This article introduces key considerations for how to use the two permission levels — "Training administrators" and "Trainers" — when using the Training feature.
Use this as a reference when deciding how to grant permissions to those in charge of training and education, so they can effectively manage and operate training courses.
The key to managing courses is knowing how to use Training administrators and Trainers
The Training feature has two administrative permission levels: "Training administrators" and "Trainers."
Let's look at the differences in what each permission level allows you to do.
Training administrators can configure all settings related to courses
Training administrators can create, edit, and delete courses, manage trainees, and configure all settings related to training courses.
In particular, the ability to create, edit, and delete courses is the defining characteristic of this permission level.
For this reason, it is common practice to grant this permission to those who plan educational content and are responsible for creating and executing training curricula, such as a training manager in the HR department.
On the other hand, Training administrators have
- the ability to modify all courses
- the ability to add or remove all users from courses
- the ability to view the course progress of all users
which means they hold a high level of authority.
For example, in a company with 100–200 employees, it may be appropriate to grant the "Training administrator" permission not only to the HR manager but also to the training coordinators in each department. This is because in a small-to-medium-sized organization, being able to see all employees' course progress is unlikely to cause any major operational issues.
On the other hand, for companies with 500 or more employees or those with multiple locations, you may have requirements such as:
"We don't want on-site training coordinators to be able to modify courses belonging to other departments or locations."
"We don't want each store's training coordinator to see the progress of trainees at other stores."
In such cases, grant the "Trainer" permission to on-site training coordinators.
Trainers are responsible for distributing courses and monitoring progress
By granting the "Trainer" permission to on-site coordinators, they can distribute courses only to the employees and staff they are directly associated with, and monitor those trainees' progress.
Trainers can view the content of all courses. They can also add or remove trainees and check course progress for users in the Team they belong to.
However, they cannot create, revise, or delete courses, nor can they add or remove users outside their Team from courses, or view those users' progress.
This may be difficult to understand from the description alone, so let's walk through some operational examples.
The actual flow for building training courses
The overall flow for operating the Training feature is shown in the image below.
1. Start with initial setup: Add training administrator to create and manage courses
A Group administrator or Sub-administrator assigns Training administrator permissions to the person who will create courses (the company-wide training or education coordinator).
2. Create course aligned with your training themes
Users who have been assigned the Training administrator role can create a course and link the relevant Manuals to it.
At this point, Training administrators need viewing permissions for the Manuals they want to link to the course. Join the appropriate Folders as needed.
3. Prepare for distribution
Organize the users who will receive the course into a Team.
For example, create Teams based on groupings such as "New employees hired in 2020," "Kanda Store," or "Deli Department."
Add "new employee training coordinators" and "training managers for each store or department" to the created Teams.
Once the Teams are registered, grant Trainer permissions to the "new employee training coordinators" and "training managers for each store or department."
4. Distribute the course
Now it's time to distribute.
Training administrators and Trainers select the courses that users in their Team need, and add them as trainees.
After distributing, wait for each user to complete the course by the Deadline!
5. Check course progress
The "Trainer" at each location can check the course progress of users in their Team.
By using Filter by teams, you can clearly see who is at what stage.
You can keep a close track of whether each user has properly learned their tasks and reviewed the Manuals, making it easier to decide when someone is ready to work independently.
Bonus: Handling transfers, reassignments, and mid-career hires
By managing your organization using Trainers and Teams, handling training for transfers and reassignments becomes much easier.
When a user is transferred, the Group administrator or Sub-administrator should add that user to the Team of their new assignment.
By adding the user to the Team, the Trainer can redistribute to that user the courses that were created in the process described in "2. Create course aligned with your training themes."
Make the most of Teams!
Having read this far, many of you may have the feeling that "Teams seem to be really important..."
That's right — by using Teams, you can get even more out of your training courses.
Teams can be used for a variety of purposes beyond just Manage courses.
Let's review the key points about Teams.
First, Teams work as follows:
- Create team and adding or removing users can be done by Group administrators or Sub-administrators.
- Both Members and guests can be registered in the same Team.
- A single user can belong to multiple Teams.
The scope of use for Teams is as follows:
- Specifying Folder participants (Manual viewing scope)
- Designating co-editors
- Specifying task distribution targets
- Notification recipients when a Manual is Released
- Specifying distribution targets for training courses
- Filtering progress status in training courses
You can group users in various ways for different purposes. You can also add or remove users in bulk using a CSV file.
In this way, by making good use of Trainers and Teams, you can achieve an operation model where "the course content remains unchanged, while on-site training coordinators continuously add trainees and improve training."
Please give it a try when using the Training feature!
We also have an article on "what units to use when creating courses." Check it out as well.