This checklist helps you prepare to deploy training and ensure you’ve taken the steps necessary to create an effective learner experience and training that runs smoothly. This includes double-checking your account settings, user data, content settings, and testing functionality so that you know what learners will receive. After following this checklist, you’ll be prepared to launch training.
Step 1: Technical Specifications
To ensure learners have a smooth technical experience, verify that all systems meet the necessary requirements and coordinate with your IT team on technical specifications.
- Learners must satisfy the Minimum System Requirements for both their operating system and browser. Let your learners know about the minimum requirements, particularly if they use personal devices or if employees can select preferences.
- Share the allowlist information with your organization’s IT team so they can properly configure network settings.
- All Emtrain content is fully mobile-compatible for phones, tablets, and laptops for Emtrain-hosted accounts. If your account is LMS-connected, your LMS may not support mobile access, so check with your IT team and/or LMS provider, and let learners know which devices they can use.
Step 2: Employee Data and Training Groups
To ensure accurate training delivery, verify that your employee data is current. Additionally, ensure that you have organized learners into the appropriate training groups, if needed.
- Check that your user roster has the most up to date employee data. Review and correct any errors if necessary. Ensure your HRIS system of record sends an update if you have a user roster integration on an Emtrain-hosted account. If you don’t, manually import a current roster.
- If you’re using an LMS-connected account, make sure all employee data is accurate in your system of record.
- Double-check the learner segments you plan to train so the right learners receive the correct training.
- If you have an Emtrain-hosted account, you can download the rosters of both Dynamic and Static Groups. Make any last minute adjustment to dynamic group rules, if necessary.
- If you have an LMS-connected account, the user segments will be configured in your LMS.
Step 3: Content Configuration and Policies
To prevent deployment issues and ensure compliance, check that you’ve uploaded your company policy to any training content that requires a policy for learners to review. If you skip this step, training won’t deploy on Emtrain-hosted accounts, and learners will get stuck on the policy card with LMS-connected accounts.
Verify you have selected the languages you have determined necessary for your learner population. Learners will have the opportunity to select their preferred language from the pre-selected list.
Ensure that you've selected the right content. For Preventing Workplace Harassment US state requirements, use our interactive map. Additionally, refer to our Harassment Training Configuration Guide to confirm your groups are configured according to our recommendations.
Step 4: Settings and Notifications
Before deploying your campaign, verify that all settings are correct and test your notification emails to ensure they display properly. This is important to do prior to deployment because you cannot make changes after deployment.
This step is specific to Emtrain-hosted accounts. If you have an LMS-connected account, you will assign or distribute training with the method your LMS uses.
- Double-check your campaign details to make sure the content and groups are correct—these campaign details cannot be changed after deploying.
- Review your messages, notification settings & notification schedule to ensure everything is set according to your Communication Strategy.
- Be sure you review the formatting of the notifications by using the Send to Individuals button to send yourself a test email.
- Get familiar with the timing of your campaign deployment.
- If you deploy your campaign on the configured start date, the campaign status will automatically move from Draft to Scheduled status, and may take up to 30 minutes to become Active. Once the campaign status updates to Active, it means the email notifications have been sent by the system and learners can access their assignment.
- If you deploy your campaign prior to the start date you've chosen, the campaign will stay in Scheduled status until your indicated start date. Once the campaign status updates to Active, it means the email notifications have been sent by the system and learners can access their assignment.
Step 5: Know What to Expect
To prepare for a successful launch, familiarize yourself with the learner experience and consider running a pilot campaign to test functionality and communications before deploying to your workforce.
- Read the How Do I Orient Learners article to understand what learners will experience when they access their training. Learners have direct access to Emtrain support to quickly resolve technical issues they might experience as a first line of support, rather than reach out to you.
- Consider launching a test/pilot campaign to validate how everything works before you do a full rollout. Benefits include:
- Testing curriculum functionality with a broader group than those who originally previewed the content.
- Ensuring your communications are clear about the training process and what you expect from learners. You might discover confusing language once the pilot group starts their training.
- Preparing your leaders to answer content-related questions from their team members during the full deployment.
- Populating question results cards so response graphs display data when your main group completes the training.
Proceed to Launch
Now that you've gone through the Pre-Deploy Checklist, you are ready to assign training! If you have an Emtrain-hosted account, you’ll deploy a campaign. If you have an LMS-connected account, you’ll launch training from your LMS.