Saves time when making bulk assignments.
Makes it easier to manage training at scale.
Lets you combine courses from different categories in one action.
Improves traceability by centralizing assignments.
Also available for Learning Paths, not only individual courses.
Navigation: Concientización → Academia → Cursos
In the Course List, the Bulk assignment button in the header opens a 3-step wizard to assign one or several courses at once.
Step 1: Selection
Pick one or more courses by checking their card or checkbox. You can search, sort (A-Z / Z-A), filter by language or tag, and paginate. You need at least one course to continue. If you check none, the wizard says "At least one course is required".
Step 2: Assignment (audience)
Define who you assign the courses to:
All employees: your whole organization.
Custom audience: opens "Create custom audience" and lets you pick specific people, with search and filters.
The Suggested audience option ("Targets employees who need attention or are at risk") is not available yet.
The chip at the top always shows how many users you have selected, with the text "Selected users: N".
Step 3: Date
Set a Start date (today by default) and an End date (one month from now by default).
The start date can't be in the past: "The start date can't be in the past".
The end date must be after the start date: "The due date must be after the start date".
Confirmation
When you press Save, the Review and assign screen appears with the summary: Course names, Assigned users and Assignment start and end date. When you confirm with Assign, you will see the message "Assignment completed successfully" and go back to the list.
You can leave at any time with Cancel, or go back one step with Back.
This feature is also available for Learning Paths.
Besides the wizard above, which is meant for choosing several courses and building an audience by hand, each course has a faster way to assign it from its card, without going through the 3 steps.
Navigation: Concientización → Academia → Cursos → card menu (⋮).
Open the menu (⋮) on the course card and choose who to assign it to:
To an employee: pick one or several specific people.
To a group: pick one of your company's groups.
To a department: pick one of the departments that already exist in your payroll. You can't type one by hand, so a typo doesn't leave someone out without you noticing.
To everyone: your whole company.
With any of the four options, set the start and due dates and confirm.
This assignment is asynchronous. When you confirm, you see an acknowledgment message ("We are assigning the course to...") instead of a number of assigned people. The platform processes the assignment in the background and doesn't have that count to show you yet. If you need to confirm who it was assigned to, check the course's enrollment list a moment later.
If the segment you choose includes no one, a department with no active people for example, it tells you the segment includes no one, instead of showing an error with no explanation.
Difference from the Bulk assignment in the header: that one is about several courses and an audience built by hand (everyone or a selection of people). This one, from the card, is about a single course but with more ways to define who: person, group, department or your whole company.
People who already have the course assigned are skipped by the bulk assignment: everyone else is enrolled, and their earlier enrollment stays as it was, with its original date.
"Already has it" means their enrollment is in progress: not completed and with the deadline still valid. Someone who completed it, or whose deadline expired, does get a new enrollment, so the bulk assignment works for assigning a course again after it changed.
To confirm the result, open the course and check its enrollment list: there you will see who got the new date and who keeps the earlier one.
The assignment email is not always sent right away. It depends on two things:
Whether your company has course notifications turned on. If they are off, no email is sent in any case, and the assignment is still made.
The start date you chose. If it is today, the email goes out when you confirm the assignment. If it is a future date, it is not sent at that moment: it is sent on the start day, at 8 a.m. (Argentina time, UTC-3).
So it is normal for an assignment scheduled for next week not to generate any email on the day you create it.
Can I undo a bulk assignment?
Not automatically. If you need to undo an assignment, you have to delete it manually from the users or courses list.
Does this feature apply only to courses?
No. You can also use it to assign Learning Paths in bulk.
Can I assign courses from different categories in the same action?
Yes. Course selection is not limited by category.
Can I assign courses to groups of people?
From the Bulk assignment in the header, the assignment goes to "All employees" or to a custom audience built by searching and filtering individual people. If you need to assign by group or by department, use Assign a course quickly from its card (above), from the menu (⋮) on the course card.
I'm an Academy Admin: can I assign a course to a group?
Yes. On the course card, menu (⋮) → Assign to a group, pick the group and the dates, and confirm. The groups dropdown no longer shows up empty.
I assigned a course and several people didn't get it. Did something fail?
Most likely they already had it assigned and in progress, and in that case the bulk assignment skips them. Check it in the course's enrollment list. If they appear there with an earlier date, they are covered.
Do users get a notification when they are assigned?
Yes, if your company has course notifications turned on. The email is sent when you confirm if the start date is today, or on the start day at 8 a.m. (Argentina time) if you scheduled it for later.
I assigned a course quickly from the card and the message doesn't tell me how many people.
That is expected: this assignment is asynchronous and there is no count to show you yet. Check the course's enrollment list a little later to confirm who it was assigned to.
Do you have feedback or want to request improvements? Tell us at roadmap.whalemate.com/roadmap
