Renewal Implementation Guide


Whether you're a new admin, or if it's been just long enough and you need a refresher, this Renewal Implementation Guide will help you get ready to relaunch training. Please visit our Best Practices for additional suggestions. 



Step 2. UPLOAD/EDIT LEARNERS: Add/Edit custom data fields that will allow you to sort and track relevant information such as hire dates, job titles, regions or departments.

  • Add custom data fields to your Upload/Edit spreadsheet. These can be added/removed as needed. Used for reporting, and Learner Groups (step 5)
  • Upload/Edit learner data to your LMS. 
  • Important: This step will not assign training, or send emails UNLESS you have Course Tracks turned on. Otherwise, this will not automatically assign training or send emails. This is simply to add Users into your database so that later on you can assign learning or send emails to them when you want to.

Step 3. ADMINISTRATIVE ACCESS: If you wish, you can set up additional users with either unrestricted or partial access to the LMS dashboard.

  • You can grant Administrative Access to other users.
    • Default Role: Unrestricted Administrative Access
    • Custom Roles: Configure the Roles & Permissions your LMS has to give different supervisors or administrators different levels of access.
  • Note: As per Emtrain Support Policy, your Primary Administrator should be the point person for communication with Emtrain Support &/or Customer Service.


From here, you'll have 2 options with each of the following: Manual or Automatic. Do you want the LMS to automatically assign courses and send emails, or do you want to manually the same, for every learner you add? 

Step 4. EMAIL

  • "Email From" Preferences  - These preferences are used by Schedule Reminder Emails, Password Resets, and Emailing Individual Learners. 
  • Use our Email Template Suggestions for updated text
  • Automatic:
    • Automatic Email Updates - These need to be very general, as it will go out to everyone, regardless of course assigned, or manager/employee status. If you want a more specific message to go out, please see below.
      • TipConfirm these templates before assigning training, to ensure the proper message is being sent
  • Manually:
    • Email Learner Groups Tool - You can send out different messages, depending on the audience. This tool lets you filter by name, training assigned, and many others; as well as let you add custom CC's if you want to notify a supervisor or other official that their team's training isn't complete.

Step 5. ASSIGN LEARNING: Assign eLearning courses, workshops, webinars or files to your learners.

  • BEFORE YOU ASSIGN NEW TRAINING: Be sure to Archive the old training. You can do this individually, or for large groups
  • Manually:
    • Assign Training Tool - Use to assign courses to one or many learners at one time. Best for assigning to large groups
    • Assign to an individual - If you don't have a lot of training to do, you can assign learners on an individual basis
  • Automatically:
    • Learner Groups - Used to determine Who gets assigned. (For example: only Managers, in CA or CT, who completed). Uses the custom data fields that you created earlier (step 2)
    • Course Track - Used to determine What training is assigned.
      • Important: Be sure that if you are NOT creating new course tracks, and you ARE utilizing the Automatic Email Updates that Course Track Status>Training Assigned email is turned on to SEND. Without it, learners will not be notified of a new training assignment.

Step 6. REMIND: You can send reminders to learners who have not completed their courses.

  • Manually:
    • Email Learner Groups  - Same as in Step 4. Instead of notifying Learners of new assignments, you can also remind Learners (and cc managers) that they are incomplete. This tool allows you to create a more targeted message than the auto-reminder emails.
  • Automatically: