Auto reenrollment

Hi ​@MLA1965 - I know this doesn’t help but being open - in the current state? Certifications and retraining is not perfect by far. A person gets a chance to retake a course towards that annual certification, but you are right about the archiving - there is no auto-archiving of courses just yet. Alternatively, you can archive enrollments “en masse” at one time of the year for another round of training, but that does not help for what I think of as a “roaming” certification. It is currently a blend of working with an “annual window” vs a roaming certification.

I do not use certifications just yet, but I believe there are a few articles out there of folks in the community that are leveraging the certifications/retraining module in that mode (I believe they “mass archive” enrollments/folks at a fixed point in the year).

a user needs to go to their list of certifications and click on RENEW NOW, next to the certification they need to renew, to trigger the archiving of the last completion and retake the course.  The system will only notify the user it is time to renew if you also have notifications set up.  

If it helps, to show you some of the nuance that I was covering is stated here when working with the functionality that ​@marie.krueger is picking up on.

This came from the Managing the Recertifications and Training app documentation.

“Certification expiration and renewal options

Use the Expiration section to set whether the certification has a validity period by entering the number of days, weeks, months, or years and then selecting the time unit from the dropdown menu. Set this field to zero if the certification does not expire.

Users can renew their certification at any time, independently of whether the certification has expired or not, as long as their status in the course awarding the certification is Complete.

Use the option Allow users to retake the same course or learning plan to renew their certification. Every user's prior tracking will be reset as soon as the certification is renewed to allow users to retake the same course or learning plan to renew the certification. Please note:

• if this option is disabled, learners will be able to renew their certification only by completing the courses and/or the learning plans linked to the certification that they have not yet completed. If they have already completed all of the courses and/or learning plans available for the renewal, the Renew now button will not be shown in the Certification section of the My Activities page,
• if users choose to complete the renewal process before their certification expires, their previous completion date will be retained as archived within the Users - Certifications and the Certifications - Users new and old custom reports.
• If users renew their certification, their enrollment in the course will be archived and they will be re-enrolled. In this case, the notification User is enrolled into a course will be sent again.
• For ILT courses, when learners choose to renew their certification using the same course, they are unenrolled from their current session, their enrollment is archived, and they are subsequently re-enrolled in the course”

I hope this helps...IMHO - it seemed a bit too nuanced for us to implement it.

​@MLA1965 We use the Certifications & Retraining function in our annual compliance training just as ​@marie.krueger has suggested and it works for us at least even it has its flaws.

We have added added an auto-enrollment rule to the courses so when a new user access the system that kicks the annual cycle. This way every user has its own cycle and we don’t need to do any mass re-enrollments to the users.
As well we have several timed notifications sent to the learner if they have not started the course in 7, 12, 21 etc, days after the enrollment just to make sure they do take them. Once the course is completed, they are notified about it. When the certification is about to expire (meaning the annual cycle is ending) we send a notification where is a RENEW NOW link where they can kick start the retraining again.

The only issue that comes around time to time is if user does not press the RENEW NOW button and access the course directly in the system. Then the the previous completion is not archived and it won’t renew the certification. This causes some frustration as the users needs to redo the courses again even they have just completed them. Unless you want to be a nice admin and mark the completion manually. 😅