This article brings together the Training module’s cross-cutting topics: permissions by role, settings, notifications and emails, automatic tasks, traceability, personal data, languages and artificial intelligence. It is intended for workspace administrators.
Before you start #
- The Training module must be installed for your workspace. It then appears in the main menu as Training, and its settings under Settings › Training.
- Permissions are set in Settings › Manage Employees › Employee Roles, Training (FORMATION) part of the role matrix, with three levels: Access, Execute, Admin.
- When an action concerns an employee, the role’s population applies on top of the level: a role only acts on employees in its population.
Module permissions #
The role matrix has eighteen permissions for Training. By default, all of them are granted to the Administrator role, at all three levels.
| Permission (role matrix) | What it allows |
|---|---|
| My training space | The personal space: home, path, catalogue, course reader, quizzes, certifications, certificates, skills and notification inbox. |
| Learning assistant (AI) | Access: know whether the assistant is available; Execute: ask it a question in the course reader. |
| Training requests | Access: read one’s own requests; Execute: submit, withdraw, resubmit, and decide on those of one’s direct reports; Admin: HR queue and budget envelopes. |
| Course catalog | Access: read the administration catalogue; Execute: create a course and edit its metadata. |
| Learning content & quizzes | Access: open the editor; Execute: edit content, upload, review assignments, use writing AI; Admin: send for review, for approval and publish. |
| Sessions & scheduling | Access: read the schedule; Execute: create a session, move a slot, enter costs. |
| Attendance | Access: read; Execute: keep and close every attendance sheet. |
| Trainer space | The trainer workspace, for people declared as active trainers; Execute: prepare, declare hours, take attendance for their own slots. |
| Annual training plan | Access: read the plan; Execute: edit it and move it forward. |
| Skills | Access: one’s own profile; Execute: the matrix, positions’ required levels, manager assessment. |
| Certifications & compliance | Access: read the register; Execute: schedule, approve, reject or close a renewal. |
| Training history import | Access: read; Execute: record, import, undo an import, delete a record. |
| Regulatory file | Access: read reports; Execute: produce a report. |
| Conventions, invoices & certificates | Access: read; Execute: create a convention, approve or dispute an invoice, fill in Qualiopi. |
| Budget & purchasing | Access: read; Execute: purchase orders, recharging, impact. |
| Tracking & analytics | Access: aggregated indicators; Execute: every view, and the Training system reports in People Analytics. |
| Reminders & notifications | Access: see the Settings and Delivery log tabs; Execute: change the reminder rules. |
| Training module settings | Access: read the training settings; Execute: change them, activate a regulatory framework. |
A menu item only appears with its permission. Two of them require the Execute level: Skills matrix and the administration Catalog. The Certifications & refreshers, Requests & approvals and Budget & purchasing settings pages require both their own area’s permission and “Training module settings”.
Settings #
Settings › Training opens the Training settings page. The settings saved there:
- Rooms, trainers & providers: the reference data for sessions and conventions, one tab each, with a create button (New provider, for example) and Edit on each row. Items are not deleted: untick Active. Each row shows its use and what it lacks. An internal trainer must be linked to their Employee account to access the trainer workspace.
- Certifications & refreshers: the three alert thresholds (see Tracking certifications and renewals).
- Skills & assessments: framework, library, required levels and scale (see Managing skills).
- Requests & approvals: the year’s Budget envelopes, per employee or per department (Scope, Envelope (€), Save). An individual envelope takes precedence over the team’s. This requires “Training requests” at the Admin level.
- Path templates: onboarding paths and continuous paths; the Active / Inactive switch applies immediately, without interrupting paths in progress.
- The regulatory framework is applied from Settings › Manage Illizeo › Compliance (see Agreements, invoices, certificates and regulatory filings).
Notifications and reminders #
Open Training › For me › Notifications. The My inbox tab shows each person their notifications from the last 60 days. With “Reminders & notifications”, two more tabs appear.
Settings: changes are saved as soon as you click.
- Sending guardrails: Max sends per person per day (beyond that, the email is not sent and the notification stays in the app) and Sending days.
- Reminder rules: ten dated events (certifications, mandatory courses, sessions, requests, attendance sheets, conventions, onboarding paths). Each rule can be switched on or off; expanded, it shows its Channels (Email, In app) and Recipients (the person concerned, their manager, HR, the trainer). The “Session cancelled” and “Certification expired” rules are mandatory and cannot be switched off.
Delivery log: sends from the last 30 days, with the Sent, Failed, Suppressed (bundling, cap, duplicates) and Manager escalations counters, and a filter by event.
Email texts are customised in Settings › Manage Illizeo › Email, Training category. For rules that wait for an action (mandatory course overdue, request to review, attendance sheet to close, unsigned convention), the rule decides the first send; follow-up reminders are set in the template’s Reminder block: First reminder after, Then every, At most, notify the manager after the last reminder, count in working days. Defaults: 3 days, every 3 days, at most 2 reminders, in working days. Reminders stop by themselves once the expected action is done.
Other notifications are sent at the moment of the action, by email and in Illizeo’s notifications: session registration, assignment to review and assignment reviewed, skill target, skill assessed, required levels changed, critical gap.
Automatic tasks #
Every morning, Illizeo opens certification renewal cycles, then runs the reminder rules. A send falling on a day not ticked under Sending days is postponed, not lost.
Integrations #
- Confirmed slots, and those awaiting a reply, appear in the absence calendar; waiting-list places do not.
- When a session is scheduled, approved leave of participants and the trainer is flagged as a conflict. When leave covering a confirmed slot is approved, the approver is warned, without automatic refusal.
- People Analytics offers the “Training hours”, “Mandatory trainings” and “Certifications to renew” system reports.
Traceability #
The module keeps the notification delivery log (30 days), the history of certifications and their renewal cycles (including reasons for rejection or closure), the versions of each course, the dated and signed skills assessment log, frozen regulatory reports and the report of each history import.
Personal data #
An employee’s data export (right of access and portability) includes everything Training keeps about them: progress, quizzes, registrations and attendance, paths, certifications, history, certificates, requests, assignments and skills. Files are not attached to the export; they remain available in the application.
Permanently erasing an employee deletes their records and files (assignments, certificates, supporting documents). Where they only acted (reviewer, approver, attendance taker), they are no longer named and the record remains.
Languages #
The interface exists in French, English, German and Italian; some server-generated text (error messages, indicators, regulatory reports) remains in French. Emails are written in the recipient’s language. Skills and the scale are entered in four languages, with French as the fallback.
Artificial intelligence #
In the course reader, the Assistant button and the AI help block require “Learning assistant (AI)” at the Execute level. In the editor, the Writing assistant panel, AI on a text block, With AI quiz questions and Generate from a document require “Learning content & quizzes” at the Execute level. These buttons only appear if AI is enabled for your workspace and its usage cap has not been reached. Calls count towards the workspace’s AI usage.
Good to know #
- Amounts in the module (costs, envelopes, rates, conventions) are displayed in euros.
- A room’s capacity cannot be reduced below the headcount of upcoming slots using it.
FAQ #
A manager receives too many emails. #
Lower Max sends per person per day, or remove “Their manager” from a rule’s recipients. The delivery log shows what was sent and what was suppressed.
The AI buttons do not appear. #
Check that AI is enabled for your workspace, that its cap has not been reached, and that the role holds the permission at the Execute level.
