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 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, description, or status — results are fetched from the server so even large document libraries are searchable.
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 be assigned at any document stage — it does not need to be in an “effective” status. This allows for pre-release training workflows.

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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 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 their My Training tab.
• Users are notified automatically when training is assigned.
• Administrators can monitor completion progress in the All Training tab.
• 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 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.