Learning due dates & refreshers

This guide will show you how to use Rules to assign a due date to Learning Activities and/or Programmes.

Due Date functionality has been introduced in the LMS allowing you to assign a due date or refresher to Learning Activities and/or Programmes which will be visible to Users and Administrators in Reports.
 

Contents

• Set a due date rule
• Notifying the user that they are approaching their Due Date
• Changing a user’s status to Overdue and notifying the user and manager that they are now overdue
• Setting a Refresher Rule
• Setting a Refresher Rule to notify the user that they are approaching their Due Date
• Changing a user’s status to Overdue and notifying the user and manager that they are now overdue

Set a Due Date Rule

• In the menu, navigate to Admin > Manage Training > Manage Learning Activities
• Search for the Learning Activity that you would like to set a Due Date for
• Click the pencil icon to the right of the Activity to Edit
• Select the E-learning Content tab
• Ensure that Run in Review Mode is selected at the bottom of the page
• Click Save Activity
  
   

• In the menu, navigate to Admin > Advanced > Manage Rules
• Click Add Rule
• Add a Rule Name and Notes
• Select Add and select Activity: Set due date for from the dropdown list
• Then select the Learning Activity that you want to set a Due Date for
• Select a Period of from the dropdown list
• Populate the time frame, ie 12 months for an annual Due Date
• Then add the time frame to set Approaching Due Date 
  
  
• Select a Frequency for the rule to run
• Select a Condition of When the rule should run by clicking Add and select Activity Assigned for 
  
  
• Then select the Learning Activity and is assigned 
  
  
   
• Click Add and AND User start date
• Select is earlier than or exactly
• Then a period of, leaving the months and days as 0
  
  
   
• Click Save 

Notifying the user that they are approaching their Due Date

• In the menu, navigate to Admin > Advanced > Manage Rules
• Click Add Rule
• Add a Rule Name and Notes
• Select Add and select Notification: Send from the dropdown list
• Click Rule Notification - General (E-mail)
• If attaching a custom Notification, select this from the list. In this example, the notification is called Approaching Due Date 
  
  
   
• If a custom Notification is not being attached, the Additional Text box can be populated
• Add a Subject and select who will receive the Notification 
  
  
   
• Select a Condition of When the rule should run by clicking Add and Activity status for 
  
  
• Select the Learning Activity and then is not and the status. The status will depend on the Activity Type, ie Passed for an Assessment, Attended for a Workshop
• Click Add to create a second condition, and select the AND Activity last ‘Approaching Due’ date for 
  
  
   
• Select the Learning Activity and is earlier than or exactly
• Click a period of, leaving the months and days as 0
• Next, click Add to add the final condition and select AND Activity assignment for
• Select the Learning Activity and is assigned 
  
  
   
• Click Save

Changing a user’s status to Overdue and notifying the user and manager that they are now overdue

• In the menu, navigate to Admin > Advanced > Manage Rules
• Click Add Rule
• Add a Rule Name and Notes
• Select Add and select Activity: Set status for from the dropdown list
• Then select the Learning Activity
• Select the Status Overdue from the dropdown list
• Click Add to add a second Action and select Notification: Send
• Select the Overdue Due Date (E-mail) template and a custom template if required
• If a custom Notification is not being attached, the Additional Text box can be populated
• Add a Subject and select who will receive the Notification. In this example, we would like the delegate and manager to receive an email so we select both
  
  
   
• Select a Condition of When the rule should run by clicking Add and Activity status for 
  
  
   
• Select the Learning Activity and then is not and the status. The status will depend on the Activity Type, ie Passed for an Assessment, Attended for a Workshop
• Click Add to add a second condition and select the AND Activity last ‘Due’ date for 
  
  
   
• Select the Learning Activity and is earlier than or exactly
• Click a period of, leaving the months and days as 0
• Next, click Add to add a further condition and select AND Activity assignment for
• Select the Learning Activity and is assigned 
  
  
   
• Click Save

Setting a Refresher Rule

• In the menu, navigate to Admin > Manage Training > Manage Learning Activities
• Search for the Learning Activity that you would like to use as a refresher Activity which will need to be different to the activity above
• Click the pencil icon to the right of the Activity to Edit
• On the Details tab, change the Initial Status to Locked
• Select the E-learning Content tab
• Select the Prompt user to review or restart entire activity at the bottom of the page
• Click Save Activity
• In the menu, navigate to Admin > Advanced > Manage Rules
• Click Add Rule
• Add a Rule Name and Notes
• In the Action section select Add and select Activity: Set due date for from the dropdown list
• Then select the Learning Activity that you want to set a Due Date for. In this example, we have selected a refresher version of the Learning Activity
• Select a Period of from the dropdown list
• Populate the time frame, ie 12 months for an annual refresher cycle
• Then select in the future  
  
   
• Add the number of days before the due date that you would like the Approaching Due Date status to show. For this example, let’s add 30 days  
  
  
   
• Click on Frequency and change this to month(s) so the Rule will run monthly
• Then add the number of months, which in this case is 11 
  
  
   
• In the When section click Add to create a new condition and select Activity assignment for
• Click on the selected Learning Activity. In this example, we have selected a refresher version of the Learning Activity
• Select is assigned
• Then click Add and select ADD ALL of the following are true to create a Group
• Click Add and Activity last ‘Success’ date for
• Then select the Learning Activity, which for this example is the original Learning Activity
• Click on is exactly from the list
• Click a period of, leaving the months and days as 0
• Next, click Add and AND Activity last ‘Success’ date for
• Then select the Learning Activity, which in this example is the refresher version of the Learning Activity  
  
  
   
• Click on does not exist
• Click Add and then Or Activity last ‘Success’ date for
• Then select the Learning Activity, which in this example is the refresher version of the Learning Activity
• Click is exactly
• Click a period of, leaving the months and days as 0
• Click Save

Setting a Refresher Rule to notify the user that they are approaching their Due Date

• In the menu, navigate to Admin > Advanced > Manage Rules
• Click Add Rule
• Add a Rule Name and Notes
• In the Action section select Add and select Activity: Set status for from the dropdown list
• Then select the Learning Activity. In this example, we have selected a refresher version of the Learning Activity
• Select Not Started from the dropdown list
• Click Add and then Notification: Send
• Click Rule Notification - General (E-mail)
• If attaching a custom Notification, select this from the list. In this example, the notification is called Approaching Due Date 
  
  
   
• If a custom Notification is not being attached, the Additional Text box can be populated
• Add a Subject and select who will receive the Notification 
  
  
   
• Click on Frequency and change this to month(s) so the Rule will run monthly
• Then add the number of months, which in this case is 11 
  
  
   
• In the When section click Add and Activity last ‘Approaching Due’ date for
• Click on the selected Learning Activity. In this example, we have selected a refresher version of the Learning Activity
• Click on is exactly from the list
• Click a period of, leaving the months and days as 0
• Next, click Add to add a further condition and select AND Activity assignment for
• Then select the Learning Activity, which in this example is the refresher version of the Learning Activity  
  
  
   
• Click on is assigned
• Click Save

Changing a user’s status to Overdue and notifying the user and manager that they are now overdue

• In the menu, navigate to Admin > Advanced > Manage Rules
• Click Add Rule
• Add a Rule Name and Notes
• In the Action section select Add and select Activity: Set status for from the dropdown list
• Then select the Learning Activity
• Select Overdue as the Status
• Click Add and select Notification: Send
• If you wish to attach a custom Notification, select the Overdue Due Date (E-mail) template
• If a custom Notification is not being attached, the Additional Text box can be populated
• Add a Subject and select who will receive the Notification. In this example, we would like the delegate and manager to receive an email so we select both
  
  
   
• Change the Frequency to month(s) and add a time frame
• In the When section click Add to create a new condition and select Activity status for 
  
  
   
• Select the Learning Activity and then is not and the status to represent completed. The status will depend on the Activity Type, ie Passed for an Assessment, Attended for a Workshop
• Click Add to set another condition and select AND Activity last ‘Due’ date for 
  
  
   
• Select the Learning Activity and is exactly
• Click a period of, leaving the months and days as 0
• Next, click Add to set a further condition and select AND Activity assignment for
• Select the Learning Activity and is assigned 
  
  
   
• Click Save