Running compliance for your team

This is the manager's half of a mandatory training. Its authors write and publish the training as described in Authoring a mandatory training. A compliance owner, a Manager who does not author it or an Administrator, then marks it Mandatory training, decides whether a pass expires, and chooses who receives the weekly digest; authors cannot declare their own training mandatory unless they are Administrators, and an Employee author never sees the Compliance card. Everything after that is yours: who has to take it, by when, who is behind, and what you hand over as evidence.

What your learners see is in Mandatory trainings and certification.

01You decide who owes the training. Mandatory alone decides nothing

A mandatory training is a label on the training. It puts the training in the compliance reports, shows learners the mandatory badge and, when it expires, gives every pass an end date. It does not put anyone on it.

Someone counts in the compliance figures when two things are true:

1. The training is marked Mandatory training.
2. The person was given it as an obligation. Anyone enrolled on the training after it was marked mandatory qualifies, however they were enrolled, including people who enrolled themselves.

Your job, in order:

02Who can do what

Two rows deserve a word. Require recertification and the compliance settings sit in the training's editor. Once a training is mandatory, only its authors and Administrators can open that editor, so a Manager who is not an author needs an Administrator for both. And Team compliance covers the whole organisation: there is no "my reports only" view.

03Getting people assigned

Two ways to assign, for two different situations

One-off enrollment. On the Enrollments page pick the training in 1. Select a Training, the people or groups in 2. Select Users or Groups, optionally a Due date in 3. Options, then press Enroll. Once a training is picked, each person in the list shows their current standing on it, such as Certified or Expired, so you can see who is already covered before you enrol anyone. See Enrolling people.

Group requirement. On the group's page, under Required trainings, press Require a training, choose it in Choose a training… and press Require. The list then shows Required since with the date. Only published trainings that the group does not already require are offered. See Groups and required trainings.

How due dates work

• A Due date you pick ends at the close of that day in each learner's own time zone. For more, see Enrolling people.
• If you leave it empty on a mandatory training, each learner gets the training's Time to complete from the day they were assigned. Its default is 30 days.
• Due dates are fixed when the person is assigned. Changing Time to complete later moves no existing deadline.
• Someone with no deadline can never read Overdue. They stay Never certified until they pass.

People who join a group later

They are enrolled as soon as they are added to a group that requires the training, and they get the usual "You've been enrolled" notification. If the addition fails for a technical reason, the hourly check catches them.

Someone who left a group and comes back has their old obligation reopened. If their old deadline ran out while they were away and they never passed, they get a fresh Time to complete from the day they rejoin.

Withdrawing a requirement

Press the bin icon next to the training on the group's page, then Withdraw in Withdraw this requirement?. The page answers Withdrawn. 12 obligations closed.

What that does:

• New members stop being enrolled.
• Current members stop being obligations on that training: they leave Team compliance, the digest and the nudge list.
• Nothing is deleted. Every pass, certificate and history entry stays, and the training stays on their list.
• Anyone also in another group that requires the same training keeps the obligation.

Taking one person out of a group has the same effect for that person. Archiving a group withdraws every requirement it has, the same way; members keep their membership and nobody loses a certificate.

04Reading Team compliance

Open Analytics and choose Team compliance. The page has two tabs: People to chase, which you work from, and By training, which you report from.

The verdict line

The first line answers the whole page.

"Fully covered" means "not on the list". It includes people who have not finished yet but whose deadline has not passed.

The list and the buckets

Below the verdict, one row per person who needs something, worst first: overdue, then expired, then expiring soon, and within each, whoever has waited longest. People whose deadline has not passed yet are not listed.

Each row also starts with a checkbox, and the one in the header selects everyone in the current filter; the selection is what you nudge (section 05). Export CSV, next to the chips, downloads the list as filtered (section 06).

The chips above the list filter it. Each person is in exactly one, their worst, so the three add up to the list.

Lapses next quarter fills only for trainings whose Warn before expiry is longer than 30 days. With the default of 30 days it stays empty, and nobody appears on the list until their certification is 30 days from its end.

The By training tab

One row per mandatory training. The 30, 60 and 90 day columns are cumulative: a certification lapsing in 20 days is counted in all three, and each is a subset of Certified. The page says so above the table.

Press View on a row to open the learners on that training: Learner, Status, Assigned, Valid until, Due by, Cycle, Last passed and Certificate. This list includes people who enrolled on their own and were never assigned it; they read No under Assigned, and the Enrolled count above leaves them out.

The statuses

A failed attempt is not a status. Someone who failed stays Never certified, or Overdue once the deadline passes, until they pass.

05Chasing people

Nudge

1. On People to chase, tick the people, or tick the box in the header to Select everyone in this filter. Picking another chip clears the selection.
2. A bar appears: 3 people selected and One notification each, listing everything they owe.
3. Press Nudge. The page answers 3 people nudged. and Last nudged updates.

What the learner receives: one notification, A mandatory training needs your attention or 3 mandatory trainings need your attention. It opens their My learning tab in Analytics, where every obligation is listed with a button to start or renew it. It always reaches their in-app inbox, and their Slack too if your organisation has connected Slack, unless they switched that off. They cannot turn the in-app copy off.

What WeLearn sends on its own

Nothing is sent on the day a learner becomes overdue. Chasing an overdue person is what Nudge is for.

The weekly digest

Every Monday morning each digest recipient gets one notification covering every mandatory training they receive it for: it names the training when there is only one and says on 3 trainings otherwise. It carries counts of expired and overdue people and never a name, and it opens Team compliance, where the names are. Nothing is sent for a training with nobody expired or overdue.

Who receives it:

• The people chosen in Escalation recipients on the training.
• If none is chosen, the training's authors, but only those who are Managers or Administrators.
• If none of them qualifies, the organisation's Administrators.

A chosen recipient who is no longer a Manager or Administrator is skipped.

06Certificates and evidence

What you can download

You reach a person's page from Full certification record on their row in People to chase, or from the Team page by clicking their card. The Certification record section opens with a summary such as Certified on 3 of 4 mandatory trainings. 1 needs attention., then one row per mandatory training with its status, Valid until or Does not expire, the Certification number and how many passes are on record. A row tagged Not an obligation is a training they enrolled on themselves.

If some selected people have no certificate, the ZIP still downloads and a window lists who is missing and why: no pass on record, not enrolled on this training, or a pass is on record, but its certificate could not be produced.

By default an archive holds at most 1,000 certificates, and each Manager can build 20 archives an hour. Above the limit, select fewer people.

CSV exports

The Status column in the exports holds the internal codes, such as OVERDUE, EXPIRED or NEVER_CERTIFIED, rather than the labels on screen.

Downloading someone else's certificate is recorded, and they are told

Every certificate you download for someone else is recorded before the file reaches you. The holder gets an in-app notification: Maria Rossi downloaded your certificate for "GDPR Basics". One notice per downloader per person per day, however many files you take. The pages say this before you click: Each person will be told that you downloaded their certificate.

Learners download their own certificates from their My learning tab. That is not recorded and tells nobody.

For auditors: the public verify page

Every certificate carries a verification code and the address of the verify page, https://<WeLearn site>/verify, at the root of the site with no organisation name. Anyone can open it without an account, enter the code and press Verify. The page answers Valid certification, Expired certification, Replaced by a later certification or Pass on record, and repeats what the certificate says: holder, training, cycle, date passed, score, end date and version assessed. Dates are in UTC, as on the document. It shows nothing else about the person. See Verifying a WeLearn certificate.

07When things change

08Checklist and traps

Your first mandatory training, start to finish

• The training is published and marked Mandatory training (ask its authors or an Administrator).
• You know whether it expires, and its Time to complete.
• People are assigned: a group requirement for a standing rule, the Enrollments page for a one-off list.
• Team compliance no longer says No mandatory trainings, and By training shows the Enrolled count you expect.
• Anyone who completed the training before it became mandatory has been checked (see the traps below).
• You know who receives the Monday digest.
• After the deadline, you nudge the Overdue now chip and check again a few days later.
• Before an audit, you export By training and download Download all (ZIP) with Latest pass.

Traps people fall into