How to Use Smart Assign to Select the Right Version of Training 

Smart Assign courses automatically select the best training version for each learner based on their role, region, and associated industry (if applicable). Assign them as you would any other course, using your preferred method.

Before You Start

What You'll Need

• Administrative access to your EasyLlama dashboard
• Learners with Role and Region associated with their learner profile
• An Industry set at the Organization level [Settings > Organization]

Important Note

Smart Assign courses are assigned like any other courses, but in order for them to assign properly, learners must have a Role and Region associated with their learner profile.

Learner data can be added to the learner profile in a few ways:

• Integration
• Learner CSV upload
• Upon adding new users manually
• Editing existing learners

How Smart Assign Picks the Right Course for Your Learners

Instead of manually selecting from hundreds of course versions, Smart Assign considers a learner's role, industry, and region, and selects the best-matching course from your training library.

Select a Smart Assign Course when assigning courses in the following ways:

• Through the Training Library
• From Learners, for bulk or individual assignment, and file upload
• API integration
• Recertification assignments

How Recertification Works with Smart Assign

When a learner is recertifying with a Smart Assign Course:

1. The system automatically picks the best matching course based on the learner's current role, region, and specified industry at that time
2. If the learner's demographics have changed since their last assignment (e.g., new region, new role), the recertification assigns the appropriate updated course version

This ensures learners always receive the correct training for their current situation, not the one they had when they first took the course. For more information about recertification, please see: [insert link]

Example: A learner who completed Non-Supervisor training in New York and later gets promoted to Supervisor in California will receive the California Supervisor version at their next recertification.

Assigning Smart Assign Courses to Learners Assign via Course Library

Step 1: Access the Library

1. From the left navigation menu, click Library
2. Use the search to find Smart Assign courses:
   • Harassment Prevention: Smart Assign
   • HIPAA for Business Associates: Smart Assign
   • HIPAA for Covered Entities: Smart Assign
   • Workplace Violence: Smart Assign

Step 2: Select and Assign

1. Click on the desired Smart Assign course
2. Click Assign Learners
3. Select the Group or Learners you would like to assign the course to
4. Click Next: Preferences
5. Update Training Preferences as desired
6. Click Assign

Assign via Learners Tab

Step 1: Select Learners

1. From the left navigation menu, click Learners
2. Use the search/filters to find the learners you would like to assign
3. Select the learner(s) using the checkbox to the left of their Full Name
4. From the purple selection menu, click Assign

Step 2: Choose Smart Assign Course

1. Click on the Smart Assign course(s) you would like to assign to the selected learners
   • Harassment Prevention: Smart Assign
   • HIPAA for Business Associates: Smart Assign
   • HIPAA for Covered Entities: Smart Assign
   • Workplace Violence: Smart Assign
2. Click Select (X) to proceed
3. Update Training Preferences as desired
4. Click Assign

Assign to a Single Learner from Their Profile

Step 1: Access the Learner Profile

1. From the left navigation menu, click Learners
2. Use the search/filters to find the learner you would like to assign
3. Click their name to access their profile

Step 2: Assign Training

1. Click Assign Training
2. Click on the Smart Assign course(s) you would like to assign to this learner
   • Harassment Prevention: Smart Assign
   • HIPAA for Business Associates: Smart Assign
   • HIPAA for Covered Entities: Smart Assign
   • Workplace Violence: Smart Assign
3. Click Select (X) to proceed
4. Update Training Preferences as desired
5. Click Assign

Assign via CSV Upload

Smart Assign courses can be assigned during CSV upload using specific training codes.

Step 1: Prepare Your File

1. Go to Learners > Add New Learners > File Upload
2. Click Download sample file > Download our Template
3. Open the downloaded file to begin preparing the template

Step 2: Add Smart Assign Training Codes

Prepare the file as instructed. In the Training Type column, enter the following training code(s):

Step 3: Upload and Configure

1. Click Browse File and select your .CSV file (or drag and drop into the purple box)
2. Wait for the green check mark confirmation
3. If you would like to use Automation, check the Trigger Automations checkbox
4. Click Import
5. If assigning courses, set due dates and notification preferences
6. Click Assign to complete

For detailed CSV upload instructions, see: How can I upload my Learners using file upload?

Assign via Automation

Automations can be created to automatically assign training based on specific triggers.

Step 1: Create Automation

1. From the left navigation menu, click Settings > Automations
2. Click Create Automation

Step 2: Select a Trigger

Choose a trigger based on when you would like the Smart Assign course to be assigned, such as when:

• A new employee is added
• An employee is promoted to or demoted from supervisor
• An employee moves to another region

Step 3: Add Conditions (Optional)

Since Smart Assign automatically picks the correct course based on the learner's role, region, or industry, you can leave this section blank to assign all learners. If you want Smart Assign to assign training only to specific groups of learners, select those conditions.

Step 4: Select the Smart Assign Course

1. Click Next to proceed
2. Click into the Select a training to assign dropdown
3. Search Smart Assign to bring up the courses for:
   • Harassment Prevention
   • HIPAA for Business Associates or Covered Entities
   • Workplace Violence
4. Click on the course to select. You can repeat this step until all desired courses are included
5. Fill out the rest of the form as desired
6. Click Save to create the automation

The selected Smart Assign courses will now automatically assign the proper course to learners that meet the trigger you set.

Helpful Tips

Frequently Asked Questions

What Smart Assign courses are available?

Smart Assign courses are available for a variety of suites, like Harassment Prevention, Workplace Violence, and HIPAA. Each category includes the appropriate state-specific and role-specific versions when applicable.

Do I need to know which specific course version to assign?

No. Smart Assign automatically picks the correct version based on the learner's role, region, and industry (if applicable).

What if a learner doesn't have a role or location assigned?

Smart Assign requires learners to have a Role and Region in their profile, and, if applicable, an Industry set at the organization level. If this data is missing, the assignment will default to less specific training.

Can I use Smart Assign with automations?

Yes. Smart Assign courses can be selected in automations to automatically assign the proper course when triggers occur (new hire, promotion, region change).

How does recertification work with Smart Assign?

Recertification follows the same Smart Assign logic. When a learner is due for recertification, the system automatically selects the best-matching course based on the learner's current role, region, and the company’s associated industry (if applicable). If their demographics have changed, they receive the updated course version.

How do I find Smart Assign courses in the Library?

Use the search bar in the Library and type Smart Assign to find all available Smart Assign courses.