This article explains how to automatically assign training to new joiners in Assure at the point of creating a new Person Record (an individual's entry in the Person Register, the Assure module that stores and manages records of employees, contractors, and other people). When creating a new Person Record, the user can select a TNA Template (also referred to in Assure as a Qualification or Job Role Template -a reusable group of training courses mapped to a particular role) to automatically generate a Training Needs Analysis (TNA) record and associated Training Records for that person. The feature also supports bulk assignment via Data Import, with two dedicated columns: Qualification and Override Required By Date. This can also be done via API.
Cross-module scope: This article spans the People and Training module in Assure (specifically the Person Register and TNA/Training Records sub-areas). The TNA Template and Training Records created through this process are managed within the People and Training module.
Prerequisites
- An active Assure user account with access to the People and Training module.
- Employee records must be entered into the Person Register under Modules > People, with the record type set to Employee.
- At least one TNA Template (also called Job Role or Qualification) must already exist in the system before it can be assigned during Person Record creation.
- The user's Assure role must have the appropriate permissions to create Person Records and manage Training Records.
How to Assign Training when Creating a Person Record
When creating a new Person Record, there is a Training section. When Yes is selected in that section, it becomes possible to select a TNA Template (often titled Job Roles or Qualification) to assign to the person.
Note: This training assignment can only be performed when creating a new Person Record. It is not available when editing an existing Person Record.
1. Navigate to Modules > People > Person Register and click New Record to begin creating a new Person Record.
2. Complete the required fields in the Details section of the new Person Record.
3. Scroll to the Training section within the Person Record.
4. Select Yes in the Training section to enable TNA assignment for this person.
5. Select the cog icon and, in the pop-up, select the TNA Template (Qualification) to add to the person.
6. Once a TNA Template is selected, the courses associated with the chosen TNA Template display on the Person Record. The courses can be sorted using the arrows at the side to drag and drop them into the preferred order.
Additional courses can be added using the Add From Course Library button.
Courses can be removed by selecting the delete button on the right-hand side.
7. A number of the course details can be overwritten if required. The Status and Completed on columns cannot be modified when creating a new Person Record.
8. Click Save Record or Save and Close.
When you Save the Person Record, a TNA and Training Records will be created for that person with the courses you have specified. You can modify status and completion for a course from the new TNA Record (for more than one course) or Training Record (for individual course).
9. Once saved, the “Training” section in the Person Record will display a training overview for that person. You can learn more in this knowledge base.
Data Import
When importing training data for a person, two additional columns are avaliable to support adding training for new joiners:
1. Qualification
This column should contain the ID of the TNA Template (Training Needs Analysis template) to assign to the individual.
To find this ID:
- Navigate to the relevant TNA Template (Jobs Roles or Qualification) record.
- Copy the number from the URL, as shown below (highlighted in orange): https://[your-site]/People/TNATemplate/Edit/5620860#/information
Note: "Qualification" is the default caption for this field, but it may appear under a different name depending on how your system is configured.
2. Override Required By Date
Use this column to specify a custom Required By date for the training courses.
- If a value is provided, this date will override the default Required By date from the TNA Template.
- If left blank, the system will fall back to using the default date set in the TNA Template.
API
The Person Register API (a secure RESTful API that allows organisations to automate the creation and management of Person Register records in Assure) supports creating a Person Record with an attached TNA Template (Qualification). This enables organisations to automate new joiner onboarding workflows without requiring manual record creation in the Assure interface.
The API functionality must be enabled by the Evotix team before use. Contact your Customer Development Manager (CDM) or Customer Success Manager (CSM) to request access. Making use of the Customer API requires a level of technical expertise and is typically handled by a company's IT function.
For full technical guidance on the API methods, required fields, and request structure for creating Person Records with a TNA Template, refer to the dedicated user guide: Customer API User Guide-Person Register API
AI Metadata
Product Area: Assure -- People and Training module, Person Register, TNA Templates, Training Records, Data Import
User Role: Assure Administrator, Training Manager, HR Administrator, System Administrator
Tags: new joiner training, TNA Template, Qualification, Person Register, Training Needs Analysis, Training Records, Data Import, Override Required By Date, People module, onboarding, training assignment
Version/Region: All Assure versions; all regions
Important synonyms: TNA Template = Qualification = Job Role Template; Person Register = People Register = Person Record; Training Needs Analysis = TNA; Required By Date = due date; Course Library = TNA Course/Component; People and Training module = People module
Suggested embedding keywords: automatically assign training new joiner Assure, create person record with training, TNA template new employee, assign qualification new joiner, data import TNA training, override required by date training import, training section person record Assure, new joiner onboarding training Assure, qualification column data import, Person Register training assignment
Relevant modules and cross-module implications: This article is scoped to the People and Training module in Assure. The TNA Template and Training Records created through this workflow are fully managed within the People and Training module. When a Person Record is saved with a TNA Template assigned, Assure automatically creates both a TNA record and individual Training Records for each course in the template. Status updates to those Training Records can be made via the TNA record or directly from the Training Record. If Evotix Learn is integrated with Assure, courses within the assigned TNA Template may link to Learn Missions, which will be pushed to the employee's Learn account once the Required By Date falls within the next 90 days.