We know your compliance training is important. That’s why we’re here to help you set it up right the first time.
A lot of this depends on course exposure and desired enrollment behaviors.
“My new hires have different requirements than my veteran employees.”
We typically see that new hires have a much shorter timeframe to complete all compliance training (i.e. 30 days) whereas a veteran employee may see the same series of courses over a 12-month period.
There are a couple ways to go about managing this difference.
To start, we do recommend creating a “New Hires” smart group and an “All Learners MINUS New Hires” smart group. You can read more about popular smart groups here.
First, you can leverage the same courses in two different workflows for your two different smart groups. You would put the courses into a “New Hires” Program or Journey called, for example, “New Hire Compliance Training” with those same courses in a Program or Journey called “Yearly Compliance Training.”
An alternative would be to have “new hire” variations of courses, meaning that this terminology is used in the course titles (i.e. “Cybersecurity New Hire Training”), which would translate into a new hire Journey or Program. Every new user into Bridge from the go-live date forward would go through this curriculum whereas all veteran employees would go through the standard sequence of courses in whatever time frame allotted by the admin.
SIDE NOTE: These courses may be identical, but if you do name one of them with a new hire convention, these will be two separate Bridge IDs, which will need to be taken into consideration when pulling reports.
“This must be completed every year.”
Again, you can do this a couple different ways. If the courses will need yearly updates, you can duplicate the courses every year, using year nomenclature in the titles (i.e. “Cybersecurity Training 2022”), and then create separate Programs or Journeys, enrolling the veteran employee group as needed.
The second option is to keep the same title every year, making updates and then re-publishing.
The difference between the two options above is that the course IDs in Bridge will either remain the same in the second option for reporting purposes or there will be a different series of course IDs every year with the former.
We make recommendations based on how you like or need to pull reports.
If you use the courses in a Program, that Program can be set for re-enrollment. It will be based on the date of completion, not the date of assignment. If using a Program for yearly reassignment, we recommend not putting any settings at the course levels. Set all of the metadata at the Program level, which will trigger behaviors of the courses.
If you use the courses in a Journey, you cannot currently re-enroll the learners into a Journey, so you would have to go the route above where there are different courses titled by year with an independent Journey for each year.
Read more on Journeys best practices.
If you want to use a Journey, you could also set up the courses themselves for re-enrollment with expiration based on completion date, enrollment date, or specific date. In this example, we are using completion date:
- Expires - "Valid for 365 days"
- The assigned expiration date will be 365 days after the completion date
- Auto Re-Enroll - "Learners will be given 30 days to complete"
- Re-enrollment will occur 30 days before the assigned expiration date
Depending on the number of courses, this could get a bit overwhelming for the learner since ALL of the courses will appear in their required section 30 days before their last completion that took place 365 days ago.
When using expiration and re-enrollment settings, if the learner never actually completes the course, they will not get re-enrolled into the content. They will stay in an overdue state.
“Not all courses are on the same cycle within the same year.”
If courses are not on the same cycle, you can break these into monthly Programs or leverage Journeys.
For example, if January is all safety courses, you could create a “January Safety Compliance Training” Program. You could then do something similar for every month using the same best practices from above.
The second option is to build out a Journey where a new Program is available every 30 days or on a specific date:
The nice thing about Programs and Journeys is that they consolidate some of the space in the learner’s required section so it’s less overwhelming than seeing a long string of content due in a shorter period of time:
“Failure of a course or an employee infraction requires re-enrollment in a single course.”
If failure of a course is a state that needs to be maintained for reporting purposes, then there are a couple ways to track this information.
The first thing you’ll want to set up is the limit of attempts in the course metadata:
Permanently failed can act as a unique status where the user is completed as failed. With no more attempts available, they lose access to the course.
An admin would have the option to manually reset the learner by clicking on the red “no” symbol and hitting the “reset learner” option:
If, as an admin, you don’t want to manage re-enrollment to the same course and you’d like to track the course retake, you can create a copy of that course with the nomenclature of “retake” in the title. This will have a different course ID, and it will allow you to then pull reports on who has needed to take the course because of failure or because of a work infraction.
Please note that an enrollment with the permanently failed status will not be assigned an expiration date and therefore will not auto re-enroll. It also does not give the option to an Author/Admin to manually re-enroll the user. The only way for the user to retake the course would be for their enrollment to be reset or to be enrolled in a remedial course.
“All of the compliance courses don’t have the same re-enrollment due date.”
If there are courses with longer than yearly due dates, we recommend bundling any of the courses together with the same due dates in a Program. Then, set that Program for re-enrollment after the set number of days.
You could also put all of the courses in a Journey, set the re-enrollment rules for the courses in that Journey, and in the appropriate timing, those courses will be delivered to the learner after the original date of completion.
If it is a small bundle of courses and the due dates are not consistent, you also have the option to assign those individual courses to all learners or your new hire group.
Learn more about automating enrollments through smart groups.
If documentation is needed and you opt to use checkpoints, these can also be set up for re-enrollment.