This article explains how to configure and manage Recurring Training in the People and Training module of Assure. A Recurring Training course automatically generates the next course occurrence and populates a new Required By date when an employee completes the course -- removing the need for manual re-assignment. Recurring Training automation applies only to courses managed through a Training Needs Analysis (TNA). The article covers how to set a course to Recurring, configure frequency and calculation method, override frequency for specific roles within a TNA Template, adjust an individual's Required By date, and bulk update course data via the Data Import Tool.
Important: Recurring Training automation is only available for courses managed through the Training Needs Analysis (TNA) (a record that maps an employee's training requirements to a group of courses) workflow. Courses managed only through standalone Training Records (a record in Assure tracking an employee's progress against a specific course) do not auto-populate the next occurrence.
Cross-module scope: This article is scoped to the People and Training module in Assure, specifically the TNA Course/Component (Course Library), TNA Template, and Training Needs Analysis sub-areas. The Data Import Tool (under Settings > System Configuration) is referenced for bulk updates.
Watch this short video on how to set up recurring training
Prerequisites
- Access to Modules > People > Course (TNA Course/Component) in Assure to configure training type and frequency on a course record.
- To amend the course frequency within a TNA Template, the TNA Template must already be linked to at least one individual. The Update People Linked to This TNA Template option does not appear until this condition is met.
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To bulk insert or update training type and frequency using the Data Import Tool, the Data Import Tool must be purchased and the Manage Data-Import Supervisor Privilege must be set to Allow on the user's role.
How Does It Work - Overview
When a course is set to Recurring, Assure automatically creates the next course occurrence and populates its Required By date as soon as an employee completes the current course in their TNA. The frequency and calculation method are configured on the Course record itself and can be overridden at the TNA Template level for specific roles.
Setting a Training Course to Recurring
Step 1: Navigate to the Course Record
- Go to Modules > People > Course (note: your instance may have this renamed, for example "Course Library" or "TNA Course/Component").
- Open the relevant course record or create a new one.
Step 2: Set the Training Type
Within the course record, locate the Type of Training field. Two options are available:
| Type | Description |
|---|---|
| One Off | Training an employee needs to complete only once. |
| Recurring | Training that must be completed repeatedly at a defined frequency. |
Note: The default setting when creating a new course is Recurring.
Select Recurring to enable automatic renewal.
Step 3: Configure the Recurrence Frequency
When Recurring is selected, additional fields appear:
- Frequency Term: Choose from Daily, Weekly, Monthly, or Yearly.
- Interval: Enter a numeric value for the number of terms (for example, Yearly every 1 year, or Monthly every 6 months).
You can then select how you would like your course frequency to apply which will auto populate the required by date of future occurrences, by selecting either ‘Completion Date’ or ‘Required By’ Date.
Step 4: Set the Frequency Applied To
Select how the next Required By date is calculated when the course is completed:
Option 1: Completion Date The system adds the course frequency to the actual date the employee completed the course.
Example: Completion Date (1 Jan 2022) + Course Frequency (Every 1 Year) = Next Required By date (1 Jan 2023).
Option 2: Required By Date The system adds the course frequency to the Required By date of the most recently completed course, regardless of when it was actually completed.
Example: Completed course Required By date (31 Mar 2022) + Frequency (Every 1 Year) = Next Required By date (31 Mar 2023).
Inserting or Updating Training Type and Frequency via Data Import
The Data Import Tool (a purchased feature in Assure that allows bulk creation or update of module records via a CSV file) can be used to set or update training type and frequency in bulk.
Key Rules for Data Import
- When inserting or updating a course with Type of Training set to Recurring, all frequency fields must be included and populated with a value.
- When updating a course to One Off, the frequency and frequency applied to cells must be left empty (no values).
- A null (empty) value for Type of Training defaults to One Off.
For full guidance on using the Data Import Tool, refer to the How Do I Bulk Import My Data Into Assure Modules article.
Amending the Course Frequency in a TNA Template for Specific Roles
Employees in certain roles or working environments may be exposed to greater risk and therefore require more frequent training than the default frequency set on the course record. A TNA Template allows the default course frequency to be overridden for a specific role without changing the underlying course record.
Example
Operators require Asbestos Awareness training every 6 months, but the course record default is every 12 months. The TNA Template for "Operators" can be configured to apply a 6-month frequency for that course only.
Steps to Amend Frequency in a TNA Template
1. Navigate to Modules > People > TNA Template (note: your instance may have this renamed to "Qualifications" or "Job Role Templates").
2. Locate and open the relevant TNA Template.
3. Find the course row to amend and select the More menu (three-dot icon) on that row.
4. Select Edit.
5. Update the frequency to the required value (for example, every 6 months).
6. Before saving, select Update People Linked to This TNA Template to apply the amended frequency to all employees currently linked to this TNA Template.
7. Click Save.
Note: The Update People Linked to This TNA Template option only appears if the TNA Template is already linked to at least one individual. When selected, all linked employees' training records are updated to reflect the new frequency.
Indicator: Courses with an overridden frequency in a TNA Template display an asterisk (*) to indicate that an override is in place.
Overriding an Individual's Required By Date in Their TNA
Within an individual employee's TNA record, the Required By date for a specific course can be manually adjusted. The course frequency configuration remains visible but cannot be edited from within the personal TNA record.
Behaviour When a Required By Date is Manually Changed
- If the course frequency is set to apply to the Required By date, the next auto-populated occurrence will use the manually amended Required By date as its base.
- If no Required By date has been set on a recurring course, Assure will populate the next Required By date using the formula: today's date + course frequency.
Example
If the First Aid course frequency applies to the Required By date, and an administrator manually sets the Required By date to 1 June 2023, the next auto-populated Required By date after completion will be 1 June 2024 (assuming an annual frequency).
Common User Pathways - Examples
The following scenarios illustrate how Recurring Training configuration behaves in practice. These are represented as process flow diagrams within the original article on the Evotix Help Centre.
1. Changing a Course from Recurring to One Off
A course previously set to Recurring is updated to One Off. Future occurrences will no longer auto-populate after completion.
2. Amending the Frequency of a Course from 12 Months to 2 Years
The course record is edited to change the interval from 1 year to 2 years. All future auto-populated occurrences will use the updated frequency.
3. Changing the Frequency Applied From Completion Date to Required By Date
The course record is edited to switch the Frequency Applied To setting. Future occurrences will now base the Required By date on the previous Required By date rather than the actual completion date.
4. Updating Course Frequency in a TNA Template for a Role
A TNA Template is edited to override the course frequency for a specific role. The Update People Linked to This TNA Template option is selected before saving, applying the change to all linked employees.
5. Adding a New Recurring Course Without Setting a Required By Date
A recurring course is added to an employee's TNA without a Required By date. Assure automatically sets the Required By date as today's date plus the course frequency.
6. Adding a New Recurring Course With a Required By Date
A recurring course is added to an employee's TNA and a Required By date is manually set. Subsequent auto-populated occurrences will base their Required By date on this value (if frequency is applied to Required By) or on the actual completion date (if frequency is applied to Completion Date).
7. Required By Date Changed in a TNA
An administrator manually amends the Required By date within an individual's TNA. The next auto-populated occurrence will reflect the updated date in line with the configured frequency method.
AI Metadata
- Product Area: People and Training module > TNA Course/Component (Course Library) > TNA Template > Training Needs Analysis
- User Role: Systems Administrator, Training Manager, HR Administrator
- Tags: Recurring Training, One Off Training, Training Needs Analysis, TNA, TNA Template, Course Library, TNA Course/Component, Required By date, Completion Date, course frequency, frequency override, Data Import, People and Training
- Version/Region: All Assure versions; all regions
- Important Synonyms: TNA Course/Component = Course Library = Course record; TNA Template = Qualification = Job Role Template; Training Needs Analysis = TNA; Required By date = due date = renewal date; Recurring Training = repeat training = recurrent training; One Off Training = single occurrence training; Frequency Applied To = frequency calculation method; People and Training = People module = Training module
- Suggested Embedding Keywords: recurring training Assure, set course to recurring Assure, TNA recurring course frequency, Required By date auto populate, course frequency override TNA template, Assure training renewal automation, training frequency completion date vs required by date, bulk import recurring training data, amend course frequency role Assure, override required by date individual TNA
- Relevant Modules and Cross-Module Implications: This article is scoped to the People and Training module in Assure. The Data Import Tool (Settings > System Configuration > Data Import Map / Data Import Schedule) is referenced for bulk inserts and updates to course training type and frequency fields. The Recurring Training feature has a direct relationship with the Replace and Update function (covered in the Using Replace and Update to Renew a Training Requirement article), which is the manual alternative for One Off courses that require renewal. Cross-module note: Recurring Training automation applies only within the TNA workflow. Standalone Training Records do not trigger auto-population of the next occurrence.