--- title: "How to Assign Roleplays to Users" url: "https://help.outdoo.ai/en/article/how-to-assign-roleplays-to-users" language: "en" last_updated: "2026-10-23T03:24:54.799Z" --- # How to Assign Roleplays to Users Learn how to assign roleplay agents to learners in Outdoo AI using open courses, closed courses, teams, and batches. In Outdoo AI, 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: 1. Create one or more roleplay agents. 2. Add those roleplay agents to a course. 3. 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 AI supports two primary ways to assign roleplay-based training: 1. **Open Courses** – Automatically assigned to everyone. 2. **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 1. Navigate to **Manage > Courses**. 2. Create a new course. 3. Add the roleplay agents you want included. 4. Set the course type to **Open**. 5. 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 1. Navigate to **Manage > Courses**. 2. Create a new course. 3. Add the required roleplay agents. 4. Set the course type to **Closed**. 5. 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 AI 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**.](https://help.outdoo.ai/en/article/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: 1. Review the selected learners, teams, or batch members. 2. Confirm scheduling options. 3. 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 Call Blitz? Besides courses, Outdoo AI offers Call Blitz: back-to-back practice calls with AI agents, set up under Manage > Call Blitz. A Call Blitz runs on its own schedule, with its own start and end dates, and is tracked separately from course completion. See [Call Blitz overview](https://help.outdoo.ai/en/article/callblitz-overview) for how it works. ## Tracking Completion and Performance To monitor learner progress and performance: Navigate to: **Performance > Practice** 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. * * * Hope this article was helpful. For any queries, please write to support@outdoo.ai ## Related Articles - [Batches Overview](https://help.outdoo.ai/en/article/batches-overview) - [How to Create a Batch](https://help.outdoo.ai/en/article/how-to-create-a-batch) - [Course Certifications](https://help.outdoo.ai/en/article/managing-course-certifications-for-managers) - [Team Management](https://help.outdoo.ai/en/article/add-or-manage-team-members)