(Legacy) Assigning Training to Users

Assigning Training

Assigning Training is a pivotal step to maintaining compliance. After assigning Training, Registered Users will be assigned to the Training that they meet the parameters for. Users will receive an email notification signifying the Assignment in The Guard that needs their attention.

Assign the Training

1. Navigate to Training module

2. Under the Trainings tab, select Add Training

3. The following form that appears includes several drop-downs and selections, detailed below:

   1. Course Name – Any/All files that are uploaded in the Documents module will be present in this dropdown. Names can be Typed or Searched in the dropdown to locate them more quickly

   2. Frequency – Training may be assigned on a set Frequency. The Frequency will set the Due Date automatically based on the Launch Date set by the Organization. When a Frequency is set and the Due Date is met, The Guard will automatically re-assign the Training assignment. 

   3. Launch Date – Identify when Training should launch

      1. Launching Training in the Future – This will launch the Training in the Morning and notify all Applicable assignees that are Registered at 7-8am EST

      2. Launching Training immediately – Setting the Launch Date as the same day an Officer/Admin is assigning the Training will simply Launch the training immediately*.

         1. Notification for training launched like this will be at 7-8pm EST

* Training that is being Launched on the same day it is set up will be created with a NEW Status - The Training assignment will launch after 10 minutes. This provides opportunity to review and, if needed, delete the Training to fix anything that may have been incorrectly set.

1. Due Date – By itself, Due Date is purely administrative. This helps identify for an Organization when training should be completed by the team. 

   1. If Training is created with One Time frequency and a “Due Date” has been set – Nothing will happen if the Due Date is met; Meaning, The Guard does not restrict access to those who have not yet completed their Training

   2. “Due Date” only functions with restrictive capacity when a Frequency greater than One Time has been set

2. Requires Attestation - Allows the checkbox to be checked to ensure that Attestation will be prompted for during Training. If the box is unchecked, the document will be placed in a User's My Documents area and not require Attestation to be given in order to complete the Task.

   1.  By-default, this box is CHECKED to ensure that Training and Attestation are covered.

3. Select People for Attestation - Allows an Organization to identify the individuals or groups of individuals that need to be assigned this Training. The options are as follows:
   

   1. Search Everywhere - This will provide a list of All Users, Locations, and Groups. This drop-down can be changed to People Only, Locations Only, and Groups Only

      1. People Only - Allows selection of individuals one at a time or the ALL PEOPLE option. 

         • ALL PEOPLE - This will assign the Training to ALL ACTIVE Individuals listed in the People module; This option will create a Rolling Assignment that will assign this Training to any newly registered Individuals

      2. Locations Only - Allows selection of individual or all Locations - This will reflect the Locations/Sites built in the Admin module. Assigning Training to a Location will create a "Snapshot" of all currently active Users assigned to that Location
      3. Groups Only - Allows for selection of individual or multiple Groups - This will reflect the Groups/Departments built in the Admin module. Assigning Training to a Group will create a "Snapshot" of all currently active Users assigned to that Group

Once a training assignment has been set up, it can be seen via the Table under the Trainings Tab. 

Any Training assignments generated here and assigned to Registered Users in The Guard will be displayed in the Assignments tab detailed below. Completing Training is also detailed below this section.

** In addition to the training we have available in The Guard, you may want to add other training material, such as Sexual Harassment Training, to streamline your employee training process.

Add the Documentation To the Guard - Uploading Documents to be used for Training

1. Navigate to the Documents Module
2. Locate, then select the Training / HIPAA Training folder 
3. Select the + Upload Documents button
4. Select the Permission Level ( Org-Wide is Defaulted and allows assignment to everyone) -- This drop-down and checkbox do NOT need to be touched to upload documents successfully; Please note: Anyone that is NOT an Officer/Admin does NOT have access to the Documents Module
5. Expiration Date - Setting an expiration date does not make the training unavailable after the date has past, it is simply used to for Organizations to establish and identify a renewal period for the documentation; editing/review period; etc. This does NOT have any affect on the Training assignment, if the document has been assigned for Training
6. Drag & Drop the file you want to upload or select the Gray Box to Browse for a document, or multiple documents, you wish to upload
   • *You can upload more than 1 document at once here*
7. Once you have added the file, select the Upload button - The uploads will process below the drag & drop / browse box and the status of the uploads will be displayed as they are completed. Once all documents have been uploaded, simply close the pop-up.