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The Assignments tab is used to select those learners who should complete the program. Users can be assigned by organisation, position, audience, management hierarchy, and/or individually.

Once learners are assigned to a program, they will be provided access to enrol in each selected course.

Program assignments screen.

Assigning by organisation

  1. While editing the program, open the Assignments tab.
  2. Select Organisations from the Add... dropdown menu.
  3. Browse through the organisations or Search for a specific organisation.
  4. Click on the name of each organisation to be added.
  5. The selected organisation(s) appear under the Items to add area.
  6. Click OK to complete the organisation selection or Cancel to exit.

Organisations from different frameworks can be selected. A delete icon to remove an organisation from the selection will appear on hover over. 

Assigning by organisation.

You can then select Include all below to include all users in the hierarchy structure below the selected organisation. Additionally you can enter an due date as described below.

Assigned organisations.

Assigning by position

  1. While editing the program, open the Assignments tab.
  2. Select Positions from the Add... dropdown menu.
  3. Browse through the positions or Search for a specific position.
  4. Click on the name of each position to be added.
  5. The selected position(s) appear under the Items to add area.
  6. Click OK to complete the position selection or Cancel to exit.

Positions from different frameworks can be selected. A delete icon to remove a position from the selection will appear on hover over.

Assigning by position.

You can then select Include all below to include all users in the hierarchy structure below the selected position. Additionally you can enter an due date as described below.

Including all users below the current position.

Assigning by audience

  1. While editing the program, open the Assignments tab.
  2. Select Audiences from the Add... dropdown menu.
  3. Browse through the audiences or Search for a specific audience.
  4. Click on the name of each audience to be added.
  5. The selected audience(s) appear under the Items to add area.
  6. Click OK to complete the audience selection or Cancel to exit.

A delete icon to remove an audience from the selection will appear on hover over.

Assigning an audience.

Additionally you can enter an due date as described below.

Assigned audiences.

To learn more about creating audiences, please see Audiences.

Learning will be made available immediately to new users once their account has been registered.

Audience membership as well as audience-based enrolled learning will occur before new users first log into the platform.

For existing users, audience membership and enrolment when the program user assignment scheduled task is run.

Assigning by management hierarchy

  1. While editing the program, open the Assignments tab.
  2. Select Management hierarchy from the Add... dropdown menu.
  3. Browse through the managers or Search for a specific manager.
  4. Click on the name of each manager to be added.
  5. The selected managers appear under the Items to add area.
  6. Click OK to complete the manager selection or Cancel to exit.

A delete icon to remove a manager from the selection will appear on hover over.

Assigning managers.

Once a management hierarchy has been added in the table of existing assignments there will be a dropdown menu where you can choose either:

  • Include all below to include all users in the hierarchy structure below the selected management position
  • Include direct team to add the manager’s direct reports only

Additionally you can enter an due date as described below.

Choosing management hierarchy options.

Please see Job assignments for more information.

Assigning individual users

  1. While editing the program, open the Assignments tab.
  2. Select Individuals from the Add... dropdown menu.
  3. Browse through the users or Search for a specific user.
  4. Click on the name of each user to be added.
  5. The selected users appear under the Items to add area.
  6. Click OK to complete the user selection or Cancel to exit.

A delete icon to remove an individual from the selection will appear on hover over.

Assigning individual users.

Additionally you can enter an due date as described below.

Assigned individual users.

Assignment due date 

The due date for users enrolled in the program via any of the assignment types, must be set using a fixed completion date or using a time relative to one of the following events:

  • First login: Relative to the users first log in to the system.
  • Position assigned date: Relative to the time a position was assigned to any of the users job assignments with the specified position.
  • Job assignment start date: Relative to the start date field of any of the users job assignments with the specified position.
  • Program completion: Relative to the time another specified program was completed by the user.
  • Course completion: Relative to the time a specified course was completed by the user.
  • Profile field date: Relative to the value of a date/time custom field in the users profile.
  • Program enrolment date: Relative to the time a user was enrolled in this program.

Completion criteria pop-up box.

An assignment due date will be assigned to other users as they join the group. The actual due date cannot be changed if the user has already completed the program. 

Users' actual due dates may differ from the assignment due date for various reasons, including:

  • If another assignment type includes the same user, the other assignment due date may override this one
  • If this assignment has a relative due date, which is not yet applicable to the user
  • A user may have been granted an extension by a manager
  • If an exception occurred and the Set realistic time allowance action was used to resolve it
  • This assignment due date may have changed, but the user still has the due date that was originally given to them
  • This is a certification, and the due date has automatically been set to the expiration date

Once saved, a confirmation message appears at the top of the screen.

Confirmation of program assignment changes

Actual due date

After using the assignment due date option to assign a due date to the group of users and saving all changes, the Actual due date column will display a link to view the specific due date for all users enrolled in the program using the corresponding assignment type. It is important to note:

  • Due dates for assigned users can only be extended
  • If a fixed due date is set, the date change will be applied immediately
  • If a relative due date is set, the due date will be applied to the users as soon as it can be successfully determined
  • For assigned users that have been given a time exception, the program due date is not updated

Examples of program due dates.

Searching and filtering

If you would like to find a particular program assignment to edit (remove () or adjust/set the due date ()) then you can search or filter for a particular assignment. 

To search simply type the search term into the box in the top right of the assignments table then click the magnifying glass icon () or press the return key on your keyboard. 

Filtering

You can filter the reports by type (e.g. organisation, position, individual etc.) or by Recently added (any assignments added during this login session).

When using the type filters there is an 'and' logic, meaning that if Organisation and Manager are both selected as filter criteria the table will show results for both of these types. 

Advanced features

As a Site Administrator you can switch between the view described on this page and the old program assignment interface. 

  1. Go to Advanced features from the Site administration menu.
  2. Tick Enable legacy program assignment interface (to enable, or untick this to disable).
  3. Click Save changes

This setting will be enabled by default on any existing sites upgrading to version 12.7+.

For new installations this will be disabled by default. 

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The Totara Academy has a whole course dedicated to using Programs and certifications in Totara Learn. Here you can learn more on how to use programs and certifications, see best practice, and give it a go yourself.

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