Assigning mandatory assignments

Mandatory assignments are the most important steering tool in your role: you assign a course or learning path with a binding due date to an individual person, a user group, or a whole department. The system enrolls them automatically and sends the reminders you configured. On request, an assignment repeats automatically (e.g. an annual mandatory training).

Assigning a single mandatory assignment

1. In the main menu, go to Administration → Mandatory assignments.
2. Click Create.
3. Fill in the fields:
4. Target type — choose course or learning path. For a learning path, the person is automatically enrolled in all mandatory courses of the path; the assignment is only done once the whole path is completed.
5. User — the person who gets the assignment (search field with suggestions)
6. Due date — mandatory field
7. Repetition (weeks) (optional) — e.g. 52 for a yearly repetition. After completion, the system sets the assignment up again automatically (see FAQ).
8. Note (optional) — shown to the person in the course player, e.g. "Please before the next team meeting"
9. Configure reminders — see the next section.
10. Save.

The person receives a notification in the bell on the learning platform and additionally by email. They are enrolled in the course automatically; a separate enrollment is not needed.

Configuring reminder emails

You can define any number of reminders per mandatory assignment.

Reminders only happen if you create them

The system sends reminder emails exactly when you enter at least one reminder for the mandatory assignment. If you leave the section empty, it stays at the assignment notification. Each new row is prefilled with "3 days before the due date, to the user".

For each reminder you define:

Field	What it means
Days before due date	Positive number = before the deadline. Negative number = after the deadline (a dunning notice if overdue).
Email template	Optional. Your own templates of type Assignment reminder are available to choose (see Document templates). Without a selection, the User gets your company's default template (tab Assignments, purpose "Assignment reminder (default)"), otherwise the built-in text with course, deadline, and link. Without a selection, the Assigning person gets their own built-in text, which addresses the assigning person and names who is still open; the default template does not apply there. The subject comes from the template that is actually used.
Recipient	Who gets the reminder: User (the person themselves) or Assigning person (you). Exactly one recipient per reminder — for several recipients, create several reminders. The Admins option is already in the list but doesn't send an email yet; until then, use Assigning person.

Completed mandatory assignments no longer get a reminder. If several reminders are due at the same time (e.g. because the daily sending was skipped once), the system sends only the latest one per recipient — the one that became due last. The earlier ones count as done and are not sent any more.

Typical reminder setups:

Use case	Reminders
Low-key mandatory assignment	One email 3 days before the due date to the person
Important compliance training	Emails 14 / 7 / 3 / 1 day(s) before the due date; after the deadline one dunning notice to the user and one to you
Onboarding requirement	Only if overdue — a dunning notice 7 days after the deadline

Bulk assignment — many people at once

For quarterly trainings, onboarding waves, or entire departments, the bulk assignment dialog is worthwhile.

1. In the mandatory-assignments overview, click Bulk assignment.
2. Fill in everything on one surface in the Create bulk mandatory assignment dialog:
3. Basic info — target (course or learning path), due date, optionally repetition and note
4. Person selection via three tabs:
   • Individual users — pick people one by one
   • By department — a whole department of your company
   • By group — all members of a user group from the Admin Portal. The learning platform's learning groups are something different and cannot be selected here.
5. Reminders (expandable) — as with the individual assignment, applied identically to all created mandatory assignments
6. Optionally the preview — number + list of all people who will receive the assignment
7. Create — the system creates the mandatory assignments all at once.

Existing mandatory assignments (same target + same person) are skipped — no duplicate assignments. The result message shows: created and skipped.

Tracking the status

In the mandatory-assignments overview you see per assignment:

Status	What it means
Assigned	The person was enrolled but hasn't done anything yet
In progress	At least one lesson worked on
Completed	Course or path finished

The list is sorted by due date — so overdue assignments (deadline passed, status not "Completed") are at the top. You can additionally filter by course, learning path, and status. More on this in Team progress.

Changing or withdrawing a mandatory assignment

When the deadline is no longer realistic or the assignment no longer fits organizationally:

1. Click the mandatory assignment in the list.
2. Edit — extend the deadline, adjust the note, reconfigure the reminders. Reminders not yet sent are recalculated against the new deadline.
3. Or withdraw it via the delete icon — the assignment is removed. The person does not receive an automatic notification about this; give them a quick heads-up if needed. The course enrollment and the learning progress remain in place.

Frequently asked questions

A person already completed a course before the mandatory assignment. Do they get it twice? No — the system recognizes the existing enrollment and doesn't create a second one. However, the assignment status starts at "Assigned" and only catches up the next time something happens on the enrollment. For an already completed course, ask the person to briefly open the course again — or check the completion directly in the enrollment overview.

When exactly do the reminder emails go out? The system sends due reminders once a day in the early morning (around 6 a.m.) — so the email sits at the top of the inbox at the start of the workday.

A person says they didn't receive a reminder. Possible reasons: - No reminders were configured for the assignment (without configuration, no email goes out) - The email is in the spam folder - The email address in the profile is outdated

In such cases, point out to the person that the mandatory assignment still has to be done — the deadline stands.

A whole department should repeat a training regularly (annually). Can that happen automatically? Yes. When creating it, set the Repetition (weeks) field — e.g. 52 for annually. After completion, the system schedules the next round: one repetition interval after the completion, the assignment is automatically set back to "Assigned", with a new deadline; the person is notified and the reminders run again. This also works for a bulk assignment to a whole department.

Can I still extend the deadline after sending? Yes — open the mandatory assignment → Edit → change the due date. Reminders not yet sent are recalculated based on the new deadline (already sent ones are not repeated).

A person doesn't show up in the selection at all. Then they probably don't have an account in your company yet. Invite them first (see Managing users) — after that they can be assigned. You cannot assign people from other companies.