Assigning a course from the course settings drawer

The Assignment tab controls two separate things: who can open a course, and who has to complete it. Both are set on one list, and every row on that list carries its own setting.

Assigning a course

1. Open the course from Courses, then choose Course settings, the gear icon at the top of the builder.
2. Go to the Assignment tab.
3. Search for a person, department, location, job title or company and select them. Each selection becomes a row on the list.
4. On each row, open the access menu and choose Restricted only, Mandatory only or Mandatory & Restricted.
   1. To give several people the same setting, choose it in the menu beside the search before you add them. It starts on Ask me each time, and everything you add after you change it arrives with that setting.
   2. Choosing a setting on one row does not become the default for the rows you add next.
5. Choose Save.

Screenshot missingassignment-row-menu

The Assignment tab with at least three rows on the list: one person, one department, one job title. One row's access menu is open, showing Mandatory & Restricted, Mandatory only, Restricted only and Remove from list. At least one other row still shows the grey "Set access" badge so the unset state is visible alongside a set one.

Expected at src/assets/screenshots/guides/assign-a-course-from-the-settings-drawer/assignment-row-menu.png

What the three settings mean

Restricted only lets these people open the course but does not require them to finish it. Mandatory only requires these people to finish it and admits nobody, so the course stays open to everyone. Mandatory & Restricted does both.

There is no separate control for restricting a course. A course becomes restricted as soon as one row grants access, and stops being restricted when the last of those rows is removed. A list made up only of Mandatory only rows leaves the course open to your whole account.

When someone is on the list twice

A person reached by their own row and by a group gets the strongest combination of the two, never the narrower one and never whichever was added last. Someone in a department set to Restricted only who also has their own row set to Mandatory only ends up with both. Their row shows what it combines to.

That combination is also how a course can be restricted to a department while being mandatory for only some of it.

Warnings you may see

The tab counts the rows that have no setting yet and offers to apply one to all of them at once.

If somebody is required to complete the course but is not admitted by any row, the tab says so and offers to give them access. This happens when a Mandatory only row names people the restricted rows leave out.

What happens after you save

The course goes to everyone reached by any row on the list. Choose a department and a company and everyone in either gets it, not only the people in both.

Departments, locations, job titles and companies stay live. Someone who joins a targeted department later picks the course up without anyone editing the course again, as long as the course is published. Unpublished courses are skipped.

Removing a row takes the assignment away. It does not delete the progress those people have already made.

If you take someone off the list and add them back here later, their original record comes back rather than a new one, and they are told about the course again.