Line Manager Dashboard: User administration

Introduction

This article is about user administration options on the Line Manager Dashboard. You'll see how line managers can observe and manage the training activity of their subordinates, view information relating to a particular catalog or all catalogs, manage enrollment requests and assessments, view and download reports, filter or search for training or a user, manage user enrollments, grant or revoke skills, import training from an external source, and download certificates.

For information about how line managers can access the Line Manager Dashboard and its general capabilities, see this article.

 

User administration

Various management actions can be initiated for line managers' subordinates who have access to a catalog, course, or training plan. Line managers' subordinates who don't have such access are displayed with a special icon and can't be managed from here.

With one or more users selected, line managers can perform the following actions from the opened Administration of direct reports panel:

Some of the actions on the Administration of direct reports panel will be greyed out if:

  • The action requires just one user to be selected but you've selected more than one.
  • The action requires a single catalog to be selected but you've selected the All catalogs view.
  • One or more of the selected users aren't added to the current catalog.

 

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The LMS admin can restrict line managers' capability to enroll and unenroll users in courses and training plans, award and revoke skills, manage enrollment requests and assessments, and import external training records. With such restrictions in place, line managers can perform only the following actions: 

  • View Learner's Transcript.
  • View Learner's Progress.
  • Enrollment Requests approval.
  • Assessments approval.
  • Download certificates.

 

View Learner's Transcript

The View Learner's Transcript action is available when only one learner is selected.

Line managers can use the View Learner's Transcript action to view information about a learner’s courses, certificates, and skills. You can export this information to a PDF file, which supports multiple languages characters.

1. From the LMS365 Line Manager Dashboard, select the relevant user. The Administration of direct reports panel opens.

2. Select View Learner’s Transcript. The Transcript panel opens.

3. Navigate between the tabs to view the relevant information: Courses, Certificates, Skills.

4. Select Export to PDF to download the entire learner's transcript, which will include all listed courses, training plans, certificates, and skills, to a local device. This option is available on each tab and has the same function across all tabs.

 

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Courses

The Courses tab displays the learner's transcript of course and training plan records.

Select a column heading to sort the content of the page in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending).

  • Training Name. Shows the titles of the courses and training plans the user is enrolled in and unenrolled from. This includes imported courses or training plans.

    If a learner is enrolled in a course or training plan, the number of times the same training is listed depends on the number of attempts the learner has taken to complete it. The status of each attempt is displayed: Completed (the completion date will be shown in the Completion date column), In progress, or Not started.

    If a learner is unenrolled from a course or training plan, only training with the Completed status is included in the transcript. Courses or training plans with In progress and Not started statuses aren't included.


    courses_that_are_completed_and_not_started.png


  • Status. Shows the progress of the learner's attempt to complete the training: Completed, In progress, or Not started.

    If a learner is currently enrolled in the course or training plan and takes more than one attempt to complete it, line managers see the status of all the attempts listed in the Status column: Completed (with the completion date in the Completion Date column), In Progress, and Not Started.

    If a learner is unenrolled from the course or training plan, only attempts that have the Completed status are shown in the transcript.

  • Completion Date. Shows the date on which an attempt was completed.

  • CEUs. Shows the number of CEUs available for each course and training plan. Earned CEUs for a completed course or training plan are displayed in green. Planned CEUs are displayed in black and have an asterisk next to the number.

    At the bottom of the page, there are three numbers: Earned (displayed in green) / * Planned (marked with an asterisk) / Total CEUs.

 

Certificates

The Certificates tab displays the learner's transcript of certificate records.

Select a column heading to sort the content of the page in alphabetical order (ascending A-Z or descending Z-A) or in date order (ascending or descending).

  • Training Name. Shows the titles of the courses and training plans to which the user's certificates relate.

    If the learner is currently enrolled in a course or training plan, the number of times the same training is listed depends on the number of attempts the learner has had to complete it. The status of the certificate associated with each attempt is also displayed: Valid, Expired, Planned, or Expiring.

    If the learner is unenrolled from a course or training plan, only Valid, Expiring, and Expired certificates for this training are included in the transcript.

  • Status. Shows the status of the certificate: Valid, Expired, Planned, or Expiring.

  • Issued Date. Shows the date that the certificate was issued.

  • Expiry Date. Shows the expiry date of the certificate (if this date is set).

 

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Skills

The Skills tab displays the user's transcript of skill records.

Information is presented in four columns. Select a column heading to sort the content of the page in alphabetical order (ascending A-Z or descending Z-A) or in date order (ascending or descending).

  • Skills. Shows the title of the skill and its level.

A skill with a specific level may be displayed several times in the transcript if:

a. The skill with a specific level is associated with different courses or training plans, or if the skill was Granted by different people on different occasions.

b. The learner has taken several attempts to complete the course or training plan, where each attempt has a different skill status. If the learner is currently enrolled in the training, all the relevant skill statuses can be tracked: Valid, Revoked, and Planned. If the learner is unenrolled from the training, only the Valid and Revoked skills statuses can be tracked.

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  • Granted by. Shows who granted the skill or the process that granted it.

    Skills can be automatically granted to the learner on completion of a course or training plan.


    Skills can also be manually granted by a catalog admin via the Users panel or by the line manager via the LMS365 Line Manager Dashboard, without the learner being enrolled in a specific course or training plan. As a result, line managers can see either the name of a person or the title of a course or training plan, in the Granted by column. You can contact this person via email by selecting their name. If the course or training plan link is blue, you can select it to go to the training home page. If the training link is grey, the link is unavailable because the course or training plan has ended, has been deleted, or is unpublished.

  • Status. Shows the status of the skill: Valid, Revoked, or Planned.

  • Achievement Date. Shows the date when the skill was granted.

  • Revocation Date. Shows the revocation date of the skill (if this date is set).

 

View Learner's Progress

The View Learner's Progress action is available when only one learner is selected.

1. From the LMS365 Line Manager Dashboard, select the relevant user. The Administration of direct reports panel opens.

2. Select View Learner’s Progress. The Progress panel opens.

Here, the line manager gets an overview of the user's progress with their courses and training plans.

 

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From the Progress panel, line managers can:

  • See full details of a specific learner's progress for all courses and training plans. Find information about how to read the information on the Progress panel in this article.
  • Select Download report to download the learner's progress report to their local device as an Excel file. Find information about how to read the information on the Progress panel in this article.
  • Manage a learner's certificates.
  • Sort columns and apply filters to find a user's progress for a specific course or training plan. To filter the information in the Status, Completed, and Certificates columns, select the filter icon in the relevant column heading. The filter in the Status column enables you to filter learners according to the CompletedIn progress, and Not started statuses. In the Completed filter, set a date range to filter the information by the courses and training plans completed within this period. The Certificates filter enables you to filter training according to whether a certificate was awarded.

 

To download or delete certificates for existing, imported external training, or deleted courses and training plans:

1. Select the relevant course or training plan.

2. In the Certificate column, select View certificate (the eye icon). From the opened panel, select the relevant action icon: Download certificate (the downward-facing arrow) or Delete certificate (the red cross).
If a learner has more than one certificate for a course or training plan, all the user's certificates will be displayed.

 

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Enroll in Course(s) and Training Plan(s)

Using this feature, line managers can enroll users in one or more courses or training plans.

1. From the LMS365 Line Manager Dashboard, select the relevant learner. The Administration of direct reports panel opens.

2. Select Enroll in Course(s) & Training Plan(s). The Enroll in Course(s) & Training Plan(s) panel opens.

Here, you'll see a list of all available courses and training plans in the current catalog. You can filter courses and training plans by specifying a Date range (start and end dates), by training type (e-Learning, Instructor-Led Training, or Training Plan), by publishing status (Published Training, Unpublished Training, Scheduled Training, or Ended Training), and skills. Alternatively, you can use the search field, which runs on the Name field.

3. Select the relevant courses/training plans.

 

NOTE   

  • If a course or training plan is unpublished or its Show in Course Catalog option is disabled, it won't be displayed on the Enroll in Course(s) & Training Plan(s) panel.
  • Courses and training plans with a targeted audience will be shown if Course Targeting is disabled in Global Settings. For more information on course targeting, see this article.
  • Courses and training plans with a targeted audience will be shown if Course Targeting is enabled from the Global Settings, and if the line manager is the course admin or instructor in this course, or the catalog admin, or the line manager is in the target audience of the course. For more information on course targeting, see this article. If any of these conditions aren't met for a course or training plan, it won't be shown.

 

To narrow down the search of courses and training plans, the line manager can use the Date Range filter (specifying the start and end dates), filter by training type (e-Learning, Instructor-Led Training, or Training Plan), publishing status (Published, Unpublished, Ended, or Scheduled), and skill, or use the search field.

 

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5. Select Enroll to enroll the users in the selected courses and training plans.

The selected users will be added as learners to the corresponding courses and training plans, and they'll be enrolled in all unlocked courses of a training plan. The enrolled users will receive relevant notifications depending on the course type. For more information about notifications, see this article.

 

Unenroll from Course(s) and Training Plan(s)

To unenroll users from selected courses or training plans in the current catalog, line managers should complete the following steps:

1. Select the relevant users on the LMS365 Line Manager Dashboard.

2. From the opened Direct Reports Administration panel, select Unenroll from Course(s) & Training Plan(s).

3. Expand Learner(s) to Unenroll to see the selected users. By default, the list is collapsed.

4. In the Courses & Training Plans column, the line manager sees the training in which the selected users are enrolled. If several users are selected, only training in which all of them are enrolled is displayed. Select the training from which you want to unenroll the users. To select all the courses and training plans in the list, select the checkbox next to the Name column heading.

To narrow the search for the relevant training, line managers can apply filters. Use the Date Range filter (by specifying the start and end dates), filter by training type (e-Learning, Instructor-Led Training, or Training Plan), publishing status (Published, Unpublished, Ended, or Scheduled), and skill, or use the search field.

 

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5. Select Unenroll.

As a result, the selected learners will be unenrolled from the corresponding courses and training plans, enrollment requests will be cancelled, learners will receive notifications about cancelled enrollments, and calendar invites will be deleted.

 

NOTE   

It isn't possible to unenroll learners who were originally enrolled via a Microsoft Entra ID (Azure Active Directory) group. In this case, line managers will receive a notification (under the bell icon), which informs them that unenrollment can't be completed. In the notification, select the Details link to view the courses and training plans in which the user is enrolled via a Microsoft Entra ID (Azure Active Directory) group.

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To unenroll these learners from courses and training plans, the catalog admin can do one of the following:

 

Unenroll from all Courses and Training Plans

To unenroll users from all courses and training plans in the current catalog:

1. Select the relevant users on the LMS365 Line Manager Dashboard. The Administration of direct reports panel opens.

2. Select Unenroll from all Courses & Training Plans.

3. In the Confirmation window, select OK to proceed or Cancel.

The selected learners will be unenrolled from all courses and training plans in the catalog and all their enrollment requests will be cancelled. Additionally, they'll receive notifications about cancelled enrollments and calendar invites for instructor-led training will be deleted.

 

NOTE   

It isn't possible to unenroll learners who were originally enrolled via a Microsoft Entra ID (Azure Active Directory) group. In this case, line managers will receive a notification (under the bell icon), which informs them that unenrollment can't be completed. In the notification, select the Details link to view the courses and training plans in which the user is enrolled via a Microsoft Entra ID (Azure Active Directory) group.

Unenable_to_unenroll_cos_of_aad_group

 

Enrollment Requests

If there are any pending enrollment requests that require line manager approval, the Enrollment Requests icon will be displayed in the top right-hand corner, as well as the number of requests.

 

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To approve or reject enrollment requests:

1. On the LMS365 Line Manager Dashboard, select the Enrollment Requests icon to show users with pending enrollment requests.

The number or pending enrollment requests for a user is displayed in a red circle next to their name.

By default, line managers will see pending enrollment requests for their Direct reports. To view requests for both their direct reports and subordinates of their direct reports, select Direct reports' subordinates from the drop-down list.

2. Select the relevant user. The Administration of direct reports panel opens.

3. Select Enrollment Requests.

Requests for instructor-led training of the single- and multiple- enrollment types show the List of Sessions link. Line managers can select this link to track the sessions and/or session groups for which the learner requested registration. Courses of the all- enrollment type show All sessions because the learner will be registered for all sessions and session groups in the course.

4. On the opened Enrollment Requests panel, select the relevant course or training plan to enable the Approve and Reject options.

 

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  • To reject the enrollment request, select Reject. Enter a the reason for rejecting the request in the confirmation dialog, then select Reject. The will see the rejection message in an email notification.

  • To approve the enrollment request, select Approve.

On approval, the user will be enrolled:

  • In the requested e-learning course or training plan.
  • In the instructor-led training course, if the request was to enroll in the course but not to register for any of its sessions or session groups. If there was a request to register for a standalone session and/or session group, then depending on the course enrollment type, the user will be registered for all standalone sessions and session groups of courses of the all- enrollment type; for all the requested standalone sessions and/or session groups of courses of the multiple- enrollment type; or for the requested standalone session or session group of courses of the single- enrollment type.

If the user requested to register for standalone sessions or session groups that have vacant seats and a waiting list, the line manager will be able to approve only the sessions with vacant seats. The waiting list can be approved only by the course or catalog admin.

 

The following columns are displayed on the Enrollment Request panel:

  • Course name. Displays the title of the course or training plan for which the user has requested enrollment.

  • Course type. Displays the type of course or training plan.

  • Sessions Start Date & Location. Displays the sessions for which the user wants to register. This column is empty for e-learning courses, training plans, and for instructor-led training in which the user requested only to enroll, without registering for any specific sessions or session groups.
    If a user requested enrollment in instructor-led training and registration for standalone sessions or session groups, line managers will see: List of Sessions for courses of the multiple- and single- enrollment type; or All sessions for courses of the all- enrollment type. Selecting the List of Sessions link, line managers can track the sessions and/or session groups for which the learner requested to register. The all- enrollment course type shows All sessions because the learner will be registered for all sessions and session groups in the course.
  • Requested At. Displays the date and time the user requested enrollment.

 

Assessments

When a line manager is assigned as a supervisor for a course assessment, they'll find the assessment tasks on the LMS365 Line Manager Dashboard. The Assessments icon in the top right-hand side of the page notifies them of outstanding assessment tasks.

By default, line managers will see assessments for their direct reports. To view assessments for both their direct reports and subordinates of their direct reports, line managers should filter the users by selecting Direct reports' subordinates from the drop-down list.

 

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To manage assessment tasks, select the relevant user. On the opened panel, the Assessments action link shows the number of assessments for this user.

Selecting Assessments opens the user's assessments panel. Information is displayed in two columns, both of which can be used to sort the information on the page in ascending (A-Z) or descending (Z-A) order:

  • Assessment. The title of the assessment task.

  • Training. The title of the course to which the assessment task relates.

Use the Search field to search for assessments. The search runs on assessment and course titles. 

Select an assessment to open its Actions panel, where the following options are available:

  • View assessment.
  • Approve assessment.
  • Email learner.
  • View course.

 

View assessment

Select View assessment to open a side panel that shows the assessment title, the title of the course to which the assessment relates, the course type (e-learning or instructor-led training), the name of the user to assess, and the assessment description. For more information about assessments, see this article.

 

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Approve assessment

Select Approve assessment to open a confirmation message that enables the line manager to approve the user's assessment. Once approved, the status of the assessment changes to Completed. Select Cancel to leave the assessment waiting for approval.

When approving an assessment, the line manager can optionally provide feedback to the user (up to 300 characters). The feedback will be displayed in the Assessment Reviewed notification, which is sent to the user once the assessment is approved. For more information about the Assessment Review notification, see this article.

 

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Email learner

Select Email learner to send an email directly from the assessment. The Email Learners panel opens.

In the Subject field, enter the subject of the email message.

In the Body field, enter the text you want to send to the learner. By default, the field contains the following text "This is a message regarding your assessment "title" in course "title", where the course title is a hyperlink to the course home page. Line managers can add, edit, or delete text before selecting Send.

 

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View course

Select View course to open the course home page.

 

Download certificate

To download learners' certificates, line managers should follow these steps:

1. Select the relevant users on the LMS365 Line Manager Dashboard. The Administration of direct reports panel opens.

2. Select Download certificates. As the certificate archive is being prepared, you can check on progress under Notifications (the bell icon).

3. When the certificate archive is ready, select the link to download it to a local device as a .zip file.

Within the .zip file, certificates are grouped by user so there will be a folder for each user.

The .zip file will contain a folder for each user who has been awarded a certificate. Each folder will contain certificates that have the following statuses: Valid, Expiring, or Expired. Certificates are available in PDF format.

 

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Import External Training 

Line managers can import training records into existing courses in a catalog or as new courses.

If you import training records into an existing course, a new enrollment will be created if a learner has already completed the course. Otherwise, completion details will be added to a current enrollment. Learners will see enrollments with the most recent completion date on the course home page. All enrollments can be tracked on My Training Dashboard and in the transcript.

 

To import an external training record for an individual learner:

1. From the LMS365 Line Manager Dashboard, select the relevant learner.

2. On the opened Administration of direct reports panel, select Import.

3. On the Import External Training panel, complete the fields:

  • The Course field is required. In the Course field, enter the first few characters of an existing course in the current catalog, then select it from the drop-down. Alternatively, enter the title of a new course.

  • The Course Type field is required. When selecting an existing course in the Course field, the Course Type field will be inactive. If the title of a new course is entered, select the Course Type (e-Learning, Instructor-Led Training). 

  • The Categories field When entering the title of an existing Course, the Categories field will be inactive. If the title of a new course is entered, it's possible to assign new or existing categories.
  • The Completion date field is required. Select the calendar icon and select the course completion date. Today's date is marked blue. 

  • The CEUs field. Here, line managers can specify the number of CEUs granted to the learner.

 

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4. When all the required fields are completed, select Next to proceed.

5. To upload or generate a certificate for the learner for this course, select from the following options:

  • Under Upload Certificate, select Upload to upload a certificate from a local device. The following formats are allowed: JPEG, BMP, GIF, PNG, and PDF.
  • Under or generate it from Certificate Template, select the certificate template from which the certificate will be generated.

6. In the Expiry Date field, select the certificate expiry date if relevant. The current date is marked blue. If you complete the field, make sure you added or generated a certificate in the previous step.

 

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7. Select Save to import the external training record.

 

NOTE   

Users won't receive notifications when external training records are imported. If the imported training record has an associated certificate with a set expiry date, the user will receive the Certificate expiry reminder and Certificate expired notifications.

Imported training records are displayed on My Training Dashboard, the LMS365 Line Manager Dashboard, View Learner's Transcript and View Learner's Progress, and in Training reports that include Deleted courses.

Imported training won't be displayed in the catalog or on the Training Management panel in the LMS365 Admin Center.

If a certificate is imported into an existing course in which the learner is enrolled (with the Enrolled or Cancelled statuses), and the enrollment date is earlier than the certificate issue date, the learner won't see this certificate on My Training Dashboard.

 

Skill request management

The Skill requests action will be visible in the LMS365 Line Manager Dashboard when the catalog admin has enabled the Self-evaluation of skills and Require line manager approval for self-evaluation of skills options via Global Settings in the LMS365 Admin Center, and when there is at least one learner skill request awaiting approval in the current catalog.

If you want to see skill requests from all catalogs, select the All catalogs option from the catalog drop-down list. For more information about catalog selection options, see this article.

When there are no skill requests awaiting approval, this action won't be displayed.

 

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Line managers can manage the requested skills in the following ways:

  • Approve.
  • While approving the requested skill, change the level of the requested skill.
  • Reject.

 

Manage skill requests

1. Select Skill requests to filter the list to show only the users who have pending skill requests.

2. Select the learner. The Administration of direct reports panel opens.

3. Select Skill requests. The number next to this option shows the number of requests from this learner in the current catalog.

If All catalogs is selected from the catalogs drop-down list, this number shows how many skill requests this learner has across all catalogs.

4. On the opened skill requests panel, you can track, approve, and reject requested skills for the selected learner.

The following information is presented in columns: 

  • Skill title.
  • Course catalog title. This information is displayed only when the All catalogs option is selected from the catalogs drop-down list.
  • The learner's current skill level. 
  • The skill level that the learner has requested.

It's possible to manage multiple requests at a time. To do this, select the checkboxes of the relevant skills. To select all skills, select the checkbox next to the Skill column heading.

 

Approve skill requests

1. Either select the relevant checkboxes then select Approve at the bottom of the page, or select the blue tick icon of the relevant skill. The Approve skill request panel opens.

2. On the opened Approve skill request panel, complete the fields, if relevant. 

  • The Level field displays the skill level requested by the learner.
  • In the Revocation Date field, select the date on which the selected skill level will be revoked, if relevant.
  • In the Message field, enter a message to the learner. This message will be displayed in the Skill request approved email notification the learner will receive when you submit the approval.

 

NOTE   

You can adjust (downgrade or upgrade) the requested skill level by selecting from the Level drop-down list. As a result, you'll approve the skill level that you specified. When you approve an adjusted skill level, the learner will see this with the Valid status on My Training Dashboard.

The requested skill with the Pending approval status won't be displayed any more for the learner on My Training Dashboard. In this case, learners will receive two notifications: Skill request approved and Skill awarded.

 

3. Select Submit to approve the selected skill level. To cancel the action, select Cancel.

 

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As a result:

  • The requested skill and its level will be approved.
  • The learner will see this skill and the requested level with the Valid status on My Training Dashboard and in their transcript.
  • The learner will receive the Skill request approved email notification.

 

Reject skill requests

1. Either select the relevant checkboxes then select Reject at the bottom of the page, or select the red cross icon of the relevant skill. The Reject skill request panel opens.

2. On the opened Reject skill request panel, enter a Message to the learner, if relevant. This message will be displayed in the Skill request rejected email notification the learner will receive when you submit the rejection.

3. Select Submit to reject the skill request. To cancel the action, select Cancel.

 

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As a result:

  • The requested skill and its level will be approved.
  • The requested skill and level with the Pending approval status won't be displayed any more for the learner on My Training Dashboard.
  • The learner will receive the Skill request rejected email notification.

 

Grant Skill

NOTE   

Skills granted via Grant Skill won't be associated with a specific course or training plan in LMS365. Users can track these skills via My Training Dashboard.

 

To grant skill to users:

1. From the LMS365 Line Manager Dashboard, select the relevant users. To select all the users in the list, select the checkbox next to the Name column heading. The Administration of direct reports panel opens.

2. Select Grant Skill.

3. On the opened Grant Skill panel, complete the fields:

  • The Skills field is required. Select the required skills from the drop-down list, which displays all the skills in the current catalog. You can't select the same skill with different scales levels.
  • The Revocation Date field. Select the calendar icon and select the skill revocation date. Today's date is marked blue.

4. To see the learners to whom you will grant the selected skills, select the Learners to Grant Skill heading.

Select the cross icon to remove a learner, if necessary.

5. When you're ready, select Grant to grant the skills to the selected learners.

 

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Revoke Skill

To revoke skills from learners:

1. From the LMS365 Line Manager Dashboard, select the relevant users. To select all the users in the list, select the checkbox next to the Name column heading. The Administration of direct reports panel opens.

2. Select Revoke Skill.

3. On the opened Revoke Skill panel, select the skills you want to revoke. To select all the skills in the list, select the checkbox next to the Name column heading.

If more than one learner is selected, only the skills that all of these users have will be displayed.

4. To see the learners from whom you want to revoke skills, select the Learners to Revoke Skill heading.

Select the cross icon to remove a learner. 

To fold up the list to show the names of the selected learners, select the expand arrow in the Learners to Revoke Skill heading.

5. When you're ready, select Revoke to revoke the selected skills from the learners.

 

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