The Training area is where you can manage and enroll users in training campaigns, manage your Store Purchases, edit training notification templates, and view reports on user activity and progress within the training environment.
Read this tutorial, or watch our Training-related videos, to learn about the various functions of KnowBe4's Training area.
Our software uses a training campaign system to help you manage your organization's Security Awareness Training. You can utilize campaigns to automatically enroll your users in training courses and remind them about training deadlines with fully customizable notifications. The Campaigns tab is where you can view, edit or create these training campaigns.
Here you will see a list of all your current and past training campaigns, their status, and progress at a glance.
Training Campaigns Screen:
You can edit features of any campaign in progress by clicking the drop-down to the right of that campaign. You can also cancel that campaign, which saves user completion data, clone the campaign, which allows you to copy the same settings from the previous campaign into a new campaign creation screen, or delete the campaign entirely, which deletes all data associated with that campaign.
Clicking the "+Create Campaign" button in the upper right-hand corner will take you to the campaign creation screen:
Campaign Creation Screen:
First, you will name your campaign. This can help keep track of the purpose of the campaign. Note that enrolled users will be able to see the title of your Training campaign within their training page and also in any notifications (such as the welcome email or reminder notifications).
2) Start Campaign At:
You can set the campaign start time here. You can set it to start in the future if you wish. This is helpful if you plan on having a campaign run in the future and want to set it up in advance.
You can select a specific time zone for the campaign if needed. The timezone will default to your account specific time zone, which you have the ability to change in your account settings.
3) End Campaign At:
You have three options for your campaign's end date.
First, you can set a specific end date using the a) Specify Date setting. This will be a hard deadline for your users to complete the assigned training, no matter when they are enrolled.
The second option is to set a b) Relative Duration. This is the recommended option for most campaigns, as it will give a deadline based on when users are enrolled, sending out optional notifications based on that selected duration. Having a deadline is recommended as it gives users an incentive to complete the training.
The final option, c) No End Date, is perfect for additional, optional training you'd like to provide to your users, so they can take courses on their own schedule without an urgent deadline. This will leave the training campaign open indefinitely. Later on, you can alter the end date or cancel the campaign if you need to.
A note about end dates and reminder emails: If you've specified an end date, that date is what the last two email reminders will use when determining when to remind a user who has not completed their training. If you change the specific end date after a campaign starts, it will cause the campaign to send additional reminders (for example, if you are on the last day of the campaign and extend the end date by another two weeks, it can result in another set of reminder emails being sent out before the new end-date). This is intended behavior.
The Courses dropdown lets you select one or more courses to use for this campaign. This is a way for you to choose which courses you would like users enrolled in this campaign to take. You cannot add courses to a campaign at a later date so ensure the courses you want to include are correct.
The Groups dropdown lets you choose whether you'd like to limit the scope of this campaign to specific groups or enroll All Users in this training.
6) Automatically enroll users that are added in the future:
This checkbox will automatically enroll new users you add to the console (or to the Groups assigned to this training) in the training campaign.
If you have a campaign which includes All Users and check this option "on", if you add new employees or members of your organization to the console while that training campaign is still active, they will be automatically enrolled in that campaign and receive any selected welcome and reminder emails without you having to manually add them to the campaign. If you have this option off, those users will not be added automatically.
If you limited the campaign to one or more groups of users and check this option "on", when new users are added to those groups, they will be automatically enrolled in the training.
You can edit this option after a campaign is created.
7) Enable courses to be done multiple times:
This setting is ideal to use when creating remedial training campaigns. Once users are re-enrolled in a training campaign which has this setting on (for example, if they fail a phishing test an additional time, and are re-added to a Clickers group which has the assigned training), they will have to take the training again.
For information about setting up remedial training, click here.
8) Add Completed Users To: Once users complete the assigned courses, they will be added to the selected group.
One reason why you may want to use this option is to make sure your users are being sent simulated phishing emails as soon as they complete training, in order to reinforce the skills they learned as part of training. You could create an ongoing phishing campaign targeting "Trained Users" and then use this option to "Add Completed Users" to the Trained Users group upon completion of their assigned training.
9) Remove Completed Users From: Once users complete the assigned courses, they will be removed from the selected group.
This option is ideal to use with Remedial Training. If you've set up a Phishing Campaign and you're adding users who fail your phishing tests into a Clickers or Phish-Prone Users group automatically, we recommend setting up Remedial Training. By using this option, you can REMOVE those phish-prone users from the Clickers group upon completion of the Remedial Training, and then they can be re-enrolled in the future, should they fail another phishing test. (If you use this setting, you should also be sure to check the "Enable courses to be done multiple times" option "on".)
You can get creative with our Add/Remove Completed Users option to make Training Campaigns work for you.
Another great way to use this option is to assign training to users on a staggered (or ordered) basis. For example, you could set up four campaigns, one to start at the beginning of each quarter, with the Q1 campaign targeting All Users, and the subsequent three campaigns targeting a Q2 group, Q3 group, and Q4 group. Your Q1 campaign could Add Completed Users to the Q2 group, your Q2 campaign could Add Completed Users to the Q3 group, and so on. This way users will only be enrolled in the additional courses if they have completed the previous campaign's courses, like a prerequisite.
Use Smart Groups to make Training Campaigns work for you.
You can also use Smart Groups to automate the enrollment of users into training campaigns based on the number of Phishing Test failures they have made. To learn more about Smart Groups (Platinum/Diamond only) click here.
10) Notification Emails:
You can send optional notifications to users, user managers, and admins on your account. There is no limit to a number of training notifications you can send.
There are four different notification types you can choose from when creating a campaign.
- (a.) The notification type indicates when the notification will be sent out.
- Welcome: The first notification type will send a welcome notification to all users when the campaign starts (or at the time they are added to an existing campaign). By enabling this notification, you are informing the user they've been enrolled in training and providing them a link to log in to take the training. If your campaign is set to start after the business hours indicated in your Account Settings, the welcome email will be sent at the start of business hours the next day.
- Remind After Enrollment: This notification type will send a reminder to the selected recipients at the start of business hours a specific number of days after the user is enrolled in training. Manager and admin notifications will be "rolled up" as much as possible so that multiple users will be listed on each notification.
- Remind Before Due Date: This notification type will send a notification to the selected recipients at the start of business hours a specific number of days before the user's due date. A value of "0" will cause the notification to be sent on the due date. Manager and admin notifications will be "rolled up" as much as possible so that multiple users will be listed on each notification.
- Campaign Completion: This notification will be sent immediately upon campaign completion to the recipients selected. This is a great way to thank users for taking the training or even let them know that your organization will be sending out simulated phishing emails and other forms of social engineering to test out the skills they learned as part of training. Be advised that if you elect to notify a user's manager or your account admins upon completion that they will most likely receive a single email for each user upon.
- (b.) Notify Recipients indicates who the notification will be sent to.
- User: Welcome notifications to the user can provide the user instructions to log in, let them know the importance and necessity of taking the training, or even explain your organization's plan for security awareness going forward if you'd like. Reminder notifications can help encourage a user to complete their training in a timely manner.
- User's Manager: Notifying a user's manager if a user does not complete their training on the required timeline can be helpful if the user needs more encouragement to complete the training. Before using this feature, make sure you have properly-formatted and correct manager emails in your user's information.
- Account Admins: Notifying account admins of user status on the campaign can help those admins stay on top of the training campaign's progress. High training campaign completion rates will help you to build a strong human firewall for your organization. Note that anyone who is an admin on your account will be notified by using this feature.
You can manually change the time threshold for any notification email (even after a campaign has started) by editing the campaign.
Also, you can customize these notifications, choosing from one of our built-in templates or creating your own. This is done in the Training-->Notification Templates area, or by clicking the (c.) Manage Notification Email Templates link from within the campaign creation screen. Any edits you make will be dynamic and customized templates will be instantly selectable once they are saved and categorized in the Notification Templates area.
After you select the desired options on a notification email, click (d.) Save. If you'd like to add more, simply click +Add Notification to add another.
Create Training Campaign:
Click this button to start your campaign.
Remedial Training Campaigns:
Using the Groups feature, you can set up remedial training campaigns that will only enroll users who click on a link or open an attachment on your phishing tests. This is done by setting certain options when creating your phishing campaigns. For information on setting up remedial training, you can CLICK HERE.
Once a campaign has started, you can monitor its progress and view the status of all users in the campaign for any and all courses included in that campaign. Simply click on the campaign name under the Campaigns tab to view the details of that campaign.
Campaign Overview Screen:
In the campaign overview screen, you can see a list of all courses included in that campaign, with a completion percentage for each one underneath. On the right, you will also see an overall completion percentage graph (in blue). This graph shows only the percentage of users who have completed ALL the training courses specified for the campaign.
This button will allow you to send additional manual notifications to users, user's managers, or account admins. You can dynamically change the content of the available templates or create your own by clicking the used by clicking on the “Manage Notification Email Templates” link.
By clicking on a course from the Overview screen, you can view details about each user’s progress on that course. You can use the tabs at the top to view various breakdowns by user completion state. This area also lets you send manual notifications, select one or more users and pass them on the course, or even reset their progress on that course.
The Users tab will give you detailed information on each user’s status in that campaign. Here you can see when users were enrolled in the campaign, their current status in their campaign course(s), the time they’ve spent in the course(s), the remaining time to complete the course(s), and whether or not they’ve acknowledged the policy on a course. You can also send manual notifications, pass users, reset users' progress on any of the courses on that campaign, print users' completion certificates, or remove users from the campaign here, as shown below. For more information on removing users from a training campaign, see this article.
The notification templates section is where you can edit or create your own training campaign notification emails. We include several default email templates for you to customize or use as-is, but you can also create your own notification templates from scratch.
You can view the built-in templates by clicking on the System Templates area. By clicking on any of these you can open it in our WYSIWYG editor and change whatever you wish. Editing a built-in system template will save a copy of your edit to the Drafts folder under My Templates. To utilize the templates you create as part of a training campaign, you will have to create one or more categories under My Templates and move your custom templates into a category.
You can create your own emails by clicking the +New Training Campaign Notification Template button. Note that these are not phishing emails so some functionality is limited. You can, however, choose from a list of drop-down Placeholders to use in your email. This can help you auto-fill user or campaign information from our system when sending the email.
A complete list and description of the placeholders can be found HERE.
The Store Purchases area will show you all courses and other training content you have purchased in the past and have access to. You can also click to Browse the ModStore to review what other content you have access to.
Beneath Store Purchases, you can click any course to preview, view details for, or add a security policy to any course. You can also view the duration of courses, as well as hide content you do not wish to see on your list. You can also filter training content by Category, to quickly find what you need.
If you haven't already, be sure to add the newest Kevin Mitnick security training to your Store Purchases. Here is how to do that.
Managing Store Purchases
If you have courses you do not plan on using in your training campaigns, you can hide them from your view by clicking the "Hide" icon to the right of the course title.
Previewing Courses and Editing Module Options:
To preview a course, click the course title from Store Purchases. On the page that follows, you'll see an option to Preview the course. The course will pop-up in a new window.
Add a Policy to the Course: You can require a user to acknowledge a company policy once they have completed the training course. Click the course name, click Edit Module Options, and check the "Policy required" checkbox and insert a URL link to the policy in the Policy location text box. Your policy will need to be hosted somewhere. For more information on policy acknowledgment, click here.
Course Policy Screen
Tip: you can use landing pages to create a hosted security policy as a workaround if you do not have your security policy hosted somewhere.
The My Training area is what your users will see when they log in to take their training. It will show all currently active courses they have under any campaigns your organization is running. As an admin on your account, your assigned training will be shown here as well.
You can see the courses assigned to you, when you were enrolled, your completion status, when you completed the course, and time spent on the course. Use the “Start Course” button to launch the course in a new window.
Note: if you have assigned courses available in multiple languages to your users, they will be able to view the course in any available language by clicking the Flag icon next to the "Start Course" button. That dropdown will display the other available languages for the course. See our FAQ: How Do I Change the Language of a Training Module?
The My Training Area:
You can also see any security policies you need to acknowledge and you can click the box to acknowledge the policy here.
Note that you can always extend the end date on a campaign if you need to. You can do this by clicking the drop-down box to the right of any campaign you see on the Campaigns screen under Training. Click on “Edit” to edit the end date or other details about that training campaign.