Create a new course renewal
A course renewal rule is a rule that you can apply to your courses to automatically reset a course after a set amount of time so that your users can complete it again. This is especially useful for courses like Food Safety, where you may want your team to complete the training annually.
Renewal rules can be applied either to specific sites or across the entire company. Site-specific rules apply only to designated sites and must be explicitly configured, while company-wide rules apply to all sites unless overridden by a site-specific rule.
đNote: Once you've created your course renewal rules, they come into effect from midnight (00:00) the next day.
To set up course renewal rules, follow the steps below:
â ď¸Important: If new versions of the course become available and renewals rules are enabled, learners will be automatically updated to the latest version.
Log in to the Admin tool.
Click Config, then click Renewals.
Click Add and select the course.
Select the Renewal Months.
This outlines how long the course will be valid for once completed.
Select the Message Weeks.
Details the number of weeks in which a course can be completed ahead of its renewal.
You can add positions, sites, or divisions.
You can set the renewal rule to apply to specific positions, sites, or divisions within your business.
If you donât select any of these options, the renewal rule will apply to everyone by default.
Click Save.
You can check if a course has a renewal set up by checking the reports and seeing if the learner has a due date showing against the course. This is the date the course is due for re-completion.
You can define the number of months after which the course becomes due, as well as the number of weeks it remains open for users to complete before the due date.
Edit a course renewal rule
To edit a course renewal rule, follow the steps below:
Log in to the Admin tool.
Click Config, then click Renewals.
Select the renewal rule you wish to amend.
Click Edit, then update Renewal Months or Message Weeks.
Select Edit Site / Position / Division if you want to amend the rules that the renewal rule applies to.
Click Save.
Remove a course renewal
To delete a course renewal rule that is no longer required follow the steps below:
Log in to the Admin tool.
Click Config, then click Renewals.
Locate the course renewal, then click the bin
icon.Click OK.
Course renewal notifications
See how users are notified when a course is renewed, including when courses reopen, how notifications are delivered, and where to customise notification preferences.
Courses usually reopen 4 weeks before the due date.
When this happens:
The course status changes from Complete to Not Started, ready for you to complete again.
Users will be notified through the notification bell on their CPL Learning accounts.
Update your own notification preferences
If you want to change how you receive notifications for example, enabling mobile notifications or switching on email alerts, follow the steps in these articles:
Course isn't resetting after renewal
If a course hasn't been reset after its renewal date, verify that the renewal rule applies to the same course version that is allocated to the learner.
Renewal rules are linked to a specific course Product ID. If the learner is assigned a different version of the course, the renewal rule won't trigger.
Verify the renewal rule
To verify a renewal rule, follow the steps below:
Log in to the Admin tool.
Click Config, then click Renewals.
Locate the renewal rule for the course, then check:
The renewal months are configured correctly.
Who the rule applies to:
Site.
Positon.
Division.
The Product ID that the renewal rule is linked to.
Verify the course allocated to the learner
To check what version of the course is assigned to your employees, follow the steps:
đ¤Tip: If users have been allocated an older version of a course, you can remove it from multiple user accounts at once using the bulk action feature before assigning the latest version.
Log in to the Admin tool.
Click Employees.
Click Products, then Courses.
In the Product ID column, locate the course assigned to the learner.
If the Product IDs match, the renewal rule is linked to the correct course.
If the Product IDs are different, the learner has been allocated a different version of the course. The renewal rule won't reset that course until it is configured against the correct Product ID or the learner is allocated the correct course version.