jumps straight to who needs chasing.
Worth understanding, because an auditor may ask:
- Completion is reported by the course itself through the SCORM standard, at the moment the learner finishes. It isn't self-reported and administrators cannot mark anyone complete.
- If a course sets a pass mark, a lower score is recorded as not passed, not as complete.
- Every action is written to an append-only activity log — sign-ins, uploads, assignment changes, completions, report exports. The application never edits or deletes it.
- Each row in a report carries a record ID traceable to a dated entry in that log.
- Records are backed up nightly to separate off-site storage with 30 days of history.
The Activity log page shows everything that's happened.
Someone says they finished but it shows outstanding. Some courses only report completion on their final screen. Ask them to reopen it and click through to the end. Their progress was saved, so it's quick.
Someone can't sign in. Their page → Email a sign-in link. That's almost always it. Setting a password directly is available underneath, for when email isn't reaching them.
A course won't upload. It must be a SCORM 1.2 package as a .zip. If your vendor supplied
SCORM 2004, ask for the 1.2 version — most still provide both. Very large packages (over about
100 MB) may fail; mention it and it can be worked around.
Reminders aren't arriving. The Email page lists every message and its result, including any error. Check junk folders too. Send me a test confirms email is working at all, separately from whether anything happens to be due.
I want to chase someone now, not wait for the schedule. On the Email page, pick a person from the dropdown — or leave it on Everyone outstanding — and press Send reminder. There's also a Remind them now button on each individual's page. It emails immediately whatever the schedule says, once an hour per person. The message reads like any other reminder — recipients can't tell it was sent by hand.
Someone changed roles and needs different training. Move them between groups on their page. Removing a group takes away its unfinished training; anything they already completed stays on their record.
Questions this guide doesn't answer: contact whoever set up your training system.