Unknown Courses

Unknown Courses allow users to submit training needs that aren’t yet part of the catalog. This flexibility is useful for expressing anticipated or informal training that may later be formalized.

Accessible from the ··· menu on the dashboard, Unknown Courses are temporary entries that can be reconciled with catalog courses later.

🔐 Access note: This feature is available to any user with permission, including target users.

Enabling Unknown Courses

Permissions are managed in each Task Plan. To enable Unknown Courses:

  1. Go to the Task Plan list.

  2. Edit the relevant plan.

  3. In the General tab, check Use Unknown Courses.

Once enabled, three checkboxes appear to assign access to:

  • End Users

  • Managers

  • L&Ds

These users will then be able to create, assign, or manage Unknown Courses based on their role.

⚠️ End Users cannot take ownership or reconcile courses — they can only suggest or assign them to themselves.

Creating an Unknown Course

To create an Unknown Course:

  1. Click the ··· menu on the top right corner of the Dashboard and choose Unknown Courses.

  2. Click + New.

You’ll see a creation form with configurable fields, such as:

  • Title (required)

  • Description (required, HTML allowed)

  • Training Type (required)

  • Training Provider

  • Languages

  • Subjects

  • Reason

  • Cost

  • Training Duration

Field visibility and requirement status can be adjusted in:
Preferences > Task Plans Global Configurations > Manage Unknown Courses Fields

Language-specific values: Title and Description are entered in the user’s language. Admins can add translations via the globe icon.

Assigning Unknown Courses

Courses can be assigned:

  • During creation (for Managers and L&Ds using Create and Assign)

  • After creation, via the Assign Needs button

Users can be selected by:

  • Name

  • Position

  • Location

  • Cost Center

  • Custom OU

Assignment notifications follow your platform’s email settings.

Importing via Excel

To bulk import:

  1. Go to the Import tab under Unknown Courses.

  2. Download the XLSX template.

  3. Fill in the course details.

  4. Upload the file.

The template only includes visible fields. All required fields must be filled. Descriptions support HTML.

Editing and Ownership

Who can edit:

  • The course creator (owner)

  • Higher-level contributors in the permission hierarchy

If the course is tied to a segment, only users from the same segment can edit it.

Ownership transfer:

  • Managers can take ownership of their subordinates’ courses

  • L&Ds can take ownership of courses within their segment

End Users cannot take ownership.
Ownership transfer isn’t available for courses spanning multiple segments.

Copying Instead of Owning

If ownership isn’t allowed (due to multi-segment access), Managers or L&Ds can copy the course instead. The copied version becomes their own and can be modified freely.

Deleting and Restoring

To delete:

  • Only the course owner can do so

  • Assigned needs must be removed first

    • Go to the Training Needs tab

    • Select users and click the delete icon

  • Provide a reason for deletion

To restore:

  1. Click ··· > Unknown Courses

  2. Enable the filter Include All Unknown Courses

  3. Locate the course and click Restore

Restored courses return to the active list, but any previous training needs are lost.

Reconciliation with Catalog Courses

Reconciling allows you to replace an Unknown Course with a catalog course, migrating assigned needs automatically.

Available while the task plan is unlocked.

Steps:

  1. Open the Unknown Course

  2. Click Reconcile Unknown Course

  3. Select the correct catalog course

  4. Confirm

If course details differ, a warning appears.
After reconciliation:

  • The Unknown Course is deleted

  • All assigned needs move to the new course

  • The action appears in the audit log

  • The course can be restored, but previous needs are not retained

Audit Log

Each Unknown Course tracks:

  • Creation

  • Changes

  • Ownership transfers

  • Deletion

  • Reconciliation

Hover over the 🛈 icon for reconciliation details.