Limit Access to Learner Details for Certain Roles

LMS365 strives to ensure that customers have the relevant means to control privacy within their Learning Management solution with regards to personal information, that can be perceived as sensitive in some organizational contexts.

With the options to disable Access to Full Learner Details for Line Managers and Access to Full Learner Details for Course Administrators, you can prevent LMS365 users in these capacities from viewing:

  • The number of attempts that a specific learner has spent on completing an activity.

  • A specific learners’ detailed scores on activities.

  • The time that a specific learner has spent on completing an activity.

Overview of Learner Details that will be affected once the Full Access option is disabled.

When Access to Full Learner Details is disabled, the Line Manager and Course Administrator respectively will not be able to see the following data in the various dashboards with course and learner statistics in the UI of LMS365, nor in the built-in downloadable default Excel reports:

Item

Information

Path

Hidden data

  1. 1. Classroom or E-learning course and Training Plan

Progress

Course List/Training Plan List – Course Progress/Training Plan Progress and in the downloadable report

Score

  1. 2. Content Packages

Learner Details

Course List –Content Packages – Manage SCORM & AICC Packages – View Learner Details and in the download report

Score and scale

Report grouped by Learner

Course List – Content Packages – Reports – Group by Learner –downloadable report

Score, average time, and attempts

Report grouped by Package

Course List – Content Packages – Reports – Group by Package –downloadable report

Number of attempts, average time, and score

  1. 3. Quizzes

Learner Details

Course List – Quizzes – Manage Quizzes – View Learner Details and in the downloadable report

Score and time spent

Report grouped by Learner

Course List – Quizzes – Reports – Group by Learner –downloadable report

Score and attempts

Report grouped by Training

Course List – Quizzes – Reports – Group by Training – downloadable report

Number of attempts, average time, and score

  1. 4. Learning Modules

 

 

Report grouped by Learner

Course List – Learning Modules – Reports – Group by Learner – downloadable report

Score, average time, and attempts

Report grouped by Training

Course List – Learning Modules – Reports – Group by Training

– downloadable report

Number of Attempts, Average Time, Score

  1. 5. Line Manager Dashboard

Learner’s Progress Report

Line Manager Dashboard – View Learner's Progress and in the downloadable report

Score

 

  • 🛈The data will not be deleted from the database and is still available via APIs and for e.g. building advanced custom reports via Power BI.

How to limit the access to learner details in LMS365

To limit the access to learners’ details for either Line Manages or Course Administrators, perform the following steps:

  1. 1. Navigate to the LMS365 Admin Center – Global Settings – Settings – LMS configuration – Access to Learner Details.

  2. 2. Disable the ability to access “Full Leaner Details” for either Line Managers or Course Administrators, or both:

Picture 4

Detailed walkthrough of changes to dashboards and reports with Access to Full Learner Details disabled

Limited access to the Learner’s data means that the certain data will be hidden from page and/or reports for either Line Managers and/or Course Administrators. Below we will go through each area that is affected by this setting in more detail.

1. The learner’s data on attempting content packages:

  • Scale and Score on the Learners’ Details panel and in the report.

Found via path: Course List – Content Packages – Manage SCORM & AICC Packages – Select the desired Content Package – View Learner Details.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following learners’ details of the Content Package:

Picture 15

To compare, the Office 365 Global Administrator’s view of the same learner details for this Content Package - with Score and Scale included:

Picture 8

  • Score, Average Time, Attempts in the downloaded report.

Found via path: Course List – Content Packages – Reports – Group by Learner – download a report.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following learners’ details in the downloaded report:

Picture 10

To compare, the Office 365 Global Administrator’s view of the same report for this Content Package - with Score, Average Time and Attempts included:

Picture 2

  • Number of Attempts, Average Time, and Score in the downloaded report.

Found via path: Course List – Content Packages – Reports – Group by Package – download a report.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following learners’ details in the downloaded report:

Picture 3

To compare, the Office 365 Global Administrator’s view of the same report for this Content Package - with Score, Average Time and Attempts included:

Picture 1

2. The Learner’s course or training plan data:

  • Learner’s Score for eLearning and classroom courses as well as for training plans on the Course Progress panel and in the report.

Found via path: Course List or Training Plan List – Select the desired Course – Course Progress.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following learners’ details:

Picture 14

To compare, the Office 365 Global Administrator’s view of the same page - with Score included:

Picture 3

3. The Learner’s data on attempting quizzes:

  • Score and Time spent on the quiz on the View Learner Details page.

Found via path: Course List – Quizzes – Manage Quizzes – Select the desired Quiz – View Learner Details.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following learners’ details:

Picture 16

To compare, the Office 365 Global Administrator’s view of the same page - with Score and Time spent included:

Picture 6

  • Score and Attempts the learner has made in the downloaded Learner report.

Found via path: Course List – Quizzes – Reports – Group by Learner – download a report.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following learners’ details in the downloaded report:

Picture 17

To compare, the Office 365 Global Administrator’s view of the same report - with Score, and Attempts included:

Picture 7

  • Number of Attempts, Average Time, Score in the downloaded report for the desired Training.

Found via path: Course List – Quizzes – Reports – Group by Training.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following details in the downloaded report:

Picture 13

To compare, the Office 365 Global Administrator’s view of the same report – with Number of Attempts, Average Time and Score included:

Picture 8

4. The Learner’s data on attempting learning modules:

  • Learner’s Score, Average Time, and Attempts in the downloaded report for learning modules.

Found via path: Course List – Learning Modules – Reports – Group by Learner– download a report.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following details in the downloaded report:

Picture 18

To compare, the Office 365 Global Administrator’s view of the same report – with Score, Average Time and Attempts included:

Picture 9

  • Number of Attempts, Average Time, and Score for learning modules

Found via path: Course List – Learning Modules – Reports – Group by Training– download a report.

Once the option Access to Full Learner Details for Course Administrator is turned off, the Course Administrator will see only the following details in the downloaded report:

Picture 9

To compare, the Office 365 Global Administrator’s view of the same report – with Number of Attempts, Average Time and Score included:

Picture 11

5. The Learner’s data for the Line Manager:

  • Line Manager will no longer view the learner’s score in the downloaded report.

Found via path: Line Manager Dashboard – View Learner's Progress – Download Report.

Once the option Access to Full Learner Details for Line Manager is turned off, the Line Manager will see only the following details in the downloaded report:

Picture 12

To compare, the Office 365 Global Administrator’s view of the same report – with Score included:

Picture 13

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