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Self-service E-Learning

Updated

Setting up your E-Learning by yourself is an easy 6-step process that only takes a few minutes. It’s a great option for simpler and leaner setups.

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.

SoSafe Manager Onboarding checklist showing Get started, Add user data, and Create first Phishing Simulation as completed. The Create your first e-learning course step is expanded with a Continue button, followed by the Ensure email delivery step.

1. Course details

Give your course a name and select the start and end date. We recommend a 2-week window before the course start date to give you time to communicate the upcoming e-learning to employees.

In addition, you can limit lesson visibility. This means that learners will only be shown lessons that are due within the next 30, 60 or 90 days. The purpose of this setting is to focus learner efforts on what is most critical and to support continuous, sustainable engagement instead of a one-time learning rush.

You also have the option to activate a pre-course assessment. Pre-course assessments are short knowledge checks on the contents of selected lessons. These are designed within our system to allow lessons to be skipped if learners successfully complete the corresponding pre-course assessment.

Several options are available for this setting:

  • On – for returning learners: This option is suitable if you are launching a second or a follow-up E-Learning course and some lessons from the previous course are repeated. Learners who have already participated in the previous course can test their existing knowledge of the familiar content via the pre-course assessment and skip the lesson if applicable.
  • On – for all learners: All learners are given the opportunity to complete the pre-course assessment in advance to skip lessons directly if they possess the relevant prior knowledge.
  • Off: No pre-course assessment will be presented, and all learners proceed directly to the lesson.
Self-Service E-Learning Limit lesson visibility.png

 

2. Audience

The course can include either all users or only the user groups of your choice. Either way, this screen will show you how many employees will be part of the course. Select Save changes to proceed.

Select user groups drawer open over the Audience step, with Select all checked and the Finance, IT, Operations, and Sales groups all selected, totalling 4 user groups and 30 users.
Select user groups drawer open over the Audience step, with Select all checked and the Finance, IT, Operations, and Sales groups all selected, totalling 4 user groups and 30 users.

3. Lesson assignment

By default, all lessons in your package will be included here, in our recommended order. You can preview lessons by selecting View. You can also remove them by selecting ╳ and then Remove.

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.

Lesson assignment step for Testcourse listing 14 mandatory lessons including Being safe on the go and Mobile work devices at risk. To the right, Survey based lessons is toggled on with one lesson, Security when working from home.

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.

Lesson library dialog with category filters on the left, including Email Security and Mobile Security, and a grid of lesson cards with Preview buttons such as Fraudulent emails and Detecting phishing emails. The footer shows 14 lessons selected, with Cancel and Apply buttons.

4. Email notification

Campaigns include different types of emails that can be sent automatically. You can preview them or send a test version of them to your own email address. Use the toggle switches next to each type to enable or disable them.

Email notification step with toggles for Invitation Email, 7-Day Reminder, Due Soon Reminders, and Overdue Reminders all turned on, and New module reminder turned off. Each card has Preview and Send test mail buttons.

5. Reporting method

This setting determines 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.

This option has data privacy implications.

Reporting method step with Individual selected as the recommended option, showing it tracks employee registration and lesson completion, next to the Anonymous option for tracking completion without recording identities.

 6. Employee login

By default, employees will be using their email address to log in (either through SSO or using a SoSafe-specific password). You can also enable access to the course using a code that you can specify. This is a great solution for employees without a dedicated email address. See https://support.sosafe.de/ADOC/access-code-users for more details.

Employee login setup step asking whether to set up an access code for employees without an email address, with Yes and No buttons and a note that the code lets employees sign in without an email.

7. Review and launch

On the final screen, you will see an overview of all settings you just made. You can change these settings by selecting the pen icon or selecting back to navigate to the previous steps. If you’re happy with your settings, select Launch course. Congrats!

Course overview review screen listing completed setup steps, each with an edit pencil icon: Course details, Audience, Lesson assignment, Communication emails, Reporting method, and Login. A Launch course button appears in the bottom right.

Editing your E-Learning

Making changes to your E-Learning is just as easy as setting it up. To do so, navigate to the Onboarding checklist, select Create your first e-learning course and then Details. You will be presented with an overview of your existing settings. To make changes, simply select the Pen button next to any of the completed steps. Confirm by returning to the overview and selecting Update course.

Changes are only applied once you select Update course at the bottom right of the overview.

Course overview screen for an existing scheduled course, with the same completed steps list and edit pencil icons. A tip notes that changes are not saved until Update course is selected, and the Update course button in the bottom right is highlighted.

Full learning path details

Click to expand

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:

  1. 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).
  2. 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.
  3. 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.
  4. 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.

← Back to Onboarding overview → Go to Phishing Report Button

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