Manage your training needs
Read the Training needs page, and change who must complete a training, by when, and how long a completion stays valid.
A training need says what your people must learn, who must take it and by when. The Training needs page lists every need with how far along people are, so you see what is late and what is missing. The first setup calls a training need a requirement: it is the same thing.
Before you start:
- Owners and Managers can change training needs. Viewers do not see this page in the sidebar.
- A need is created with its training, from New training. See Create a training.
- A need applies only once one of its trainings is published. Until then, nobody owes it and nothing is sent.
Read the Training needs page
Open Training needs
In the sidebar, click Training needs. The subtitle says What this academy assigns, to whom, and when: academy is the older word for workspace. The card at the top counts your needs and the people counted. People on leave or whose roles are all excluded from the score are not counted, and people who have not joined yet are left out.
Deal with the amber sections
To deploy lists Required needs with no published training, so nobody owes them yet. If you already generated the training, open the draft from All trainings and publish it. Otherwise click Generate the training. To use another draft that answers no need yet, publish it and pick this need under Existing training need: the words or attach an existing training are not a button.
Nobody is in scope lists needs whose roles nobody holds. See Fix Nobody is in scope below.
Read a row
TRAINING NEED shows who it applies to (Warehouse (4), Whole team (11)), how long a completion lasts (Valid 12 months, One time only), the TRAINING and the Sources. WINDOW shows where it stands against its deadline. STANDING reads 7 of 11 when 7 of the 11 people in scope are done. Below it, counts show the others: to do (late once the due date has passed), to redo (the validity ran out), seen, unconfirmed (every lesson opened but no completion recorded) and undated (completed, with no completion date on record).
See in Team opens the whole Team list, not only this need's people.
| WINDOW | Meaning |
|---|---|
| 4 days late | The due date has passed and some people are not done. The row is tinted red. |
| Closes in 5 days | The due date is 7 days away or less. |
| Closes today | The due date is today. |
| Running · 20 days left | The due date is further away. |
| Window closed | The due date has passed and everyone is done. The need still applies. |
| Permanent | Each person has a number of days after they start. |
| Continuous | No deadline. |
| Optional | Nobody owes it. |
What a training need holds
| Field | What it does |
|---|---|
| TITLE | With exactly one training, leave it empty to use the training's name. |
| TYPE | Required: each person in scope owes it. Optional: offered, not owed, left out of every count, never followed up. |
| SOURCE | Our protocol for your own rule, or External source when a body outside your company requires it by a date. Required needs only. Not the documents on the Sources line. |
| TRAININGS | The trainings that answer the need. Each one is required. |
| WHO IS IN SCOPE | The roles it applies to. Empty means Everyone. |
| VALIDITY (MONTHS) | How long a completion counts before a retake, such as 12 for Forklift refresher. Empty means one time only. |
| AFTER HIRE (DAYS) | Days each person gets from their start date, or from the day they join. |
| DUE DATE | One fixed date for everyone in scope, as for Product knowledge 2026. |
How it works gives the exact rules.
Edit a training need
Open the need
On Training needs, click Edit under the need's standing. Edit the training need opens.
A need under To deploy has no Edit until a training for it is published.
Change what you need
Click the WHO IS IN SCOPE box and tick roles, or clear them for everyone. Change VALIDITY (MONTHS), AFTER HIRE (DAYS) or DUE DATE. Under TRAININGS, pick one in Add another training… to attach it, or click Remove.
Save
Click Save. You see Training need saved, the counts update, and the agent re-plans its follow-ups.
Attach sources
Sources are the documents a training for the need is written from. They are ticked for you when you generate one.
- On the Sources line, click + ATTACH. Tick files under YOUR DOCUMENTS or EXTERNAL SOURCES (files research found) and click Attach 1 document. Or click Upload a new file: the file is attached as soon as it finishes uploading. Nothing is generated or put on the portal.
- Click a source for its details. Add to portal shows one of your own files in the portal's Resources tab; Remove from portal takes it off.
- Detach, then Confirm detach, removes the file from this need only.
Fix Nobody is in scope
This section lists a published need whose roles nobody on your team holds, such as Required of “Drivers”, a role nobody holds here. Nobody owes it or is followed up. Click Assign the roles to open Team and give people that role (see Change a person's role), or click or change who it applies to to edit WHO IS IN SCOPE.
Give a published training a need
A training can be live with no need, such as Welcome to Northwind, published before training needs existed. The Dashboard then shows, under NEEDS YOU, “Welcome to Northwind” is published — nobody must complete it. Click it: New training need opens with the training attached. Set TYPE, WHO IS IN SCOPE and the dates, then click Save. If you set an external source date, DUE DATE may already hold a date suggested from it: clear it if each person should get AFTER HIRE (DAYS) instead. Or add the training to an existing need with Edit and Add another training….
Set an external source date
When a regulator or your head office requires a need by a date, set SOURCE to External source in the need's editor. The first time, fill in who requires it under SOURCE and the DATE; DUE DATE is then suggested 30 days earlier. One date covers your whole team and is reused for other needs. To change it, click it under EXTERNAL SOURCES on the summary card. The date sends no reminder of its own; what happens when it passes is in How it works.
Stop using a training need
You cannot delete a training need yet. Instead:
- To stop anyone owing it, click Edit and set TYPE to Optional.
- To take its training off the portal too, unpublish the training. A Required need then waits under To deploy, required of nobody.
- To remove it from the page, write to support@learniverse.app.
Good to know
- A fixed date wins. With both DUE DATE and AFTER HIRE (DAYS), everyone gets the due date, even people who join later.
- Changing who it applies to does not rewrite completions already recorded.
- Unpublishing or deleting a need's last published training sends a Required need back to To deploy. If the need has no title of its own, it may show there under a placeholder title, not the training's name.
- Group policies lock some fields. If the dialog says Managed at group level, you can change only the roles, trainings and due date. See Work with several workspaces.
Troubleshooting
"Give it a title — several trainings cannot share a default name." A need with no training, or several, needs a TITLE.
"Policy unavailable". Reload the page. If it stays, your access may not include people's progress: ask the workspace owner.
Next steps
- How it works: how a need decides who owes what, and by when.
- Publish a training: put a training live so its need applies.
- Automatic follow-ups: what the agent sends for each need.