Administrators and group admins can assign courses, paths, and programs to users in multiple ways, including enrolling them in the content of their choice or setting up recurring assignments.
What does assigning content mean?
Assigning content to users means enrolling them in that specific course or program. This gives them access to taking the specific content, with the expectation of them to complete it. You can set a due date for the user to complete the assigned content.
When you assign content to a user, they will get an email notification letting them know that they have been assigned the content in question. In this email they will receive a link which will take them to the Sana homepage, and they will be able to start progressing with the course or program they have been assigned.
💡 Required content allows administrators to mark specific courses, programs, and events as mandatory, ensuring they are prioritized in learners' dashboards and reports. This helps organizations manage compliance and track progress effectively for essential training. Read more about this here.
Before assignment
To enable assignment, the course need to be published and either visible in manage or visible everywhere.
Visible in Manage: This setting makes the content visible only to administrators and group administrators within Manage > Content, and allows admins to assign the content to specific groups or users without making it accessible to all learners.
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Assigning users to programs
Read the full article for that use case here - including how to automate enrollment via enrollment rules, minimizing manual admin labour.
Assigning users or groups to content
The easiest way to assign content to specific users or groups is through the Course Overview. This section also provides insights into total assignments, self-starts (if the course is set to "Visible Everywhere"), and overall progress.
Go to Manage > Content > Click on the specific course you want to assign.
Choose Add learners > Users/Groups.
Select the user/group you want to assign, add a Due date if needed > Choose Assign
Here you will also see a status pill for each user, which helps filtering deactivated and pending users from assignments
Other ways to assign content
Enrollment through 'Users'
Go to Manage > Users.
Find the user in the list and mark their name in the tick box.
From here, you can enroll the user in courses, lives and paths. You can select multiple users in one go by ticking the box next to their names in the list.
Assigning through the user profile
You can also click on the users name, go into their profile, scroll down and assign them to content directly from the user profile.
Assigning a user directly from the Share modal
If you are a collaborator on a course in the editor, you can assign content directly from the Share modal.
Recurring assignments
Recurrent assignments allow administrators to automatically reassign courses and programs after a set period. You can configure assignments to repeat a specific time after they are assigned or after the learner completes them. When a recurrence is triggered, the learner’s progress is reset, the assignment is reissued, and notifications are sent.
💡 Every time a recurrence is triggered, the current course/program progress is snapshotted (unless the user did not interact at all with the content) and it will display as a different entry in the course history.
How it works
Courses
When assigning learners, use the Repeat option to set the assignment on a recurring schedule for individuals or groups.
Programs:
Direct Assignment: Go to People > Enroll once > More options > Repeat to make the assignment reoccur automatically.
Enrollment Rules: When editing enrollment rules, select More options > Repeat to apply recurring assignments at scale.
Once configured, the system will display the recurrence details in the assignment, ensuring clear tracking of repeating content.
Best practices for Recurring Assignments
It is highly recommended that all partners with recurring trainings and/or yearly compliance use this feature, since it will automate work and reduce human error. |
Repeat "after assignment" - is the recommended toggle (not "after completion"). This will ensure notifications are more aligned and data tracking is more straightforward. |
Split onboarding programs in two - 1 compliance program (recurring) and 1 onboarding program (non-recurring). This ensures that only the recurring content gets reassigned. |
Combine with placement tests for maximum value add. Users will skip the content they remember from a training they did last year and therefore stay more engaged while saving training. |
FAQ
Can a group admin assign content?
Yes, group admins can assign content to users they have access to through either their attribute as manager or by being the admin of a specific group. You can read more about the different access levels here.
How do recurring assignments interact with course history?
Every time a recurrence is triggered, the current course/program progress is snapshotted (unless the user did not interact at all with the content). It will then display as a different entry in the course history.
Can recurring assignments only be accommodated for new course assignments, but not for courses which were completed in the past?
No, you can also update active assignments too and it will take the original assignment/completion date. However, if the recurrence should have been triggered in the past (e.g. the assignment was completed 1y ago and you set a recurrence of 10 months after completion), the new assignment date is always "now".
How do I edit a recurring assignment?
By clicking on the three dots next to the user in the course detail page, you can click on edit repeating assignment and change the frequency.
How do recurring assignments work in relation to certificate expiry dates?
You have to align it. The recurring assignments feature is independent from certificates. We help you to choose the recurrence date by showing certificates templates with an expiration date.
For example: if you have a course with a certificate that expires after one year, then you need to align the recurring assignments feature with the expiry date (one year after completion) or vice versa.
Should I combine recurring assignments with certificates?
They can be combined. However, it's not recommended as differing dates might confuse learners.
If I need to track which specific version (2023, 2024, 2025) learners took - should I still use this or better to duplicate programs?
You will see the timestamp, so you shouldn't need to duplicate programs anymore (unless you really want to use the program heatmap)