Training Planner: How to Schedule Enrollments

With the training planner, you can create onboarding plans for users who haven’t joined your organization yet and schedule training for your users months in advance. 

On this page, we will take you through how to use the training planner to schedule training for your users.

 

Here's a quick video showing how the feature works: 

 

You can have many different plans

You can use the training planner to set up different plans for different user groups. This allows you to tailor the training to specific audiences.  

For example, you can create a plan for the “X department” group or the “X Office Location” branch. That way, you have the option to customize the training users get based on, e.g., their role.  

And if you want to keep it simple, you can set up a plan for the whole organization to follow and leave it at that. 

 

There are two types of plans: training and onboarding.

• A training plan is your regular ongoing training for users in your organization. Use it to schedule enrollments for specific dates in the future.  
• An onboarding plan is the training you want new users to receive when they join the organization, a group, or a branch. It enrolls dynamically, so users get the training a certain number of days, weeks, or months after they join.
  
  

 

You can customize your re-enrollment settings

You might want to re-enroll trainings occasionally to keep your organization fresh on topics they learned about in the past. 

 

 Account level re-enrollment setting

To adjust this setting, just go to "Account" and edit the number of days listed in the field called "skip users already enrolled in the last..."

The number of days you have in this field applies to all of your training planner enrollments. 

 

Content level re-enrollment setting

You can also make re-enrollment settings for specific trainings if, e.g., you want all users to get the "Phishing" course - even if they were enrolled to it 3 months ago. 

You edit re-enrollment settings for a specific piece of content directly in the training planner. 

Within the training plan, find the content, and then edit the settings for it. Turn the toggle called "Skip users already enrolled" OFF. Then save the training plan when you are finished. 

You have now updated the re-enrollment settings for that training only.

 

---

 

How to make a new plan

1. Click on "Awareness" to reveal the dropdown menu, and select "Training Planner"
2. Click "Create"
3. Select the type of plan you want to create - training or onboarding
4. Determine if you want to use our "Recommended" plan or start from a "Blank" training plan, which you fill in yourself. Select the option you prefer and click "Create"
   
   
   
   

 

A recommended plan vs. a blank plan

Our recommended training and onboarding plans 

You have the option to use our recommended training and onboarding plans. By selecting our recommended plan, your onboarding plan will automatically populate with the content recommended by our learning design experts for the first year of training. 

 

After you select the "Recommended" plan, you'll have the option to review the content in the plan and add/remove courses for further customization.

Then, just insert the correct enrollment dates, press save, and you are done!

 

A blank plan

If you select a blank plan, you can build your own training plan from scratch. This is a good option if you have very specific training needs. 

 

---

 

Add Upcoming CyberPilot content to your training plan

We release a new course every other month, and you can easily have them automatically added to your training plan. To do this, just enable the toggle called "Upcoming CyberPilot content". 

Once you do that, our upcoming content will populate in your training plan. You can tell the difference between our released and upcoming content, because the upcoming trainings have gray images. As we prepare new trainings, those will also be added to your training plan. 

The date of enrollment for upcoming content will always be the day we publish it. If you want the training to be enrolled on a different day, you are welcome to adjust that in your training plan.

 

Here is how you fill in the blank plan:

1. Click the "+" icon to add content to your plan
2. Add the content you want to the plan and give each of them an enrollment date
3. Click "Save"
   
   

---

Setting up your training plans

After you have selected the type of training plan you are creating and whether you are using our recommended plan or a blank canvas, you can get to customizing it!

1. Select who you want the training to "Enroll to" - you can make a training plan for the entire account, branches, or groups
2. Select if you want to exclude any users
3. Indicate a date/time period when the content should enroll
4. Customize the re-enrollment settings if you want
5. Use the "+" button to add more content to the plan
6. When you are done, click "Save"

Here's how it looks with a training plan

The enrollment dates are specific dates in the future. 

Here's how it looks with an onboarding plan

The enrollment dates are dynamic, so training enrolls after a certain amount of time

 

---

 

How we recommend you use the training plans feature

• We advise you to use our "Recommended" plans when populating your training and onboarding plans for the first year
• We advise you to automatically add our upcoming content to your training plan. That way your users always get the most timely content
• We advise you to have one training plan and one onboarding plan - each for all users in the organization. 
  • This is the simplest way to maintain your training. If you feel you should have a customized training plan for certain users or groups, that option is available to you.
  • A good example of when this could be helpful is if you need to train, e.g, board members, who should get some training, but not necessarily the same courses at the same time as your general users. 
  • You are always welcome to talk with your Customer Success Manager about the right level of training complexity for your organization.

 

---

 

Editing your training plans 

Edit the content and dates

It’s possible to make changes to any content that will be enrolled in the future. Any edits you make will affect all the users the training plan applies to, as soon as you press “Save”.  

1. Click "Edit" in the upper right corner of the training plan
2. Press the "X" icon to remove a future training, "+" to add content, or click on the date to change when the content is enrolled. 

Edit the name of the plan

If you want to rename a training plan,  start by clicking "Edit" in the upper right corner of the plan. Then, click on the icon next to the name of the plan to make changes to the plan name. When you are done, click "Save".

 

Deleting a training plan 

In order to delete a training plan, you must first remove all of the content within the plan that are scheduled for the future. A deleted plan cannot be recovered.  

Once you have removed all the content from the plan, you an click the trash can icon to delete the plan. 

The users’ training completion data will not be effected by the deletion of a training plan. Any trainings that were already enrolled through the plan will not be effected.  

 

---

 

Still have a question?

Contact us at support@cyberpilot.io