Assign privacy training by role and by name

Steps

1. 1

   Open Training campaigns

   In Privacy policies and training, select Training campaigns. A training campaign assigns one or more training modules to a group of people and tracks who has passed.

   • Select Training campaigns
2. 2

   Select New campaign and name it

   Select New campaign and give it a name staff will recognise in their task list, with a short description.

   • Select New campaign
   • Type Name: Breach reporting training 2026
   • Type Description: Short breach reporting training for staff.
3. 3

   Tick the training module

   Under Training modules, tick the module to assign. The four starter modules are marked not active, because they are still drafts. You can tick several active modules. Each becomes a separate task for every person.

   • Select Spotting and reporting a data breach
4. 4

   Choose the audience by role

   Clear Everyone in the organisation. In Roles, tick Employee. Everyone who holds that role is added, whichever org unit they are in.

   • Select Everyone in the organisation
   • Select Employee (self-service)
5. 5

   Add one person by name

   In People, type part of a name in Search people and tick the person. Here the compliance officer, Mariam Aziz, is added. The line underneath now shows how many people match.

   • Type Search people: Mariam
   • Select Mariam Aziz
6. 6

   Set the due date and the refresher

   Set the Due date, here three weeks from today. Refresher every, in months, appears only for training campaigns. Type 12 so that each person is asked to take the training again a year after passing.

   • Type Due date: 2026-11-03
   • Type Refresher every (months): 12

   

7. 7

   Select Save draft

   The reminders and the escalation work as in an attestation campaign. Select Save draft. The campaign opens as a Draft, and the Set-up box lists the module, the audience and the refresher.

   • Select Save draft
8. 8

   Select Launch

   Select Launch. The campaign is Active. Each person is notified, finds the training in My privacy tasks, and is listed here as To do until they pass the quiz.

   • Select Launch
9. 9

   Select Edit settings on the live campaign

   Go back to the top and select Edit settings. A note says the campaign is live and changes apply from now on. The modules can no longer be changed, but the audience, the dates, the reminders and the escalation can.

   • Select Edit settings
10. 10

    Change the overdue reminder and save

    Change Overdue reminder every to 2 days and select Save. If you had changed the audience, you would then select Re-sync audience to assign the campaign to the newly matching people.

    • Type Overdue reminder every (days): 2
    • Select Save
11. 11

    See both campaigns in their lists

    Select Back. Training campaigns lists the campaign with its status, due date, the number assigned, the number overdue and the completion so far.

    • Select Back