Library items can be set to mandatory and therefore have to be completed by learners until a given date. When items are mandatory, the learners will see them in their "My Studies" section. Learners will also get continuous reminders as push notifications and e-mails.
Hint: The studies section of learners can be deactivated for your instance. Please consult your customer success manager if you need to activate or deactivate it.
Concrete usecases are:
yearly mandatory security trainings
mandatory onboarding courses
mandatory preboarding courses before the first day of work
In order to make an item mandatory, navigate to the Library and select the desired content item. Find the Due Date section within the editor on the right and click on the toggle to Make item compulsory.
Once activated, you will find more options until when the item needs to be completed by learners.
You can choose from three different options:
Specific Date: You choose a fixed date in the future, e.g. 31.12.2030
Best used for yearly trainings such as security or hygene.
Duration after Registration: The due date is dynamically resolved based on when the learners first register for the app.
Best used for scenarios where learners buy courses where the access expires after time.
Start Date: The due date is dynamically resolved based on the entered start date of a user. The due date can be set before, on or after the start date.
Best used for corporate pre- and onboarding.
After choosing the desired mode, you can then set the due date. For the type Specific Date, you can freely choose one date of the calendar. The item has to be completed by learners until 23:59 on the given day.
If you select the type Duration after Registration or Start Date, you need to configure when the item is due based on the individual registration or start dates of the users. Users will also get individual reminders, based on their registration or start dates.
If you choose "Duration after Registration", you can configure the amount of Days/Weeks/Months/Years an item needs to be completed after the first registration of the user.
If you chose "Start Date", first you need to select if the due date should be On Start Date, Before or After Start Date.
If the item should be due before or after the start date, you need to configure the time period in the amount of Days/Weeks/Months/Years.
Hint: When a user does not have a set start date, the item will not be shown as mandatory, but can still be found in the library.
When will reminders be sent?
If an item is not yet completed by a user, the users will get automated reminders as push notifications or e-mails. An e-mail must be given for the learner in order for the reminder to be sent. If e-mails are configured to be optional, you might want to change the configuration together with your customer success manager.
Reminders will be automatically sent:
1 month (= 30 days) before the due date
1 week before the due date
3 days before the due date
on the due date
Depending on your configuration: If library items containing a practice part are mandatory, a user has to practice it to perfection on multiple days and might not finish everything on the same day. We therefore advise to instruct learners accordingly. To decrease the needed time of completion you can also modify the proficiency gain when answering a question correct together with your customer success manager.
When are items completed?
As you configure items to be mandatory until a due date, you can freely choose which of all available items need to be completed.
Mandatory Topics/Journeys
You can make a whole topic or a whole journey including all its phases to mandatory. A user must therefore:
explore all visible decks within the topic/journey
practice all available practice cards of visible decks to completion by continues practice
Mandatory Decks
You can pick one or multiple specific decks from one topic to make them mandatory. A learner will see which decks are mandatory inside a topic.
When the mandatory deck contains only an explore part, the user has to finish the explore part before the due date.
When the mandatory deck contains an explore and practice part, the user has to finish the explore part and practice the cards to completion by continuous practice.
When the mandatory deck is of type initial and contains only a practice part, the user has to practice the cards to completion by continuous practice.
Mandatory Assessments
We recommend using single assessments as final step to complete a topic or a journey. If you mark an assessment as mandatory, a user must pass the assessments before the due date. If an assessment is failed, a user might try again if there are available tries left. You can always grant additional tries to users, find a guide in the article: How can I grant learners an additional assessment attempt?
Mandatory Events
You can select a single event that learners mandatorily need to participate in. If you configure an event to be mandatory, a learner has to be present in at least one slot that happens before the due date.