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.

Assign appraisals (through training structures)

Start from: The Flow Learning Dashboard.

Note: Depending on your permissions, you may not have this feature enabled. Some companies choose to rename 'appraisals' to something that works better for their company. If appraisals is part of your package and you are having trouble locating it on your system, please get in touch with us.

Three ways to assign appraisals

There are multiple ways to assign appraisals. Before you begin, it is important to note that making changes to a training structure will only affect new joiners going forward, and the training structure will not update for existing learners. If you are assigning an appraisal as a one-off addition for a single learner and it does not apply to anyone else with that job role, we recommend you assign appraisals through assigned learning or assign appraisals through a learner profile.

Assign individual appraisals using training structures

Training structures are standardised learning paths created for teams. It’s much more efficient to use training structures to issue a set of learning items to groups of learners all at once than to assign each set separately to many individual Learners.

Select Company > Training Structures.

Note: This will take you to a list of the training structures active within your company. Please note that Training structures are only visible to Account managers, and Training managers will not be able to see this functionality. Direct any questions to your manager or your Flow customer success manager. To find out more, see Set up new training structures.

Select a training structure from the list OR select ... > Edit on the training structure.
Select Appraisals from the Edit Training Structure page.
Select Selection > to open the Selection panel.

Note: Appraisals in this list have already been created and enabled within appraisal forms. To create a new appraisal to add to this list, see Create appraisal forms.

Select the correct appraisal from the Available column and drag it onto the Selected column. The selected appraisal will be highlighted.

Note: All appraisals added to the Selected column will be added to the training structure when you save your changes.

Select a date that the appraisal should be completed by, calculated in days.

Note If the appraisal should be based on the learner's employment start date rather than a change of job title, enter 365 days. This will make the appraisal due on the learner's next work anniversary.

Select from the dropdown menu labelled Available to if you would like the appraisal you are adding to be visible to all learners, new learners only, or existing learners only.
Select > to open the Restrictions panel

Note You can use restrictions to allow items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction.

Setting a restriction

Select the Add Another button to add a restriction. You can add as many as necessary.
Tick the box in the Exclude column to exclude the item when a learner’s if Condition column parameter matches the Value column OR untick 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 Appraisal 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 Delete to remove the restriction.
Select Previous to return to the previous section.
Select Cancel to leave without saving.
Select Next to move to the next learning item in the menu – i.e., Workbooks.
Scroll to the bottom of the menu.
Select Save & Review to open the Review section.

Note: The Review section allows you to check over what you are about to assign, if you need to make any adjustments select Go Back to return to the main menu, from there you can re-visit the Appraisals tab or the Save & Review tab to make any last changes before you save.

Select Save & Close when you are happy with your added appraisal to update the training structure.

The items in a training structure will only be assigned for any learners matching the configuration settings whenever that learner is created, changes job role or moves branch. Items in a training structure are not assigned immediately when the training structure is edited.

Disabled appraisals in training structures

When an appraisal form is disabled in the system, it is automatically removed from any Training Structures where it was previously included. This means that:

Disabled appraisals will no longer appear in the list of selected items within the training structure.
They will not be issued to any new or existing learners going forward.

This behaviour ensures consistency with how disabled modules are handled across Flow Learning, keeping all active training structures up to date automatically.

Assign External Training

Start from: The Flow Dashboard.

Assign external training through a learners’ training journey

Select Company > Training Structures.

Note: Training structures are only available to Flow account managers.

Select the training structure you want to change OR
Select Add to add a new training structure. See Setting up new training structures for more information.

On the Edit training structures page:

Select the External Training tab from the menu.
Select the external training that you have previously added. See Build external training for more information (or if the external training doesn't appear in this menu).
Drag and drop the necessary external training from the Available column into the Selected column, an option to add due days will appear.
Add the number of days until the training should be completed. Note: This is optional.
Select from the dropdown menu labelled Available to if you would like the external training you are adding to be visible to all learners, new learners only, or existing learners only.
Select to open the Restrictions panel.

Note: You can use restrictions to allow items to be included or excluded from the training structure depending on a learner’s branding or jurisdiction.

Setting a restriction

Select Next to navigate through the other menu items. Note: You can edit/add other items to your training structure such as Appraisals, Workbooks, Competencies and Collections. See Setting up new training structuresfor more information.
Select Save & Review to review your choices, select a training structure order, select a branch, and ensure everything is correct.
Select Save & Close.

Note: This will automatically assign the training to the learner when they are added to the system or when their job title changes.

Assign external training individually through Assign learning

Select Learning & Development > Assign Learning.

From the pop-up that appears:

Select that you would like to assign learning items Individually.

Select the External Training tab from the menu.
Select the external training item you wish to assign using the dropdown. See Build external trainingfor more information (or if the external training doesn't appear in this dropdown).
Add a due date. Note: Due dates are optional.
Select Add Another to add further external training items.

When you have added all the external training items you need:

Select the Learners tab from the menu.
Use the search functions or the page tabs to find the learner(s) you want to assign the external training to and tick the box next to their name(s).

Note: You can assign in bulk by selecting Filter to create a group of learners based on categories such as Branch or Job Title.

Select Next > Review your options > Review Learning > Confirm and Assign. See Assign Learningfor more detailed instructions if required.

The training will be sent out to your selected learners and they will receive an email informing them of this within 30 minutes (if this option has been selected).

src="src="src="

Add and edit job titles

Note: you must create your training structures before you add your job titles.

Start from: The Flow Learning dashboard.

Navigate to Company > Job Titles.

Adding a Job Title

Select Add at the top right-hand corner of the page.
Enter the following details.
- Name (mandatory) – what your job title is.
- Training manager job title – is this job title associated with a TM? If this option is selected, every single person added to the system with this job title will automatically be made a Training Manager as well as a Learner.
- Training structure (mandatory) – which training structure you want this assigned to.
- Assign to job role – this is linked to the career mapping functionality in our LXP package.
Select Save to confirm your changes.

Editing job titles

You can also edit existing Job Titles by clicking the name of the job title. Here you can change all fields.

Training Manager job titles

For companies using Mapal OS as the source of truth, Training Manager job titles are configured directly in Mapal OS to ensure data consistency across all systems.

In these cases, the Training Manager Job Titles tile located at Company > User Settings in Flow is read-only. This means changes to Training Manager job titles must be made in Mapal OS, and edits made in Flow will not sync back.

If your company’s setup does not use Mapal OS as the source of truth, you can continue managing Training Manager job titles in Flow as usual.

To learn more about how to configure job titles in Mapal OS, see Manage job titles in Mapal OS.

Edit training structures

Start from: The Flow Learning Dashboard.

Select Company > Training Structures

Select Search to find the training structure you want to edit.
Select > Edit on a training structure to open the Edit Training Structure page.

Make changes to the training structure by using the text boxes and making selections from the lists.
Select Next after making each edit.
Select Save & Review once all edits have been made.
Review your changes before selecting Save & Close.

Note: You can repeat this process as often as necessary.