Within the "Setup > Release Frequency" section, you can manage the release calendar for training content.
The calendar is organized by service and becomes visible once licenses for the relevant service are created.
There are several types of releases that become selectable once the "Active" toggle is enabled.
- Custom release (recommended): You can choose the day and time slot for the release. The release time is approximate, as it depends on the platform's workload.
- First day of each month: All releases will automatically be scheduled for the first day of each month.
- First Monday of each month: All releases will automatically be scheduled for the first Monday of each month.
NOTE: When you choose one of the last two options, the calendar will be filled with placeholders. However, only the actual number of contents will be released. For example, if the course includes 12 pieces of content, even if the calendar appears to show more scheduled releases, the actual releases will stop once the 12 planned contents have been delivered.
Custom release
If you choose to set up releases with a custom schedule, by selecting the "Week" view, you can pick the time slot for each day to "Add" a release.
Remember that the scheduled time is approximate, as the actual release time depends on the platform's workload.
NOTE: You cannot schedule a release for the same day from the calendar; it must be set at least one day in advance. If you schedule a release for today (e.g., for the afternoon), the system will not process it and the activity will not be available.
If you have an urgent need, please contact Cyber Guru support to handle this scenario.
"Instant" release
With the dedicated "Instant release" button, you can immediately release a training content. This button is only visible to internal Cyber Guru roles.
Scheduled releases and license assignment
Scheduled releases on the calendar only take effect if, on the release date, there is at least one registered user with an assigned license. If one or more release dates occur before licenses are assigned to users, the contents scheduled for those dates will not be delivered later: "Missed" releases are not retroactively recovered once licenses are assigned. Therefore, you must ensure that license assignment to users is completed before the scheduled releases begin.
How to update the release calendar
To update an already scheduled release, you don't need to delete and recreate it: simply move it directly on the calendar using drag and drop, making sure not to reschedule it for the same day.
NOTE: You cannot schedule a release for the same day from the calendar; scheduling must be done at least one day in advance. If a release is set for today (e.g., in the afternoon), the system will not process it and the activity will not be available.
Release in case of multiple courses
If there are multiple training courses related to the same service, such as two levels of Awareness, the release calendar will still be unique. You cannot manage releases with different schedules for different training courses within the same service.
Additionally, you only need to set up one release: this will apply to each of the courses associated with the company, ensuring simplified release management.
If the courses enabled on the platform are independent of each other and belong to the same service (e.g., Cyber School level 1 and 2), releases will happen in parallel. For example, if you schedule a release on a certain day (and the first year is not set as a prerequisite for the second), the system will release content for the first year of Awareness (if there are still releases left) and AT THE SAME TIME release content for the second year of Awareness.
If a training course (e.g., Cyber School L1) is set as a prerequisite for another course in the same service (e.g., Cyber School L2), and you decide to set a single release on the calendar, the system will follow a sequential logic to ensure that content is released in the correct order. Here’s how releases will be managed:
- With one scheduled release, only one L1 content will be released.
- With two releases, two L1 contents will be released (and so on until L1 is completed).
- Only when all L1 contents have been released will the system start releasing L2 contents in subsequent releases.
This ensures that participants follow the logical order of the courses, completing the prerequisite level (L1) before moving on to the next level (L2).
Courses started at different times: how to set up the release calendar
There are two different situations that can leave a user without all the content, and it's important not to confuse them because the cause is different in each case.
Case 1 — Users aligned with the calendar, but with a course that has more content
Suppose there are different groups of users with courses that have a different number of contents, both aligned to the same release calendar.
Example:
- Group A: Awareness L1 course (12 contents)
- Group B: Awareness L1 - ECM course (13 contents)
Both groups are registered and aligned with the active release calendar.
In this case, the calendar must have as many release dates as the longest course among those involved — in this example, 13, not 12. If the calendar is created with 12 dates, matching the number of contents in Awareness L1, users in Group B will receive the first 12 contents in sync with Group A — but they will never receive the 13th content of their course: the calendar has already ended and there is no date to attach it to.
Example: calendar correctly set up with 13 release dates (both groups started and aligned in the same month):
| Release date | Content received — Group A (Awareness L1, 12 contents) | Content received — Group B (Awareness L1 - ECM, 13 contents) |
|---|---|---|
| Month 1 | Content 1 | Content 1 |
| Month 2 | Content 2 | Content 2 |
| Month 3 | Content 3 | Content 3 |
| Month 4 | Content 4 | Content 4 |
| Month 5 | Content 5 | Content 5 |
| Month 6 | Content 6 | Content 6 |
| Month 7 | Content 7 | Content 7 |
| Month 8 | Content 8 | Content 8 |
| Month 9 | Content 9 | Content 9 |
| Month 10 | Content 10 | Content 10 |
| Month 11 | Content 11 | Content 11 |
| Month 12 | Content 12 | Content 12 |
| Month 13 | — (course already complete, no effect) | Content 13 |
Group A finishes the program in Month 12: the thirteenth date has no effect for them, because the calendar simply has nothing left to release to users who have already received all the content in their program. Group B, on the other hand, needs that thirteenth date to receive their final piece of content.
Note: this approach is only safe if users in Group A are not already assigned a follow-up program (e.g., a second year). Otherwise, the extra dates will not be ignored, but will instead trigger the release of content from the next program early.
Case 2 — Users with the same program (same number of content items), but NOT aligned to the calendar
Let’s say there are two groups of users, both on the Awareness L1 program (12 content items), but one group starts in May and the other in June, without aligning to the release calendar.
In this case, you need to set up the release calendar taking into account the delayed start: you should add one extra content item/release date for each month the second group starts after the first. If you don’t do this, the second group will never receive the last piece of content in their program, because by the time it’s their turn, the calendar will have already ended.
Example: 12-content program, Group A starts in May, Group B starts in June (1 month later). The calendar should therefore be set up with 12 + 1 = 13 release dates (from May of year 1 to May of year 2):
| Release date | Content received — Group A (started in May) | Content received — Group B (started in June) |
|---|---|---|
| May (year 1) | Content 1 | — (not started yet) |
| June | Content 2 | Content 1 |
| July | Content 3 | Content 2 |
| August | Content 4 | Content 3 |
| September | Content 5 | Content 4 |
| October | Content 6 | Content 5 |
| November | Content 7 | Content 6 |
| December | Content 8 | Content 7 |
| January | Content 9 | Content 8 |
| February | Content 10 | Content 9 |
| March | Content 11 | Content 10 |
| April | Content 12 | Content 11 |
| May (year 2) | — (program already completed, no effect) | Content 12 |
Group A completes the program in April, using only the first 12 dates: the last date (May of year 2) has no effect for them, just like in Case 1. Group B, which started a month later, needs that thirteenth date to receive their final piece of content.
Note: this approach is only safe if users in both groups are not assigned any other follow-up program (for example, a second year linked to the same release structure). If a follow-up program is already assigned, the calendar will continue past the “buffer” dates meant to cover the delay: for those who have already finished the first year’s content, those extra dates won’t be ignored as in the example above, but will instead trigger the release of the second year’s content — which could start the next year’s program earlier than intended.