← All documentation

Training

Everyone who uses AI at work needs to know its limits and your rules, and the people who build, review and approve AI systems need more than that. The Training area does two things: delivers built-in AI training to your employees by email, and tracks any training completed elsewhere.

Delivered employee training

Assign the built-in courses to your employees — no platform accounts needed:

  • AI Literacy for All Staff, for everyone.
  • Responsible AI for Builders, for people who build, buy or configure AI.
  • Reviewing and Approving AI Systems, for the people named as approvers.
  • AI Governance for Leaders, for executives and board members.

Give each employee their AI roles on the roster (builder, reviewer, leadership). Everyone is due AI literacy; each role adds its course.

  1. Upload your roster (Training → Roster): a CSV with name, email, department columns, or add people one at a time. Re-uploading updates by email address; it never duplicates. **New hires are enrolled automatically**: anyone you add or import is immediately assigned AI literacy plus the course for each AI role they hold, and emailed their invites. If your organization recorded that it is a covered entity, a business associate or both (Settings → Organization), they are also assigned the HIPAA courses for its answer: HIPAA Security Awareness for everyone; **HIPAA Privacy Essentials for a covered entity; HIPAA for Business Associates** for a business associate (in place of Privacy Essentials); all three for an organization that is both. Until it answers, an admin can assign them by hand. Adding a role later assigns its course the same way — no separate assign step. (HR-system integrations get the same behavior by passing auto_assign: true on the API upsert.)
  2. Assign a course manually anytime to all active employees or a selected group, with an optional due date. Each employee receives a personal, single-use training link by email — no usernames or passwords. Anyone who is still current (passed within 12 months) or already has the course open is skipped automatically, so assigning is always safe to re-run.
  3. Employees complete the course from the link: they read the modules, pass a short quiz (80% to pass, retakes allowed with a short cooldown), and receive a printable completion certificate. Admins are notified of each completion by email.
  4. Reminders are automatic. Anyone with an open assignment is re-emailed a fresh link every week until they finish — you don't have to chase people.
  5. Quarterly responsible AI reminders. Every active roster employee automatically receives a short refresher each quarter on using AI tools safely (rotating topics such as what never goes into an AI tool, checking AI output, and reporting an AI incident). If your organization answered Yes to handling protected health information, they also receive a quarterly HIPAA security reminder. Each quarter's send is recorded in the audit log as evidence.

Completions are valid for 12 months, and annual renewal is automatic: 30 days before a pass lapses (or as soon as it has lapsed), the employee is re-assigned the course and emailed a fresh invite, due on their renewal date. To exclude someone from a course's annual loop, revoke their auto-created renewal assignment — they'll stay excluded until they next pass it. After a pass lapses without renewal the record shows Expired and the person counts as due for annual retraining. Certificates state the score, the exact content version passed, and the valid-through date.

Reporting and evidence

Assignments shows every assignment with its live status — Invited, In progress, Passed, Expired, Overdue, Revoked, or Invite failed (the email bounced; fix the address on the roster and resend). Per-row actions: Resend invite (issues a fresh link), Re-assign (a new assignment for a retake — history is preserved), Revoke, and Certificate.

The Transcript combines delivered-training assignments and manually logged records into one auditor-ready view with CSV export. Completed employees can never be hard-deleted from the roster — deactivate them instead, so completion history survives for audits.

Delivered training feeds your compliance score (the Training dimension counts your whole workforce: your organization's members (not auditors, not Backsplice staff) and your training roster).

Logged training records

For training completed outside the platform, the sections below track courses and completions manually.

Courses

Training is one library: the Courses tab lists the built-in courses (assign one with Assign) beside your organization's own. An organization's own course has a title, a type (AI Literacy, Responsible AI for Builders, AI Review and Approval, Generative AI Acceptable Use, Security Awareness, Other and, while a HIPAA assessment is offered, HIPAA Security Awareness and HIPAA Privacy), and an optional renewal interval in days. Mark a course required for all team members so it shows up for everyone in the completion matrix.

Logging completions

Record a completion by picking the employee, the course, and the completion date (today or earlier), with an optional score and notes. Only org admins log a completion, and each record keeps who recorded it; a logged completion is the admin's statement, not a quiz result. Log completion on a course opens the form with it chosen.

Staying current

The completion matrix shows every person of your workforce (your members and the people on your training roster, each once by email) against your required courses and the built-in courses that apply to them, 50 people a page:

  • For a course of your own: ✓ completed and current, ⏰ a renewal is due within 30 days (for courses that have a renewal interval), ✗ not completed, or ✗ with Renewal overdue, and "—" for someone on the roster only (a course of your own is logged against a member account).
  • For a built-in course: Passed (until the date its 365-day validity ends), Expired, Assigned (invited or in progress, with its due date), Overdue, Invite failed (the invitation mail failed), Not assigned (it applies, and nobody has assigned it), **Not on the roster** (a member who must be added to the roster before a built-in course can reach them), or Not required. Each built-in column's heading opens that course's assignments. Which built-in courses apply to a person follows their AI roles on the roster and your organization's PHI answer, as automatic assignment does.

Above the table, two counts: the members who completed every required course of your own, and the people current on every built-in course that applies to them. Someone who is a member but not on the roster has been sent no built-in course, so is not current.

Renewal due-dates are computed from the completion date plus the course's renewal interval, and upcoming renewals also appear on the compliance calendar.

Who can do what

Admins manage the employee roster and assign and revoke delivered training. Any member except an auditor can add your organization's own courses and log completions. Everyone can view the matrix, records, and certificates. Auditors are read-only but can open the transcript and the training records, and export both as evidence while their access is active. Auditors see completion and scores with each staff email partly masked, on screens, exports and certificates, and search the transcript by name; admins see and search the full address.