Assignments: who takes what, by when — self-paced window or session, notifications

On the Assignments tab of the Training module you decide who (audience from the employee register), what (exam and/or course), by when (due date) and how often (recurrence). An employee sees ONLY what is assigned to them on the My trainings tab: they can read the material and start the exam from there.

Before you start

• The Training module must be enabled for the tenant.
• Permission: assigning, excluding, cancelling, attendance: training:assign (by default the production manager) or training:manage. Register viewers (training:view) can see the list but not change it.
• You need a published course and/or an active exam (see Courses, Exams).
• Employees must be in the employee register; only those linked to a login account get notifications and can take exams themselves.

Steps

1. Training → Assignments; with several sites, pick the site (an assignment belongs to one site).
2. New assignment: choose the exam and/or the course (with only an exam, the exam’s course is the material).
3. Format:
   • Self-paced window — the employee takes the exam with their own account, also on mobile, from the opening date; this needs an exam (passing it completes the assignment);
   • Session with attendance list — date and time, location, examiner; you record attendance on the assignment page. Without an exam, attendance completes it; with an exam, the examiner starts it supervised.
4. Due date, recurrence and fresh completion:
   • Recurrence — retraining by validity: before a completion expires (within the qualification type’s warning window) the assignment becomes due again, due date = the expiry. Only available for qualification types with a validity period.
   • Fresh completion: ticked, success before the assignment does not count; unticked, a valid earlier completion is accepted.
5. Audience (rules add up): every active employee of the site · plant (by the diary roster) · job title · individually. Assign — you land on the assignment page.
6. On the assignment page you see each employee’s state (colour + glyph + text): Assigned · Due soon · Overdue · Renewal due · Not open yet · Completed · Excluded. From here:
   • Refresh audience — employees who match the rules since are added; an excluded employee stays excluded;
   • Exclude from assignment (row menu) — with a reason; Include again;
   • Attendance list (sessions) — Present / Absent;
   • Cancel assignment — with a reason; it leaves the employees’ view, results are kept.

What does the employee see?

• My trainings tab: their assignments by urgency, with due dates; a Material button and — in an open window — Start exam. Open assignments also appear in My to-dos on the home page.
• They do not see or start other courses’ material or other exams — the server decides this, not the button.

E-mail notifications

• Training assignment notices (to the employee, daily after 7:00 when there is a new event): newly assigned, due soon (within 7 days), overdue, renewal due — once per event. The e-mail only contains their own items.
• Weekly training and qualification summary (Mondays, to everyone allowed to assign or manage training and to the shift scheduler’s managers, one e-mail per site): the site’s open assignments and expiring / expired qualifications. Recipients of the PTW expiring-documents digest do not get the expiring qualifications repeated here.
• Unsubscribe under Account → Notifications (on by default). OPEREX sends these from the system@ address.

Troubleshooting

• “No active employee matches the rules” — check the employee register (site, job title, plant roster link).
• “A self-paced window needs an exam” — without an exam, schedule a session with an attendance list.
• The employee does not see the assignment — no account is linked to their employee record, they were excluded, or the assignment was cancelled.
• “The exam cannot be started yet” — the window has not opened, or the assignment is a session.