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Setting Up and Managing Course Retakes

Automate refresher cycles for compliance and certification training, so users retake mandatory courses on schedule.

How retakes work in eduMe

Compliance and safety training has a shelf life. Annual harassment training, forklift certifications, food hygiene refreshers and safety inductions all need repeating at set intervals.

In eduMe, you can build a recurring cycle in two ways, depending on when your training clock starts:

Rolling anniversaries

Each user retakes a fixed period after their own completion date.

Use Smart Teams with a time delay. Best for certifications tied to an individual's own renewal date.

Fixed annual windows

Everyone retakes during the same period each year.

Use course retakes. Best for a company-wide recertification month.

 

💡 Automate refresher cycles for compliance and certification training, so users retake mandatory courses on schedule.

 

Option 1: Automate refreshers with Smart Teams

Smart Teams can automatically add a user to a team a set period after they complete a course. Assign your refresher content to that team  via the Visibility tab and the cycle runs without admin input.

Before you start: create the refresher course you want users to take. This must be a separate course from the one the rule watches for.

  1. In the People tab, click Create a team and select Smart Team, then click Next
  2. Set the 'rule type' to eduMe event and select Completed course, then choose your original annual course (e.g. Completed course: Warehouse Health & Safety)
  3. Under 'add to team', select After elapsed time and set your interval — for annual training, choose 12 months
  4. To limit the refresher to a specific audience, add tag rules such as job role or location, and set the logic to AND so users must meet all conditions
  5. Scroll to the bottom of the Smart Team builder box and rename your team, for example Annual H&S refresher — due
  6. Click Save rules
  7. Open your refresher course, head to the Delivery tab and assign it to your new Smart Team
  8. Set the refresher as mandatory content with a due date, so users receive automatic reminders

Option 2: Trigger a retake with course reassignment

Course retakes invite users who have already completed a course to take it again.

Trigger course retakes

  1. Open the course you'd like users to retake and head to the Delivery tab
  2. Click Trigger a course retake button
  3. Download the CSV template and input either the Employee ID, email address or phone number of the users you'd like to reassign. Once all users have been added, save the file as a .csv
  4. Click Choose CSV file from the pop-up window and select your file
  5. Once your upload is complete, you'll be notified that your users have successfully been reassigned
  6. If the course is mandatory, users are automatically reminded depending on the relative or fixed due date. You may also like to send a Broadcast to notify these users.

Tracking completion across cycles

Reassigned users are reported separately from original completions, so you can see exactly who has completed the current cycle:

  1. Head to the Insights tab and click View course report for the course you'd like to review
  2. In the Course Activity panel, switch the toggle from Overall to Reassigned
  3. To view a detailed breakdown, click Download group report and select the report you'd like under Reassigned Users

For Smart Teams refreshers, the refresher course reports as its own course, and team reports show completion across the team of users currently due.

FAQ

Q: Does triggering a retake a course delete the user’s original completion?

A: No. The original completion record remains. Retakes are tracked separately in the course report.

Q: Can I set a course to repeat automatically on a calendar date?

A: Not currently. Smart Teams time delays are counted from each user’s own completion date, which gives rolling anniversaries. For a fixed calendar window, use course reassignment.

Q: Can I edit a Smart Team's time delay after I've created it?

A: No. Smart Team rules can't be edited after creation. To change the interval, create a new Smart Team with the correct rules.

Q: How do users know they need to retake training?

A: Set the course as mandatory with a due date. Users will receive a notification once they’ve been assigned a retake and will see mandatory sections in their Knowledge Hubs, and automatic reminders are sent 7 days and 1 day before the due date. You can also send a Broadcast!