Assigning Training

Assign training to personnel using one-off assignments for targeted, incident-driven training, or bulk assignments for assigning multiple documents to multiple users at once.

Permissions

Action	Required Role/Permission
One-off assignment	training.assign permission
Bulk assignment	Admin role

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Create a one-off training assignment

Use one-off assignments to assign training to a specific person, typically in response to an incident, deviation, or CAPA.

1. On the left sidebar, select Training.
2. Select Assign training, then One-off assignment.
3. From the Assign To dropdown, select the user who should receive the training.
4. In the Document field, use the server-side search to find and select the document for training. You can search by title or description — results are fetched from the server so even large document libraries are searchable. Only documents in the Effective state are offered; if nothing matches, the selector says so.
5. Optionally, in the Link to CAPA or Deviation field, search for and select a CAPA or deviation to link this training to.
6. Optionally, in the Due Date field, select a deadline for training completion. Only future dates are accepted.
7. Optionally, select the Requires Evidence checkbox if the trainee must submit evidence of competency.
8. Select Create One-Off Assignment.

A confirmation message appears and you are redirected to the Training page.

Tip

Use the searchable document selector to quickly find the correct document. The same searchable selector is available for linking CAPAs and deviations.

Note

Training can only be assigned against documents that are already Effective — draft and in-approval documents do not appear in the selector. Pre-release training (the training gate that holds an approved document before it becomes effective) is configured through the document’s approval workflow, not from this page.

Caution

If a document is retired (Obsolete or Superseded) between when you opened the selector and when you submit, the assignment is refused rather than silently created against a document no one should train on any more. Assign training against the document’s current effective version instead. The same check applies to bulk assignment below — if any selected document has been retired, the whole batch is refused and none of the assignments are created.

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Create a bulk training assignment

Use bulk assignments to assign one or more documents to multiple users or groups in a single operation.

1. On the left sidebar, select Training.
2. Select Assign training, then Bulk assignment.

Select documents

3. In the Select Documents panel on the left, select each document card to include it. A checkbox and blue highlight indicate selection.
4. Optionally, select Select All to include all documents, or Deselect All to clear the selection.

Each document card shows its title, description, version badge, and status badge. The header shows the count of selected documents.

Select users or groups

5. In the Select Users panel on the right, select individual user cards or entire groups. A checkbox and blue highlight indicate selection.
6. When you select a group (for example, a Job Function or Department group), all members of that group are included in the assignment.
7. Optionally, select Select All to include all users, or Deselect All to clear the selection.

Each user card shows their full name, email, and role badge. Groups show their name, type, and member count. The header shows the count of selected users.

Set assignment options and submit

7. Optionally, in the Due Date field under Assignment Settings, select a deadline. Leave empty for no due date.
8. Select Assign Training. The button label shows the total assignments (for example, “Assign Training (3 docs x 5 users)”).

Review results

After bulk assignment, a results card appears showing:

• Success count and error count in a summary badge
• Individual results per user with status (success or error) and a descriptive message
• Results are color-coded: green for success, red for errors

Caution

If some assignments fail (for example, a user already has a pending assignment for that document), the successful ones are still created. Review the results carefully and address any errors.

9. Select Clear Form to reset all selections and start a new batch, or select Back to Training to return to the training page.

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After assigning training

• Assigned users see the new training in the register’s My training view.
• Users are notified automatically when training is assigned.
• Administrators can monitor completion progress in the register’s Everyone view.
• Due dates are enforced with visual overdue indicators (red text).

Practical example: incident-driven one-off assignment

Scenario: During a routine audit, Deviation DEV-2026-019 was raised because an operator did not follow the correct gowning sequence. CAPA CA-2026-005 requires retraining the operator on the gowning SOP.

1. On the left sidebar, select Training, then select Assign training > One-off assignment.
2. From the Assign To dropdown, select the operator, James Park.
3. In the Document field, search for SOP-CL-008 Cleanroom Gowning Procedure and select it.
4. In the Link to CAPA or Deviation field, search for CA-2026-005 and select it.
5. Set the Due Date to 7 days from today.
6. Check Requires Evidence — James must submit a photo of a supervised gowning demonstration.
7. Select Create One-Off Assignment.
8. James receives a notification, reviews the SOP, uploads a photo of his supervised gowning as evidence, and signs off. His supervisor reviews and approves the evidence.

The training record is linked to CA-2026-005, providing full traceability for the CAPA closure audit.

Best practices

Tip

• Use one-off assignments for incident-driven training where you need traceability to a specific CAPA or deviation.
• Use bulk assignments when rolling out a new or revised SOP across a department or the entire organization.
• Assign by group (Job Function, Department, Site) to keep assignments in sync as team membership changes.
• Always set realistic due dates to give personnel adequate time to review materials.
• Enable the Requires Evidence checkbox for hands-on or competency-based training where document review alone is insufficient.

Changing a due date

A due date set wrongly at assignment can be corrected without touching the training record itself.

1. Open the training assignment from the register’s Everyone view.
2. Change the Due Date and enter a short reason.
3. Save.

The old and new dates are both written to the audit trail, along with who changed them and why. Moving a compliance deadline is something an auditor will ask about, so the reason should say what actually happened — “assigned against the wrong revision date”, not “correction”.

Due dates cannot be changed once training is complete, or once the assignment has been withdrawn. In both cases the obligation is settled and the date is part of the record.

Withdrawing an assignment

Training assigned in error, or made irrelevant by a role change, can be withdrawn.

1. Open the document’s Training tab, or the training register’s Everyone view.
2. Select Withdraw on the assignment.
3. Enter a reason and confirm.

The record is kept. Withdrawing is not a deletion:

• The training record remains, stamped with when it was withdrawn, by whom, and why.
• The withdrawal is also recorded in the document’s History, so the controlled document’s own timeline shows the obligation being lifted.
• Any reading evidence already recorded — which pages the person opened, and when — is retained with it.
• The assignment stops counting as outstanding: it leaves My Training and All Training, stops generating overdue reminders, no longer counts against completion percentages, and no longer blocks the person from opening the document.

Completed training cannot be withdrawn. A completed record is the evidence that the person was trained, which ISO 13485 §6.2 requires you to keep. If someone needs to repeat training, assign it again — the original record stays.

Caution

Withdrawing is recorded in the audit trail as a withdrawal, with your reason attached. It is visible to auditors. Use it when an obligation genuinely no longer applies, not to tidy up a list.