Set up new training structures

Start from: The Flow Learning Dashboard.

Training Structures

Training Structures enable you to define specific sets of training content tailored to different job roles within your organisation. These structures can include various learning items such as online modules, external training, appraisals, workbooks, and competencies. Training structures ensure that each learner receives the appropriate training content based on their job role, and they automatically assign relevant items whenever a learner is created, changes their job role, or moves to a different branch. This tool helps streamline the training process, ensuring consistency and relevance in employee development.

Set up new training structures

Select Company > Training Structures from the main menu.

Create a new training structure by selecting Add at the top of the Training Structures list. Alternatively, clone an existing training structure using the menu on a list entry > Clone.

Configure the sections in the Add Training Structure page by selecting the section links. The sections can be configured in any order.
Use Next, Previous, and Cancel at the bottom of each section to navigate the training structure or cancel the process and return to the Training Structures list.

How Due Dates Are Calculated

Due dates for training items in a structure are determined based on the following criteria:

If the learner has a start date: The due date will be calculated from the learner’s start date.
If the learner does not have a start date: The due date will be calculated from the "Added to system" date. This ensures that all assigned training items have a defined timeline, even if the start date is not provided.

This calculation method ensures that due dates are consistently aligned with each learner’s timeline and circumstances.

Main

Enter the name of your new training structure in the Name field.

Modules

Selection

Use the search bar or scroll through the list to find modules. Drag modules to the Selected list to add them to the training structure. Drag modules back to the Available list to remove them from the training structure.

Select individual items in the Selected list and use the fields to set availability and due dates for that item:

Can start after

Set the delay in days from a learner’s start date before this training structure item will be available to them.

Notes: If you use this field, you must also take it into account when setting the due dates. For example, if you want a learner to start after 7 days and complete the item within 30 days from that point, you need to enter 37 days as the due date (7 + 30).

Due days from Launch date

Set the number of days allowed to complete this item after a new customer’s launch date. This only applies to new customers and has no effect on customers who have already launched.

Due Days for New Learners

Set the number of days allowed to complete this item after new learners are assigned the item by the training structure.

Due days for Existing Learners

Set the number of days allowed to complete this item after existing learners are assigned the item by the training structure.

Available to
All Learners: Make this item available to both new and existing learners.
New Learners: Make this item available only to new learners that are added after the training structure is created.
Existing Learners: Make this item available only to learners who already exist when the training structure is created.

Restrictions
Allows items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction. Find out more about restrictions.

External Training

Selection

Use the search bar or scroll through the list to find external training items. Drag items to the Selected list to add them to the training structure. Drag items back to the Available list to remove them from the training structure.

Select individual items in the Selected list and use the fields to set availability and due dates for that item:

Due Days for New Learners

Set the number of days allowed to complete this item after new learners are assigned the item by the training structure.

Due days for Existing Learners

Set the number of days allowed to complete this item after existing learners are assigned the item by the training structure.

Available to
- All Learners: Make this item available to both new and existing learners.
- New Learners: Make this item available only to new learners, added after the training structure is created.
- Existing Learners: Make this item available only to learners who already exist when the training structure is created.

Restrictions

Allows items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction. Find out more about restrictions.

Appraisals

Selection

Use the search bar or scroll through the list to find appraisals. Drag items to the Selected list to add them to the training structure. Drag items back to the Available list to remove them from the training structure.

Select individual items in the ‘Selected’ list and use the fields to set availability and due dates for that item:

Due in

Set the number of days the learner has to complete this item.

Available to
- All Learners: Make this item available to both new and existing learners.
- New Learners: Make this item available only to new learners, added after the training structure is created.
- Existing Learners: Make this item available only to learners who already exist when the training structure is created.

Restrictions

Allows items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction. Find out more about restrictions.

Workbooks

Selection

Use the search bar or scroll through the list to find workbooks. Drag items to the Selected list to add them to the training structure. Drag items back to the Available list to remove them from the training structure.

Select individual items in the ‘Selected’ list and use the fields to set availability and due dates for that item:

Due in

Set the number of days before this item is assigned by the training structure.

Available to
- All Learners: Make this item available to both new and existing learners.
- New Learners: Make this item available only to new learners, added after the training structure is created.
- Existing Learners: Make this item available only to learners who already exist when the training structure is created.

Restrictions

Allows items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction. Find out more about restrictions.

Competences

Selection

Use the Add Another button to add a Competence to the training structure. You can add as many as necessary.
Use the first two dropdown lists in each entry to select a Competence List, and a Competence from that list.

Set the due date and availability using the remaining fields and dropdown list:

Due days for new trainees

The number of days allowed to complete this item after new learners are assigned the item by the training structure.

Due days for existing trainees

The number of days allowed to complete this item after existing learners are assigned the item by the training structure. Existing learners may need to complete training from a new straining structure due to, for example, a change in job title.

Available to
- All Learners: The item will be available to both new and existing learners.
- New Learners: The item will be available only to new learners, added after the training structure is created.
- Existing Learners: The item will be available only to learners who exist when the training structure is created.

Restrictions

Allows items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction. Find out more about restrictions.

Restrictions

Each section allows restrictions to be added, which define items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction.

Use Add Another to add a restriction. You can add as many as necessary.
Check the box in the Exclude column to exclude the item when a learner’s if Condition column parameter matches the Value column OR uncheck the box to only include the item when their if Condition column parameter matches the Value column.
Select the item to be restricted using the dropdown list in the Module, External training, Appraisal, Workbook or Competence column.
Select either a branding or jurisdiction from the if Condition column to test that parameter for the restriction.
Check the box in the Matches column to restrict the item if the branding or jurisdiction matches the selection in the Value column OR uncheck the box to restrict the item if the selection does not match.
Use to remove the restriction.

Save & Review

Selecting this section will save the training structure.

If it’s a new training structure, this will make it available in the training structure s list. You will be prompted to enter a name in the Main section if you haven’t already.
If there are errors in any of the configuration sections, these sections will be highlighted and no changes will be saved until the errors are corrected.

Setting parameters in the Training Structure order and Branch dropdown lists will update the preview area below to show the items that will be available to the relevant learners.

Training Structure order
- Select New Learners from the dropdown list to show which items in the training structure will be available to learners added after the training structure is created.
- Select Existing Learners from the dropdown list to show which items in the training structure will be available to learners who already exist when the training structure is created.
Branch
- Select a branch from the dropdown list to show items in the training structure that will be available to learners attached to that branch.
Select Save & Close to save the training structure and return to the Training Structures list.

Once you have used the Save & Review section to correct any errors and reviewed the content that the training structure will assign to learners, select Save & Close to save the training structure and return to the Training Structures list.

Training structure assignments

Items in a training structure are not assigned immediately when the training structure is created or changed.

Assignments will happen for any learners matching the configuration settings, whenever that learner is created, changes job role, or moves branch.

If an end date is removed from a learner (this is commonly the case when employees are re-hired) and there are new learning items in the Training Structure they are assigned to, these will automatically be issued to the learner.

To assign a Training Structure:

Navigate to Company > Job Titles.
Select the specific Job Title you want to assign the Training Structure to OR create a new job title.
Select the specific structure from the Training Structure dropdown.
Select Save.

Continue your learning with Workbooks

Start from: The Mapal One dashboard.

Find Workbooks

Select Career > Workbooks from the main menu.
You will now see the Workbooks assigned on screen.

Note: you can also find Workbooks in the Required and Recommended sections of Career.

Access and complete a Workbook

Select the specific Workbook tile you want to work on.
The Workbook details will appear on screen. Each Workbook is structured into categories and questions:
- Categories: These are the main blocks or sections that organise the Workbook.

Questions: Assigned to categories and can be of different types:
- Text: free-text answers.
- Select: choose from multiple predefined options.
- File/Image: upload your own files and images for review.
- Workbooks may also include documents, images, videos, or external links to support learning.

Once you finish the activity, select Save progress to update your progress and continue to other activities.

Delete items in Flow Learning by batch

Select Delete.
Confirm your deletion by selecting Save.

Note: this is irreversible and items will be deleted permanently.

Introduction to workbooks

What are workbooks?

Workbooks in Flow Learning serve as a versatile tool to compile various content types into a structured learning activity. They can be customised to suit your company's needs, enabling personalised and engaging training experiences. Workbooks can be renamed to align with your company’s terminology, ensuring they fit seamlessly into your training programme.

Key Features of workbooks

Comprehensive Content Integration: Workbooks integrate various content types and interactive elements like quizzes and file uploads, providing a rich learning experience in one place.
Customisation and Flexibility: Training managers can create or modify workbooks to fit specific training needs, allowing for tailored learning experiences.
Structured Learning Paths: Organised into categories and sections, workbooks help structure learning material logically, aiding systematic learning and progression.
Engagement and Interaction: Incorporating interactive elements makes workbooks dynamic, encouraging active participation and making the learning process more engaging.
Feedback and Performance Tracking: Workbooks facilitate personalised feedback from training managers, who can review responses, add comments, and track learner performance. This ensures continuous assessment and timely support.
Sign-off Settings: Customisable sign-off settings allow for flexible approval processes, ensuring that both learners and managers can verify the completion of workbooks as needed.

Why Use workbooks?

Workbooks in Flow Learning offer a powerful way to create structured, interactive, and engaging training activities. By consolidating various types of content into a single learning resource, workbooks make it easier to deliver comprehensive training that meets your organisation’s needs. The ability to track progress and provide personalised feedback further enhances the effectiveness of this training tool, making it an essential component of any learning and development programme.

Next Steps

To further enhance your use of workbooks in Flow Learning, explore these related articles in the Workbooks category:

Create workbooks

Review and complete a workbook

Understand workbook categories

Understand workbook sections

Understand workbook sections

Create workbooks

Note: Some companies choose to rename 'workbooks' to something that works better for their company. If workbooks is part of your package and you are having trouble locating it on your system, please get in touch with us.

Start from: The Flow Learning Dashboard.

Select Learning & Development > L&D Settings from the main menu.

Find Workbooks on the Configure screen.
Select View to open the Workbooks page.

Select Add to start creating a new workbook.

Workbook settings

The Add Workbook Template page will open in Step 1: Template Set–Up.

Enter the title of your workbook in the Workbook name field.
Use the Select from existing template dropdown to select a pre-existing template to modify. Note: This is optional. You can leave this field blank to start a fresh workbook.
Select Upload Guidance Document to upload a document and add guidelines for your workbook. Once added the document name and size will appear in bold with an option to delete. Max file size: 1MB. Supported file extensions: pdf, csv, xls, xlsx, doc, docx, rtf, png, jpg, jpeg.
Select Upload Thumbnail to upload an image for your workbook. This image will appear in Mapal One to represent this workbook for learners. You will be prompted to choose an image from your files, then use the tools to crop or zoom in or out of the image. A preview will appear when an item is successfully uploaded. Max file size: 2MB. Supported file extensions: png, jpg, jpeg.

Sign off settings

The sign off settings let you control when the reviewer can mark the workbook as complete.

Select the Sign off settings dropdown to choose an option for handling workbooks sign off:
- No sign off required: Both reviewer and learner can view, work through, and complete the workbook without the other person’s sign off.
- Learner sign off required: The trainee must sign off their workbook before the reviewer can mark it as complete.
- Learner and Training Manager sign off required: Both the trainee and the reviewer must sign off the workbook before the reviewer can mark it as complete.

Save settings

When you have finished creating Step 1 of your workbook:

Select Save & Close to save your changes. A pop up will check if you are sure you want to save.

Note: The Workbook name and Sign off settings must be set before the workbook can be saved. If you leave the form at any stage without selecting Save, any changes you have made will be lost.

Select Show Preview to review your edits. A Mapal One preview tab will open showing the workbook as a learner would view it. You must be signed in to the Mapal One learners portal in order to see the preview.

Once you have completed the Step 1 - Template Set-Up page you can move to Step 2 - Categories. See Understanding workbook categories to find out more about how to complete the next section of your workbook.

Cloning a Workbook

As well as building new from scratch, you also have the ability to duplicate an existing Workbook template. When you clone a Workbook, it will give you an exact copy of an existing template, making it easier to build upon.

Visit Learning & Development > L&D Settings > Workbooks.
Choose a template from the list and select [...] to see more options.
From the menu, select Clone.
You'll be taken to the Edit Workbook Template screen where you can edit as usual.

Reissue a workbook to learners

Start from: The Flow Learning dashboard.

Navigate to Learning & Development > L&D Settings > Workbooks.
Select the specific workbook you wish to update.

Make the necessary changes to your workbook.
Select Save & Continue to update your changes once complete.
From the list of workbooks, locate the one you've edited and wish to reissue.
Select the ... icon next to the workbook.
Choose Reissue to learners from the dropdown menu.

Note: This option will only appear if the workbook is active.

The updated version will be pushed to all learners who have not yet started the workbook.
Learners who have already started the workbook will not receive the updated version to avoid loss of progress.

Introduction to Development Features

Types of Development Features

Appraisals & Action Plans

Appraisals in Flow Learning are tools for conducting structured performance evaluations. They allow managers to provide feedback, set objectives, and outline areas for improvement. Action Plans complement appraisals by breaking down objectives into actionable steps, helping employees focus on specific areas for development.

When to Use

Use Appraisals & Action Plans during performance reviews to assess employee progress and set clear development goals. They are essential for providing structured feedback and guiding employees through their professional growth.

For more information about Appraisals & Action Plans, see the articles in the category Flow Learning > Appraisals and Action plans / Entretiens et plans d'action / Evaluaciones y planes de acción.

Goals

Goals in Flow Learning allow managers and learners to set and monitor individual and team objectives. This tool enables the tracking of progress towards specific targets, ensuring alignment with broader organisational strategies. Goals can be regularly reviewed and adjusted through check-ins, facilitating continuous improvement.

When to Use

Use Goals to set clear, measurable objectives for employees or teams. They are particularly useful for tracking progress over time and ensuring that everyone is working towards the same strategic aims.

For more information about Goals, see the articles in the category Flow Learning > Goals / Objectifs / Objetivos.

Competences

Competences in Flow Learning are specific, recordable tasks that allow learners to demonstrate their practical skills and knowledge. These tasks are essential for assessing whether learners can apply what they’ve learned in real-world scenarios. Competences can be customised and assigned based on job roles, providing a tailored approach to skill development.

When to Use

Use Competences to evaluate practical skills critical to job performance. They are ideal for roles that require specific technical skills or knowledge, ensuring that employees meet the required standards.

For more information about Competences, see the articles in the category Flow Learning > Competences / Compétences / Competencias.

Workbooks

Workbooks in Flow Learning are interactive training resources that compile various types of content, such as text, images, quizzes, and file uploads, into a single, structured learning activity. They provide a comprehensive learning record that learners work through and complete, often as part of a broader training programme.

When to Use

Use Workbooks to create detailed and interactive learning experiences that combine multiple content types. They are particularly effective for complex training topics that require a mix of theory, practice, and assessment.

For more information about Workbooks, see the articles in the category Flow Learning > Workbooks / Cahiers d'exercices / Ejercicios prácticos.

Career Mapping

Career Mapping offers a visual representation of potential career paths within the organisation, helping to promote internal progression and retain talent. It allows employees to see clear routes for advancement, motivating them to develop the necessary skills and competences to progress.

When to Use

Use Career Mapping to guide employees through potential career trajectories within your organisation. It is particularly effective in retention strategies, showing employees the opportunities available for growth and advancement.

For more information about Career Mapping, see the articles in the category Flow Learning > Career mapping / Plan de carrière / Plan de carrera.

Understand workbook sign-off settings

Start from: a new workbook*

*Select L&D Settings on the main menu.
Select the Workbooks tile.
Select + Add.

Sign-off settings

Sign-off settings can be found on Step 1 of a New workbook or a Edit workbook page. Below is an explanation of each of the sign-off settings options.

No sign-off required

Sign-off is not required and the reviewer can mark the workbook as complete at any time.

Learner sign-off required

The learner must sign off their workbook before the reviewer can mark it as complete.

Learner and Training manager sign-off required

Both the learner and the reviewer must sign off the workbook before the reviewer can mark it as complete.

Review and complete a workbook

Start from: The Flow Learning Dashboard.

Select the Workbooks awaiting my review section in the main Dashboard.

Select the relevant workbook(s) to review.

You will be taken to the Learner's profile.

Select the workbook to review.

A new pop-up window will appear, with a two step process.

Step 1: Details

Select a Manager from the dropdown list if you wish to assign a specific Manager to view and edit this workbook. Note: only assigned managers and users with access to all company workbooks will be able to view and edit this workbook. If no manager is set, any training manager with access to the learner and workbook will be able to view and and edit this workbook.
Select the Sign off toggle button if you wish to disable editing by the reviewer after the workbook has been signed off. See Understand workbook sign off settings for more information on the process to follow when sign off settings have been applied.
Enter any Additional info that would seem relevant to the Workbook.
Enter the Workbook date.

Step 2: Responses

Here, you will see an exact copy of what the learner has seen on their side of the workbook and their responses.

Depending on how the workbook has been set up, you should see 1 or 2 boxes beside Learner Response and Reviewer response.

Add your own responses/comments according to the learner responses.
Mark it as Complete. Once it is marked, it cannot be undone.

Note: depending on how the workbook has been set up, you have the possibility to notify and send it back to the learner so they can review your answers/comments in order to correct their mistakes.

See Create workbooks for more information on the workbook set-up process (look for the section on sign-off settings).

Understand workbook categories

Note: Some companies choose to rename 'Workbooks' to something that works better for their company. If workbooks is part of your package and you are having trouble locating it on your system, please get in touch with us.

Start from: The Step 2: Categories page of a new workbook.

Adding Workbook categories

You must have a workbook template set up to begin adding categories. See Create workbooks to find out more about starting a new workbook template.

Select Categories from the menu of a new workbook template.
Select the Hide disabled Categories toggle to hide any disabled categories from the list. Note: If this toggle is off, disabled categories will still be visible within the list further down the page and therefore can be re-enabled or edited.
Enter the name of your category in the Category name field.
Select the 'Add' button to confirm and add.
- Note: Each category added will appear in a list below this field.
Select the Enabled toggle to make the category visible. Categories which are not enabled will be hidden from the workbook when in use.

Note: You can disable a category at any time by switching the toggle to off. This will remove it from the list but won't delete it, so it can be enabled again in the future.

Select Edit to edit the content for a category. See Edit a category below for more details.
Drag each category up or down to re-order them.
Select Delete to delete a category.
Select Show Preview to review your edits. A Mapal One preview tab will open showing the workbook as a learner would view it. You must be signed in to the Mapal One learners portal in order to see the preview.
Select Save & Continue to confirm your changes OR select Previous to return to the previous page.

Edit a category

Once you have added the Categories and decided on your order, you can then add additional details to make each category of your workbook unique to your learner or company.

Select Edit to open the content editor. This allows you to add text, images, videos, and live links to the category.

Enter the Name of your category in the Category name text field. Note: This field is required.
You can edit the following elements using the buttons in the rich text editor:
- Column layouts
- Text styles.
- Font styles.
- Tables
- Images
- Hyperlinks
- Videos (YouTube, Vimeo, Vine, Instagram, Dailymotion or Youku)
- Horizontal rule
Select the Enabled toggle to make the category visible. leaving the toggle off, means the category will not be visible when the workbook is assigned.
Select Save to keep the changes, OR select Close to discard them, and return to the Step 2: Categories page.

Once all of the categories are successfully added and edited, you can begin to add sections. See Understand workbook sections for more information.