Assign training to groups

Walk the enrollment wizard end-to-end to assign courses to groups or individuals, set due dates, and control reminders.

You assign training when a phishing simulation surfaces a risky cohort, when new hires hit onboarding, when annual compliance is due, or when leadership wants the whole company on a refreshed module. Hook treats every assignment as an enrollment batch — one wizard submission with one or more courses, recipients, and per-course schedules.

Before you start

You'll move faster if these are already in place:

Users imported into a group. The wizard targets groups by default. If you only have a flat user list, see Sync users from Microsoft Entra or import a CSV first.
At least one course. Browse Training → Library to see what's available.
Org admin role, with the right org selected in the sidebar org switcher if you manage more than one.

Walk the wizard

From the org portal, open Training in the sidebar. The Training Enrollments dashboard lists every prior batch with its status (Scheduled, In Progress, Completed, Has Failures, Needs Access). Click Create Enrollment in the top-right.

Screenshot pending

Training dashboard at /org/training with the Enrollment Batches table and the Create Enrollment button.

Select courses

Step 1 — Select Courses lets you search the library and click course tiles to add them to the batch (cap: 12 per batch). Selected courses pile up in the Summary cart; remove one by clicking the cart entry. You can also pre-load this step by picking courses in Training → Library and clicking Enroll — the wizard opens with those courses already selected.

Choose recipients

On Step 2 — Targeting, pick a recipient mode:

All users — every active user in the org.
Specific groups — one or more groups from the list.
Exclude groups — everyone except members of the selected groups (handy for "all hands minus IT").
Individual — search and pick named users.

As you adjust, the wizard fetches an estimated user count in the cart so you can see the blast radius before you commit.

Screenshot pending

Step 2 with Specific groups selected, two groups checked, and the estimated user count rendered in the summary cart.

Set the schedule

Step 3 — Schedule gives every course an Enroll on and Due by date. Two presets save clicks:

All immediate — every course enrolls on submit, no deadline.
Monthly stagger — each course enrolls one month apart, due one month after. Useful when you don't want to drop five modules on someone the same week.

Override individual rows directly. Empty Enroll on = immediate; empty Due by = no deadline. The summary line tells you how many courses fire immediately versus on a future date.

Notification preferences

Below the per-course schedule, two toggles control learner email:

Send account notification to new learners — welcome email for users who don't yet have a learner account. Off by default.
Send enrollment notification to learners — per-course enrollment email. Off by default.

Both default to suppressed so you can stage quietly and announce on your own channel. Flip them on to let Hook handle the comms.

The defaults are quiet

Because both toggles default to off, learners get no email on submit unless you turn them on. They can still log in and see the courses — but if you expect Hook to drive the announcement, flip the toggles here.

Review and create

Step 4 — Review & Enroll plays back the full batch: courses, recipient mode, estimated user count, schedule, and notification settings. Click Create Enrollment to submit. The toast confirms how many seats fired immediately versus scheduled, then redirects you to the batch detail page.

Track progress

After submission you land on /org/training/<batchId> — the batch detail page. It shows the batch name, course count, recipient mode, status summary cards (enrolled, scheduled, failed, needs access), and a per-course table with status badges, scheduled enrollment dates, and a Retry button on any course in Failed, Access Denied, or Partial state. Every row on the Training Enrollments dashboard links back here.

What to expect after assigning

The lifecycle, in order

Immediate courses push to the training provider on submission and usually flip from Pending to Enrolled within a minute.
Scheduled courses sit in Scheduled and fire automatically on their Enroll on date.
Reminders and overdue notices go out from the training provider once a course passes its Due by date — no extra config needed.
Repeat offenders roll up into the Security Watchlist.

Common pitfalls

Needs Access on every course. The targeted users don't yet have learner-portal access. Hook surfaces this as its own status (not a generic failure); the Retry button on the batch detail page re-runs enrollment once access is granted.
Quiet rollout, surprised learners. The notification toggles default to off. If your rollout assumes learners get a Hook email, flip Send enrollment notification to learners on in Step 3.

Run a phishing campaign — the most common trigger for follow-up training.
Read the executive summary report — how training completion rolls up into your risk score.
Sync users from Microsoft Entra — keep the groups you enroll in sync with your IdP.

Assign training to groups

On this page