How Learniverse decides who owes what
The rules behind every status and reminder, from who a training need applies to and when it is due to how long it stays valid and what the agent sends.
Every status on the Dashboard and on Team, and every message the agent sends, follows the rules on this page.
The four parts
| Part | What it is |
|---|---|
| Training need | What is required, for whom and by when. You set it on Training needs. |
| Training | What people take on the portal. A training need is met by one or more published trainings. |
| Verdict | The Dashboard's answer to "is my team up to date?" |
| The agent | Sends reminders and follow-ups for you, from the same training needs. |
When a training need applies
A training need applies to a person when all three are true:
- It has a published training. Until then, it sits under To deploy on Training needs and nobody owes it.
- The person is in scope. They hold one of its roles, the job groups you give people on Team, such as Warehouse. A need with no role applies to everyone: Everyone in the editor, Whole team on the list.
- Its TYPE is Required. An Optional need is offered but never owed. It is not scored, never late and never followed up.
Nothing is assigned by hand. Publish a training for the Forklift refresher need, set for Warehouse, and Maya Chen, who is in Warehouse, owes it at once. Add Luis Ortega as Sales, and he owes every need for Sales or for everyone the moment he is added.
- A need with several trainings is complete only when all of them are done.
- A need whose roles nobody holds shows Nobody is in scope.
- People whose every role is marked Exclude from the compliance score (a setting on the role) are left out of the score and not followed up. Team lists them under OUTSIDE THE SCORE.
Due dates
Each person has their own due date for each need:
| The need has | The person's due date |
|---|---|
| A DUE DATE | That date, for everyone in scope |
| AFTER HIRE (DAYS) | Their start date plus that many days |
| Both | The due date, even for people who start after it |
| Neither | None: they owe it but are never late |
The start date is the one you entered when you added the person. Without one, it is the day they join the portal. For example, Safety basics is due 30 days after hire, and Maya starts on 5 October 2026, so she is due on 4 November.
To give one person more time, use Extend due date on their training file.
An external source date is a deadline set outside your company, such as by a regulator. It does not move anyone's due date, but if it passes while people are not done, the verdict reads LATE · … DEADLINE. See Manage your training needs.
Validity
VALIDITY (MONTHS) says how long a completion counts. Leave it empty for One time only. A completion counts up to and including its anniversary: if Maya finishes a 12-month training on 20 October 2026, she owes it again on 21 October 2027. Team then lists her under VALIDITY EXPIRED — RETAKE.
The verdict
The top of the Dashboard gives one verdict for the whole workspace:
| Verdict | Meaning |
|---|---|
| NOTHING REQUIRED | No Required training need has a published training yet. |
| ON TIME | Some people still have work to do, but nobody is past their due date. |
| LATE | At least one person is past their own due date. |
| LATE · … DEADLINE | An external source date has passed and people it covers are not done. |
| UP TO DATE | Everyone who owes something has finished. People still waiting to join count as not done. |
The Dashboard lists people who are late or due within 7 days under WHO IS NOT DONE. Team's status headings are explained in A person's training file.
Who is counted
The completion score on Team counts people who have joined, are not on leave, and hold at least one role that is not excluded, or no role at all.
- People waiting to join already owe their training needs. Team leaves them out of its score, but the Dashboard counts them as not done.
- People on leave keep their seat and portal access, leave the score and receive nothing until they return.
What people see
Everyone with portal access sees every published training, whether or not they owe it. Someone outside the scope can still take it, and their completion is recorded.
What the agent does
The agent is off until you turn it on, during setup or in Settings › REMINDERS. With Follow-ups on, the agent:
- tells each person when a training they owe is published
- reminds them before their due date (3 days and 1 day before, by default)
- follows up after it (every week, by default) until they finish
- reminds invited people to join, up to twice
With Escalation on, it also flags late people to the managers ticked under Flag. For a need with no due date, it sends only the first notice. See Automatic follow-ups.
Good to know
- Dates use Eastern time. Due dates are counted in Toronto time. Messages to your people go out between 8:00 and 20:00 in your workspace's time zone, which is also Eastern unless we set another one for you.
- Changes apply within minutes. Publishing, adding a person, or changing a role, a date or a leave updates the statuses and what the agent plans to send.
Next steps
- Manage your training needs: set who must complete what, and by when.
- Automatic follow-ups: turn on the agent and choose what it sends.
- Read the Dashboard: see who is not done and what needs you.