Training Management: Managing and assigning courses from the Evotix Learn platform in Assure

Summary:

This article explains how to integrate Evotix Learn with Assure to assign, manage, and track employee training. Evotix Learn is a mobile health and safety training platform that delivers video-based training and compliance courses. Assure administrators use the People & Training module to assign Learn Missions to employees, track completion, and generate reports.

What is Evotix Learn?

Learn is Evotix’s mobile health and safety training solution. Learn allows you to reach all your frontline workers with the right training and resources, exactly when they need it. With Learn, easily deliver short video-based training, as well as other formats. Compliance training can be enriched with relevant, in-the-flow scenario learning.

Training courses delivered through Learn can be assigned and reported on via the Assure People & Training module. This allows you to get a quick overview of your organisations training status at any time.

Problem/Intent:

Organisations need to deliver health and safety training to frontline workers efficiently and track completion centrally. This integration allows administrators to assign mobile-friendly Learn training courses to employees via Assure, monitor progress, send notifications, and maintain compliance records - all without requiring separate manual data entry in both systems.

How does it work?

Assure and Learn are integrated via a live API link . This functionality has to be enabled by an Evotix System Administrator.

For the integration to work and training to be assigned correctly in Learn, Employees need to have a user account in Learn with the same email address as their record on the people register (in Assure).

After enabling the integration:

• It will be mandatory to have a unique email address against each record in the people register.
  Note: checks, and warnings, are displayed when setting the integration up or when adding records at a later stage
• An email address will become mandatory in any data import to the people register.
• A warning will be provided that will to identify users with duplicate or missing email addresses

This will be checked during the initial set up.

As a default the option to assign Evotix Learn training courses in Assure will be turned off.

Assigning Evotix Learn training in Assure People & Training module

See this article for more details on the components of the Assure TNA.

Prerequisites:

• Evotix Learn must be integrated with Assure via API (enabled by an Evotix System Administrator).
• Each employee must have a unique email address in the Assure Person Register.
• Employees must have a Learn user account with the same email address as their Assure Person Register record.
• The "Use Evotix Learn" option must be enabled in Assure (contact your System Administrator if not visible).
• Training content must be created in Evotix Learn as Missions before linking to Assure.
• User role: Assure Administrator or user with permissions to manage Courses, Training Records, and the Person Register.
• Assure will only send training to users via Learn when the training record’s Required By Date falls within the next 60 days.

Steps:

1. Create Training Content in Evotix Learn

1. Log in to Evotix Learn as an administrator.
2. Navigate to the content creation section.
3. Create a new Mission (a Mission is a single training topic, e.g., "Manual Handling").
4. Add Stages (individual learning units) to the Mission.
5. Publish the Mission so it becomes available for assignment.

2. Set Up the Person Register in Assure

1. Navigate to People Module > Person Register in Assure.
2. Ensure each employee record includes a unique email address.
3. Verify that the email address matches the employee's Evotix Learn user account.
4. If importing data, include the email address field in the import file.
5. Review any warnings for duplicate or missing email addresses and resolve them.

3. Create a Course in Assure Linked to a Learn Mission

1. Navigate to People Module > Course in Assure.
2. Click Create New Course or edit an existing course.
3. In the course form, locate the field labelled "Use Evotix Learn".
4. Check the box to enable Evotix Learn integration.

5. From the dropdown list, select the relevant Learn Mission (the list is populated automatically via API).

6. Complete any other required course fields (e.g., course name, description, content provider).

7. Optionally, set Evotix Learn as the content provider.

8. Save the course record.

4. (Optional) Set Up Email Notifications for Training

When initially setting up your training requirements you also want to set up email notifications that will be sent to those people that have training assigned to them. If you create a new training course and have notifications already set up, then you don’t need to create them again.

From within Assure you can notify your people. For example:

• You have been assigned a new training in Learn
• Your training is due in the next x days/months
• Your training is now overdue by x days/months

You can include a link to the relevant Mission in Learn when creating your email template. You can select the field when create your Email Template and then link that Template when you build your notification.

1. Navigate to Admin > Notifications (or equivalent section).
2. Create or edit an email template for training notifications.
3. Include placeholders for training due dates, overdue alerts, and direct links to the Learn Mission.
4. Configure notification triggers (e.g., when training is assigned, 7 days before due date, or overdue).
5. Save the notification configuration.

5. Assign the Course to Employees

Choose one of the following methods:

Option A: Direct Training Record Assignment

1. Navigate to People Module > Training Record.
2. Click Create New Training Record.
3. Select the course linked to the Learn Mission.
4. Select the employee(s) to whom the training will be assigned.
5. Set the due date and any other required fields (Assure will only send training to users via Learn when the training record’s due date falls within the next 60 days.)
6. Save the training record.

Option B: Use a TNA Template

1. Navigate to People Module > TNA Template (Training Needs Analysis).
2. Create a new TNA Template or edit an existing one.
3. Add the course linked to the Learn Mission to the template.
4. Link employees to the TNA Template by assigning it to their Person Record or importing data.
5. Save the TNA Template.
6. Training records will be generated automatically based on the template.

6. Employees Complete Training in Evotix Learn

1. Once assigned, the Learn Mission is automatically pushed to the employee's Learn account, providing the training record’s Required By Date falls within the next 60 days.
2. The employee logs in to Evotix Learn via mobile or web.
3. The Mission appears in their assigned training list.
4. The employee completes the Mission (no notification is sent from Learn).
5. Completion status is synchronized to Assure in real time via API.

7. View and Report on Training Progress in Assure

1. Navigate to People Module > Training Record in Assure.
2. Filter by employee, course, or status (e.g., "Completed", "Overdue").
3. Review the completion status (updated automatically from Learn).
4. Generate reports from the Training Record or TNA module for compliance tracking.
5. Export data if needed for audits or executive dashboards.

Notes & Warnings:

• Email addresses in Assure and Learn must match exactly for the integration to work.
• Duplicate or missing email addresses in the Person Register will cause assignment failures.
• If the "Use Evotix Learn" option is not visible, contact your System Administrator to enable it.
• Training notifications are sent from Assure, not from Evotix Learn.
• Completion status updates in real time from Learn to Assure; manual updates are not required.
• Employees must have an active Learn account before training can be assigned.
• Missions created in Learn must be published before they appear in the Assure course dropdown.
• If a Mission is unpublished or deleted in Learn, the linked course in Assure may become invalid.
• Assure only sends training to users in Learn when the training record’s Required By Date is within the next 60 days. If a user completes the training in Learn before this window, Assure will not update the record, and the user will need to complete the training again once the Required By Date falls within the 60-day period.
• In some cases, an employee may have multiple TNAs in Assure (for example, if they hold multiple job roles). This can result in the same course appearing under more than one TNA for that user, creating multiple training records for the same course. Assure will send all instances of the training to Learn providing those records are within the 60-day window, but the user will only see and need to complete the training once. When the user completes the course, all training records that were assigned at the time of completion will be updated to Completed. 

Examples:

Example 1: Assigning Manual Handling Training

Scenario: A new warehouse employee needs Manual Handling training.

Steps:

1. Create a "Manual Handling" Mission in Evotix Learn.
2. Create a "Manual Handling" course in Assure and link it to the Learn Mission.
3. Add the employee's email address to the Person Register.
4. Assign the "Manual Handling" course to the employee via a Training Record.
5. The employee receives an email notification (if configured) and completes the Mission in Learn.
6. Assure automatically updates the training record to "Completed."

Example 2: Bulk Assignment Using TNA Template

Scenario: All employees in the "Operations" department require annual Fire Safety training.

Steps:

1. Create a "Fire Safety" Mission in Learn.
2. Create a "Fire Safety" course in Assure linked to the Mission.
3. Create a TNA Template called "Operations Annual Training" and add the "Fire Safety" course.
4. Link all "Operations" employees to the TNA Template.
5. Training records are generated automatically for all employees.
6. Employees complete training in Learn; Assure tracks completion.

Example 3: Notification for Overdue Training

Scenario: Employees need reminders for overdue training.

Steps:

1. Configure an email notification in Assure for "Training Overdue."
2. Include a direct link to the Learn Mission in the email template.
3. Set the notification to trigger 3 days after the due date.
4. Employees receive automated reminders via email.

Troubleshooting:

Related Articles:

• Creating your Content Structure – Getting Started (Learn)
• Notifying people about their training and other requirements
• Learn in AssureGO+
• Using Replace and Update to renew a training requirement/course
• Automatically Create Training for New Joiners in Assure

Cross-Module Relevance:

This workflow spans multiple modules and systems:

• Evotix Learn: Content creation, Mission publishing, and training delivery.
• Assure People Module: Person Register management, email validation, and employee data.
• Assure Training Module: Course creation, Training Record assignment, TNA Template configuration, and completion tracking.
• Assure Notifications Module: Email notification setup and delivery.
• API Integration: Real-time synchronization of training assignments and completion status between Learn and Assure.

Dependencies:

• Assure relies on Learn for training content and completion tracking.
• Learn relies on Assure for employee assignment and notification triggers.
• Email addresses must be consistent across both systems for successful integration.
• The Required by Date of Training Records must be within the next 60 days, for the  for the completion in Learn to update the Assure record. 

AI Metadata:

• Product Area: Assure (People & Training Module), Evotix Learn
• User Role: Assure Administrator, Training Manager, System Administrator
• Tags: training, evotix learn, assure, course assignment, training record, TNA template, API integration, email notifications, compliance, mobile training
• Version/Region: All Assure and Learn versions with API integration enabled
• Important synonyms: Learn Mission, Training Assignment, Course Management, Training Needs Analysis, TNA Template, Person Register, Mobile Training
• Suggested embedding keywords: Evotix Learn integration, assign training in Assure, training completion tracking, email notifications for training, TNA template setup, Learn Mission assignment, training compliance reporting