Engage - Scheduling Training Modules

This article describes how to schedule Training Modules for Engage for your entire organization, and is intended for Administrators.

For more detailed information on how to view or change Training Modules, see Company Wide Training Details.

Introduction

Training Modules for Engage are video tutorials that you schedule to be sent to all users in your organization. 
The analytical data collected from user interactions with the lessons is displayed on the Program Overview page. 

Scheduling Training Modules

The first time you login to Engage, the Company Wide Training and Targeted Training queues are empty. You can schedule Training Modules to be sent to your users, by the following methods:

• Preconfigured Queue.
• Content Library.

Your Company Wide Training modules are displayed in date order (i.e. the next scheduled module is displayed at the top and the last at the bottom). All the modules can be scheduled into Targeted Training, except for the Training Overview module. This module is left in the module queue for users who want to take a refresher on why user Engage is important.

Using the Preconfigured Queue

Engage has a Preconfigured Queue, that you can use to schedule 12 training modules automatically. This is a quick and easy way to set up your user Engage with minimal intervention.
The 12 modules represent an annual global security awareness program, focusing on all five module categories and based on our subject matter expertise.

Preconfigured Queues only apply to new accounts, with no previously released Modules.

Releasing Training Modules 

You can schedule the release of Training modules, by using the following steps:

1. Log in to Engage.
2. Navigate to Training Queues | Company Wide Training.
3. Click on Preconfigured Queue.
4. Select a Start Date for the first module, using the displayed calendar.
5. Click on Continue. The modules are scheduled at monthly intervals, from the specified start date.

 

A module's release date and the order can be changed, once the queue has been created.

Using the Content Library

You can manually schedule individual Training modules, by using the following steps:

1. Log in to Engage.
2. Navigate to Training Queues | Company Wide Training.
3. In the Company Wide Training queue, click on the Content Library tab:
   
4. Hover over the module's image.
5.  Click on Add to Company Queue.
   
6. Specify a Release Date from the calendar, considering the following limitations:

• • Only future dates are allowed.
  • Only one module can be scheduled per day. If you select a date that already has a module scheduled, an error is displayed, and you'll have to select a different date.

We recommend selecting a date in the future that allows you to visit and amend the scheduled module if it's required. Once a module is released, the schedule can't be changed.

7. Select a new user policy. You can either:

• • Assign to all new users when they join the organization.
  • Not assign to new users.

8. Click on Confirm. The module is added to the Company Wide Training queue.

Viewing the Company Wide Training Queue

Once the Training modules have been scheduled, you can go back to view the Company Wide Training queue.

Actions for Training Modules which have not been Released

You can make changes to Training modules which have not been Released, by using the following steps:

1. Log in to Engage.
2. Navigate to Training Queues | Company Wide Training.
3. Click on the three dots next to the module you wish to make changes to, to give the following options:

• • Edit Release Schedule: allows you to change the date.
  • Edit New User Policy: allows you to choose if you want this training module to be send to new users, when they join your organization.
  • Send Now: allows you to send the training module immediately.
  • Delete Module:  allows you to delete training module from the Company Wide Training Queue.

You can only delete Training modules from the Company Wide Training Queue if they have not been released to your users.

When a New User is added to the Default User Group, and the New User policy is enabled on various modules, new users will receive this training.
The email that is sent can be reviewed in Settings | Email Templates.

Actions for Training Modules which have been Released

You can make changes to Training modules which have been Released, by using the following steps:

1. Log in to Engage.
2. Navigate to Training Queues | Company Wide Training.
3. Click on the three dots next to the module you wish to make changes to, to give the following options:

• • Edit New User Policy: allows you to choose if you want this training module to be send to new users, when they join your organization.
  • Reset Module: allows you to reset the Training module and select a new release date for it. 

Resetting the module will mean that you lose all statistics pertaining to the module.

Actions for Training Modules which have been Reset

You can make changes to Training modules which have been Reset (and show as Previously Released), by using the following steps:

1. Log in to Engage.
2. Navigate to Training Queues | Company Wide Training.
3. Click on the three dots next to the module you wish to make changes to, to give the following options:

• • Edit Release Schedule: allows you to change the date.
  • Edit New User Policy: allows you to choose if you want this training module to be send to new users, when they join your organization.
  • Send Now: allows you to send the training module immediately. 

Resending Module Email

The Resending Module Email functionality is only available for Email Security Cloud Gateway customers.

An email can be resent to employees who have lost the original invitation to view a Training module.

You can resend a Training module's invitation, by using the following steps::

1. Log in to Engage.
2. Navigate to Training Queues | Company Wide Training.
3. Click on Resend Module.
4. Select the Module you want to resend.
5. Click on Next.
6. Select the Users you want to resend the training video to. 

   Only users who have previously received the training invitation but who have not viewed it will be listed. You cannot resend to new users.

7. Click on Next.
8. Edit the invitation email as required.
9. Click on Send.

Resending the email for a Training module will not delete existing user performance statistics already captured for it.
It will also not affect your allowance of remaining Training module slots.