Automatic course allocations are managed with user groups. User groups are created and linked to a course to set up the allocation which can be amended or removed at any time.
This includes scenarios where courses could be reassigned to users unintentionally if allocation rules are not properly managed.
⚠️ Important: You'll need to have Admin Tool access and the correct permissions to complete this process. If you don’t have access, raise a support case to request it.
Set up a new course allocation rule
Follow these steps to create a new course allocation rule. You’ll start by setting up a user group and then link it to the relevant course.
Create the user group
First, create a new user group.
Sign in to the Admin Tool.
Click User Groups.
Click Create.
Enter a description to name the user group, for example, Course Allocation: Fire Awareness.
Click Save.
Click on the newly created user group and in the Include section select + within the include filters.
Tick the box of the position, site, division, or role you want to include and click OK.
Scroll down and click Save.
Link the user group to the course
Next, link your newly created user group to the course.
⚠️Important: For a new course to be available on the course list, please raise a case so we can add it to your list of courses.
Click Config.
Click Allocation.
Click Courses.
Click the course title.
Click Add, then select the user group.
Click Next, then click Save.
Amend an existing course allocation rule
Follow these steps to amend an existing course allocation by updating the user group linked to the course.
Locate which user group is linked to the course
First, locate the user group linked to the course you want to update the allocation for.
Click Config.
Click Allocation.
Click Courses.
Click the course title. You'll now see which user group is linked to the course.
Amend the user group
Next, locate the user group and amend it.
Click User Groups.
Find the user group and click it.
Update the Include sections to reflect the positions, sites, divisions, or roles needed or to be removed.
Once you have updated the inclusions, click Save Inclusions.
Remove a course allocation rule
Follow these steps to remove and unlink a course allocation by detaching the user group, deactivating it if no longer needed, and optionally removing the course from users' accounts.
Ensure proper removal of allocations to avoid situations where courses are reassigned to users unexpectedly due to persistent allocation rules.
Remove the user group from the course
First, you'll need to unlink the user group from the course to stop automatic allocation.
Click Config.
Click Allocation.
Click Courses.
Find the course and click on it.
Locate the user group in the list, then click the bin icon on the right to remove it.
Deactivate the user group
Next, if the user group isn't needed, you can deactivate it.
Click User Groups.
Find the user group, then click on it to open.
Click Applications to see if the user group is being used elsewhere. If no applications are using it, then you can deactivate the user group.
To deactivate the user group click the back arrow and locate the user group again. On the right click the toggle icon to deactivate the user group.
Remove the courses from the user's account
The last step is to remove the course from users if required. Here is a handy guide about how to remove courses from users.