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

  • Updated

Evotix Learn (the Evotix mobile health and safety training platform) integrates with Assure via a live API link. This integration allows administrators to assign Missions (a single training topic made up of individual Stages) from Learn to employees via the People and Training module in Assure, and to track completion centrally without manual data entry in both systems.Cross-module scope: This workflow spans Evotix Learn (content delivery) and Assure (People and Training module, Notifications, Person Register). Training assignment, due date management, and compliance tracking are managed in Assure. Learn handles content delivery and completion.

Key rule: Assure only sends training to users in Learn when the Training Record meets both of the following conditions: the Required By Date (also known as the due date) falls within the next 90 days and the Training Record is not archived.

Prerequisites

Before beginning, confirm the following are in place:
  • Evotix Learn is integrated with Assure via API, enabled by an Evotix System Administrator. Contact your Customer Development Manager (CDM) or Customer Success Manager (CSM) to request this.
  • Each employee has a unique email address recorded in their Assure Person Register (the Assure module that stores and manages records of individuals) record. Once integration is enabled, a unique email address becomes mandatory for all Person Register records and any data imports to the Person Register.
  • Employees have an active Evotix Learn user account with the same email address as their Person Register record in Assure.
  • The "Use Evotix Learn" option is enabled in Assure. If the option is not visible, contact your System Administrator.
  • Training content has been created in Evotix Learn as Missions and published before linking to Assure. Missions that are not published will not appear in the Assure course dropdown.

  • The user holds the Assure Administrator role (or equivalent permissions to manage Courses, Training Records, and the Person Register).

     

How the Integration Works

Assure and Learn are integrated via a live API link. Once configured, no user intervention is required for real-time completion updates.
After enabling the integration:
  • A unique email address becomes mandatory on each Person Register record.
  • An email address becomes mandatory in any data import to the Person Register.
  • Assure displays warnings for duplicate or missing email addresses at the point of setup and when adding new records.

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

 

Steps

1. Create Training Content in Evotix Learn

i. Log in to Evotix Learn as an administrator.

ii. Navigate to the content creation section.

iii. Create a new Mission (for example, "Manual Handling").

iv. Add Stages (individual learning units) to the Mission.

v. Publish the Mission to make the Mission available for assignment.

2. Set Up the Person Register in Assure

i. Navigate to People Module > Person Register in Assure.

ii. Ensure each employee record includes a unique email address.

iii. Verify that the email address matches the employee's Evotix Learn user account exactly.

iv. If importing data, include the email address field in the import file.

v. Review any warnings for duplicate or missing email addresses and resolve them.

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

i. Navigate to People Module > Course in Assure.

ii. Click Create New Course or edit an existing course.

iii. Locate the field labelled "Use Evotix Learn" in the course form.

iv. Check the box to enable Evotix Learn integration.

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

vi. Complete any other required course fields (for example, course name, description, content provider).

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

viii. Save the course record.

4. Set Up Email Notifications for Training (Optional)

Email notifications for training are sent from Assure, not from Evotix Learn. Administrators can configure notifications to inform employees of training assignments, upcoming due dates, and overdue training.
If notifications are already configured for the course, no action is needed. If creating a new course with no existing notifications, follow the steps below.
Example notification messages:
  • "You have been assigned new training in Learn."
  • "Your training is due in the next X days/months."
  • "Your training is now overdue by X days/months."
An Email Template (a predefined structure used for composing automated email notifications) can include a direct link to the relevant Learn Mission. Select the Learn Mission URL field from the training record when building the template.
 
i. Navigate to Settings > System Configuration > Notifications (or equivalent).

ii. Create or edit an email template for training notifications.

iii. Include placeholders for training due dates, overdue alerts, and direct links to the Learn Mission.

iv. Configure notification triggers (for example, when training is assigned, 7 days before the due date, or on the day the training becomes overdue).

v. Save the notification configuration.

5. Assign the Course to Employees

Choose one of the following assignment methods:

Option A: Direct Training Record Assignment

i. Navigate to People Module > Training Record.

ii. Click Create New Training Record.

iii. Select the course linked to the Learn Mission.

iv. Select the employee or employees to whom the training will be assigned.

v. Set the Required By Date and any other required fields.

Important: Assure only sends training to users in Learn when the Training Record's Required By Date falls within the next 90 days.

Option B: Use a TNA Template

A TNA Template (also referred to as a Qualification or Job Role Template) is a reusable group of training courses mapped to a particular role.

i. Navigate to People Module > TNA Template.

ii. Create a new TNA Template or edit an existing one.

iii. Add the course linked to the Learn Mission to the template.

iv. Link employees to the TNA Template by assigning the TNA Template to their Person Record or importing data.

v. Save the TNA Template.

vi. Training Records are generated automatically based on the template.

6. Employees Complete Training in Evotix Learn

i. Once assigned, the Learn Mission is automatically pushed to the employee's Learn account, provided the Training Record's Required By Date falls within the next 90 days.

ii. The employee logs in to Evotix Learn via mobile or web browser.

iii. The Mission appears in their assigned training list.

iv. The employee completes the Mission. No notification is sent from Learn on completion.

v. Completion status is synchronised to Assure in real time via the API.

 

7. View and Report on Training Progress in Assure

i. Navigate to People Module > Training Record in Assure.

ii. Filter by employee, course, or status (for example, Completed or Overdue).

iii. Review the completion status, which updates automatically from Learn.

iv. Generate reports from the Training Record or TNA module for compliance tracking.

v. Export data as needed for audits or executive dashboards.

 

Notes and 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 in the Course form, contact your System Administrator to enable the integration.
  • 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 must be published in Learn 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 90 days. If a user completes training in Learn before this window opens, Assure will not update the record. The user will need to complete the training again once the Required By Date falls within the 90-day period.
  • If an employee holds multiple job roles and has the same course appearing in more than one TNA, Assure will send all instances to Learn within the 90-day window. The employee only sees and needs to complete the training once. When the employee completes the Mission, all Training Records that were assigned at the time of completion are 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

Error / Issue Cause Diagnostics Resolution
Learn Mission does not appear in Assure course dropdown Mission is not published in Learn or API integration is not enabled Check if the Mission is published in Learn; confirm API integration status with System Administrator Publish the Mission in Learn; contact System Administrator to enable API integration
Training not assigned to employee in Learn Email address mismatch between Assure and Learn Compare email addresses in Assure Person Register and Learn user account Update email address in Assure or Learn to match exactly
Training not assigned to employee in Learn Required By Date of Training Record is not within the next 90 days from the current date Review the required by date of the training record Update the Required By Date in Assure so it falls within the next 90 days, or wait until the date enters the 90-day window, at which point the training will automatically appear as assigned in Learn
Training not assigned to employee in Learn Training Record in Assure is Archived Review the status of the record in Assure Re-open the training record
Duplicate email address warning in Person Register Multiple employees share the same email address Run a duplicate email report in the Person Register Assign unique email addresses to each employee; update records
Training Record not updated to "Completed" after employee finishes Mission API synchronization delay or issue Check if the Mission is marked complete in Learn; verify API status Wait a few minutes for synchronization; contact Technical Support if issue persists
Training Record not updated to "Completed" after employee finishes Mission User has searched for Mission in Learn, it was not due within the next 90 days when it was completed.  Review the required by date of the training record Update the Required By Date in Assure so it falls within the next 90 days, or wait until the date enters the 90-day window, at which point the training will automatically appear as assigned in Learn. The user will need to complete the training again. 
Employee does not receive email notification Email notification not configured or employee email address missing Check notification settings; verify employee email in Person Register Configure email notification; add or correct email address in Person Register
"Use Evotix Learn" option not visible in Course form Feature not enabled for the Assure instance Contact Evotix System Administrator Request enablement of Evotix Learn integration
Employee cannot access Learn Mission Employee does not have a Learn user account Verify employee has a Learn account with matching email Create a Learn account for the employee with the same email as Assure

 

Cross-Module Scope

This workflow spans multiple systems and modules:
  • 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 synchronisation 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 on Training Records must be within the next 90 days for completion in Learn to update the Assure record.

 

 

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 90 days, for the  for the completion in Learn to update the Assure record. 

 

AI Metadata

Product Area: Assure (People and Training module); Evotix Learn 
User Role: Assure Administrator; Training Manager; System Administrator 
Tags: Evotix Learn, Learn integration, course assignment, Training Record, TNA Template, API integration, email notifications, compliance, mobile training, Mission, Person Register, Required By Date 
Version/Region: All Assure and Learn versions with API integration enabled; all regions 
Important Synonyms: Learn Mission (training course, course module); TNA Template (Qualification, Job Role Template); Person Register (People Register, People module record); Training Record (course record, training history); Required By Date (due date); Training Needs Analysis (TNA) 
Suggested Embedding Keywords: Evotix Learn integration Assure, assign training in Assure, training completion tracking, email notifications for training, TNA template setup, Learn Mission assignment, training compliance reporting, 90-day window Learn, Use Evotix Learn field, Person Register email match

 

 

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