Self-service E-Learning

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Setting up your E-Learning by yourself is an easy 5-step process that only takes a few minutes. It’s a great option for simpler and leaner setups

This is the first version of our self-service E-Learning setup. You can complete all essential steps to launch a campaign. More advanced options are coming in future releases.

Current limitations

Some actions are currently not available in the self-service E-Learning setup:

Editing a campaign after it is launched
Creating multiple E-Learning courses
Assigning specific users or user groups
Sending manual reminder emails
Custom modules, SCORM, or placeholders
Custom module deadlines or awareness assessments

If you need changes that are not available in self‑service, please reach out to your SoSafe Customer Success point of contact.

How to set up your first E-Learning campaign

Let’s get started! In your onboarding checklist, select Create your first e-learning campaign and then Continue.

1. Course details

Choose a name and timeline for your campaign. Note that a course must be at least one month long. Our default recommendation is a year-long campaign.

Course name: This appears in your reports and dashboards.
Start date: When employees receive access and their invitation email.
End date: The deadline for completing mandatory modules.

2. Lesson assignment

By default, all lessons included in your package will be included here, in our recommended order. You can preview all added lessons and have the option of removing them by selecting ╳ for the corresponding entry in the list.

Based on the list of lessons you choose, the platform will determine learning paths for all course participants. This means that lessons will unlock over time with corresponding deadlines to encourage continuous engagement and sustainable learning.

To add more lessons, select Add lesson. A new dialog window will open, giving you access to the full library. You can use the category filters to the left and the Preview button to help you identify which lessons are the right fit for your organization. Once you’re happy with your choices, select Apply, and any new lessons will be added to the bottom of the list.

3. Email notification

Every campaign includes four types of emails that will be sent automatically. You can preview them or send a test version of them to your own email address.

It is currently not possible to change these emails at this step in the process. After setting up your course, however, you will be able to modify these emails by navigating to Emails / System emails in the Manager.

4. Reporting method

This setting controls how learner data is stored and reported.

Individual reporting (recommended): Track individual employee sign-ups and lesson completion.
Anonymous reporting: Tracks overall participation without storing employee names or data.

Note that this option has data privacy implications and cannot be changed for a course once it has started.

5. Employee login

Choose how employees access their training. Access will always be possible by logging in with the email addresses provided in the user data earlier during your onboarding.

In addition, you can enable access using a custom code. This is entirely optional but can be used to give access to employees without a dedicated email address. After entering the code, these people can set their own individual password and use that information to access their training in future.

Note: You will be able to view the access code again later if needed.

6. Review and launch your course

On the final screen, you will see an overview of all settings you just made. You can make changes to those settings by selecting the pen icon or selecting back to navigate to the previous steps.

Reminder: Your course cannot be edited after you launch it. Reach out to your SoSafe Customer Success point of contact if you need to make changes.

Once everything looks correct, select Launch course. Congrats!

After launch

Once your course is launched, it appears in your onboarding dashboard. You can open Details to view the configuration.

Editing is disabled for launched campaigns, but all information is visible for reference.

If you need to make changes after launch or have questions that are not answered here, please reach out to your SoSafe Customer Success point of contact.

Full learning path details

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How the learning path works

When you launch an E‑Learning campaign, learners are guided through a learning path. This learning path schedules mandatory modules over time so training is spread out instead of being due all at once.

1. Campaign timeline vs. learning path

The campaign start date is when employees receive access and (if email login is used) the invitation email is sent.
The campaign end date is the final deadline by which mandatory modules must be completed.
Within that campaign period, SoSafe automatically assigns due dates to mandatory modules as part of the learning path (unless a manual deadline is set).

2. How due dates are set for mandatory modules

If an administrator does not set a manual deadline for a mandatory module, the system automatically generates due dates using the learning‑path logic.

Only mandatory modules receive automatic due dates.
Mandatory modules without a manual deadline get an auto‑calculated due date.
Optional (non‑mandatory) modules do not receive a due date unless one is set manually.

3. How automatic due dates are calculated

For each learner, the system:

Determines the effective training period
This is either:
- the full campaign duration (for example, 12 months), or
- for learners who start later, the remaining time from their access date until the campaign end date (whichever is shorter).
Counts mandatory modules that need a due date
- Mandatory modules with a manually set deadline are excluded.
- Only mandatory modules without deadlines are auto‑planned.
Distributes mandatory modules evenly over time
- Modules are scheduled in approximately 28‑day periods.
- Where possible, the system aims for at least two mandatory modules per 28‑day period.
- If the total number of mandatory modules does not divide evenly (for example, many modules in a short campaign), additional modules may be placed toward the end of the campaign.
Applies boundary rules
- If a calculated due date would fall after the campaign end date, it is capped at the campaign end date.
- Manual deadlines are never changed and always take priority.

4. Order and visibility in the learning path

Mandatory modules are ordered chronologically by due date.
Modules with manual deadlines appear at their fixed positions in the timeline.
Automatically dated mandatory modules fill the gaps around those fixed deadlines.
Modules without due dates (typically optional modules) appear at the end of the learning path without a date.

5. What happens when the campaign changes

If the campaign configuration is updated (for example, modules are added or removed, or mandatory status changes), the learning path may be recalculated:

Completed modules stay completed.
Past due dates remain unchanged.
Mandatory modules with future or missing due dates are redistributed across the remaining campaign time using the same 28‑day logic.
Manual deadlines always override automatic calculations.

Recalculation may happen automatically (for example overnight). Learners will see updated upcoming modules the next time they log in.

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