Creating External Trainings on Learn

Creating External Trainings on Learn

Roles: Primary Admin, Admin

Description: In this article, you will learn how to create external trainings, which are trainings your learners complete outside Auzmor Learn, and how to set up who can add and approve records for them.

Benefits:

  • One place for all learning: Track trainings completed outside Auzmor Learn next to the ones you deliver in it.
  • Learner-submitted records: Let learners add their own records and choose who approves them.
  • Consistent details: Reuse the same title and issuing authority for every learner's record.

An external training holds the details of a course or certification from another provider. You create it once, then add a record for each learner who completes it. See Adding Records for External Trainings as Admins.

Step by step: create an external training

  1. In the top navigation menu, click Training, then select External. The External Trainings page opens.
  2. On the Trainings tab, click the + button. The Create a new External Training page opens.
  3. Under Add Title to your Training, enter the name of the training.
  4. Under Add the name of the issuing authority, enter the organization that provides the training.
  5. Optional: click Upload Cover Image to add a cover image, and enter a duration in Hours and Mins.
  6. Click Save and Continue.
  7. On the Additional Details step, fill in any custom fields. Required fields are marked with an asterisk.
  8. Click Create Training.

External Trainings page with the Training menu open and the External option

Create a new External Training page with the title, issuing authority, cover image, and duration fields

Note: Each combination of title and issuing authority can be used only once.

Step by step: set up external trainings for your organization

  1. On the External Trainings page, click the gear icon on the Trainings tab.
  2. In the External Trainings Configuration dialog, choose your settings.
  3. Click Apply.

External Trainings Configuration dialog

Setting What it does
Custom Fields Opens the custom fields settings, where you can add, change, or delete fields for external trainings.
Allow learners to upload external training records Yes lets learners add records of external trainings they completed. No keeps record entry with admins.
Who can approve? Shown when learners can upload records. Choose Specific Role, Specific User, or No Approval.
Frequency of reminder for approval The number of days between reminders about records waiting for approval.
Can learners add their own training and issuing authority names? Choose whether learners can enter their own training and issuing authority names when they add a record.
Do you want to include Learning Hours on external trainings also? Choose whether time spent on external trainings counts toward learning hours.

To pick approvers by role, click the pencil icon next to Who can approve?, select Admin, Manager, or both, and click Add. The Primary Admin always has approval access, so it does not appear in the list.

Edit or delete an external training

  1. On the Trainings tab, point to a training card.
  2. Click View Training to open its details, or click the three-dot menu and select Edit or Delete.

Training card with View Training and the Edit and Delete menu

The details page has a Details tab with the custom field values and a Learners tab with the learners who have a record. The gear icon next to Training Settings opens the editing page.

External training details page with the Details and Learners tabs, Training Settings, and Approvals Pending

Common questions

Can learners add their own external training records?

Yes, if Allow learners to upload external training records is set to Yes in the configuration. The people you choose under Who can approve? review each record.

Where do learners see their external records?

Learners open My Profile, go to the Certificates tab, and switch to External Records.

Do external trainings count toward learning hours?

Only if you answer Yes to including Learning Hours on external trainings in the configuration.

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