The Compliance feature is designed to track Courses that need to be taken by a learner on a regular basis. Once a Learner has completed the Course, the compliance status and completion status will change according to your settings to allow the Learner to take the Course again before their compliance is up.

• Learner must complete first attempt within: the time which a Learner must complete the first attempt at the Course. After this time, the Course will be considered overdue. This can either be a time span from the date they were assigned to the Course or a specific date. (This setting is also sometimes referred to as the initial attempt Due Date)

• Start X days before the Due Date: Due Date reminder emails will start to be sent X days before the Due Date. 

• Automatic Email Reminder: Send an email reminder (editable in Accounts > Email) to the Learner to remind them to complete the Course. 

• Send reminder every X Days/ Weeks: When enabled, set how frequently reminders will be sent to the Learner. 

• Until this Course has been completed or X reminder has been sent: Set the conditions for when the recurring reminders will cease to be sent to the Learner. Maximum value of 30 emails 

• Compliance Options (Compliance Date Based on) 

There are three different options for managing compliance Courses in your organization: 

• Completion Date-based Courses calculate compliance on the date a Learner completes the Course 

• Assigned Date-based compliance Courses will calculate a next ‘Compliant Until Date’ based on the date the Course was assigned to the Learner 

• Set End Date compliance allows Admin Users to calculate annually rolling compliance based on a specific date. Each configuration is explained in detail below. 

Completion Date 

This compliance configuration is based on when a Learner completes a Course and rolls forward for each Learner based on the Compliant for Days setting and retake period set in the Course at the time each period of compliance is completed. 

Assigned Date 

Compliance based on Assigned Date sets the Compliant Until Date based on when a Learner is assigned the compliance Course and rolls forward for each User based on the Compliant for Days and retake period set in the Course at the time each round of compliance is completed.

For example (as shown below), a Course is set up with a first attempt time span of 2 weeks, Compliance based on Assigned Date, Compliant for: 180 days and Automatic Retake: 14 Days. The learner would be assigned the course. They would have a Due Date set on their first attempt set for 2 weeks from the most recent assigned date. In this case, they would receive reminder emails starting 7 days before the initial compliance Due Date every day until 15 emails had been sent or the Course was completed. Once the Course is completed, the learner will be compliant for 180 days from the date the course was assigned (most recent assigned date where there are multiple assignments for the same learner for the same course. This means that if a  learner is assigned a course a second time after the first completion, this will not impact the complaint until date. If the second assignment is before the first completion, the complaint until date will be based on the most recent assigned date). The due date is removed from the user result record once the first attempt has been completed.

Round 2 of compliance.

Fourteen days before the compliant until date is reached, the learner will move into the retake period and their progress will be reset to 0% completed. They will receive a reminder email when moved into retake and each day until 10 emails have been sent or the Course is completed again.  Regardless of when it is completed, it will set the next compliant until date as 180 days from the last compliant until date.  The cycle continues on this way for each round of compliance.

This compliance method is well suited to Courses where you may want to assign all learners on the same date and roll compliance forward from there. It also has flexibility to roll for shorter periods such as 180 days and means all compliant until dates will be aligned for learners assigned on the same date (assuming only 1 assignment).

If further assignments are made after the learner has completed the course once it will not change the way it continues to calculate additional compliance dates. The only time the additional assignment is an issue is where the compliance course is set to have compliance based on assigned date and the learner gets additional course assignments on a later date but before they have completed the course once.  The calculation uses the MAX(most recent) assignment date

Set End Date

Compliance based on Set End Date is unique. It sets Compliant Until Date based on the day and month selected and rolls forward for each User annually. For example, Learners can be asked to complete their compliance course annually by January 1. 

This compliance method is ideal for organizations who want all Learners to have the same compliance period for a specific Course. It makes compliance easy and straightforward to manage as all Learners, regardless of when they are initially assigned to the Course, will be compliant until a specific date each year. Learners all move into the same compliance cycle as soon as they first attempt a Course when this configuration is used. 

This makes reporting on these compliance Courses simple as all Learners are due on the same date each year. 

Other Settings 

• Compliant for: (Available for Completion Date and Assigned Date only). This setting sets how long the Learner will be compliant for. They will be compliant for this long after they have taken the Course. For example, if the Learner completes this Course on March 1st and this setting is set to 60 days, their compliance will be up on April 30th. 

• Automatic retake: In an ideal world, your Learners will never fall out of compliance. This setting allows the completion status to reset so that they can retake the Course and send them a reminder email (editable in Accounts > Email) while keeping the compliance status. For example, if a Learner completes this course on March 1st and this setting is set to 21 days, they will receive a reminder email and their completion status will return to incomplete for all Modules; however, they will remain compliant. 

• In short, the compliant email is sent = (Completion date + compliance period) - (resit period). NOTE: Before compliance ends, move this course to the student's 'To Do' list and send them a reminder email.- This applies only to the first compliance reset. To ensure the User receives a reminder email for every compliance retake, please enable automatic reminders 

• Send additional reminder every X Days/ Weeks: When enabled, set how frequently reminders will be sent to the Learner after the initial retake email. (Learners are sent an email to let them know when they need to retake a Course) 

• Until this Course has been completed or X reminder have been sent: Set the conditions for when the recurring reminders will cease to be sent to the Learner. 

Compliant Until Dates 

All Compliant Until Dates will be calculated (where Compliant Until Date is used) based on the last achievement a Learner had for that Course rather than the last result. This has been consistently applied across Litmos Training, including in the reporting functionality. 

Updating Course Compliance Settings 

If the Compliance or initial attempt Due Date settings are updated for a Course, you will see a warning message reminding you of the impact of updating Due Dates and Compliance when you select 'Save'. 

When the initial attempt Due Date settings are changed, they will be updated for all Learners who are currently in progress or have not started. They will not update for completed records since Due Dates are removed when a Learner completes their Course. 

Select ’OK’ if you wish to continue. All not started and in progress Course assignments will have their Due Dates and email settings updated and the Due Date changes will be saved. 

When Compliance settings are updated for a Course, you will see a warning message reminding you of the impact of updating Compliance when you select 'Save'. 

These changes will only update for Learners who are currently in progress or have not started. They will not update for completed records until the next retake period is reached. This means that Learners will only update to any new compliance settings when they retake the Course as determined by the Automatic Retake value. 

Updating Compliance Settings for Learners 

After updating the compliance settings of a Course, Admin Users may want to update the current compliance values for completed learners to match the new configuration settings. To do this, navigate to Courses and search for the Course. Select the People tab. Select the learners you wish to update based on the current compliance configuration and then select 'Reset Learners Compliance' from the 'Perform a bulk action on selected people' menu. 

You will receive a warning before continuing. Select 'OK' to confirm. 

All selected Users will now have their compliance settings updated. 

NOTE: This can also be used where a Course previously did not have compliance configured (and now has compliance) to move the Learners into a compliance cycle. 

Moving Learners with Historical Records into Retake 

Occasionally Learners may have old historical records imported for a compliance Course which may mean they are now past their retake period and compliant until date. In these circumstances, an Admin User may wish to move them into retake now to get them back into the Course's compliance cycle. 

To do this, navigate to Courses and search for the Course. Select the People tab. Select the learners you wish to update based on the current compliance configuration. Select 'Compliance Retake Check' from the 'Perform a bulk action on selected people' menu. 

You will receive a warning before continuing. Select 'OK' to confirm. 

All selected Users will now have their compliance checked and if required, they will be moved into retake. 

NOTE: There is also a new option within the 'Import Course Completions in Bulk' function to complete the same action (checking for retake) when an import is completed. 

Completion Date 

This is the original compliance option for Litmos. It sets compliance based on the first time a Learner completes a Course and rolls forward for each User based on the “compliant for days” and “retake period” set in the Course at the time each round of compliance is completed.  

For example: If a Course is set up with a first attempt Due Date time span of 2 weeks, Compliance based on Completed Date, Compliant for: 365 days and Automatic Retake: 30 Days. They would have a Due Date set of 2 weeks from the assignment date. In this case, they would receive reminder emails starting 7 days before the initial attempt Due Date every day until 15 emails had been sent or the Course was completed. Once the Course is completed, the learner will be compliant for 365 days from the date the Course was initially completed. Thirty days before the Compliant Until Date is reached, the Learner will move into the retake period and their progress will be reset to 0% completed. They will receive a reminder email when moved into retake and each day until 10 emails have been sent or the Course is completed again. They will need to retake the Course again before the Compliant Until Date. The Learner needs to complete the Course again for this cycle of compliance. The process then continues for each round of compliance. 

Assigned Date 

Compliance based on Assigned Date sets the Compliant Until Date based on when a Learner is assigned the compliance Course and rolls forward for each User based on the Compliant for Days and retake period set in the Course at the time each round of compliance is completed. 

For example (as shown below), a Course is set up with a first attempt time span of 2 weeks, Compliance based on Assigned Date, Compliant for: 180 days and Automatic Retake: 14 Days. The learner would be assigned the Course. They would have a Due Date set on their first attempt set for 2 weeks from the assigned date. In this case, they would receive reminder emails starting 7 days before the initial compliance Due Date every day until 15 emails had been sent or the Course was completed. Once the Course is completed, the Learner will be compliant for 180 days from the date the Course was initially assigned. Fourteen days before the compliant until date is reached, the Learner will move into the retake period and their progress will be reset to 0% completed. They will receive a reminder email when moved into retake and each day until 10 emails have been sent or the Course is completed again. The Learner needs to complete the Course again for this cycle of compliance. The process then continues for each round of compliance. 

This compliance method is well suited to Courses where you may want to assign all Learners on the same date and roll compliance forward from there. It also has flexibility to roll for shorter periods such as 180 days