Overview
Introduction
We have recently introduced ‘Task recurrence based on previous completion’. This has led to a desire for re-mapping of tasks from some of our customers where they want to move to the new structure as it better suits what they want to achieve.
What is ‘Task recurrence based on previous completion’?
Previously our tasks recurred on a fixed date each year e.g. 30th September + 1 year.
Now you can trigger recurrence for each user based on their previous completion e.g.
What are the benefits of moving to this type of task?
We've moved to a dynamic compliance cycle to enhance accuracy and ensure even greater alignment with regulatory standards. By basing renewal dates on individual completion times, we ensure compliance is maintained seamlessly and at the most appropriate intervals for each person.
Example scenario:
Initial task deadline 30th September 2024, recurs yearly, 30 days to complete:
On time completion:
Learner completes: 30th September 2024
Next task deadline: 30th September 2025
Issued: 30th August 2025
Early completion:
Learner completes: 19th September 2024
Next task deadline: 19th September 2025
Issued: 20th August 2025
Late completion:
Learner completes: 10th October 2024
Next task deadline: 10th October 2025
Issued: 10th September 2025
In short, whether a user is early or late they will still be compliant for +1 year from this point so the date should be set dynamically based on this.
Options for Learn Amp Support:
When re-mapping tasks we may need to help you if there is some complexity.
For example when there is a ‘live’ task, this can be handled different depending on whether you do the task setting yourself or get us to help. This may depend on how you want it to work
Scenario: About to re-map tasks on the 15th of October for both new and existing users.
Rules
Existing members: Recur +1 year from last completion
New joiners: +30 days from join date
There are some users with a ‘Live’ task with a deadline 30th October (fixed date, yearly recurrence)
Take the example of a user with a live task who previously completed (last year) a task on the 18th October, what do you want to happen?
New deadline? | De-dupe? | What happens | |
|---|---|---|---|
N/A | N/A |
| None, you do it yourself |
14th November (Follow new joiners rules) | No |
| None, you do it yourself |
18th October | No |
| We support (non-standard) |
14th November (Follow new joiners rules) | Yes |
| We support (to de-dupe) |
18th October | Yes |
| We support (non-standard & de-dupe) |
FAQs:
What if the user has no completions?
They will be set a task as a ‘new’ user e.g. a deadline 30 days from the ‘set date’
What if the user has a completion that is over X years ago?
If for example you have a task cycle that is yearly, what happens if a learner has a completion, but it was over a year ago?
They will be set a task as a ‘new’ user e.g. a deadline 30 days from the set date
What if we extend the deadline when re-setting?
For example, what if we move from a yearly cycle to a 3-yearly cycle?
In this case, we will set the deadline 3 years from the previous completion. In most cases this will remove the existing task, and a new task will not be issued until e.g. 30 days prior to the 3-year deadline.
If a learner did complete their previous task 3-years ago they will receive a task now.
Will learners get duplicate tasks?
When we remap the tasks with you, we are effectively setting a new set of rules for tasks to be created. If the user being set is in the ‘window’ to be set a new task but they already have an existing task, then yes, they will see a duplicate. Our tech team can support in de-duping the tasks, leaving only those more recently set.
To avoid duplicates you can uncheck the ‘Recurs’ checkbox on the current tasks and let them play through so that all your learners have completed the task. You can then set a new task and learners won’t see duplicates.
My learner has a current task, what happens when they get a new task?
If a user is in the “window” to receive a new task, bt already has one open they may see duplicates unless managed correctly.
We can work with you to either prevent issuing duplicates or remove duplicates after the fact.
Will learners get duplicate emails?
As with duplicate tasks if a learner is in the ‘window’ of your task e.g. you set +1 year from their previous completion and that happens to be now, then yes they will receive an additional email to explain the new task.
Once we de-dupe the tasks with you though, they will no longer see the old task and will not receive any chasers for it. Instead, they will just receive reminders to complete the new task.
Will this stop learners who are currently getting duplicates?
If your learners were currently getting multiple duplicate tasks then it is unlikely this alone will stop it.
This process presents an opportunity to better align your tasks and reduce the rules that may have caused the duplicates. This is typically caused by too many rules, which generate too many tasks, for example:
Different deadlines for different people: For example, if some are given 7 days, others 14, others 30. These rules can’t live in a single task so force you to set multiple tasks which may lead to overlap of rules and therefore duplicate tasks.
Multiple tasks for multiple entities: Entities can be things like job role or location. If you have a task for each of these, then should someone get promoted or move location they will be set a new task.
To solve this, we advise that you consolidate as many of the rules as possible. For example, if you create groups using and/or logic to include multiple job roles or locations, then when someone moves team or location, they still belong to the group so do not get an additional task. Similarly, we advise that you consolidate the deadlines so that e.g. all have 30 days to complete. Again this means they can fit under a single task that is flexible enough to accommodate your needs.