This article introduces key points to consider when using the training feature, specifically how to distinguish between the two permission levels: "Training Administrator" and "Trainer."
Use this as a reference when deciding how to assign permissions to those in charge of training and how to manage training courses effectively.
The key to managing courses is knowing when to use a "Training Administrator" vs. a "Trainer"
The training feature includes two administrative permission levels: "Training Administrator" and "Trainer."
Let's take a look at what each permission level allows you to do.
Training Administrators can manage all course-related settings
Training Administrators can handle all course-related settings, including creating, editing, and deleting courses, as well as managing learners.
A particularly notable aspect of this role is that "Training Administrators can create, edit, and delete courses."
For this reason, it is common practice to grant this permission to someone who plans educational content and is 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 make changes to all courses
- The ability to add or remove any user from any course
- The ability to view the course progress of all users
broad and powerful permissions.
For example, in a company with 100–200 employees, it may be perfectly fine to grant "Training Administrator" permissions not only to the HR manager but also to the training coordinators in each department. In small to mid-sized companies, having visibility into all employees' course progress is unlikely to cause significant operational issues.
However, for companies with 500 or more employees or those operating 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 offices."
"We don't want each store's training coordinator to see the course progress of other stores."
In such cases, grant "Trainer" permissions to on-site training coordinators.
Trainers are responsible for distributing courses and monitoring progress
By granting "Trainer" permissions to on-site coordinators, those coordinators can distribute courses only to the employees and staff they are directly involved with, and monitor their progress.
Trainers can view the content of all courses. Additionally, Trainers can "add or remove learners" and "track course progress" for users within their own team.
However, they cannot create, revise, or delete courses, nor can they add or remove users outside their team from courses, or view the course progress of users outside their team.
Since this may be hard to understand from descriptions alone, we'll walk through some practical examples from here.
How to actually build and run training courses
First, here is an overview of how the training feature workflow operates, as shown in the image below.
1. Start by setting up a Training Administrator as the initial configuration
A group administrator or sub-administrator assigns Training Administrator permissions to the person who will create courses (i.e., the company-wide training or education coordinator).
2. Create courses aligned with your training themes
Once a user becomes a Training Administrator, they can create courses and link the relevant manuals to them.
At this point, the Training Administrator needs viewing permissions for the manuals to be linked to the course. Join the appropriate folders as needed.
3. Prepare for distribution
Organize the users who will receive the course into teams.
For example, create teams based on groupings such as "New employees hired in 2020," "Kanda store," or "Prepared foods department."
Add "new employee training coordinators" and "training managers for each store or department" to the teams you create.
Once team registration is complete, grant Trainer permissions to the "new employee training coordinators" and "training managers for each store or department."
4. Distribute the courses
Now it's time to distribute.
Training Administrators and Trainers select the courses needed by users in their team and add them as learners.
Once distributed, wait for each user to complete the course by the deadline!
5. Review course progress
Each on-site "Trainer" can check the course progress of users within their team.
By filtering by team, you can clearly see who is at what stage.
You can easily track whether each user has properly learned their tasks and reviewed the manuals, making it easier to determine when someone is ready to work independently.
Bonus: Handling transfers, reassignments, and mid-year hires
Managing with Trainers and teams makes it easier to handle training when employees transfer or are reassigned.
When a user is transferred, the group administrator or sub-administrator should add them to the team for their new assignment.
By adding them to the team, the Trainer can then distribute to that user the course created in the "2. Create courses aligned with your training themes" step.
Make the most of teams for added convenience!
After reading this far, many of you may be thinking, "It really seems like knowing how to use teams is key..."
That's right — using teams allows you to get the most out of your training courses.
Teams can be used not only for course management but for a wide variety of purposes.
Let's wrap up with a quick review of how teams work.
First, here are the key specifications for teams:
- Group administrators and sub-administrators can create teams and add or remove users.
- Both members and guests can be registered to the same team.
- A single user can belong to multiple teams.
Teams can be used in the following ways:
- Specifying folder participants (manual viewing scope)
- Designating co-editors
- Specifying task distribution targets
- Notification recipients when a manual is published
- Specifying training course distribution targets
- Filtering training course progress
You can group users in various ways for different purposes. You can also add or remove users in bulk via CSV.
By making effective use of Trainers and teams like this, you can achieve a workflow where "the course content remains unchanged, while on-site training coordinators continuously add learners and refine the training."
Be sure to 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.