SmartAssign Questionnaires for SCORM

SmartAssign Questionnaires are a content assignment tool that automatically routes learners to the right training based on their answers to a short set of questions.

Instead of launching a course directly, learners launch a questionnaire - a brief, conversational experience where they answer questions about their work location, role, or other relevant factors. Based on their responses, they are automatically assigned the correct version of the training they need, or informed that no training is required.

This is especially useful for compliance training programs that have multiple versions of the same course - for example, a Preventing Workplace Harassment course that has different legally required versions depending on a learner's country, state, city, and role.

SCORM only. SmartAssign Questionnaires are currently available for LMS-connected accounts using SCORM.

Overview video of SmartAssign questionnaire functionality: SmartAssign Questionnaires for SCORM Overview. 

Key Benefits

1. Simplified campaign management. Instead of creating and managing separate training campaigns for every version of a course, administrators can create a single campaign containing one or more questionnaires that handle assigning the correct version. 
2. Flexible customization. The questionnaire experience can be tailored to match your organization's tone and branding, including a custom agent avatar, name, and introductory message - along with customizable question text & flow.
3. Streamlined compliance tracking. A dedicated report shows administrators exactly which questions each learner answered, what content they were assigned (if any), and completion status to supplement your LMS’s completion reporting. 

Things to Keep in Mind

1. Questionnaires rely on learner self-reporting. Training is assigned based on how learners answer the questions. There is no verification of their responses, so this approach works best when learners can be trusted to answer accurately.
2. One questionnaire, one content assignment. Each questionnaire can only assign one piece of training. If your compliance program requires learners to potentially complete multiple trainings (e.g., Preventing Workplace Harassment and Bystander Training), you will need one questionnaire per training in your campaign.
3. Learners may complete questionnaires for training they don't need. When multiple questionnaires are included in a campaign, learners will launch each one individually. Those who don't qualify for a particular training will see a "no training required" message and be marked complete — but they do need to click through the questionnaire to reach that outcome.

Setting Up a Questionnaire

Questionnaire setup is a collaborative process between your organization and your Emtrain team. Here's how it works:

Step 1: Identify your content requirements

Work with your Emtrain team to identify all the training versions you need to assign to your learner base — for example, which versions of Preventing Workplace Harassment are legally required based on your employees' locations and roles.

Step 2: Design the questionnaire

Based on your content requirements, your Emtrain team will propose a questionnaire that asks learners the right questions to determine which version of training applies to them — typically questions about work location, state/province, city, and role.

Question customization: The text of each question, as well as optional helper/explainer text shown to learners, can be customized to make sense in your organization's context.

Step 3: Map responses to content

Together with your Emtrain team, you'll select which version of the training should be assigned to learners who give each set of responses. Emtrain will provide default recommendations based on compliance requirements, but you can adjust these to meet your organization’s specific needs. 

Step 4: Customize the learner experience

You can optionally personalize how the questionnaire appears to learners:

• Agent avatar: Upload a custom image, or use the default Emtrain avatar (Ema)
• Agent name: Set a custom name for the on-screen agent, or use the default Emtrain avatar (Ema)
• Salutation: Customize the agent's greeting message
• Intro message: Set a brief message that introduces the questionnaire to learners

Step 5: Receive and deploy your SCORM file

Once your questionnaire is finalized, your Emtrain team will provide you with a SCORM file. Upload this to your LMS and add it to your training campaign alongside any other questionnaires or content you're assigning.

The Learner Experience

1. Launching the questionnaire. When a learner launches the questionnaire from the LMS, they'll land in a chat-style interface.
2. Answering questions. The agent asks Learners questions, which they respond to by selecting from a set of predefined answer options. Follow-up questions are only shown if relevant based on previous answers. For most learners, this means just a few quick questions.
3. Reviewing answers. After answering all applicable questions, learners see a summary of their responses and are asked to confirm they're accurate. They can also restart the questionnaire at any time to change their answers.
4. After confirming their response accuracy, one of two things will happen:
   
   (A) Training assigned: The learner clicks "Start Training" and their assigned course loads automatically. They can complete it in the same session, or exit and return — the questionnaire won't appear again; they'll go straight to their assigned training.
   
   (B) No training required: The learner is informed they don't need to complete this training. They click "Save & Exit" and the questionnaire is marked complete.

If a learner exits the questionnaire before completing it, their responses will not be saved. They will start from the beginning when they relaunch it.

If multiple questionnaires are in the campaign, learners can launch each one and go through the same process for each.

Tracking & Reporting

LMS completion tracking

In your LMS, each questionnaire SCORM file will be tracked like any other piece of content:

• In progress: typically set once a learner launches the questionnaire
• Complete: set when a learner either confirms "no training required" (and clicks Save & Exit), or completes their assigned training

Your LMS will show completion under the questionnaire's name. It will not indicate which training version a learner was assigned, or whether they did not require training. Use Emtrain’s SmartAssign Questionnaire Report for that level of detail.

SmartAssign Questionnaire Report

This report is the best way to audit who was assigned what, and to verify that learners completed the correct version of required training. The report shows the following information: