Best Practices

Learner Data

• Custom data fields that are helpful to include: Department, Job Title, Office Name/Location, EEID, Manager Name
• Custom date fields that are helpful to include: Hire Date, Promotion Date
• EEID is preferable as a unique identifying code because emails can change
• Email: preferable to have individual, unique emails instead of shared email accounts
• Login: preferable to use email address instead of a name combination
• Location: list by state code (not as USA) to ensure state level compliance
• Create a retraining identifier (recommended: ODD/EVEN year tag)
• Review/edit/upload your complete roster once per month to correctly include new hires, terminations, promotions and other changes

Emails

• Create an email address specifically for training with your company domain (i.e. training@yourcompany.com, HR@yourcompany.com, etc) 
• Reminder emails should be sent once per month at minimum
• Assignments and reminders should be sent Tuesdays, Wednesdays & Thursdays
• Due dates should be set in number of days (10, 30, 60) instead of a specific date if you do rolling assignments
• Refer to our Email Template Suggestions 
• Review annually that IT continues to have our addresses whitelisted

Certification

• Add certification text into the automated completion email so learners have it readily available. See Email Template Suggestions for text. 
• Add language to the certificates to let employees know if they need to submit a hard copy of the certificate or not. See Email Template Suggestions for text. 

Policies

• Extract course specific policy from employee handbook for placement in corresponding courses
• Provide PDF format to learners 
• Review policies annually and/or in conjunction with new laws
• Be sure to include contact information in the policy
• State the steps of "how to report"
• Visit Emtrain Resources for a number of Workplace Policy templates (Note: filter by resource type = policy templates)

Assignments

• Make due dates within 90 days (longer would be counter productive)
• Automate onboarding with learner groups and course tracks
• Archive older course assignments prior to assigning new ones
• Archive course assignments rather than remove them to maintain a record of offering compliance training 

Reports

• Run monthly

Additional Assignments

• Best to launch PWH alone to focus employees on completing required training, once completion rate reaches 75-80% begin to launch additional courses every other month