Purpose Statement

The Training module in First Due provides two distinct options for adding courses to your training program: Use Template and Assign Template. Understanding the difference between these options ensures you select the appropriate method based on your training event's timing, attendee status, and completion requirements. Use Template creates immediate training events with finalized details, while Assign Template allows flexibility for future scheduling with undefined dates and attendee lists.

Background Information

The Training module's Template library contains pre-built templates created. Training administrators can deploy these courses using two different methods, each designed for specific training scenarios. The Use Template option is ideal for training events with confirmed details (dates, attendees, instructors), while the Assign Template option accommodates situations where scheduling flexibility is needed, such as quarterly competencies where company officers determine completion dates within a broader timeframe.

This functionality is particularly valuable for departments that need to balance structured training requirements with operational flexibility, allowing both traditional instructor-led classes and self-paced learning options.

Required Permissions

• Training Administrator rights are typically required to assign courses
• Users with limited permissions may not see all fields or options described in this article
• Standard users can view assigned courses on their Training Dashboard and convert them to classes if permitted

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Step-by-Step Guide

Accessing the Template Library

Step 1: Navigate to the Training Module

• From the First Due main menu, select the Training module
• Navigate to the Scheduled Training section
• Select the Add from Training Templates button
• The entire Template library will display
   

 

Step 2: Filter Your Template Options
 

1. The user can filter the Template Library list based on various items
    
2. Once the list has been filtered to the desired result you can select the eye icon to the right of the Template to preview the content
    
3. To select the Template for either immediate use or assignment select the checkbox to the left of the Template Name

 

Choose "Use Template" When:

• You have an immediate training event with finalized details
• Dates of completion are already determined
• Attendee lists are confirmed
• Instructor assignments are set
• You're recording a training activity that has already occurred for credit
• You're creating a self-complete training for attendees
• You're scheduling a future or multi-session training with definite attendee lists and dates

Choose Assign Template When:

• Start and end dates have not been defined
• Attendee lists for each training session are not finalized
• You need flexibility for scheduling (e.g., quarterly competencies)
• Company officers/Class Creators will decide specific completion dates within a deadline
• You're deploying traditional instructor-led classes without self-complete component

Best Practices

Choosing the Right Option:

• Use Use Template for historical training entries, scheduled events, and self-complete classes
• Use Assign Template for quarterly competencies, flexible scheduling, and instructor-led training
• Consider your department's operational tempo when setting assignment deadlines

Managing Assigned Templates:

• Set realistic date ranges that accommodate shift schedules and operational demands
• Monitor progress regularly through the administrator dashboard
• Use filters effectively to quickly find specific users or courses

Communication:

• Ensure company officers understand their role in converting assigned templates to scheduled training
• Communicate deadlines clearly to all assigned users
• Provide guidance on how to access assigned templates from the Training Dashboard

Avoid These Common Mistakes:

• Don't use Deactivate Template unless you intend to remove it from the entire template library
• Don't assign templates without clearly defined deadlines
• Don't forget to update templates users if personnel changes occur during the assignment period

Troubleshooting & FAQs

Q: I don't see the "Assign Template" option. Why not? 

A: The ability to assign templates is typically reserved for users with Training Administrator rights. Check with your system administrator about your permission levels.

Q: What happens if a user doesn't complete an assigned templates by the deadline? 

A: The system will show incomplete status in the administrator view. Follow your department's protocols for overdue training requirements. Training administrators can view progress and follow up with individual users.

Q: Can I change the deadline after assigning a course? 

A: Yes, administrators can update template assignments, including modifying date ranges, through the View Assigned Users screen.

Q: What's the difference between "Use Template" in the library vs. "Use Template" on an assigned course? 

A: Both convert a template into an actual training. The context differs—one starts from the template library, the other from an existing assignment. The result is the same: creating a training event with specific dates and attendees.

Q: What happens if I accidentally select "Deactivate Template"? 

A: This will deactivate the template from your entire template library, affecting all users. Use this option with extreme caution. If accidentally deactivated, contact your system administrator immediately.

Q: Can assigned users see the template on their dashboard immediately? 

A: Yes, assigned templates appear at the top left of each user's Training Dashboard once the assignment is saved.

Q: How do company officers convert an assigned course to a class? 

A: Company officers select the assigned template from their Training Dashboard and use the "Use template" option to convert it into a scheduled class with specific attendees and dates.