How to Assign Roleplays to Users
In Outdoo, roleplay agents are not assigned directly to individual users. Instead, roleplay agents are organized into Courses, and those courses are then assigned to learners.
Depending on your training goals, you can make a course available to everyone in your organization or target specific teams and individuals.
Before You Begin
To assign roleplay training, you must first:
- Create one or more roleplay agents.
- Add those roleplay agents to a course.
- Decide whether the course should be Open or Closed.
Important: Roleplay agents cannot be assigned directly. They must be included in a course before they can be distributed to learners.
Assignment Methods
Outdoo supports two primary ways to assign roleplay-based training:
- Open Courses – Automatically assigned to everyone.
- Closed Courses – Assigned to specific teams, individuals, or batches.
Option 1: Assign Through an Open Course
Open courses are designed for training that should be available to every learner in your organization.
Examples include:
- Company-wide product updates
- Compliance training
- New feature announcements
- Universal onboarding content
Create an Open Course
- Navigate to Manage → Courses.
- Create a new course.
- Add the roleplay agents you want included.
- Set the course type to Open.
- Publish the course.
Once published:
- All current users are automatically assigned the course.
- Future users who join the organization are assigned the course automatically.
- No batch creation or manual assignment is required.
Important
Once a course is created as Open, it cannot be converted to Closed later. Only use Open courses for training that should remain available organization-wide.
Option 2: Assign Through a Closed Course
Closed courses are used when training should only be delivered to a specific audience.
Examples include:
- New-hire onboarding programs
- Team-specific coaching
- Certification tracks
- Manager training
- Performance improvement initiatives
Create a Closed Course
- Navigate to Manage → Courses.
- Create a new course.
- Add the required roleplay agents.
- Set the course type to Closed.
- Save the course.
Once the course is created, choose how you want to assign it.
Assign Through a Batch
For ongoing training programs or larger groups, Outdoo recommends assigning courses through a Batch.
Batches allow administrators to:
- Assign multiple courses at once
- Manage large groups of learners
- Set shared start and end dates
- Configure completion windows
- Send automated reminders
- Add or remove learners later without recreating assignments
Typical use cases include:
- New-hire onboarding cohorts
- Quarterly certifications
- Team-wide enablement programs
- Regional training initiatives
To learn more, see How to Create a Batch.
Configure Course Scheduling
When assigning a closed course or creating a batch, you can define course availability and completion requirements.
Start Date
Determines when learners can begin accessing the course.
End Date
Determines when the assignment closes.
Completion Window
Specifies how many days a learner has to complete the course after they begin it.
Email Notifications
Administrators can enable automated notifications that:
- Inform learners when a course is assigned
- Remind learners of approaching deadlines
- Encourage completion before expiration
Publish the Assignment
After configuring your assignment settings:
- Review the selected learners, teams, or batch members.
- Confirm scheduling options.
- Click Publish.
Learners receive notification emails and can begin accessing the assigned course according to the configured schedule.
Additional Information
Can Pending Users Be Assigned Training?
Yes.
Users who have been invited but have not yet activated their account can still receive course assignments.
Once they activate their account, assigned courses automatically become available.
What Do Learners See?
Learners do not see assignment methods, batches, or administrative settings.
Instead, they simply see assigned courses within their learning dashboard, organized into categories such as:
- Pending
- Completed
- Past Due
- Open Enrollment
What Is Blitz?
In addition to course-based assignments, Outdoo offers Blitz, an open practice environment that allows learners to access roleplay agents without formal assignment.
Unlike courses, Blitz sessions:
- Are not tied to deadlines
- Are not part of completion tracking
- Can be accessed on demand
Blitz is useful for self-directed practice and ongoing skill development.
Tracking Completion and Performance
To monitor learner progress and performance:
Navigate to:
Performance & Coaching
Reporting can be filtered by:
- Course
- Batch
- Individual learner
This allows administrators and managers to quickly identify:
- Completion rates
- Outstanding assignments
- Coaching opportunities
- Learner performance trends
Frequently Asked Questions
Can I assign a roleplay agent directly to a learner?
No. Roleplay agents must first be added to a course before they can be assigned.
When should I use an Open course?
Use Open courses when training should automatically apply to everyone in the organization, including future users.
When should I use a Closed course?
Use Closed courses when training should only be delivered to specific learners, teams, or cohorts.
When should I use a Batch instead of assigning directly?
Use batches whenever you need to manage a group of learners over time, assign multiple courses together, or track performance by cohort.
Can future users automatically receive training?
Yes. Future users automatically receive any Open courses assigned across the organization.