Assign an external course and record results

Assign an external course to people or groups, then record each person's result once they complete the training elsewhere. You need the Manager or Admin role for the Personnel module.

Assign the course

1. Go to Training > Courses and open the external course.

2. In the assignments panel, click Create Assignment.

3. On Assign Training, choose an Assignment Type: One-Time assigns the course once to the people you select, or Recurring saves a standing policy that assigns on group join, a schedule, or certificate expiry. The remaining steps cover a one-time assignment.

4. In the People field, select any mix of individual people and groups at this site.

5. Set a Due Date (optional).

6. Click Create Assignment to finish, or select Record Results and click Continue to enter completions now.

You return to the course page. Each person's assignment shows Assigned in the Status column until a result is recorded.

Record results with the assignment

When you choose Record Results during assignment, you enter completion details that apply to everyone selected. Each person gets a completed result recorded against the course.

1. Enter Completed At. This is required.

2. Use Add Optional Details to add any of:

   • Started At: if you skip it, the started date is set to the same day as completion.

   • Expires On: overrides the course validity. If you skip it, expiry is derived from the course validity period.

   • Certificate: whether a certificate was issued, an optional certificate number, and a certificate file upload.

   • Training Provider: overrides the course provider.

   • Score: Score (%), Pass Mark (%), and whether the person passed.

   • Notes: additional notes about the result.

3. Click Save Results.

To record different dates or scores per person, create the assignment first and add results individually (next section).

What learners see

Learners receive a Training Assigned notification saying you assigned them the course, with an Open Inbox action. External courses have no steps to complete in Calm, so there is nothing for the learner to do in the app.

Record a result later

1. Go to Training > Courses and open the external course.

2. On the assignments panel, stay in the People view (the default).

3. Expand a person's row.

4. In the Result column, click Add Result for a person with no result yet.

5. On Record Training Result, the Learner and Course are locked to the person and course you started from.

6. Set Training Status and fill in the fields shown for that status (see the table below).

7. Click Save Training Result. You return to the course page.

You can also record results from a person's Training card: see Manage training courses and results.

Fields by training status

The Training Status options are Not Started, In Progress, Completed, Failed, and Expired. Completed is the default.

If you leave Expires On blank on a completed result and the course has a validity period, expiry is derived from the completion date plus that period. If the course has no validity period, the result has no expiry unless you enter one.

Recording a result updates the person's status on the assignments panel: an In Progress or Completed result changes the status to match, while a Failed result leaves the status at Assigned.

To edit an existing manual result, use the edit control in the same Result column. That opens the Edit Training Result form.

To manage due dates, remove people, or delete assignments, see Manage training courses and results. For expiry monitoring, see Track training certificate expiry.