This article introduces the key points to consider when using the training feature, particularly how to distinguish between the two permission types: "Training Administrator" and "Trainer".
Use this as a reference when considering how to assign permissions to education staff and how to manage training operations using courses.
The Key to Course Management is the Proper Use of Training Administrators and Trainers
The training feature has two management permission types: "Training Administrator" and "Trainer".
Let's examine the differences in what each permission type allows.
Training Administrators Can Configure All Course Settings
Training administrators can create, edit, and delete courses, manage trainees, and configure all settings related to training courses.
The most distinctive permission is "the ability to create, edit, and delete courses."
Therefore, it's common to assign this permission to someone responsible for planning educational content and creating or implementing training curricula, such as an "HR education manager."
On the other hand, Training Administrators have strong permissions including:
- Ability to modify all courses
- Ability to add/remove all users to/from courses
- Ability to check the training progress of all users
For example, in a company with 100-200 employees, you might grant "Training Administrator" permissions not only to the HR manager but also to education staff in each department. In small to medium-sized companies, having all employees' learning progress visible doesn't usually cause significant operational issues.
However, for companies with 500+ employees or multiple locations, you might have requirements such as:
"I don't want on-site training staff to be able to modify courses from other departments or locations."
"I don't want each store's training staff to see the learning progress at other stores."
In such cases, you should grant "Trainer" permissions to on-site education staff.
Trainers Are Responsible for Course Distribution and Monitoring Learning Progress
By granting "Trainer" permissions to on-site staff, they can distribute courses only to relevant employees/staff and monitor their learning progress.
Trainers can view the content of all courses. And they can add/remove trainees and check learning progress for users in the teams they belong to.
Conversely, they cannot create, revise, or delete courses, nor can they add/remove users or check learning progress for users outside their teams.
Since this might be difficult to understand from explanation alone, I'll introduce some operational examples.
Actual Training Course Setup Process
First, the training feature workflow is as shown in the image below.
1. Initial Setup: Designate Training Administrators
Group administrators/sub-administrators assign Training Administrator permissions to users who will create courses (company-wide education/training staff).
2. Create Courses Based on Educational Themes
Users who have become Training Administrators create courses and link the manuals that will be learning targets.
At this point, Training Administrators need viewing permissions for the manuals linked to courses. If necessary, make sure they can access the relevant folders.
3. Prepare for Distribution
Group users who will receive courses into appropriate teams.
For example, create teams based on distribution target groups such as "New employees hired in 2020," "Kanda Store," or "Deli Department."
Include "new employee trainers" or "education managers for each store or department" in the created teams.
After team registration is complete, assign Trainer permissions to "new employee trainers" or "education managers for each store or department."
4. Distribute Courses
Now it's time for distribution.
Training Administrators and Trainers select the necessary courses for users in their teams and add them as trainees.
After distribution, wait for each user to complete the course by the deadline!
5. Monitor Learning Progress
"Trainers" at each site can check the learning progress of users in their teams.
By filtering by team, you can easily see everyone's status.
Since you can properly track whether each user is learning the job and checking the manuals, you can make smoother decisions about when they're ready to work independently.
Extra: Handling Transfers, Relocations, and Mid-career Hires
Using Trainers and teams for management makes training easier when people transfer or relocate.
Group administrators/sub-administrators should add transferred users to the teams at their new assignment locations.
By adding them to teams, Trainers can distribute additional courses created in the "2. Create Courses Based on Educational Themes" process to those users.
Teams Make Things Convenient!
After reading this far, many of you probably feel that "how teams are used seems important..."
That's right, using teams allows you to better utilize training courses.
Teams can be used for many purposes beyond course management.
Let's Review the Team Overview
First, teams have the following specifications:
- Group administrators/sub-administrators can create teams and add/remove users.
- Both members and guests can be registered in the same team
- One user can belong to multiple teams.
Teams can be used in the following areas:
- Specifying folder participants (manual viewing scope)
- Designating co-editors
- Specifying task distribution destinations
- Notification recipients when publishing manuals
- Specifying training course distribution destinations
- Filtering training course progress
Users can be grouped for various purposes. You can also add or remove users in bulk using CSV.
By effectively using Trainers and teams, you can achieve operations where "on-site education staff can add trainees as needed and improve education without changing course content."
Please try this when using the training feature!
We also have an article on "how to organize courses into effective units." Please check it out as well.