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Automatic assignment saves HR from granting courses by hand. You set a rule once, for example “everyone who joins the sales department as a manager”. After that, every new employee who matches the rule is added to the course group and gets access automatically. Rules are set for a course group: a matching employee is added to exactly this group. So the course must have at least one group. To learn how to create a group, see Creating groups.

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How rules work

A rule consists of blocks, and a block consists of conditions.
  • Conditions inside a block are combined with AND: the employee must match all conditions of the block.
  • Blocks are combined with OR: matching any block is enough.
The conditions of a block are checked within one assignment of the employee. The block “Department — Sales and Position — Manager” works for a manager in the sales department. But it does not work for a person who works as an analyst in the sales department and as a manager in another department.

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Example

The “Service standards” course must go to all cashiers and the whole “Samarkand” branch:
  • Block 1: To a position: Cashier.
  • OR
  • Block 2: To a department (or a child one): Samarkand branch.

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Setup

1

Open the course group

Open the course, go to Groups, choose a group and the Settings tab. Find the Automatic assignments block.
2

Turn on the rules

Turn on the Assign the course by rules toggle.
3

Add conditions

Choose the condition type and the department or position. To narrow a block, click Add AND condition. To add an alternative, click Add rule block (OR).
4

Save

Click Save. From this moment, the rules apply to new changes in the organization structure.
5

Assign to current employees

Saving does not affect people who already work in the company. To assign the course to them, open the menu next to the toggle and choose Assign to current.
A summary of the rules of all course groups is shown on the course’s Access & assignments page in the Automatic assignments block: “Turned on” or “Turned off” and the list of conditions.

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When automatic assignment runs

Changes in the organization structure are processed in the background, usually within a minute. Assign to current goes through employees in batches of 100 people, so it takes longer in a large company.

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Assign to current

When you start it, the system asks who to assign the course to: The Assign to current item is not available while the rules have unsaved changes.

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Rules and limits

  • To turn on the rules, you need at least one block, and each block needs at least one condition: “Add at least one rule”.
  • The same condition cannot be repeated in a block: “The rule is already added to this block”. The system merges identical blocks on its own.
  • Up to 50 blocks in a rule and up to 50 conditions in a block.
  • Departments and positions in conditions must exist in the company: “The selected department or position is unavailable”.
  • Courses are assigned only to active employees. Dismissed employees do not get courses.
  • Automatic assignment only adds. If an employee was transferred or their position changed, the courses assigned earlier stay with them.

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Exceptions: if a course was taken away manually

If a group has rules set up and an administrator manually removed an employee from the group or took away their course access, the system remembers it. Automatic assignment no longer brings them back to this group, even if they match the rules. The exception is removed if:
  • you manually add the employee to this group again;
  • you run Assign to current with the All matching employees option: then all exceptions of the group are removed.

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Edge cases

  • The rules changed during assignment to current employees. The unfinished assignment stops. Run Assign to current again.
  • An employee matches the rules of several courses. The rules of each group are checked independently, so the employee gets all matching courses.
  • The employee is already in the group. They are not added again, and their progress does not change.
  • The employee is on vacation. An absence does not prevent automatic assignment: the course is assigned.

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Who can set it up

You need the “Staff browsing” permission and one of: “Course management”, “Product management” or “Company user management”. Without the “Staff browsing” permission, a no-access message is shown in place of the block. See Roles and permissions.

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Frequently asked questions

Saved rules apply only to new changes: hiring, transfer, position change. To give the course to people who already work in the company, click Assign to current.
Usually within a minute after being added to a department or changing position.
No. Automatic assignment only grants courses. If a course is no longer needed, remove the employee from the group manually.
No. Manual removal creates an exception. Choose the All matching employees option or add the employee to the group manually.
To a department (or a child one). The To a department condition covers only employees of the department itself.
Create one block with two conditions: To a department and To a position. Conditions inside a block are combined with AND.
The group does not belong to the course. Automatic assignment works only for course groups.
No. The assignment checks only active employees. If a dismissed employee is rehired, the rules run for them automatically.
Updated: 2026-10-15 18:32 UTC