LMS365 User Guide

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1. The LMS365 App

The LMS365 is used for creating and managing courses and training plans as well as adding content packages, learning modules, assignments, and quizzes to the course sites, assigning certificates to learners for course/training plan completion and provides a catalog of courses and training plans for users to enroll.

 

2. Configuring Course Catalog

NOTE:

To change the top navigation on the Course site and make it more like the navigation on the Course Catalog site, follow these steps on how to turn your LMS365 site into a hub site.

NOTE:

To get access to all the new features you must be updated to the modern view of SharePoint and LMS365.

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If you have not updated yet and still use the classic version, please make sure to follow this guide to update your LMS365.

This process will be done automatically, and all your data will be safe.

NOTE:

If you had the LMS365 Course Creator & Catalog Add-in installed, and then updated it to the latest version, you will be proposed to update the Course Catalog web part. On the web part, you will see the following message:

Рисунок 46

After you click ‘Migrate’ button, the web part will be updated, and to all of your courses a new Course Home page will be applied. If you click ‘No, don’t show anymore’ button, the old web part will remain.

To see more information on what will happen after the migration, please see our Help Center article.

After the migration has run, you will see the following message:

Рисунок 59

Please pay attention, that if you replace the old Course Catalog with the new one manually (without running the migration), it will be impossible to enroll in the courses and training plans. New Course Catalog requires New Course/Training Plan Home pages to have the ‘Enroll’ possibility.

If you install the app for the first time, new Course Catalog web part will be available.

By default, the Course Catalog web part displays a list of all published courses and training plans. If ‘Highest Ranked Courses’ option is enabled in the Course Catalog Settings, the most popular courses/training plans (depending on their rating) will also be shown:

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NOTE:

You can switch between two views of the Course Catalog: Card View and List View using appropriate buttons at the top of the page if ‘Selector Switch’ option is enabled in the settings:

Рисунок 1345054521

NOTE:

Please be advised that the training in the Course Catalog are displayed to users according to their roles. It means that if a user is not present in any course or training plan group (learners; administrators; visitors), the training will not be shown in the Course Catalog for him. Course Catalog administrators see all training in the Course Catalog.

You can see detailed information about the course/training plan by clicking on the card or item area (depending on the view):

Picture 127

In the opened details callout, you can switch between tabs to see a list of learning modules included, course sessions (for Classroom & Blended and Webinar course types), and courses with the description (for training plans).

After that, you can click View Course/View Training Plan button Picture 439 to go to the Course/Training Plan Home Page (it is possible to enroll only from the home pages).

By default, filters are hidden from the Course Catalog. To enable filtering, you should select ‘Show Filters’ option in the Course Catalog Settings Picture 443 (to see filters you can click Filters icon Рисунок 383953905). After that, it will be possible to filter courses and training plans by Category as well as by Course Type and Course Date:

Рисунок 1345054532

Select necessary categories/course types to see the needed courses/training plans (the number of courses/training plans that correspond to the set filtering will be displayed in brackets next to the category /course type title).

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Using Course Session(s) Dates filter you can set Start and End Date period of the course sessions (start and end dates of the course session should fall in the set period to filter the course):

Рисунок 1345054534

Classroom & Blended Training and Webinar courses will be filtered by start and end dates of the course sessions (courses without sessions will not be filtered). If there are no active course sessions for all courses, this filter is hidden. E-learning courses cannot be sorted using this filter.

If no courses/training plans are found according to the set filtering, you will see the following message:

Рисунок 43

To customize Course Catalog web part as well as filters, go to the Course Catalog Settings by clicking the appropriate icon (Рисунок 6) at the top of the page:

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In the Catalog Content Editor section you can perform the following actions:

  1. 1. Edit your Catalog’s title (to do this, click Edit link):

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  1. 2. Change the description of your Course Catalog using rich-text editor (to do this, click Edit link):

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  1. 3. Set how to order the courses inside the categories and the course list (Newest Courses First, Oldest Courses First, Alphabetically, and Highest Ranked Courses options are available). Settings specified by the administrator will be applied for all users.

  2. 4. Select whether to show view selector on the web part and set the default view (Card or List):

NOTE:

However, learner can use Arrange by filter on the Course Catalog web part to sort courses as he needs:

Рисунок 383953893

These settings will be applied only once, next time learner visits the Course Catalog, he will see settings specified by administrator.

Рисунок 7

By default, Selector Switch option is enabled. When the option is enabled and one of the views is set as default (select the needed one from the drop-down list in the Card/List View field), it will be shown to learners when they open the Course Catalog (but they will still have the possibility to change it). If you disable this option, selector between two views will not be displayed on the web part and the Course Catalog will have the view set in the ‘Card/List View’ field.

  1. 5. Select whether to show detailed view of the trainings or not:

Рисунок 1345054535

If this option is selected, details callout will be opened by clicking the training card, otherwise (if the option is not selected), user will be redirected to the training’s home page by clicking the training card.

  1. 6. Specify number of courses displayed by default per category:

Рисунок 413

The default value is set to 18, and maximum number of courses per category can be set to 50 (minimum value is 1).

  1. 7. Specify whether to display highest ranked courses (based on their ratings) and set number of courses to display in this section:

Рисунок 412

The default value is set to 6, and maximum number of highest ranked courses can be set to 50 (minimum value is 1).

In the Filterssection you are able to choose whether to show filters as a left-side menu or on demand (Filters icon Рисунок 414 will appear next to the Settings one), configure categories, select whether to show count or not, and select what course types to display in filters as well as enable/disable course date filter:

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You can use drag-and-drop functionality to change order of the course types displayed in the filter:

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Click Edit link next to the Categories to change the default settings:

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In the Category Options (Left Navigation) section, you can specify whether to display Categories filter as well as to select how much and what categories to display:

Picture 383953857

In the Category Options (Course List) section, you can select what categories to use for displaying courses on the web part:

Picture 383953858

In the Category Options (Browse Buttons), you can specify what categories to display as buttons for filtering on the web part:

Picture 383953860

This view can be also configured in the Administration back-end. To change Course Catalog settings click Settings menu in the Administration back-end.

3. Creating a Course

The LMS365 Course Creator & Catalog allows creating courses.

NOTE:

If you have problems with a Course creation, please contact your LMS Administrator (Access Denied message may signal about misconfiguration of the app).

NOTE:

You have got to have minimum Owner rights to create courses.

To open the Course List, go to the Administration Back-End, and then on the sidebar in the Course Management section click the Course List link:

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To create a course, do the following:

  1. 1. On the Course List page click Create Course button.

  2. 2. Select the type of the course you want to create:

Picture 851152582

    1. a. e-Learning – use this course type to build comprehensive online training from existing documents, quizzes, Content Packages and Learning Modules;

    2. b. Classroom & Blended Training – use this course type for creating classroom and blended trainings;

    3. c. Webinar – use this course type for creating webinar trainings.

  1. 3. Depending on the course type, course creation form has some differences, but most settings are the same for all course types:

Рисунок 28

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Рисунок 1

For Classroom & Blended Training and for Webinars the difference is in the optional fields in Course Options section:

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In Course Information section:

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In Add your Users section;

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Fill Course information (fields marked with an asterisk (*) are required). In the Course Details section they are as follows:

  • Course Name – type your course title;

  • Short Description – type your short description for the course (it will be displayed on the Course Catalog);

  • Long Description – type long description for the course (it will be displayed in the Course Description web part; if nothing is specified in this field, text from Short Description field will be displayed). Rich-text editor is available for this field (you can insert YouTube video, upload a video, an image or a file from your local computer);

  • Course Web Address – a relative address for your course (by default, this field is filled in with the course name, but can be changed manually by the user. Please remember that once you change the field’s value manually, it will not be automatically updated until you refresh the page). When the URL is auto generated, all invalid characters (such as # % & * : < > ? \ / { | } ~) are excluded;

Course Information section:

  • Course Category – select your course category or create a new one.

To select an existing category put a cursor in the Course Category field. A drop-down list with all categories will be displayed.

NOTE:

In this list, only Categories from one course catalog are displayed. It means set of Categories will be unique on different Course Catalogs inside of Tenant.

Find the needed category and click it to select:

Рисунок 839122760

To create a new category, type its name in the Course Category field and click Enter:

Рисунок 3

  • Course Template – select template for your course from the drop-down list:

Рисунок 1345054451

After choosing the template, you can set it as default for the future created courses:

Рисунок 839122765

LMS365 Template will provide users with the new UI of the course home page.

  • Course Duration – specify your course duration;

  • Course ID – enter your course ID;

  • Enrollment Flow – from the drop-down list select the enrollment flow type:

  • Automatic Approval – approval is done by the system after user enrolls in the course (enrollment requests are automatically created with the Enrolled status);

  • Line Manager Approval – enrollment request should be approved or rejected by the line manager (users who are specified as line managers in Azure AD);

  • Administrator Approval – enrollment request should be approved or rejected by the LMS administrator;

When Line Manager Approval or Administrator Approval enrollment flows for the course are selected, learner who enrolls in the course will see ‘Pending Approval’ status for this course on the Course Home page:

Picture 1345054402

He will be able to cancel enrollment before his request is approved or rejected by clicking Cancel Request link in the Course Information callout. A cancellation message is required:

Рисунок 1345054607

On the Enrollment requests page Line Manager or LMS Administrator will see cancelled requests with the cancellation messages:

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  • Tags – enter keyword(s) to help identify and search your course.

In the Select your Course Tools section you can select the tool for your course:

NOTE:

Content Packages, Quiz, and Learning Module Builder tools are selected by default for e-learning course type.

  • Content Packages – enable this tool to add a SCORM & AICC content packages to the course:

Рисунок 1345054594

Then select content packages to be displayed in your course from the list of all content packages uploaded to the Content Package Storage:

Picture 1345054634

Once the Content Package is added, it will automatically appear in the default completion set and will be marked as required to complete the current course. If you want to change it, navigate to Course Management actions panel > Course Completion Settings and make the necessary changes there.

  • Quiz – enable this tool to add Quizzes to the course:

Рисунок 1345054598

Then select Quizzes to be displayed in your course from the list of all Quizzes from the Quiz Storage:

Picture 1345054677

After a user selects Quizzes and presses Save button, selected Quizzes will appear under Select Quizzes link:

Picture 1345054703

Once the Quiz is added, it will automatically appear in the default completion set and will be marked as required to complete the current course. If you want to change it, navigate to Course Management actions panel > Course Completion Settings and make the necessary changes there.

It is possible to delete selected Quiz by clicking delete button Picture 1345054443.

NOTE:

User cannot create a new Quiz while creating a Course.

  • Learning Module Builder – enable this tool to be able to create learning modules within a course:

Рисунок 1345054604

  • Assignments & Grade Book – enable this tool to add assignments to the course:

Рисунок 1345054633

Select Course options:

  • Show in Course Catalog – enable this option to display your course in Course Catalog;

  • Set as Required Course – enable this option to set the course as required. Please be advised that this option is now deprecated and works only for the Course Catalog version 2.0 or earlier. The course will be marked as Mandatory on the card in My Training Dashboard:

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In the reports courses set as required will have a corresponding mark:

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  • Continuing Education Units – enable this option to grant learners CEUs for passing this course. Enter the positive or decimal numbers (max. 2 digits after the decimal point or comma) of units in the field below:

Рисунок 1345054637

  • Allow Learner to Retake Completed Training also when Certificate or Competency is still Valid – enable this option to give learners an ability to retake training that has been already completed regardless of certificates or competencies.For more detailed information please visit Course/Training Plan Retake.

  • Request(s) for Sessions – enable this option to allow users to send requests on Course Home Page for required sessions.

  • Waiting List – enable this option to allow users to get to the waiting list on Course Home Page for the sessions/courses where aren’t available places. Users will enroll automatically after vacant spots appear.

Specify Publishing settings:

  • Published – enable this option to make the course available for enrolling (by default course is unpublished). Enable this option to set Start and End dates for the course:

Рисунок 1345054641

    • oStart Date – select date and time the course begins and is published. By default, Start Date is current date;

    • oEnd Date – select date and time the course ends.

NOTE:

Only Published courses with Start Date less than or equal to the current date and End Date more than or equal to the current date (date and time are set according to the Regional Settings of the current site) are available in the Course Catalog.

NOTE:

Ended courses are not displayed on the Course Catalog.

Add your Users section:

  • Course Administrators – enter user names or AD group or O365 group (Office 365 group, Mail-enabled security group, or Security group) to add users to Course Administrators (by default, user who creates the course is specified in this field and is added to the Course Administrators group).

Click Manage Course Administrators link to select users who will be displayed as “Contact(s)” on the Course Catalog and Course Home Page (by default, all are selected):

Рисунок 1345054468

  • Learners – enter user names or AD group (you cannot add ‘Everyone’ and ‘Everyone except external users’ groups) or O365 group or several groups (O365 group means Office 365 group, Mail-enabled security group, or Security group) to add users to the Course learners (by default, this field is empty).

  • Unable to Unenroll – enable this option to make it impossible for learners to unenroll from the Course.

  • Course Targeting – enable this option to target the course to the specific audience. You can specify individual users as well as AD/Office 365 group(s) in the ‘Target Audience’ field (they will be added to the Visitors group). You can enter max. internal 50 users or 1500 symbols at a time as a comma or semicolon separated list. Only added users will be able to view the targeted course in the Course Catalog (if Course Targeting option is enabled in the Global Settings), enroll into it, and pass it.

NOTE:

By typing or copy & pasting emails or names you can enter max. internal 50 users or 1500 symbols at a time as a comma or semicolon separated list.

Certificate section:

  • Certificate – enable this option to add Certificate Template to the created course:

Рисунок 1345054644

Then select from the drop-down list certificate template that will be assigned to learners after course completion. When Certificate option is enabled, the following one appears:

    • oCertificate Expiry – enable this option to configure certificate expiration settings:

      • Relative Date – select this option to set the number of days after the course completion, after which the certificate expires:

Рисунок 1345054647

      • Fixed Date – select this option to set the exact date and time on which the certificate expires:

Рисунок 1345054651

Competency section:

  • Competency – enable this option to allow assigning specified competency(ies) to the learners who have completed the course:

Рисунок 1345054442

You can set already created competency(ies) with the corresponding levels as well as set competency revocation that depends on the Certificate Expiration settings. If Certificate Expiration settings are specified, competency level will be revoked when certificate expires. If Certificate Expiration settings are not specified, you can configure competency revocation:

      • Relative Date – select this option to set the number of days after the course completion, after which the competency level is revoked:

Рисунок 1345054672

      • Fixed Date – select this option to set the exact date and time on which the competency level is revoked:

Рисунок 1345054673

In the Course Catalog & Site Image section you can select the image which will be displayed on the Course Catalog and the Course Home page. To do this, click Choose Image button:

Рисунок 1345054652

After that, you can use one of already uploaded files or upload a new one from your computer:

Picture 1345054745

NOTE:

For the Course Catalog & Site image to be displayed correctly in the LMS365 Teams bot, upload the image with the following parameters:

  • the image is at most 1024×1024 and 1 MB in PNG, JPEG, or GIF format.

  • the image is hosted on a public content-delivery network (CDN).

Currently four-square images are cut in Microsoft Teams chat bot due to Microsoft Teams limitations.

For more information please view common properties for cards for bots.

    1. a. To create a new e-Learning course, complete the open Course creation form as described above. The difference for this course type is that you can set course due date for it:

  • Due Date – set the date on which all enrolled learners must complete the course:

    • oRelative Date – select this option to set the number of days after enrollment on which the due date comes:

Рисунок 1345054659

    • oFixed Date – select this option to set the exact date and time on which the due date comes:

Рисунок 1345054670

    1. b. To create a new Classroom & Blended Training course or Webinar course, complete the open Course creation form as described above. The difference for these course types is that you can set course completion and specify the enrollment type in the Course Information section:

Рисунок 1345054674

    • oCourse Completion – set minimum attendance percentage to set course completed. It can be as follows: registered 25% attendance, registered 50% attendance, registered 75% attendance or registered 100% attendance. Course is completed if:

    • learner’s percentage of attendance is equal to or more than it was set in Course Completion and learner has passed all necessary learning items correctly

    • Course administrator has manually set completion in the Course Progress or in the Gradebook on the Course Management panel:

 

Picture 851152577

 

NOTE:

If course has several course sessions, an average percentage of attendance across all course sessions is counted for course completion (ended course sessions are not taken into account).

NOTE:

When Course administrator has registered learner’s attendance and course is completed by learner, course will still be completed for learner despite changed Course Completion settings.

    • oEnrollment Type – select whether enroll learner into all course sessions or into a single session. When ‘Enroll user into a single course session’ option is selected, learner will select one session when he enrolls into a course.

NOTE:

When ‘Enroll user into a single course session’ option is selected, learners field is not available on the Course Creation form.

NOTE:

When ‘Enroll user into all course sessions’ option is selected, the Administrator can enter the number of maximum attendees of the Course in the Max. Attendees field:

Picture 61

NOTE:

Enrollment Type cannot be edited after saving the course.

  1. 4. When all necessary fields are filled in, click Create button to create your course. After that, you will be presented with the following screen from where you can return to Course Administration or create another course:

Рисунок 1345054448

NOTE:

After creation of Classroom & Blended or Webinar courses, you will be presented with the following screen:

Picture 1919454542

See more about managing course sessions in subchapter 3.1 Creating Course Sessions.

Click Return to Course Administration link to see your course provisioning (click on spinner next to the course name):

Рисунок 29

 You can use Provisioning filter button to quickly find the needed courses:

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NOTE:

It may take some time to create the Course where the large Active Directory group is enrolled.

NOTE:

If Course Creation Process has not changed for about 2 hours, you can retry your attempt or delete the Course:

  • click the spinning wheel next to the Course.

  • click Stop button:

Picture 24

  • click Retry the operation or Delete the Course.

NOTE:

If some problems appear whilst course provisioning, you will see an unhappy face sign (you can click it to see details and Correlation ID of the error). For further details, please contact LMS365 Support.

NOTE:

By default, the following groups are created on the course site:

  • ‘Course Administrators’ group with Full Control permission level;

  • ‘Learners’ group is created with READ permission level;

  • ‘Visitors’ group is created with READ permission level. Inherited from the Course Catalog level Visitors group has READ permissions as well.

Course Catalog’s Owners group are owners for all groups created on the course site, and have Full Control permissions to the course.

3.1 Creating Course Sessions

After Classroom & Blended Training or Webinar has been created, select it, and then click Manage Course Sessions link in the Course Management actions panel:

Picture 851152590

How to create new course session:

  1. 1. Click Create New Course Session button:

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  1. 2. Fill in for Classroom & Blended Training course type (or update the following fields to edit the Session):

Picture 26

Start Date – select date and time classroom event starts.

End Date – select date and time classroom event ends.

NOTE:

Start and End dates of classroom event are not validated against course publishing dates, so please assure you select these dates within publishing dates.

Time Zone – select time zone for classroom event (by default it is set according to the regional settings of the current site).

Enrollment Deadline – select date and time after which learners will be unable to self-enroll into a session. This option does not affect admins’ capabilities to manage learner enrollment. Enrollment Deadlinefield is optional and is empty by default.

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More about this option you can find in Enrollment Deadline option article.

Let LMS365 schedule the Teams meeting -define the ability for learners to schedule meetingby their own via Microsoft Teams:

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NOTE:

First you need to go to Setting - Notifications - Microsoft 365 Connection Settings and enable the feature Enable LMS365 to send email notifications, book Rooms and create meeting invitations:

Picture 1345054479

To find more about this option please follow to How to create Teams meeting directly from Classroom/Webinar Session.

Meeting URL – specify URL address (a link) following which learner could join a classroom session. Meeting URL will be visible (and clickable) for learners from the course landing page, the training dashboard, in the calendar invitation, and in course notifications.

Room – specify the new room or choose a room created in LMS365 Exchange Online (see subchapter Creating and Configuring Rooms for Classroom & Blended Trainings) for classroom session.

The field 'Meeting URL' and 'Room' can be used together for the same meeting. It's mandatory to fill in at least one of these values.

To createa new room, type its name in the Room field and click Enter.

NOTE:

Room added in such a way exists only for the current course, is not created in LMS365 Exchange Online and does not have any information (location, max. attendees).

To chooseroom, click Select room link and choose the required room.

NOTE:

The maximum number of rooms displayed on the Room list is 100.

All the rooms will be displayed according to user permissions to a Room List:

Picture 51

To see whether the room is available, specify the period by changing the date range Picture 1345054704;

Title – displays the title of the room (specified whilst its creation);

Location – displays room location (specified whilst its creation);

Is Free – if room is not occupied during the Start and End period, it is marked as “Yes”. If it is occupied during this period, it is marked as “No” and it is impossible to choose such a room.

 

NOTE:

To see rooms created in LMS365 Exchange Online, you have to configure rooms access account first. See chapter Managing Notifications for details.

If Microsoft 365 Connection Settings are not set, you will see the following validation message:

Picture 1345054705

 

If you do not have enough permissions to the room, you will see the following message:

Picture 1345054744

To configure access, navigate to chapter Managing Notifications.

NOTE:

When course is created and Publishing Start date comes, a new appointment with a reserved room will be created in user’s Office 365 Outlook Calendar.

If a room has been changed whilst course editing, previous room reservation will be cancelled, and a new room will be reserved (users will see an updated appointment in their Calendars).

If Course administrators/instructors/learners have been changed, classroom event attendees will be changed in calendar as well.

When attendees are changed, only those users, who are added or removed from classroom event, will receive email notification.

Max. Attendees – set the number of maximum attendees of classroom event for courses with ‘Enroll user into a single course session’ enrollment type (this value must be a positive integer);

Instructor(s) – determine the users who will conduct the definite course session. You can choose from internal users or guests who were invited to the site collection.

Instructors have access to the course as well as to all the sessions they are assigned in. They can register attendance, download QR code for attendance and print attendance sign-in sheet. Once the instructors are assigned, they receive the corresponding email with the session information.

NOTE:

The instructors will receive an appointment, notifying in advance about the coming Course Session.

If the meting ULR, date range or time zone of the Session is changed, Instructors will get appointment with the most recent information.

Once the Courses or Sessions are deleted or the Instructors are unassigned, the Instructors get the cancelled Appointment.

Internal Cost – set the internal expenses per session. The currency symbol is next to the internal currency field:

Picture 503

NOTE:

The internal cost across all the Course Catalogs is registered in the same currency.

 

The default currency is the United States dollar (USD), but the LMS Administrator can manage it in the Global Settings area.

 

The internal cost per learner depends on the total number of learners on the session. It is calculated as the division of the internal cost for the session by a number of learners with the registered attendance. For the learners whose attendance was marked as absent or absent (informed) the cost will not be calculated.

Session Information specify the details for the Session.

NOTE:

Descriptive text that was added while the session was created as well as assigned Instructors’ names will be shown in the Course Session Information panel:

Picture 10

Allow learners to register their own Attendance via the LMS365 Mobile App define the ability for learners to set their attendance by their own via the LMS365 Mobile App.

You can specify the time for beginning (Allow Attendance registration from) and closing (Allow Attendance registration until) of the setting of Attendance:

  • Allow Attendance registration from – select the starting date and time for setting the attendance;

  • Allow Attendance registration until – select the date time when the setting of attendance will be closed;

NOTE:

By default, the time for register the attendance will be equal to the Start and End time of the Session.

  • Signature is required – to set the attendance the learner will be asked to sign it;

  • QR Code is required – to set the attendance the learner will be asked to scan the QR Code.

For Webinar course type the only difference is that there is no Room reservation, only Meeting URL:

Picture 1345054750

Meeting URL – specify URL address (a link) following which learner could join a webinar.

NOTE:

If you enter an invalid URL, a validation message will appear:

Picture 1345054763

  1. 3. When all required fields are filled in, click Save button to create the course session.

3.2 Creating and Configuring Rooms for Classroom & Blended Training Courses

To be able to select rooms for classroom events while creating a Classroom & Blended Training course, you need to configure settings on two levels: Tenant level and Course Catalog level. Remember that before you could configure settings on the Course Catalog level, first you need to configure them on the Tenant level.

To find more please follow to Creating and Configuring Rooms for Classroom & Blended Training Courses.

4. Course Home Page

By default, ‘Course Description’ and ‘Information’ (as well as ‘Sessions’ for Classroom & Blended Training and Webinar course types) web parts are added to the course site pages of newly created courses.

NOTE:

Please note that the view of training Home pages may differ in guides and in your web browser depending on if the new training Home Page design option is enabled/disabled by your admin via Global Settings – LMS Configuration – New Features – Preview the new design of Training Home Pages.

These Web Parts provide the learner with all the course information such as Description, Content with Learning Modules, Sessions and etc.

When added to the course site, it will have the following view:

Picture 1345054403

  • Course Description – this web part displays long course description specified whilst course creation (or short description if the long one has not been specified);

  • Information – this web part displays course related information such as Category, Type, Duration, ID, etc.

  • Learning Modules (Content) - this web part displays learning items included in the training, their title, type, learning progress, also let users to navigate to the learning item directly from the Content

  • Course Sessions – this web part displays information about course sessions (only for Classroom & Blended Training and Webinar course types):

 

NOTE:

For courses with ‘Enroll user into a single course session’ enrollment type, learner is able to choose the needed session to enroll (after that, information only about this session will be displayed):

Picture 1345054404

If the course has several course sessions in which learner is enrolled, information about all of them will be shown on the Web Part:

Picture 11

Click Show more button to see the list of all course sessions:

Picture 81

If the course has no active course sessions, the following message will be displayed instead of information:

Picture 37

Clicking “Contact(s)” name allows learner to send him an email.

When learner completes a course, he will see the following message on the course site:

Picture 1345054409

For the users with preview of the new design it’s Learning Progress section:

Picture 83

If learner has been granted a certificate for the course completion, he will be able to download it:

Рисунок 16

Picture 84

NOTE:

Image can change its color to yellow if certificate is expiring or to red if it has expired:

Picture 1919454543

For the users with preview of the new design expired status is displayed:

Picture 85

After course completion, learner can unenroll from the course by clicking Unenroll from Course link in the Course Information web part:

Picture 47

5. Editing Courses

NOTE:

Only users with Owner rights can edit courses.

To edit a course, do the following:

  1. 1. On the Course List page select the course you want to edit, and then click Edit Course link on the Course Management actions panel:

 

Picture 383953886

  1. 2.  On the opened page edit settings of the course:

Picture 418

  1. 3. To stop editing and discard all changes select “Return to Course Administration”. You will be redirected to the Course List page.

  2. 4. To save changes click Save button at the bottom of the page. After that, you will be presented with the following screen:

Рисунок 1345054654

  1. 5. Click Return to Course Administration link to see your course provisioning:

Picture 1345054765

You can use Provisioning filter button to quickly find the needed courses:

Picture 8

NOTE:

It may take some time to edit the Course where the large Active Directory group is enrolled.

NOTE:

If Course Editing Process has not changed for about 2 hours, you can retry your attempt or delete the Course:

  • click the spinning wheel next to the Course:

  • click Stop button:

Picture 35

  • click Retry the operation or Delete the Course.

NOTE:

If some problems appear whilst course provisioning, you will see an unhappy face sign (you can click it to see details and Correlation ID of the error). For further details, please contact LMS365 Support.

NOTE:

If you edit Classroom & Blended Training and Webinar course types (course sessions) and attendees or room information is changed, a new appointment is created in user’s Calendar (an old one is deleted).

6. Creating Training Plan

Training Plan functionality allows creating and managing maps of training courses for the selected learners to give them a total overview of which learning map must be completed by them.

NOTE:

If you have problems with a Training Plan creation, please contact your LMS Administrator (Access Denied message may signal about malconfiguration of the app).

To create a new training plan, do the following:

  1. 1. Go to the Administration Back-End, and then on the sidebar in the Course Management section click the Training Plan List link:

Picture 851152612

  1. 2. On the Training Plan List page click Create Training Plan button:

Рисунок 1345054436

  1. 3. Fill in the open form:

Рисунок 1345054717

Рисунок 1345054718

Рисунок 9

Рисунок 391

Fill Training Plan information (fields marked with an asterisk (*) are required). In the Training Plan Details section:

  • Training Plan Name – enter your training plan title;

  • Short Description – enter your short description for the training plan (it will be displayed on the Course Catalog);

  • Long Description – enter long description for the course (it will be displayed in the Training Plan Description web part; if nothing is specified in this field, text from Short Description field will be displayed in the Training Plan Description web part). Rich-text editor is available for this field (you can insert YouTube video, upload a video, an image or a file from your local computer);

  • Training Plan Web Address – a relative address for your training plan (by default, this field is filled in with the training plan name, but can be changed manually by the user. Please remember that once you change the field’s value manually, it will not be automatically updated until you refresh the page). When the URL is auto generated, all invalid characters (such as # % & * : < > ? \ / { | } ~) are excluded;

In the Training Plan Information section:

  • Category – select your training plan category or create a new one.

To select an existing category put a cursor in the Category field. A drop-down list with all categories will be displayed.

NOTE:

In this list, only Categories from one course catalog are displayed. It means set of Categories will be unique on different Course Catalogs inside of Tenant.

Find the needed category and click it to select:

Рисунок 1345054585

To create a new category, type its name in the Category field and click Enter:

Рисунок 14

  • Training Plan Template – select template for your training plan from the drop-down list:

Рисунок 1345054675

After choosing the template, you can set it as default for the future created training plans:

Рисунок 1345054678

LMS365 Template will provide users with the new UI of the training plan home page.

  • Training Plan Duration – specify your training plan duration;

  • Training Plan ID – enter your training plan ID;

  • Enrollment Flow – from the drop-down list select the enrollment flow type:

  • Automatic Approval – approval is done by the system after user enrolls in the training plan (enrollment requests are automatically created with the Enrolled status);

  • Line Manager Approval – enrollment request should be approved or rejected by the Line Manager (users who are specified as Line Managers in Azure AD);

  • Administrator Approval – enrollment request should be approved or rejected by the LMS Administrator.

When Line Manager Approval or Administrator Approval enrollment flows for the training plan are selected, learner who enrolls in the training plan will see ‘Pending Approval’ status for this training plan in the Course Catalog web part:

Picture 52

He will be able to cancel enrollment before his request is approved or rejected by clicking Cancel Request link in the Training Plan Information callout. A cancellation message is required:

Picture 102

On the Enrollment requests page Line Manager or LMS Administrator will see cancelled requests with the cancellation messages:

Picture 383953877

NOTE:

Enrollment Flow set in the course(s) included in the training plan is ignored by the system, when user enrolls in the training plan.

  • Tags – enter keyword(s) to help identify and search your training plan.

Specify courses to be included in the training plan in the Training Courses to be included section. To do this click Select button:

Рисунок 1345054682

Select courses to add to the training plan and set courses required for training plan completion, and then click Save button:

Рисунок 383953892

After that, selected courses will appear in Training Courses to be included section. In this section, it is possible:

  • oto set courses required for training plan completion;

  • oto set prerequisites, which means that learner will be required to complete all preceding course(s) before he could access the locked courses (click on the Lock column next to the course name or use Lock icon on the top of the column to set prerequisites for all courses except the first one);

  • oto change the order of courses (use drag-and-drop functionality for this);

  • oto delete selected courses by clicking delete button Picture 1345054465.

NOTE:

If learner tries to access the locked course using direct link or via Course Catalog, he will see the following message:

Picture 1345054593

NOTE:

If learner enrolls in a training plan in which a course that he has previously completed is locked, this course will be unlocked for learner.

NOTE:

User cannot create a new course while creating a training plan.

Training Plan Options section:

  • Show in Course Catalog – enable this option to display your training plan in the Course Catalog;

  • Set as Required Training Plan – enable this option to set the training plan as required. The training plan will be marked as Mandatory on the card in My Training Dashboard:

Picture 1919454577

NOTE:

The training plan is marked as Mandatory if it was set as required while creating or editing or if at least one of its courses is set as required.

In the reports training plans set as required will have a corresponding mark:

Picture 1919454564

  • Continuing Education Units – enable this option to grant learners CEUs for passing this training plan. Enter the positive or decimal numbers (max. 2 digits after the decimal point or comma) of units in the field below:

Рисунок 383953896

Specify Publishing settings:

  • Published – enable this option to make the training plan available for enrolling (by default training plan is unpublished). Enable this option to set Start and End dates for the training plan:

Рисунок 383953906

    • oStart Date – select date and time the training plan begins and is published. By default, Start Date is current date;

    • oEnd Date – select date and time the training plan ends;

NOTE:

Only Published training plans with Start Date less than or equal to the current date and End Date more than or equal to the current date (date and time are set according to the Regional Settings of the current site) are available in Course Catalog.

NOTE:

When a training plan is set to Published (with specified Start/End dates), all courses included in it are checked on availability for the training plan duration. If there is a conflict (after user saves training plan), a validation will appear:

Рисунок 1345054560

Add your Users section:

  • Training Plan Administrators – enter user names or AD group or O365 group (Office 365 group, Mail-enabled security group, or Security group) to add users to Training Plan Administrators (by default user who creates the course is specified in this field and is added to the Training Plan Administrators group). Please be advised that users specified in this field are not added to the Course Administrators group of the courses included in the training plan. Click Manage Training Plan Administrators link to select users who will be displayed as “Contact(s)” on the Course Catalog and Training Plan Home Page (by default, all are selected):

Рисунок 1345054471

  • Learners – enter user names or AD group (you cannot add ‘Everyone’ and ‘Everyone except external users’ groups) or O365 group or several groups (O365 group means Office 365 group, Mail-enabled security group, or Security group) to add users to the course earners (by default, this field is empty);

  • Unable to Unenroll – enable this option to make it impossible for learners to unenroll from the Training Plan;

  • Training Plan Targeting – enable this option to target the training plan to the specific audience. You can specify individual users as well as AD/Office 365 group(s) in the ‘Target Audience’ field (they will be added to the Visitors group). Only added users will be able to view the targeted training plan in the Course Catalog (if Course Targeting option is enabled in the Global Settings), enroll into it, and pass it.

Due Date section:

  • Due Date – set the date on which all enrolled learners must complete the training plan:

    • oRelative Date – select this option to set the number of days after enrollment on which the due date comes:

Рисунок 383953912

    • oFixed Date – select this option to set the exact date and time on which the due date comes:

Рисунок 384

Certificate section:

  • Certificate – enable this option to add Certificate Template to the created training plan:

Рисунок 388

Then select from the drop-down list certificate template that will be assigned to learners after training plan completion. When Certificate option is enabled, the following one appears:

    • oCertificate Expiry – enable this option to configure certificate expiration settings:

      • Relative Date – select this option to set the number of days after the training plan completion, after which the certificate expires:

Рисунок 389

      • Fixed Date – select this option to set the exact date and time on which the certificate expires:

Рисунок 390

Competency section:

  • Competency – enable this option to allow assigning specified competency(ies) to the learners who have completed the course:

Рисунок 404

You can set already created competency(ies) with the corresponding levels as well as set competency revocation that depends on the Certificate Expiration settings. If Certificate Expiration settings are specified, competency level will be revoked when certificate expires. If Certificate Expiration settings are not specified, you can configure competency revocation:

      • Relative Date – select this option to set the number of days after the training plan completion, after which the competency level is revoked:

Рисунок 415

      • Fixed Date – select this option to set the exact date and time on which the competency level is revoked:

Рисунок 383953901

In the Course Catalog & Site Image section you can select the image which will be displayed on the Course Catalog and the Training Plan Home page. To do this, click Choose Image button:

Рисунок 392

After that, you can use one of already uploaded files or upload a new one from your computer:

Picture 1345054766

  1. 4. When all necessary fields are filled in, click Create button to create your training plan. After that, you will see the following screen from where you can return to Training Plan Administration or create another training plan:

Рисунок 383953904

Click Return to Training Plan Administration link to see your training plan provisioning (click on spinner next to the training plan name):

Picture 851152589

You can use Provisioning filter button to quickly find the needed training plans:

Picture 851152596

NOTE:

It may take some time to create the Training Plan where the large Active Directory group is enrolled.

NOTE:

If Training Plan Creation Process has not changed for about 2 hours, you can retry your attempt or delete the Training Plan:

  • click the spinning wheel next to the Training Plan;

  • click Stop button;

  • click Retry the operation or Delete the Training Plan.

NOTE:

If some problems appear whilst training plan provisioning, you will see an unhappy face sign (you can click it to see details and Correlation ID of the error). For further details, please contact LMS365 Support.

After training plan creation, it will appear in the Course Catalog. Click Training Plan card to see its description and courses included into it:

 

Picture 383953902

To see courses included in the training plan, click Courses tab (you will see only information about them; courses’ titles are not clickable):

 

Picture 395

Click View Training Plan button to head over to the Training Plan Home Page, from which you can enroll in the training plan. When learner clicks Enroll in Training Plan button, he is automatically enrolled in the training plan and courses included in this training plan (if Automatic Approval type of the enrollment flow is selected; otherwise, an enrollment request is created). Now learner will be able to unenroll from the training plan by clicking Unenroll from Training Plan link in the Training Plan Information callout:

Picture 1345054412

7. Training Plan Home Page

Training Plan is created as a new site with 3 available by default web parts (they are added to the newly created sites within one ‘LMS365 Course’ web part):

NOTE:

Please note that the view of training Home pages may differ in guides and in your web browser depending on if the new training Home Page design option is enabled/disabled by your admin via Global Settings – LMS Configuration – New Features – Preview the new design of Training Home Pages

Picture 1919454548

  • Training Plan Description – this web part displays long training plan description (or short description if the long one has not been specified);

  • Information – this web part displays training plan related information such as Category, Type, Duration, Training Plan ID, CEUs, Credits, etc.;

  • Training Plan Courses – this web part displays courses that are included in this training plan, their type and statuses:

    • oNot Started status – means that learner has not started none of the courses included in a training plan;

    • oIn Progress status – means that learner has started at least one course included in a training plan;

    • oCompleted status – means that learner has completed all courses required for training plan completion:

    • oFailed – means that learner has failed or is out of attempt to complete one course included in a training plan.

Locked courses are shown on this web part as well:

Рисунок 839122761

You cannot access the locked course (Pad Lock icon is not clickable) until the previous one has been completed.

NOTE:

Learner will not see Training Plan Courses for ended or unpublished training plans.

If you are not enrolled in the training plan, you can enroll into it from the Home Page by clicking ‘Enroll to training plan’ button under the Information web part:

Picture 1345054414

Navigation between courses of a training plan is available directly inside LMS365 Player:

 

Picture 1919454587

When learner completes a training plan, he will see the following message in the Learning Progress section on the training plan site:

Picture 1345054415

For the users with preview of the new design it’s Learning Progress section:

Picture 105

If learner has been granted a certificate for the training plan completion, he will be able to download it:

Рисунок 1345054639

 

NOTE:

Image can change its color to yellow if certificate is expiring or to red if it has expired.

After training plan completion, learner can unenroll from it by clicking Unenroll from training plan button in the Information web part:

Picture 1345054416

The user can retake the Training Plan if the certificate has expired or is about to expire or if the Course Administrator enables the allow learner to Retake Completed Training also when Certificate or Competency is still Valid option (this option is on by default for newly created training):

Picture 1919454549

For more detailed information please visit Course/Training Plan Retake.

8. Editing Training Plan

NOTE:

Only users with Owner rights can edit training plans.

To edit a training plan, do the following:

  1. 1. On the Training Plan List page select the training plan you want to edit, and then click Edit Training Plan link on the Training Plan Management actions panel:

Picture 397

  1. 2.  On the opened page edit settings of the training plan:

Picture 851152598

NOTE:

If you add new course to the training plan, this course will be locked for the users that had already enrolled into this Training plan. The users will be asked to enroll into this new course first:

Picture 851152601

  1. 3. To stop editing and discard all changes select “Return to Training Plan Administration”. You will be redirected to the Training Plan List page.

  2. 4. To save changes click Save button on the bottom of the page. After that, you will be presented with the following screen:

Рисунок 383953910

  1. 5. Click Return to Training Plan Administration link to see your training plan provisioning (click on spinner next to the training plan name):

Рисунок 1345054440

 You can use Provisioning filter button to find the needed training plans:

Picture 851152600

NOTE:

It may take some time to edit the Training Plan where the large Active Directory group is enrolled.

NOTE:

If Training Plan Creation Process has not changed for about 2 hours, you can retry your attempt or delete the Training Plan:

  • click the spinning wheel next to the Training Plan;

  • click Stop button;

  • click Retry the operation or Delete the Training Plan.

NOTE:

If some problems appear whilst training plan provisioning, you will see an unhappy face sign (you can click it to see details and Correlation ID of the error). For further details, please contact LMS365 Support.

9. The LMS365 Player

A list of all Learning Items of the site is displayed on the Learning Modules Web Part:

Picture 1919454554

For the users with preview of the new design learning items clock is called Content and has different buttons for navigation and review:

Picture 115

To start a new attempt, do the following:

  1. 1. Select the learning item to complete.

  2. 2. Click the Start button next to the learning item to start an attempt:

Picture 1919454555

There are different buttons on the Course Home page depending on the status of the learning item:

the learning item has not been started yet. You can start a new attempt:

Picture 690

the learning item has been started, but not finished. You can continue attempt:

Picture 694

the learning item has prerequisites. You cannot start it until you complete all previous Learning Modules:

Picture 695

you have finished the last attempt unsuccessfully:

Picture 696

there are not any attempts left:

Picture 698

you have successfully completed the learning item:

Picture 701

For the users with preview of the new design the buttons are:

Picture 1345054418

The learning item has not been started yet. You can start a new attempt.

Picture 1345054433

The learning item has been started, but not finished. You can continue attempt.

Picture 1345054457

The learning item has prerequisites. You cannot start it until you complete all needed Learning Modules set as prerequisites,

Picture 1345054454

You have finished the last attempt unsuccessfully. You can try again.

Picture 1345054455

There are not any attempts left. Out of attempts message is displayed:

Picture 1345054456

Picture 1345054444

You have successfully completed the learning item. You can review your attempt.

Picture 1345054401

For courses with Not Started status Course Overview page is opened automatically. Here you can find such information as course description, its category, type, CEUS, contacts and a link to Course Page. Click “Go to Learning Item" button to go to the first incomplete learning item:

Picture 1919454556

For courses with In Progress and Completed statuses Course Overview page is automatically skipped but is still available.

  1. 3. Click the “Start” button at the bottom of the page. If you click the “Skip” button, you will be redirected to the next unlocked learning item of the course:

Picture 1919454551

To navigate to any item except a locked one, click the desired item in the Course Syllabus:

Picture 1919454558

There you can find correctly, incorrectly or not answered as well as locked items. The item will be struck out if it has been deleted or is unpublished:

Picture 1345054417

The Table of Content is displayed on the web part as well. To view it, click the title:

Picture 1345054420

  1. 4. Once you have completed the learning item, there is a possibility to:

  • attempt the learning module again if there are any attempts left;

  • review your answers if this option is enabled for the learning item;

  • go to the next item in the Course.

Picture 1919454559

To go back to the Course, click Picture 1345054423 on the Player’s header.

  1. 5. Once all learning items have been completed, you will see this on the Course Status Page:

Picture 1919454560

If there are items that have not yet been completed, you will see:

Picture 1345054400
Click the “Go to the first incomplete item on the Course” button or the “Resume button” to continue the incomplete attempt.

According to the settings of the content type (Quiz, Learning Module, Content Package, etc.) the view of the Player may differ.

For the Quiz:

  • To complete the quiz:

  1. 1. Select the answers.

  2. 2. Click the “Next” button:

Picture 1919454562

The Answered questions in the Quiz are marked with the blue circle:

Picture 1919454578

To navigate between questions in the quiz, use the navigation buttons in the Player’s footer or buttons in the Course Syllabus if the Administrator enables the “Allow Navigation” option.

  1. 3. When you have answered all the questions, click the “Submit” button.

If you click the “Submit” button, and there are unanswered questions, the following message will appear:

Picture 1919454563

The quiz is completed if you have successfully answered the questions and got a passing score. You can view all relevant information about the content you have just completed as well as exit it, attempt the learning item again (if there are attempts left) or review your answers if the Administrator enables this option:

Picture 1919454565

If you have not successfully answered the questions and have not got a passing score, the learning item is not completed. You can exit it, start a new attempt if there are attempts left or go to the next learning item:

Picture 1919454566

  • To review the answered or unanswered questions if the Administrator enables this option, click the “Review your answers” button on the Status Page:

Picture 1919454567

The Unanswered questions will be marked with the grey circle:

Picture 1919454579

  • A timer will be shown in the left part of the Player if the Administrator enables the “Timer” and “Show Timer in Player” options for the Quiz:

Picture 1919454580

When time is up all points for the answered questions are calculated. You are automatically redirected to the finish page. If you have got enough points, the attempt is considered completed. Otherwise, the attempt is considered failed (you will only be able to review the questions you have answered)

Picture 1919454571

If the Administrator disables the “Show Timer in Player” option for the Quiz, but enables the ‘Timer’ option, you will not see time running, however, you will be redirected to the finish page when it is up. So, the timer will be on, but the learner won’t be able to see it.

If you exit a Quiz or navigate to another item when the time is running, the following message will appear:

Picture 1919454574

  • You will see the number of points that you’ve received for the following question if the Administrator enables the “Show Score” option:

 

Picture 1919454576

Questions are considered answered if you have entered at least one of the correct answers provided. Points will be counted according to the percentage of the selected answer. If you enter an incorrect answer, you will receive 0 points.

For the Learning Module

  • To navigate between learning items within the Learning Module, use the navigation buttons in the Player’s footer or buttons in the Course Syllabus.

  • To retry the attempt if you have failed it, click the “Go to the first not completed item” button:

Picture 1345054406

When the Quiz/Content Package inside the Learning Module is failed and there are no attempts left, the Learning Module will be failed. It will not be possible to retake the item.

  • The confirmation of reading and understanding of materials is required if the Administrator enables the “Confirmation” option:

Picture 1919454582

 

Without above-mentioned confirmation you would not be able to proceed to the Learning Module (Next button will be disabled) if a Confirmation is in the middle of the Learning Module. However, it would be possible to return to the previous item.

Confirmation at the end of the Learning Module would not allow you to finish the Learning Module without assurance that you have read and understood every item of the Learning Module.

If Authorization Confirmation type is selected, enter your credentials when selecting the check box to proceed:

Picture 1345054470

For the Content Packages

NOTE:

Picture 1345054616If there is only one Content Package in the Course and the “Show LMS365 Table of Content” option is disabled, the Course Syllabus will not be opened by default. To open it, click the “Table of Content” button on the Player’s header:

 

  • To consider the Package if the “Review answers” option is supported by the Content Package, click the “Review your answers” button:

Picture 1919454583

  • To see the data related to the following SCORM if the Administrator enables the “Show statistics for a learner” option, click the “View your statistics” button:

Picture 1919454584

You will be presented with the next information:

Picture 1919454585

To close the Statistics page, click the “Result” button in the Player’s footer or click the required learning item in the Course Syllabus.

  • To pause the attempt if the Administrator enables the “Navigation controls” option for the SCORM package, use the Suspend buttons in the Player’s footer.

Navigation between courses of a Training Plan is available directly inside LMS365 Player:

 

Picture 1919454586

10. Managing Course List Page

There are several Views for displaying the courses to select on the Course List page (you can filter courses by status, type, active waiting List and requests for Sessions):

Picture 851152603

  • All Courses View – the default view that displays all courses;

  • Published Courses View – the view that displays only Published courses;

  • Unpublished Courses View – the view that displays only Unpublished courses;

  • Planned Courses View – the view that displays planned courses with the Start Date set in future;

  • Views by Course Type – select the course type you want to display (e-Learning, Classroom & Blended Training, Webinar);

  • Views by Waiting List Picture 504 – the view that displays only the Courses with current Waiting Lists;

  • Views by Request(s) for Sessions Picture 1345054642 – the view that displays only the Courses with existing Requests for Sessions:

Picture 851152609

The total amount of Users added to Waiting list/ sent the requests for Course(s) will be shown on the icon:

Picture 851152615

Course Catalog page provides the following information:

Picture 851152621

  • Course Name column – displays courses’ names created in the Course Catalog;

  • Course Progress – clicking this button will open the Course Progress sidebar;

  • Enrolled column – displays number of learners who are enrolled in the course;

  • Completed column – displays number of learners who have completed the course;

  • Overdue column – displays number of learners who have not completed the course up to the Due Date or have completed it after the Due Date came;

  • Status column – displays course’s status. It can be as follows:

    • oPublished Рисунок 1345054484 – when the course is published, and Start Date is reached;

    • oUnpublished Рисунок 1345054492 – when the course is not published;

    • oPlanned Рисунок 1345054493 – when the course is published, and Start Date is not reached yet;

  • Category – displays course category;

  • Average Rating - rating is calculated as an average of all received (not hidden) ratings.

Select the course to open the Course Management actions panel, actions from which permit to view course, edit or delete it, manage learners and rating, see course progress and approve enrollments:

Picture 1919454570

NOTE:

‘Course Progress’ and ‘Approve Enrollments’ actions are not available for Classroom & Blended Training and Webinar course types until at least one course session is created for them.

    • oTo define items for course completion – click Course Completion Settings button Picture 662 You will be presented with the following page:

Picture 851152624

You can configure Learnings Modules, Content Packages, Quizzes, External Apps and assignments or custom grades as well as minimum attendance percentage for learners to set the course as completed.
Once new items are added to the Course, they will automatically appear in the default set and marked as required to complete the course. You can edit and delete this set as well as create the new one.

NOTE:

The Course will be marked as completed if learners pass all marked items from at least one of the sets.

NOTE:

Course progress is calculated according to the set with the highest progress percentage.

NOTE:

Once there is more than one completion set, the Required for Completion sign on the Course Progress page will depend on the learner's progress for the required items:

Picture 1919454588

For example, there are 2 sets:

  • Set 1 with the required items 1 and 2.

  • Set 2 with the required items 3 and 4.

Let the learner's progress for required items for the Set 1 be 50 %, for the Set 2 - 70%. As the progress for the set 2 (70%) ishigher than that for the Set 1 (50 %), the Required for Completion sign will be shown next to the required items from the Set 2.

Once the learner's progress for the required items changes, the sign will be changed accordingly.

To edit a set, do the following:

  1. 1. Select the set.

  2. 2. Click Edit Course Completion Set button Picture 673 on the action panel.

  3. 3. Specify the name for the set.

  4. 4. Click the required items for course completion:

Picture 851152618

Default Course Completion Set – determine the set where all new items are added. Once the set is marked as default you cannot switch this option off. However, you can create and mark another set as default by switching the toggle on.

NOTE:

Custom Grades need to be additionally added as required to complete the course on Grade Book Course Completion Settings Page.

Learning Items – shows all the items that are currently in the Course.
Selected – chosen items for completion.

Type – displays the type of the item.
Required result ≥ – define the minimum attendance percentage or required passing score for assignments/gradebooks to complete the course if needed.

Published – shows whether the item is available for learners.

  1. 5. Click Save button to save the set or Cancel button to go back to the Course Completion Settings page.

NOTE:

To complete the course, learners have to pass all the items that are selected at least in one of the sets.

To delete a set, do the following:

  1. 1. Select the required one.

  2. 2. Click Delete Course Completion Set buttonPicture 675on the actions panel. To confirm that you want to delete this set click Delete, otherwise click Cancel.

NOTE:

If you have more than one set, you can delete all the sets except the default one.

NOTE:

Learners will not be able to complete the course if you delete the only completion set as well as uncheck all the items from the default one.

To create a set, do the following:

  1. 1. Click Add a Course Completion Set button.

  2. 2. Fill in the opened form and choose the items required to complete the Course.

  3. 3. Click Save button to save the set or Cancel button to go back to the Course Completion Settings page.

To see the list of items that are required to complete the Course, click expand button Picture 676 next to the set:

Picture 677

NOTE:

Changes in Course Completion Settings will not affect the status of already completed Courses.

    • oTo view a course – click on course’s name or View Course link Рисунок 383953917;

NOTE:

While viewing the course you can go to the Course Catalog Site clicking LMS365 link:

Рисунок 510

  • oTo manage Course Sessions – click Manage Course Session button Picture 1345054775.

You can filter the sessions by instructor. To do it, click All instructors button and choose the required instructor:

Picture 1345054767

To Print Attendance Sign-in Sheet (only for Classroom & Blended Training and Webinar course types) click Print Attendance Sign-in Sheet button Рисунок 456.

 

NOTE:

If currently there aren’t any sessions, the button Print Attendance Sign-in Sheet will be disable:

Picture 1345054773

To save a file with Attendance Sign-In Sheets for all course sessions, click Print All button:

Picture 117

To download Attendance Sing-In Sheet for the course session, select the needed course session and click Print button.

The saved file will look like the following:

 

Picture 1345054774

  1. 1. Course – displays Course name;

  2. 2. Start/End Date – displays start/end date of the course;

  3. 3. Time Zone – displays course’s time zone;

  4. 4. Location – displays the title of the room and its location (for Classroom & Blended Training course type);

  5. 5. Meeting URL – displays meeting URL (for Webinar course type);

  6. 6. Delivered by – displays the name of user, who has generated Attendance Sign-in Sheet;

  7. 7. Date – displays the date of Attendance Sign-in Sheet generation;

  8. 8. Name – displays names of learners enrolled in the course (in the same order they appear on the “Register Attendance” page);

  9. 9. Signature – remains empty for learners’ signatures.

NOTE:

Course administrators and instructors can print attendance sign-in sheet.

You can manage the session according to the course enrollment type.

If ‘Enroll user into all course session’ enrollment type is selected, you can edit,delete or copy course sessions, message learners and register attendance:

Picture 398

If ‘Enroll user into a single course session’ enrollment type is selected, you can edit, delete or copy course sessions, message learners and register attendance, download a QR Code for attendance tracking and enroll/unenroll learners for each session:

Picture 403

To edit a course session, click Edit Course Session button Picture 1345054776on the actions panel and make the necessary changes, then click Save button.

To enroll Users, do the following:

  • Click Manage Learners button Picture 1345054777 on the actions panel and then Enroll button.

  • A single user or multiple users as well as a single AD/O365 group or several groups (O365 group means Office 365 group, Mail-enabled security group, or Security group) can be added by typing or copy & pasting emails or names separated by comma or semicolon.

  • Click Enroll button. After the enrollment, the following information will appear in the Notification Center:

NOTE:

If you try to enroll number of learners that exceeds the number of Max. Attendees, a validation message will appear:

Picture 426

NOTE:

If you add an AD group, it will count each user of the AD group regarding Max. Attendees:

Picture 70

Picture 1345054779

If the number of users in the AD group exceeds the number of places available in the course/course session the enrollment fails and an explanation appears:

Picture 65

To unenroll Users, click Manage Learners button Picture 1345054780 on the actions panel. Select the learners and click Unenroll button. After the unenrollment, the following information will appear in the Notification Center:

Picture 1345054781

To send learners a message, click Message Learners button Picture 434 on the actions panel.

You will see all learners enrolled in the selected course session:

Picture 405

NOTE:

Message Learners option is also available on the Course Management panel:

Picture 383953887

You can see the list all learners enrolled in all sessions of the training and select learner(s) to send a message to:

Picture 406

Select learner(s), fill in Subject and Message fields and click Send.

NOTE:

Please be advised that the email will be sent as one email with all selected learners in the TO field.

NOTE:

Please be aware that sending the same email to a large number of recipients can increase the risk of you message being rejected or categorized as less important or even junk mail by mail clients and spam filters.

By default, at the bottom of the message a link to the course page and session details are mentioned. You can delete it if needed.

Picture 440

NOTE:

For learners with no email specified Send Email Message option will be disabled:

Picture 436

NOTE:

In case you select several learners and some of them have no emails specified you will see a notification:

Picture 437

Message will be sent only to the learners with emails specified.

Picture 435

To easily create a new session click Copy Course session button Picture 410:

Picture 1919454572

 

In the sidebar you will see a copy of the existing course session with empty Start and End Dates fields. The rest of the fields will be preoccupied with content from the copied session, but can be modified:

Picture 1345054460

Picture 1345054462

NOTE:

Start and End Dates fields are required and will be empty.

To delete a course session, click Course Session button Picture 1345054782 on the actions panel. To confirm that you want to delete this session click Delete, otherwise click Cancel.

To markattendance for a session, click Register Attendance button Picture 1345054783 (only for Classroom & Blended Training and Webinar course types). You will be presented with the following screen:

Picture 640

Name column – displays learner’s name.

Username– displays learner’s email.

Department – displays the department where learner works (information is taken from user List).

Manager – displays users who are specified as managers in Azure AD.

Attendance – if it is registered, displays learner’s attendance. It can be as follows, 100% attendance, 75% attendance, 50% attendance, 25% attendance, Absent (informed), and Absent. If attendance is not registered, this field remains empty.

Modified by – displays the user who has modified the attendance last.

Last Modified – displays date and time when the attendance has been modified last (according to the regional settings of the current site).

NOTE:

Course administrators and instructors can register learners’ attendance.

Select the needed learner(s), click Register Attendance button, and then select corresponding value.

NOTE:

Register attendance option is disabled for the sessions with a future start date:

Picture 1919454589

To download attendance report, click Export button.

Once the attendance is marked, it will be displayed on the Course Progress as well as on the Learner’s Progress panels.

To downloada QR Code (if there is any), click Download QR code for attendance tracking button Picture 645 on the action panel.

NOTE:

Course administrators and instructors can download the QR Code for tracking the attendance.

Once the QR Code is downloaded, you can either print or insert it into the slide deck for the audience to scan during the session.

NOTE:

From now on the instructors can view courses and sessions that they are assigned in:

Picture 851152625

As well as mark and print attendance or download a QR code for attendance tracking (if the is any):

Picture 383953856

    • oTo edit a course – click Edit Course link Рисунок 383953916, on the opened page edit settings of the course and click Save to save changes or Return to the Course Administration to discard changes;

    • oTo delete a course – click Delete Course link Рисунок 383953915and confirm the deletion:

Picture 383953859

NOTE:

If ‘Course Targeting’ option is deselected for the course, there will be no Visitors group on the confirmation of the deletion.

    • oTo see Course Progress (Learner’s Details) – click Course Progress linkРисунок 383953914. The following information will appear for e-Learning course type:

Picture 457

NOTE:

To view the latest version of the Course Progress panel, click the Reload button Picture 1345054655.

In the charts you can see number of learners that are currently enrolled in the course, number of learners that have ever completed the course, average course rating (is calculated as an average of all received (not hidden) ratings), as well as percentage of the current learners that have ‘Completed’, ‘In Progress’, ‘Not Started’, and ‘Overdue’ course statuses.

Below the charts you can see the following information:

  1. 1. Name column – displays learner’s name;

  2. 2. Status – displays learner’s completion status:

    1. a. Not Started status – means that learner has not started the course;

    2. b. In Progress status – means that learner has started the course, but has not completed it (for Classroom/Webinar course types, ‘In Progress’ status means that learner’s attendance has been registered);

    3. c. Completed status – means that learner has completed the course (for Classroom/Webinar course types, ‘Completed’ status means that learner’s registered attendance matches attendance required for the course completion).

NOTE:

For your convenience you can use filtering by Name (please remember that users will be filtered by username set in the Azure AD, but not by First or Last Name).

You can use Search field or Filter by letters as well:

Рисунок 641

To see details on each learning item of the course (items required for the course completion are marked with an asterisk), click expand button next to the learner’s name (learning items’ statuses can be: Not Started, In Progress, Failed, and Completed):

Picture 445

      1. i. To view learner’s certificate(s) – click View Certificate linkРисунок 383953918. If learner has more than one certificate, the list of all his certificates will be displayed:

 

Picture 446

  • Status column – displays certificate’s status (Valid, Expiring, Expired);

  • Issued column – displays certificate issued date;

  • Expiry column – displays certificate expiry date;

  • Actions column – allows to download the certificate to your local computer and to deleting it. If you select to delete you will see a confirmation message:

Picture 447

      1. ii. To delete learner’s last attempt – click Delete Attempt button Рисунок 471 next to the needed one:

 

Picture 453

      1. iii. To delete course completion and learner’s certificate(s) – click Delete User’s Progress button Рисунок 471 :

Picture 459

After clicking the button, a sidebar with all items you can delete will appear:

Picture 460

By default, only completed items will be selected for deleting. Select the needed items and then click Delete button to delete the progress of the learner.

If there are no items with the progress, but the course is completed, you will see the following message:

Рисунок 505

After you have deleted progress of all the items required for the course completion, Course status will be updated:

Рисунок 1345054690

NOTE:

Course status will be updated when:

  1. 1. Learner repasses one of the objects required for course completion;

  2. 2. Administrator updates Course Completion Settings;

  3. 3. One of the objects required for course completion has been deleted.

      1. iv. To edit course progress – click Edit button Рисунок 1345054691. After clicking the button, a sidebar will appear:

Рисунок 1345054693

 You can change learning items completion:

Рисунок 1345054694

To change course status to Not Started, deselect Completed option and change statuses of all items required for the course completion to Not Started, and then click Save button:

Рисунок 1345054695

It is possible to set the course completion manually, specify the completion date for courses with Not Started and In Progress statuses as well as to change the number of granted CEUs:

Рисунок 1345054696

NOTE:

Please note that when you set the course completion manually, Progress and Score values will automatically be set to 0%.

  1. 3. CEUs column – displays positive or decimal number of CEUs earned for the course completion (if any are set for the course);

  2. 4. Progress column – displays learner’s progress. Progress is calculated as follows:

Learner starts a course with 5 Learning items set as required for the course completion

Learning Items:

Progress in Learning Item

Set to Course Completion

Item 1 (contains only documents)

100%

Yes

Item 2 (contains 3 documents and 1 Quiz)

50%

Yes

Item 3 (is a SCORM Package)

0%

Yes

Item 4 (is a Quiz)

0%

Yes

Item 5 (contains a SCORM package, documents and a Quiz)

20%

Yes

Result: completing all the modules = 170/500 (5 items) = 34%

OR

Learner starts a course with 5 Learning items and only 3 of them are set as required for the course completion

Learning Items:

Progress in Learning Item

Set to Course Completion

Item 1 (contains only documents)

100%

Yes

Item 2 (contains 3 documents and 1 Quiz)

50%

Yes

Item 3 (is a SCORM Package)

0%

Yes

Item 4 (is a Quiz)

0%

No

Item 5 (contains a SCORM package, documents and a Quiz)

20%

No

Result: completing all the required modules = 150/300 (3 items are required) = 50%

For Classroom/Webinar course types, progress is displayed as relative to % selected for the course completion. If required attendance is not set for the course completion, progress is displayed as % of registered learner’s attendance for this course session if ‘Enroll user into a single course session’ enrollment type is selected orif ‘Enroll user into all course sessions’ enrollment type is selected, progress is calculated as an average % of set attendance for all course sessions. Please see example of the progress calculation when required attendance is set (for ‘Enroll user into a single course session’ enrollment type) below:

Minimum attendance percentage for the course completion is set

Required attendance:

Learner’s attendance

Learner’s progress

Registered 50% Attendance

50 - 100%

100%

Registered 50% Attendance

25%

50%

Registered 50% Attendance

Absent (Informed) – is counted as 1%

2%

Progress of the learning items is calculated as follows:

    1. a. Learning Module’s progress is calculated as a percentage of passed steps among all steps included into it (e.g. Learning Module contains 4 steps, learner has passed 2 of them, and his progress will be 50%);

    2. b. Quiz’s progress is calculated as a percentage of earned score in regard to the passing score (e.g. passing score is 80% and maximum number of points is 200, that means that learner must earn 160 points to complete the Quiz, and if he earns 120 points, his progress will be calculated as 120/160 * 100% = 75%);

    3. c. SCORM’s/AICC’s progress is calculated as a progress set in the content package or as a percentage of passed SCO in regard to all SCO;

    4. d. Assignment’s progress will be calculated as a percentage of earned Grade in regard to the percentage required for the completion (e,g. learner’s grade for the assignment is 79% and percentage required for the completion is 80%, learner’s progress will be set to 99%);

    5. e. External App’s progress can be 0% when it has Not Started status or 100% when it has Completed status;

 

  1. 5. Score column – displays learner’s average score of the learning items required for the course completion. Score for the learning items is calculated as follows:

    1. a. Quiz’s score is calculated as a percentage of earned score for the last learner’s attempt (e.g. maximum number of points is 200, learner has earned 100 points, the score will be calculated as 100/200 * 100% = 50%);

    2. b. SCORM’s/AICC’s score is calculated in accordance with the scale set in the content package (if scale is absent, score will be 0%) for the last learner’s attempt;

    3. c. Assignment’s score is calculated as a percentage of the received Grade to the maximum Grade;

    4. d. Learning Module, Attendance, and External App do not have score (this field is empty and if these items are set as required for the course completion they are not calculated in the average score);

  2. 6. Completed column – displays on what date learner has completed the course. There are two possible types of the completion date – to set the exact date manually by editing learners in the Course Progress or it will be set automatically via registering attendance in Manage Course sessions on the Course Management panel.

NOTE:

When pointing at the score value, a tooltip appears displaying the learner’s score and maximum score:

Рисунок 383953900

If the Administrator registers learner’s attendance:

For courses with ‘Enroll user into a single course session’ enrollment type the completion date will be the end date of the session in which the learner has registered attendance:

Picture 126

For courses with ‘Enroll user into all course session’ enrollment type the completion date will be the end date of the latest session among all the sessions where the learner has registered attendance (not the date of attendance registration):

Picture 125

NOTE:

Register attendance option is disabled for the sessions with a future start date:

Picture 1919454590

 

NOTE:

Once minimum required course completion criteria are met, course is marked as completed for user. Subsequent registration of user attendance will not change the completion date.

 

  1. 7. Certificate column – displays learner’s certificate (if he has any).

To export learner details information to Excel, click “Download Report” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

Рисунок 484

For Classroom & Blended Training and Webinar course types the following information is shown in the Course Progress sidebar:

 

Picture 462

 

NOTE:

Use the drop-down filtering (under the charts) to see learners’ details for different course sessions.

NOTE:

Use the Reload button Picture 1919454591, to view the latest version of the Course Progress Panel.

  1. 1. Name column – displays learner’s name;

  2. 2. Status column – displays learner’s completion status:

    1. a. Not Started status – means that attendance isn’t registered or is registered as Absent/Absent (informed) and there is no progress in the learning items (if there are any);

    2. b. In Progress status – means that attendance is registered (excluding Absent/Absent (informed) or there is a progress in any learning item (if there are any);

    3. c. Completed status – means that Course Completion status is set manually in the Gradebook or attendance percentage and learning items progress correspond to course completion settings;

  3. 3. CEUs column – displays number of CEUs earned for the course completion (if any are set for the course);

  4. 4. Progress column – displays learner’s progress. Progress is calculated as follows:

Classroom/Webinar Course without Learning Items

Enrollment Type

Single session type

All sessions type

Learner’s attendance is not set

No progress

No progress

Learner’s attendance is less than passing attendance (passing attendance = 50%; Learner’s attendance = 25%)

Course progress = (100 * learner’s attendance) / passing attendance = (100*25)/50 = 50%

Note: learner’s attendance is calculated as an average for all sessions.

 

Course progress = (100 * learner’s attendance) / passing attendance = (100*25)/50 = 50%

Learner’s attendance is equal to or more than passing attendance (passing attendance = 50%; Learner’s attendance = 50%/75%/100%)

Course progress = 100%

Note: learner’s attendance is calculated as an average for all sessions.

 

Course progress = 100%

 

NOTE:

If the tools (e.g. SCORM or Quiz) are provided for Classroom/Webinar courses, learning items that are set as required for the course completion are calculated in the course progress as well. For instance, learner’s attendance is not set (passing attendance is 50%) and learner’s attempt for learning item is 100%, then course progress is 50%.

  1. 5. Completed column – displays on what date Learner has completed the course;

  2. 6. Certificate column – displays learner’s certificate (if he has any).

      1. i. To view learner’s certificate(s) – click View Certificate link Рисунок 448. If learner has more than one certificate, the list of all his certificates will be displayed:

Picture 464

  • Status column – displays certificate’s status (Valid, Expiring, Expired);

  • Issued column – displays certificate issued date;

  • Expiry column – displays certificate expiry date;

  • Actions column – allows to download the certificate to your local computer and to deleting it. If you select to delete you will see a confirmation message:

Picture 463

      1. ii. To reset the progress of the Training (if the option Allow Learner to Retake Completed Training also when Certificate or Competency is still Valid is on) – click Force retakePicture 383953883. After clicking the button, a confirmation message will appear:

Picture 383953885

Click Retake button to reset the progress of the learner.

After you have reset the progress of the learner, Training status will be updated to Not Started but the learner’s previous completion will still be in the learner’s record. For more detailed information please visit Course/Training Plan Retake.

      1. iii. To edit course progress – click Edit button Рисунок 1345054701. After clicking the button, a sidebar will appear:

Picture 470

 You can change learner’s attendance:

Рисунок 1345054708

To change course status to Not Started, deselect Completed option, change learner’s attendance to not corresponding to the required one, and then click Save button:

Picture 474

It is possible to complete the course manually and set completion date for courses with Not Started and In Progress statuses as well as to change the number of granted CEUs:

Picture 476

To export Course Progress information to Excel, click “Download Report” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

Picture 477

  • oTo manage Waiting List – click Waiting List button A close up of a logo

Description automatically generated. By default, the Waiting list is sorted by date and time:

Picture 383953864

NOTE:

Administrators can enroll Users in Sessions directly from Waiting Lists even if there are no available places.

To enroll Users in the selected Session or the Course/ remove Users from the Waiting list, click the required User, select the Session from the drop-down list and choose the action from the menu:

Picture 383953862

    • oTo Approve Enrollments – click Approve Enrollments button Рисунок 452. When there are pending approval requests for the course, a warning sign will appear next to its name:

Рисунок 839122769

Go to the Course Management panel to view and manage enrollments:

 

 

Picture 441

NOTE:

Approve Enrollments action is not available for Classroom & Blended Training and Webinar course types until at least one course session is created for them. 

 

When you click Approve Enrollments by default you will see the list of learners with pending approval status only:

Picture 13

 

NOTE:

For Classroom & Blended Training and Webinar course types there is a possibility to switch between course session’s information using the drop-down filtering:

Picture 96

In the sessions’ drop-down list you can find information about the start date and time, instructor’s name, session room as well as easily find sessions with pending approval requests.

If the session is ended you will see the Course Ended comment next to its information:

Picture 99

 

You can use filter to select information about enrollment statuses to be shown:

Picture 97

  1. 1. Learner’s name column – displays learner’s name;

  2. 2. Email column – displays learner’s email;

  3. 3. Department column – displays the department where learner works (information is taken from User List);

  4. 4. Line Manager column – displays users who are specified as line managers in Azure AD;

  5. 5. Enrollment Status column – displays the status of the enrollment request:

    1. a. Pending Approval – means that learner has enrolled in the course with the Line Manager Approval or Administrator Approval enrollment flows and his enrollment request is pending approval;

    2. b. Cancelled – means that learner has cancelled his enrollment request before it was approved or rejected, or learner has unenrolled from the course. A tooltip at the cancelled status contains the reason of the cancellation:

Picture 106

OR in case of learner’s cancellation

Picture 98

    1. c. Rejected – means that line manager or LMS administrator has rejected learner’s enrollment request. A tooltip at the rejected status contains the reason of the rejection:

Picture 112

    1. d. Enrolled – means that learner has been enrolled in the course.

  1. 6. Last Modified – displays date and time when the enrollment request has been modified last (according to the regional settings of the current site);

  2. 7. Modified by column – displays the user who has modified the enrollment request last;

Enrollment requests with Pending Approval statuses can be approved or rejected:

  • To approve the enrollment request, select the checkbox(es) next to the needed request(s) and click Approve:

Picture 119

The enrollment status will be changed to Enrolled and learner(s) will be enrolled in the course.

NOTE:

If you try to approve enrollment request in the full Classroom & Blended Training and Webinar course with limited attendance, you will see the following tooltip:

Picture 1345054556

  • To reject the enrollment request, select the checkbox(es) next to the needed request(s) and click Reject:

Picture 120

 

The Reject Message box will appear. Enter the rejection reason and click Reject to reject the enrollment request or Close button to discard the action:

 

 

Picture 1345054453

 

The enrollment status will be changed to Rejected.

 

To export Enrollment Requests information to Excel, click “Export to Excel” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

Picture 1345054559

If there are courses with pending approval requests, on Course List page will appear filter button:

Picture 383953871

Click this button to see courses with requests pending approval:

Рисунок 491

  • oTo manage Request(s) for Sessions – click Request(s) for Sessions buttonA close up of a logo

Description automatically generated. Click the required User/Users and you will see all the possible actions. You can either send an email or delete requests:

Picture 383953873

    • oTo Manage Course Sessions – click Manage Course Sessions button Рисунок 455 (only for Classroom & Blended Training and Webinar course types). You will be presented with the page where you will be able to create a new course session, edit or delete existing ones manage learners and send them a message. For detailed information see subchapter 5.1 Creating Course Sessions.

    • oTo Manage (enroll or unenroll) learners – click Manage Learners buttonPicture 2

 

Picture 442

 

NOTE:

This option is available for all training except those with Enroll user into a Single Course Session enrollment type.

In the opened sidebar you will see the number of places available for enrollment:

Picture 122

To enroll learners into the training click Enroll Learner(s) button:

Picture 36

Type user, group name or email to search for the users/groups to be added. A single user or multiple users can be added as well as a single AD/O365 group or several groups (O365 group means Office 365 group, Mail-enabled security group, or Security group).

NOTE:

If you try to enroll number of learners that exceeds the number of Max. Attendees, a validation message will appear:

Picture 444

NOTE:

If you add an AD, it will count all users inside the AD group regarding Max. Attendees:

Picture 64

To unenroll learners from the Training:

Choose and click the learners and click Unenroll:

Picture 851152581

After the enrollment or unenrollment, the Enrolling or Unenrolling Learners notification will appear in the Notification Center:

Picture 851152585

    • oTo Manage Rating – click Manage Rating button Рисунок 1345054537. In this section, administrator can see what rating and on what date and time has been set by specific learner as well as hide this rating (however, learner will still see his rating on the Course Home page) and export rating information to excel:

Picture 485

If there are tools selected for the course, on the Course Management actions panel you can manage learning items as well:

 

 

Picture 458

Clicking links of learning items will redirect you to the Administration back-end of the corresponding tool. To Learn more about course content managing follow to Learning Module Builder User Guide and Quiz Builder User Guide

10.1 Adding External Apps to Courses

LMS365 is the Learning Tools Interoperability (LTI) v.1.0/1.1 compliant. This allows integrating external apps and content into our learning management system.

To add an external app, go to the Course Management actions panel, then select Manage External Apps action:

 

Picture 472

After that, click Add External App button at the top of the page:

Picture 38

In the opened actions panel fill in required fields:

Picture 489

  1. 1. Name – specify the name of the external app that will be displayed on the Learning Modules web part;

  2. 2. Description – specify the description of the external app that will be displayed on the Learning Modules web part;

  3. 3. Consumer Key and Secret – specify credentials for accessing the external app inside the LMS (provided by the external app);

  4. 4. Privacy – select what type of information about learner will be sent to the external app when learner starts the attempt:

    1. a. Anonymous – no information will be sent;

    2. b. Email Only – learner’s email will be sent;

    3. c. Name Only – learner’s name will be sent;

    4. d. Public – learner’s name and email will be sent;

  5. 5. Configuration Type – select how you would like to configure the external app:

    1. a. Manual Entry – configure the external app manually:

      1. i. Launch URL – specify an entry point URL. We strongly recommend you to use HTTPS based URLs.

      2. ii. Custom Fields – specify custom fields if any are required by the external app;

    2. b. Paste XML – enter XML code in this field; required parameters will automatically be parsed by the system;

  6. 6. Open this Tool in a new Tab – select this option to open the external app in a new browser tab;

After clicking the Save button, external app will be added to the course. Select the external app if you want to edit or delete it as well as to view learner’s details:

Picture 34

To edit an external app:

  1. 1. Select the needed one from the list;

  2. 2. In the left-side menu select Edit External App action, and then make the necessary changes to the item;

  3. 3. Click Save button to save the changes.

To delete an external app:

  1. 1. Select the needed one from the list;

  2. 2. In the left-side menu select Delete External App action;

  3. 3. Confirm the deletion:

Picture 851152594

To view learner’s details:

  1. 1. Select the needed external app from the list;

  2. 2. In the left-side menu select View Learner’s Details action. The following page will be opened:

Picture 25

    1. a. Name – displays learner’s name;

    2. b. Status – displays status of the external app passing (can be Not Started or Completed);

    3. c. Completion Date – displays the date and time when the external app has been passed;

    4. d. Delete action – allows deleting learner’s attempts (last one or all):

Рисунок 665

 Confirm the deletion to reset learner’s progress.

Information from the learner’s details page can be exported to the .xlsx file by clicking the Export button:

Picture 17

The information will be presented in the following form:

Рисунок 1345054720

11. Managing Training Plan List

There are several Views for displaying the training plans to select on the Training Plan List page (you can filter training plans by status and type simultaneously):

Picture 4

  • All Training Plans View – the default view that displays all training plans;

  • Published Training Plans View – the view that displays only Published training plans;

  • Unpublished Training Plans View – the view that displays only Unpublished training plans;

  • Planned Training Plans View – the view that displays planned training plans with the Start Date set in future.

After you have selected the needed view, you will see the following information:

Picture 39

  1. 1. Training Plan Name – displays titles of training plans created in Course Catalog;

  2. 2. Training Plan Progress – clicking this button will open the Training Plan Progress sidebar;

  3. 3. Enrolled column – displays number of learners who are enrolled in the training plan;

  4. 4. Completed column – displays number of learners who have completed the training plan;

  5. 5. Overdue column – displays number of learners who have not completed the training plan up to the Due Date or have completed it after the Due Date came;

  6. 6. Status column – displays course’s status. It can be as follows:

    1. a. Published Рисунок 1345054504 – when the training plan is published and Start Date is reached;

    2. b. Unpublished Рисунок 1345054508 – when the training plan is not published;

    3. c. Planned Рисунок 1345054511 – when the training plan is published and Start Date is not reached yet;

  7. 7. Category – displays training plan category;

  8. 8. Average Rating – rating is calculated as an average of all received (not hidden) ratings.

Select the training plan to open the Training Plan Management actions panel, actions from which permit to view training plan, edit or delete it, manage learners and rating, see course progress and approve enrollments:

Picture 475

    • oTo view a training plan – click training plan’s name or View Training Plan linkРисунок 467;

    • oTo edit a training plan – click Edit Training Plan link Рисунок 468, on the opened page edit settings of the training plan and click Save to save changes or Return to Training Plan Administration to discard changes;

    • oTo delete a training plan – click Delete Training Plan linkРисунок 469 and confirm the deletion:

 

Picture 480

 

NOTE:

If ‘Training Plan Targeting’ option is deselected for the training plan, there will be no Visitors group on the confirmation of the deletion.

  • oTo send learner(s) a message – click Message Learners button Picture 1919454568. You will see all learners enrolled in the selected training plan:

Picture 1345054428

Select learner(s), fill in Subject and Message fields and click Send. By default, at the bottom of the message a link to the Training Plan page and session details are mentioned. You can delete it if needed.

Picture 1345054434

NOTE:

For learners with no email specified Send Email Message option will be disabled:

Picture 1345054413

NOTE:

In case you select several learners and some of them have no emails specified you will see a notification:

Picture 1345054422

Message will be sent only to the learners with emails specified.

Picture 1345054425

    • oTo Approve Enrollments – click Approve Enrollments button Рисунок 452. When there are pending approval requests for the training plan, a warning sign will appear next to its name:

Picture 1345054435

If there are training plans with pending approval requests, on Training Plan List page will also appear a filter button:

Picture 1345054452

Go to the Training Plan Management panel to view and manage enrollments:

 

 

Picture 1345054437

When you click Approve Enrollments by default you will see the list of learners with pending approval status only:

Picture 1345054438

You can use filter to select information about enrollment statuses to be shown:

Picture 1345054443

  1. 8. Learner’s name column – displays learner’s name;

  2. 9. Email column – displays learner’s email;

  3. 10. Department column – displays the department where learner works (information is taken from User List);

  4. 11. Line Manager column – displays users who are specified as Line Managers in Azure AD;

  5. 12. Enrollment Status column – displays the status of the enrollment request:

    1. a. Pending Approval – means that learner has enrolled in the training plan with the Line Manager Approval or Administrator Approval enrollment flows and his enrollment request is pending approval;

    2. b. Cancelled – means that learner has cancelled his enrollment request before it was approved or rejected, or learner has unenrolled from the training plan. A tooltip at the cancelled status contains the reason of the cancellation:

Picture 482

OR

in case of learner’s cancellation

Picture 493

    1. c. Rejected – means that Line Manager or LMS Administrator has rejected learner’s enrollment request. A tooltip at the rejected status contains the reason of the rejection:

Picture 496

    1. d. Enrolled – means that learner has been enrolled in the training plan.

  1. 13. Last Modified – displays date and time when the enrollment request has been modified last (according to the regional settings of the current site);

  2. 14. Modified by column – displays the user who has modified the enrollment request last;

Enrollment requests with Pending Approval statuses can be approved or rejected:

  • To approve the enrollment request, select the checkbox(es) next to the needed request(s) and click Approve button:

Picture 1345054445

The enrollment status will be changed to Enrolled and learner(s) will be enrolled in the course.

  • To reject the enrollment request, select the checkbox(es) next to the needed request(s) and click Reject button:

Picture 1345054447

 

The Reject Message box will appear. Enter the rejection reason and click Reject button to reject the enrollment request or Close button to discard the action:

 

Picture 1345054449

The enrollment status will be changed to Rejected.

 

To export Enrollment Requests information to Excel, click “Export to Excel” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

Picture 1919454544

    • oTo see Training Plan Progress (Learner’s Details) – click Рисунок 472Training Plan Progress. The following information will appear:

Picture 44

NOTE:

To view the latest version of the Training Plan Progress panel, click the Reload button Picture 1345054656.

In the charts you can see number of earners that are currently enrolled in the training plan, number of learners that have ever completed the training plan, average training plan rating (is calculated as an average of all received (not hidden) ratings), as well as percentage of the current learners that have ‘Completed’, ‘In Progress’, ‘Not Started’, and ‘Overdue’ training plan statuses.

Below the charts you can see the following information:

  1. 1. Name column – displays learner’s name;

  2. 2. Status column – displays learner’s completion status:

    1. a. Not Started status – means that learner has not started the training plan (i.e. has not started any course included in the training plan);

    2. b. In Progress status – means that learner has started at least one course included in the training plan, but has not completed it;

    3. c. Completed status – means that learner has completed the training plan (i.e. all courses included in this training plan and set as required for training plan completion).

  3. 3. CEUs column – displays number of CEUs earned for the completion of the training plan (if any are set for the training plan);

  4. 4. Progress column – displays average progress of all courses required for the training plan completion. When expanding the learner, progress on each course will be displayed;

  5. 5. Score column – displays average score of the courses required for the training plan completion (if there are two courses required for the training plan completion, and only one of them has score, training plan’s score will be calculated by one required course);

  6. 6. Completed column – displays on what date learner has completed the training plan (i.e. date when the last required course or learning item is completed);

  7. 7. Certificate column – displays learner’s training plan certificate:

      1. i. To view learner’s certificate(s) – click View Certificate button Рисунок 473. If learner has more than one certificate, the list of all his certificates will be displayed:

NOTE:

For your convenience you can use filtering by Name (please remember that users will be filtered by username set in the Azure AD, but not by First or Last Name).

You can use Search field or Filter by letters as well:

Рисунок 644

NOTE:

Training Plan’s progress and score are not changed dynamically, i.e. their values will be changed only after the courses included into the training plan are completed or their progress has been reset.

Picture 494

  • Status column – displays certificate’s status (Valid, Expiring, Expired);

  • Issued column – displays certificate issued date;

  • Expiry column – displays certificate expiry date;

  • Actions column – – allows to download the certificate to your local computer and to delete it. If you select to delete you will see a confirmation message:

Picture 383953911

To delete training plan completion and learner’s certificate(s) – click Delete Training Plan Progress button Рисунок 471:

Picture 383953913

 

After clicking the button, a sidebar with all items you can delete will appear:

Picture 498

By default, only completed items will be selected for deleting. Select the needed items and then click Delete button to delete the progress of the learner.

If you delete the progress of all learner’s courses or courses required for the training plan completion, training plan status will be updated:

Picture 49

You can see details on progress of courses included in the training plan by clicking Expand button Рисунок 506 next to the learner’s name:

Picture 45

NOTE:

Training plan status will be updated when:

  1. 1. Learner repasses one of the objects required for training plan completion;

  2. 2. Teacher updates completion option;

  3. 3. One of the objects required for training plan completion has been deleted.

You can delete course progress or edit it after expanding the training plan item. For more details please see Managing Course List Page section.

 

To export Training Plan Progress to Excel, click “Download Report” button. An excel document will automatically be downloaded to your local computer:

Picture 501

 

    • oTo manage rating – click Manage Rating button Рисунок 1345054550. In this section, administrator can see what rating and on what date and time has been set by specific learner as well as hide this rating (however, learner will still see his rating on the Training Plan Home page) and export rating information to excel:

Picture 383953895

12. Enrolling into Courses

Depending on the needs of your organization, there are several options of how users can be enrolled into courses:

  • By self-enrollment from Course Home Page:

To enroll in a course, user should do the following actions:

  1. 1. Select course in the Course Catalog;

  2. 2. Click “View Course” link on the card or in the course details callout:

Picture 1919454557

  1. 3. Now user will be redirected to the Course Home Page from where he can enroll in the course:

Picture 1345054419

For Classroom & Blended and Webinar course types with ‘Enroll user into a single session’ option selected, user will have to select one course session first:

Picture 1345054464

If user selects the course session that is already full, he will see a message notifying him about that:

Picture 20

If the option Waiting List is enabled by Administrators, the users can get to the Waiting list for the Session/Course that is full already by clicking “Add to waiting list” button.

Picture 1345054465

The users can choose either to be enrolled into the Waiting List for chosen Session (click “The Waiting List for the selected session”) or into the Course Waiting List (click “The Waiting List for the course”):

Picture 1345054467

As soon as vacant spots appear the users will be automatically enrolled if he is in the session waiting list.

NOTE:

If approval for enrollment in a Course is required, the users will be enrolled into sessions after the approval.

To leave the Waiting List, the users need to click the link “Remove from waiting List “in the Information section callout:

Picture 1345054469

If users want to enroll in a course that has no active course sessions, they will see the following message:

Picture 1345054472

If currently there are not available session or users want to ask for another one, they can send the request for Session (if the option Request(s) for sessions is enabled by Administrators). The users need to click Make Request for Session button and enter the request on the opened form.

  1. 4. The user will automatically be enrolled in the e-learning course (if automatic enrollment flow is set for this course, otherwise, a registration with pending approval status will be created). User can withdraw from the course by clicking Unenroll from Course link in the Information section callout:

Picture 1345054473

NOTE:

When learner unenrolls from the course with Pending Approval status, he is initially required to enter Cancellation Message. Administrator can see this message in the Approve Enrollments section (see more information in chapter 12).

  • By enrolling individual AD accounts or Azure AD groups

Individual AD accounts or Azure AD groups can be added by administrator either during the creation of a course or after it was created.

  1. 1. To enroll learners during creating select Users or User groups in the “Learners” field. Users that you're enrolling will be added to course site's “Learners” group:

Picture 1345054468

  1. 2. To enroll learners after the course is created, follow these steps.

NOTE:

If a user was enrolled into the course via AD Group, you can unenroll an entire AD group.

To configure User Groups in Office 365 user should have Administrator rights. Login to Office 365 and go to Admin, select GROUPS in the left menu and create or manage existing user groups there.

  • Using the native “Share” functionality

    1. 1. Share access to the site where course catalog is added.

  • Click Share in the upper right corner:

Picture 21

  • Select Users and/or Groups to share the site with and specify the permissions level:

Picture 18

  • Click Share button. After this, the user can proceed by self-enrollment as described above.

    1. 2. Share access to course site to give access to a specific course.

  • Click Share in the upper right corner:

Picture 19

  • Select Users and/or Groups to share the course site with and select the permission level:

  • Click Share button. User(s) will be added to course site’s learners group.

NOTE:

In both cases, the user gets an email notification inviting him to a site that has been shared with him.

When learner is added to the learners group on a Classroom & Blended or Webinar course where ‘Enroll user into a single session’ option is selected, he will receive an email notifying him that he should select course session to enroll:

Рисунок 1345054516

Use drop-down filtering to choose the needed course session and click Join button to enroll into it:

Рисунок 1345054524

After that learner can go to the course site:

Рисунок 1345054541

NOTE:

If learner selects course session that is already full, he will see the following warning:

 

Рисунок 1345054544

NOTE:

If learner is added to the learners group on the course without active course sessions, he will see the following message:

Рисунок 1345054547

Learner can also enroll into a course session selecting the needed one in the Course Sessions Web Part on the Course Homepage.

13. Enrolling into Training Plans

Depending on the needs of your organization, there are several options of how users can be enrolled into training plans:

  • By self-enrolment from Course Catalog

To enroll in a training plan, user should do the following actions:

  1. 1. Select training plan in the Course Catalog;

  2. 2. Click “View Training Plan” link on the card or in the training plan details callout:

 

Picture 507

  1. 3. Now user will be redirected to the Training Plan Home Page from where he can enroll in the training plan:

Рисунок 1345054738

  1. 4. The user will automatically be enrolled in the training plan and all unlocked courses of the training plan (if automatic enrollment flow is set for this training plan, otherwise, a registration with pending approval status will be created). User can withdraw from the training plan by clicking Unenroll from Training Plan link in the Training Plan Information callout:

Picture 1345054476

NOTE:

When learner unenrolls from the training plan with Pending Approval status, he is initially required to enter Cancellation Message. Administrator can see this message in the Approve Enrollments section (see more information in chapter 13).

NOTE:

If user enrolls in a training plan that includes Classroom & Blended or Webinar courses with the Enrollment Type set to ‘Enroll user into a single session’, he will receive a notification about the necessity of course session selection for this course:

Рисунок 1345054563

After clicking Course Session Selection link, user can choose necessary course session from the drop-down list and click Join button to enroll. After that he can go to the course site.

User can also enroll into a course session selecting the needed one on the Course Home Page in the Course Sessions Web Part.

  • By enrolling individual AD accounts or Azure AD groups

Individual AD accounts or Azure AD groups can be added by administrator either during training plan creation or after it was created.

  1. 1. To enroll learners during creating a training plan, you've got to be in the “Owners” group of the site where course catalog is added. During training plan creation, select Users or User groups in the “Learners” field. Users that you're enrolling will be added to the training plan site's “Learners” group:

Picture 1345054491

  1. 2. To enroll learners after the training plan has been created, navigate to Training Plan List – Training Plan Management – Manage Learners. Users that you are enrolling will be added to the training plan site's “Learners” group.

NOTE:

If user was enrolled in a training plan that includes Classroom & Blended or Webinar courses with the Enrollment Type set to ‘Enroll user into a single session’, they will receive a notification about the necessity of course session selection for this course:

Рисунок 1345054572

After clicking Course Session Selection link, the user can choose necessary course session from the drop-down list and click Join button to enroll. After that he can go to the course site.

The user can also enroll into a course session selecting the needed one on the Course Home Page in the Course Sessions Web Part.

NOTE:

If the user was enrolled in the training plan via AD Group, you can unenroll an entire AD group from the Training Plan.

To configure User Groups in Office 365 user should have Administrator rights. Login to O365 and go to Admin, select Groups in the left-side menu and create or manage existing user groups

  • Using the native “Share” functionality

  1. 1. Share access to site where course catalog is added.

  • Click Share in the upper right corner:

Picture 30

  • Select Users and/or Groups to share the site with and set permissions level.

Picture 50

  • Click Share button. After this, the user can proceed by self-enrolment as described above.

  1. 2. Share access to training plan site to give access to a specific training plan.

  • Click Share in the upper right corner:

Picture 32

  • Select Users and/or Groups to share the training plan site with and set the permissions level.

  • Click Share button. User(s) will be added to training plan site’s learners group.

NOTE:

In both cases, an external user gets an email notification inviting him to a site that has been shared with him.

NOTE:

If users or AD groups are deleted from training plan site’s learners group, they will be deleted from all courses included in this training plan.

NOTE:

If user was added to the learners group of the training plan that includes Classroom & Blended or Webinar courses with the Enrollment Type set to ‘Enroll user into a single session’, he will receive a notification about the necessity of course session selection for this course:

Рисунок 1345054613

After clicking Course Session Selection link, user can choose necessary course session from the drop-down list and click Join button to enroll. After that he can go to the course site.

User can also enroll into a course session selecting the needed one on the Course Home Page in the Course Sessions Web Part.

14. Course/Training Plan Management

On the course/training plan site it is possible to manage course or training plan correspondingly. To do this, click Course/Training Plan Management link in the upper-right corner next to the course/training plan name:

Picture 53

Picture 67

 

NOTE:

These links are available only for Course/Training Plan Administrators.

The actions panel will be opened by clicking the corresponding link. In the Course Management you can manage selected whilst course creation tools, approve enrollments, view course progress, manage rating, as well as edit the course and change the Course Page settings:

Picture 466

Open the Course Page settings to specify the Learning Modules Web Part settings. You can configure which tools and in what order will be displayed in the web part (by default all are enabled). When all the tools are enabled, you will have an option to hide Content Packages and/or Quizzes and/or External Apps if they are part of a learning module:

Picture 1345054600

In the Training Plan Management you can approve enrollments, view training plan progress, manage rating, as well as edit the training plan:

Picture 486

15. Learners’ Management

In the Learner Administration section, it is possible to manage users:

Picture 5

NOTE:

The information about users is taken from the Azure AD.

To customize learner List view, select More Action menu at the top of the page, and then Edit view columns link:

Picture 851152576

In the opened Settings sidebar, you can select already created or LMS System Columns to be displayed on the list as well as set the order and edit the titles of the selected columns:

Picture 1345054622

NOTE:

The LMS Administrators have a possibility to add the new column to the Settings sidebar. To add them please navigate to the Global Settings > LMS Configuration > User Profile Columns then click Add a Column button and complete the required fields in the opened form.

After the changes have been made, click Save button to apply them on the Learner List.

NOTE:

Once you have added and selected the “User is in Course Catalog” column to be displayed on the Learner List, you will see the following items on the page:

Picture 383953866

The icon Picture 851152586 shows that the user was added only to specific Training and do not have access to the whole Course catalog. To give this user access to the Course Catalog, add them via the Add or Invite Users button.

To download the Report, click the Export Button Picture 680 and the excel file will be downloaded to the local computer. Please note that the report will be generated according to the applied filters and sorting as well as Columns order. Deactivated columns will not be contained in the downloaded report.

By default, users are ordered by A-Z of the Name column. However, sorting is available on the other columns (by A-Z, Z-A): Title, User Name, Job Title, Manager, Department, Office, City, and Country.

You can sort users using filter buttons Рисунок 483 next to each column:

  • Select the needed checkboxes:

Picture 383953872

  • Use the Search field:

Picture 55

You can filter users by Course(s) and Training Plan(s) as well. To do this, click Filter by Training button at the upper-right corner:

Picture 851152583

In the opened sidebar, you can use the search field or select course(s)/training plan(s) to display the desired learners (all courses and training plans available on the Course Catalog are shown):

Picture 851152592

To filter the Learner List to only find learners who do not have any registered Training, click the Filter by no Training button.

You can also filter:

  • By specific date using the Date Range button.

  • By training type (e-Learning, Classroom & Blended Training, Webinar, Training Plan as well as Published, Unpublished or Planned Trainings), using the All Trainings button.

  • By competencies set for the training.

NOTE:

The result of filtering depends on the start and end date of publishing the e-learning courses as well as the session start and end date of classroom or webinar courses.

You can also filter the Lerner list to find learners who do not have any Competencies or who have been granted/revoked competencies:

Picture 383953865

In the opened sidebar, select competency(ies) to be filtered or click the Filter by No competency button:

Picture 851152593

You can search for the needed competency using the Search field (search is run on the name, categories, and tags).

 

When you select learner(s), Learner Administration sidebar is opened:

Picture 383953867

Using actions from the Learner Administration actions panel, you can:

  1. 1. Send an email message to the learner(s);

  2. 2. View learner’s transcript (action is available only when one learner is selected);

  3. 3. View learner’s progress (action is available only when one Learner is selected);

  4. 4. Enroll learner(s) into the courses/training plans;

  5. 5. Unenroll learner(s) from the courses/training plans;

  6. 6. Unenroll learner(s) from all courses/training plans of the current Course Catalog;

  7. 7. Download learner(s) certificates;

  8. 8. Import an external training record for a learner;

  9. 9. Remove User(s) from Course Catalog;

  10. 10. Grant a competency for the learner(s);

  11. 11. Revoke a competency from the learner(s).

NOTE:

The email will be sent as one email with all selected learners in the TO field.

  • To send an email message, select this action in the sidebar, fill in both required fields, and then click Send button to send the message to the selected learner(s):

Рисунок 1345054662

NOTE:

In order to be able to send email messages, you need first specify Microsoft 365 Connection Settings.

  • To view learner’s transcript, select the needed learner, and then select the View Learner’s Transcript action in the sidebar. The following information will be displayed:

Picture 851152637

In this section you can view learner’s courses, certificates, and competencies with the possibility to export this information to the PDF format. Learner’s transcript displays the same information as on the Dashboard.

  • To view learner’s progress in the courses and training plans, select the needed learner, and then select the View Learner’s Progress action in the sidebar. The following information will be displayed:

Picture 490

In the charts you can see number of the trainings (courses and training plans) where learner is currently enrolled, number of the trainings that learner has ever completed, total number of CEUs for the completed trainings, and average score for the trainings (which have score), as well as percentage of the trainings with ‘Completed’, ‘In Progress’, ‘Not Started’, and ‘Overdue’ statuses.

Below the charts you can see learner’s trainings with the possibility to expand them and see more details on items/courses included into them (required items are marked with an asterisk), see if learner is enrolled in the training (Is Enrolled = No is displayed when learner has been unenrolled from the training or has an enrollment request for the training), as well as status, progress, score, CEUs, completion date, and certificate.

For more detailed information please see Course and Training Plan Progress description.

NOTE:

To download or delete certificates (if there are any) for the imported external Trainings as well as for the existing or already deleted Course, select the required Course/Training, click View button Picture 689 and select the action:

Picture 692You can download and delete user’s certificates.

For more detailed information please see Course and Training Plan Progress description.

To export learner’s progress information to Excel, click “Download Report” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

Рисунок 465

  • To enroll learner(s) in the courses or training plans of the current Course Catalog, select the needed learner(s), and then select Enroll in Course(s) & Training Plan(s) action in the sidebar. After that, a list of all available trainings and selected learner(s) with the possibility to deselect them will appear (by default, selected learners list is collapsed):

Picture 499

You can filter trainings for the enrollment by specifying Date Period (Start and End dates period), using filter by training type (e-Learning, Classroom & Blended Training, Webinar, or Training Plan), publishing (published, unpublished or planned trainings), and competencies or using the Search field.

After selecting trainings for the enrollment and clicking the Enroll button, learner(s) will be added to the learners group of the corresponding courses and training plans (learner will be enrolled in all unlocked courses of the training plan) and will receive Course/Training Plan Enrollment Confirmation and appointments for Classroom/Webinar courses with ‘Enroll user into all course sessions’ enrollment type. If ‘Enroll user into a single course session’ enrollment type is selected, learner will receive Course Session Selection Request notification.

  • To unenroll learner(s) from the courses or training plans of the current Course Catalog, select the needed learner(s), and then select Unenroll from Course(s) & Training Plan(s) action in the sidebar. After that, a list of trainings where learner(s) is enrolled (if several learners are selected, only trainings where all of them are enrolled are displayed in the list) and selected learner(s) with the possibility to deselect them will appear (by default, selected learners list is collapsed):

Picture 508

You can filter trainings for the unenrollment by specifying Date Period (Start and End dates period), using filter by training type (e-Learning, Classroom & Blended Training, Webinar, or Training Plan), publishing (published, unpublished or planned trainings), and competencies or using the Search field.

After selecting trainings for the unenrollment and clicking the Unenroll button, learner(s) will be removed from the learners group of the corresponding courses and training plans, enrollment requests will be cancelled, and learner(s) will receive Cancelled Confirmation notifications, and appointments for Classroom/Webinar courses will be deleted. If learners were enrolled in the training via AD group, it is impossible to unenroll them (a warning message will appear).

  • To unenroll learner(s) from all courses and training plans of the current Course Catalog, select the needed learner(s), and then select Unenroll from all Courses/Training Plans action in the sidebar. After that, a confirmation message will appear:

Рисунок 383953894

After clicking the OK button, the selected learner(s) will be removed from the learners group of all the trainings he was enrolled in, his enrollment requests will be cancelled, and learner(s) will receive Cancelled Confirmation notifications (appointments for Classroom/Webinar courses will be deleted). If learners were enrolled in the training via AD group, it is impossible to unenroll them (a warning message will appear).

  • To download learner(s) certificates, select the needed learner(s), and then select Download Certificate(s) action in the sidebar. In the Notifications center you will see the progress of preparing an archive with the learner(s) certificates. Click the link to download it to your local computer:

Picture 1919454546

NOTE:

If there are no certificates to download for the selected learner(s), you will see the following notification:

Рисунок 1345054669

Certificates in the archive file are grouped by learners (folders with learners’ names). Each folder contains learner’s certificates with Valid, Expiring or Expired statuses (all certificates are downloaded in .pdf format).

    • To import an external training record for a learner, select the needed user, and then select Import action in the sidebar. After that, fill in necessary fields (Course and Completion Date are required) and click Next button:

Picture 687

In the Course field you can select an existing course for importing the training or enter the title of a non-existing course.

If you enter a non-existing course, you will be required to set the course type (e-Learning, Classroom & Blended Training or Webinar) and categories for it (enter a new one or select already existing).After that, you can set training’s completion date and specify the number of the granted CEUs.

After clicking the Next button, you will be presented with the following form:

Picture 688

Using this form you can upload a certificate image from your local computer (.tiff, .jpeg, .bmp, .gif, .png, and .pdf formats are supported) or select the certificate template for generating the certificate as well as set the certificate’s Expiry Date. This step is an optional one.

NOTE:

Imported trainings will be displayed on the Dashboard and in the reports on the Deleted Courses. You will not see the imported trainings on the Course Catalog, Course and Learner Management lists.

NOTE:

Please be advised that in case a certificate Is imported for an existing course on which learner has existing registration (with Enrolled or Cancelled statuses) and enrolment date is less than Certificate Issued Date, learner will not see this certificate on the Dashboard.

    • To remove user(s) from Course Catalog, select the needed user(s), then click Remove User(s) from Course Catalog button in the sidebar. Once you clicked Remove User(s) button, they will be unenrolled from all the Courses and Training plans and disappear from the Learner List as well.

If the user(s) were added via the Active Directory group, you can

  • Remove the entire group from the Course Catalog.

  • Remove users from the group via Microsoft 365 Admin Center.

  • Remove the entire group from LMS365 via API.

To remove the entire group from the Course Catalog

  1. a. Once you see the following notification, click the Details link. You will see the list of users and groups that the users were added within.

Picture 402

  1. b. Click the name of the Group:

Picture 399Click the Remove Group button.

NOTE:

All learners that were enrolled via this group will be unenrolled from Courses and Training Plans.

The learners that were exclusively enrolled or addedvia the group will be removed from the Learner List.

The learners that were also enrolled or added as individuals or via any other group will not be removed from the Learner List or unenrolled from Courses or Training Plans.

 

To remove user(s) added via the group, navigate to Microsoft 365 admin center> Active Users> Delete a user. The user will be removed after a little while.

To remove the group via API, use the endpoint /odata/v2/CourseCatalogs({id})/Users('{userLogin}') and specify the required parameters:

Id – course catalog id;

userLogin – LoginName of the appropriate Group in the response body of the endpoint GET /odata/v2/Users.

    • To grant competency(ies) to the learner(s), select the needed user(s), and then select Grant Competency action in the sidebar. After that, specify competency(ies) with the appropriate levels to be granted and optionally the revocation date:

Рисунок 1345054583

    • To revoke competency(ies) from the learner(s), select the needed learner(s), and then select Revoke Competency action in the sidebar. After that, select competency(ies) to be revoked:

Рисунок 1345054628

After revocation, competency will be displayed on the Dashboard in the Revoked Competencies tab. All Achieved (Valid) Competencies become Revoked if Competency is revoked manually.

You can download an excel file with all users from the Learner List. To do this, click Export button at the top of the page. An excel file will be downloaded to the local computer (regarding all the applied filtering).

15.1 Adding or inviting users to the Learner List

It is possible to add existing Office 365 Users or Active Directory Groups to the Learner List as well as invite guests to the Course Catalog.

To add or invite user/group:

    1. 1. Navigate to Learner Administration > Learner List.

NOTE:

If you want to invite guests to the Course Calalog, firstly do the following:

To enable notification:

  • Navigate to Course Creator – Settings - Notifications and click Microsoft 365 Connection Settings button:

Picture 12

  • Turn Enable LMS365 to send email notifications, book Rooms and create meeting invitations on if they are disabled:

 

    1. 2. Click the Add or Invite User(s) button at the top of the page.

    2. 3. Enter username, group name or email to the Search field

NOTE:

To invite guests to LMS365, you might be asked for additional consent as well as for authentication via Azure AD. To accept the consent or authenticate:

  • click the informative icon:

Picture 851152604

  • confirm that it is allowed to invite guests to the organization:

Picture 851152605

  • verify your identity:

Picture 851152606

You can enter max. internal 50 users or 1500 symbols at a time as a comma or semicolon separated list. It could be a single user or multiple users as well as a single AD, O365 group or several groups (internal only). O365 group means Office 365 group, Mail-enabled security group, or Security group.

NOTE:

If you enter incorrect email address or type the name of user that is not recognized, you will see:
 

Picture 851152588

Please check whether the user exists, or the email address follows the required format.

NOTE:

When you are adding or inviting a list of users at a time, the issue can occur. It can be for example because of the wrong format of the email address. The users or guests that were in the list but after the username or email address that caused the issue will not be added or invited to the Course Catalog. For example, if you are adding 7 users at a time and the email address of the 4th user was not recognized, the 5th and 6th users will not be added to the Course Catalog. Try adding or inviting those users once again.

    1. 4. Click the Add button. The user(s)/resolved user(s) from group(s) will be added to the Learner List and Visitor group of the site collection with the Course Catalog.

    2. 5. Once completed you will see the corresponding notifications:

Picture 851152613

  • The guest who you have already invited will receive the following email:

Picture 691

 

NOTE:

Please note that invitation link will be expired in 90 days.

  • Once the guests accept the invitation and complete all the steps, they will be redirected to Course Catalog Home page. Guests will be added to the Learner List of Course Catalog as well.

15.2 Deleting Learner’s Records from the Course Catalog

There is an option to purge Learner’s records from the current Course Catalog.

To do this, select the needed learner(s), and then in the More actions menu select ‘Purge Learner’s Records’ action:

Picture 383953869

After that, a confirmation message will appear. Click OK button to proceed or Cancel button to discard the action:

Рисунок 385

When you agree to continue the purge process, an authentication form will appear. You need to enter the password to proceed:

Рисунок 401

After that, another confirmation will appear. Click OK button to proceed or Cancel button to discard the action:

Рисунок 383953891

After deletion of Learner’s records is completed:

  1. 1. Learner will be unenrolled from all courses and training plans of the current Course Catalog;

  2. 2. Learner’s certificates will be deleted;

  3. 3. SCORMs’/AICCs’, quizzes’, and learning modules’ attempts will be deleted;

  4. 4. Learner will not be displayed in the Gradebook;

  5. 5. Learner is not displayed in the Reports;

  6. 6. Learner’s competencies are deleted, and he is removed from ‘Granted by’ column on the DB’s Competencies tab;

  7. 7. Learner’s rating is not counted in the course/training plan rating;

  8. 8. Learner is removed from the Learner List;

  9. 9. Learner can see records from other Course Catalogs on the Dashboard.

NOTE:

If learner has been enrolled in a course/training plan via AD group, he will be added to the Learner List again when synchronization has run.

NOTE:

If learner has another roles (e.g. is site’s owner), he will also be deleted from all site collection’s groups.

16. Managing Certificates

Certificates are managed from the Certificate Templates section in the Administration back-end. To find more please visit Managing certificates.

17. Managing Categories

Categories are managed from the Settings section in the Administration back-end. To learn more please visit Managing categories.

18. Managing Tags

Tags are managed from the Settings section in the Administration back-end. To find more please visit Managing tags.

19. Managing Competencies

Competencies are managed from the Settings section in the Administration back-end. For more detailed information please visit Managing competencies.

20. Managing Notifications

Notifications are managed via the Settings section in the Administration back-end:

Picture 89

NOTE:

Only Course Catalog administrators can see such page and manage Notifications & Microsoft 365 Connection Settings.

An email account is used for email delivery and booking Office 365 rooms. To enable correct delivery of email notifications, administrator must configure an email account, which will be used to send email notifications and book Office 365 rooms.

To configure the email account, complete the following steps:

  1. 1.  Click Microsoft 365 Connection Settings button:

Picture 31

  1. 2. Enable LMS365 to send email notifications, book Rooms and create meeting invitations. By default, they are disabled:

Picture 33

NOTE:

An additional consent is required to use Microsoft Graph API for LMS365 to create and book Microsoft Teams meetings for sessions:

Picture 71

Classic authentication method does not allow to use some application functionality:

Picture 1345054480

  1. 3. Select the Authentication Method:

Picture 110

Modern method. We highly recommend using this method as it offers secure user authentication and authorization based on Azure Active Directory without the need and store user's credentials. It also enables modern authentication features, for example multi-factor authentication (MFA).

To enable modern method:

  • Select Modern.

  • Click Connect.

  • Pick an account that will be used for sending email notifications and booking Office 365 rooms from and enter password.

  • Now the account is connected:

Picture 1345054431

  1. 4. Click Save button to save the changes or Cancel button to discard them.

NOTE:

LMS365 could not access the mailbox because of the following reasons:

  • The mailbox does not exist. It could be because of the Office 365 license limitations or changes in the settings.

  • SMTP client authentication is disabled for your account. Please follow the instruction on how to enable SMPT for the account.

NOTE:

Account used for LMS365 Microsoft 365 Connection Settings configuration must be an “In Cloud” account only.

NOTE:

Using a shared mailbox will not work when configuring a notification account.

To disconnect account, click disconnect and confirm your action. Please note once you have disconnected your account, LMS365 will no longer be able to send notifications and invitations.

NOTE:

If LMS365 no longer send the emails, please reconnect your account once again. Click Disconnect – confirm your action – Connect – pick an account – Save.

Classic method offers basic Exchange/SMTP authentication that requires user’s login and password.

NOTE:

We do not recommend using this method as Microsoft has announced the end of support for basic Authentication access.

You can still enable classic method:

  • Select Classic.

  • Enter your Office 365 Email Address and provide Email Account Password.

  • Click Save.

Classic authentication method does not allow to use some application functionality:

Picture 1345054481

NOTE:

If multi-factor authentication is enabled, to connect your Office 365 account, create an app password following the instruction.

NOTE:

Account used for LMS365 Microsoft 365 Connection Settings configuration must be an “In Cloud” account only. SMTP client authentication must be enabled for this account as well.

NOTE:

Using a shared mailbox will not work when configuring a notification account.

The system will not send out email notifications if the email account is not configured or invalid or the email is from another tenant.

If the email account is not configured, user will not see created in LMS365 Exchange Online rooms while creating new Classroom & Blended Training course (in Select Room dialog box). The following warning will appear:

Picture 851152608

NOTE:

We use Office 365 mail delivery approach for handling email notifications. In case you meet delivery issues, please have your administrator consult the following page for tips on how to fix the problem.

Notifications page provides the following information:

Picture 40

  • Name column – displays template’s name;

  • Enabled column – displays if notifications are enabled (and sent to users) or not;

  • Template column – displays if notifications are default or edited (customized);

  • Recipients column – displays the recipients of each notification;

  • Type column – displays the way users receive notifications (as an email, a message in Microsoft Teams, a message on mobile or as a scheduled appointment);

  • Relates To column – displays which training type notifications relate to (courses, training plans, course catalog)

To find the desired template, use the Search field:

Picture 56

Use Picture 118 buttons to filter the notifications:

  • by Statuses (All Statuses, Enabled or Disabled):

Picture 73

  • by the setting type (All Templates, Default or Custom):

Picture 69

  • by Recipients (All Recipients, By Role or By User):

Picture 1345054441

  • By Types of notification receiving (All Types, Email, Email & Teams, Appointment or Mobile)

Picture 78

  • By the application area notifications relate to (All Relates To, Course, Training Plan or Course Catalog):

Picture 74

You can edit, disable or enable notifications that will be sent to the users.

NOTE:

Any changes made to any fields in the notification templates will have the following consequences: the fields that have been modified will no longer be updated with the general product updates, and they will not respond to language localizations since these are based on the defaults.

 

Changes to the notification templates are classified as:

  • Customization – when the fields are edited by customer;

  • Localization – an automatic translation of the default fields values in the templates;

  • Updates – changes of the fields values from LMS365 side during releases.

 

Subject field

Message field

To and Cc fields

Frequency field

Customization

 

field becomes custom (separately)

field becomes custom (separately)

All these fields become custom together no matter which of them was changed by customer

 

 

Localization

not localized if custom

 

always localized

Updates

 

not updated if custom

More information can be found in Notification Templates: Customization, Localization, Updates.

 

20.1 Editing of the notification templates

Editing of a notification template field by user is called customization and such templates are marked as Custom in the All Templates column:

To edit (customize) a notification template:

  1. 1. Click the desired template

  2. 2. Select Edit Template.

  3. 3. Make necessary changes:

Picture 1345054461

To and Cc select the users who will receive the notification from the drop-down list or specify users from the Tenant:

Picture 650

NOTE:

It is impossible to select the AD Groups in the To and Cc fields.

NOTE:

Not all templates can be modified in To and Cc fields.

Variables – use the following values to enhance the notification or reminder.For each notification template variables are specific.

Picture 15

NOTE:

You can set the number of days in advance for the reminder emails to be sent. For example, you can set the number of days (21,14, 7) for the Approval Reminder to be sent after the enrollment request has been made and has not been approved or rejected by the approver:

Picture 851152622

NOTE:

The default number of days depends on the reminder itself.

NOTE:

The number should be positive and integer.

  1. 4. Click Save button to save them or Cancel button to discard the changes:

Picture 124

NOTE:

Line Managers can approve or reject requests for Classic Course Catalogs using only the links from an email notification. They must be members of ‘Visitors’ group on the site where course catalog is added in order to be able to do that.

NOTE:

When the approver tries to approve enrollment request in the full Classroom & Blended Training course using links from an email notification, they will see the following tooltip:

Picture 851152607

NOTE:

By default, all notification templates are enabled.

20.2 Reset to default option

To reset the customizations done to a notification template:

  1. 1. Click the desired template

  2. 2. Select Edit Template.

  3. 3. Click Reset Template button:

Picture 851152619

  1. 4. Confirm or cancel the reset to default:

Picture 383953874

  1. 5. Click Save button to save changes or Cancel button to discard them.

NOTE:

Reset button is active only for customized templates.

NOTE:

Reset to Default action restores default content and connection to general product updates and localization of the selected template.

To disable or enable a notification:

  1. 1. Click the desired notification.

    1. a. Select Disable Notifications.

Once the notification is disabled, you will see No in the Enabled column on the Notifications page.

    1. b. Select Enable Notifications (if the notification had already been disabled).

Once the notification is enabled, you will see Yes in the Enabled column on the Notifications page.

Picture 1345054474

There are the following notification templates grouped by the training they relate to (certificate and competency notifications are described in a separate chapter):

20.3 Course Catalog Notifications

Name

Description

Default Recipient(s)

To and Cc fields

Relates to

Notification Type

Guest Invitation

Guest users receives a notification that they have been invited to join the Course Catalog.

Guest users

Course Catalog

Email

20.4 Course Notifications

NOTE:

NOTE: For Classroom & Blended and Webinar course types with ‘Enroll user into a single course session’ enrollment type learner is able to choose the needed session to enroll on the Course Home Page.

 

Name

Description

Default Recipient(s)

To and Cc fields

Notification Type

Adding to the Waiting list Confirmation

Learner(s) receive a notification that were added to the waiting list.

To: Learner

Cc: Course admin

Email, Teams

Approval Reminder

The approver gets a notification about pending request. LMS Admin can edit the template and set the number of days for the reminder to be sent after the enrollment request has been made and has not been approved or rejected by the approver. The default number of days for the reminder to be sent is 21,14, 7

NOTE: Disabled by default

To: Approver (Line Manager or LMS Administrator)

Email, Teams

Classroom/Webinar Enrollment Cancellation

Learner’s enrollment to the course has been cancelled.

To: Learner

Email, Teams

Classroom/Webinar Enrollment Confirmation

Learner’s enrollment to the course has been confirmed.

To: Learner

Email, Teams

Classroom/Webinar Scheduled – Appointment Invite

Learners gets an invitation to take part in a scheduled training course. To add the information to your calendar you will be ask to accept the invitation.

For Classroom courses with All sessions enrollment type all related earners, instructors and course administrators are added to the attendees list and will receive an invite to every scheduled session of the classroom training.

For Classroom courses with Single session enrollment type all related learners, instructors and Course administrators are added to the attendees list and will receive an invite to the single session selected by the learner.

NOTE: If AD group has been added to the classroom training attendees, each member of this group will receive a Classroom/Webinar Scheduled – Appointment invite notification.

To: Course Admin, Instructor, Learner

NOTE: To & Cc fields can not be customized

Appointment

Classroom/Webinar Session Approval Reminder

The approver gets a notification about pending request. LMS Admin can edit the template and set the number of days for the reminder to be sent after the enrollment request has been made and has not been approved or rejected by the approver. The default number of days for the reminder to be sent is 21,14, 7

To: Approver

Email, Teams

Classroom/Webinar Session Cancelled (only for Mobile App)

Learner(s) get a notification that the classroom session has been cancelled. This notification will only be in the Mobile App. The learners will see it in the Notifications tab and as a push notification.

To: Learner

Mobile

Classroom/Webinar Session Enrollment Approval Request

The approver gets a notification about training registration pending approval.

To: Approver

Email, Teams

Classroom/Webinar Session Instructor Added

Learner(s) receive a notification that they have been assigned as an instructor to a Course Session.

To: Learner

Email, Teams

Classroom/Webinar Session Instructor Removed

Learner(s) receive a notification that they have been unassigned as an instructor from a Course Session.

To: Learner

Email, Teams

Classroom/Webinar Session Updated (only for Mobile App)

Learner(s) get a notification that classroom session has been updated. For example, Start or End dates, Time Zone or Room have been changed. This notification will only be in the Mobile App. The learners will see it in the Notifications tab and as a push notification.

To: Learner

Mobile

Classroom/Webinar Start Reminder

Enrolled learners receive a notification about the classroom training start date. You can edit the reminder template and set the number of days prior to the start date when the reminder will be sent to the users. The default number of days for the reminders to be sent is 7, 3, 1

To: Learner

Email, Teams

Course Completed Confirmation

Enrolled learner(s) receive a notification that the course is completed.

To: Learner

Email, Teams

Course Due Date Passed

A notification informing that the course has passed its due date.

To: Learner

Cc: Line Manager

Email, Teams

Course Due Date Reminder

Enrolled learner(s) receive a notification about the course due date. You can edit the reminder template and set number of days prior to the course due date when the reminder will be sent to the enrolled learners. The default number of days for the reminders to be sent is 14, 7, 3, 1.

To: Learner

Email, Teams

Course Ended

Learner(s) receive a notification that the course has reached its end date.

To: Learner

Email, Teams

Course Enrollment Approval Request

The approver gets a notification about course registration pending approval if learner enrolls in the training with Line Manager Approval or Administrator Approval enrollment flows.

To: Approver

Email, Teams

Course Enrollment Cancellation

Learner’s enrollment to the course has been cancelled.

To: Learner

Email, Teams

Course Enrollment Confirmation

Learner(s) receive a notification that they have been enrolled into the course with All sessions enrollment type.

To: Learner

Email, Teams

Course Progress Reset

Learner(s) receive a notification that progress of one or more learning modules in the course they have taken has been reset.

To: Learner

Email, Teams

Course Published

LMS Administrator and Course Administrator receive a notification that the course has been published.

NOTE: This notification is not sent if course Start/End dates are less than course creation date.

To: LMS Admin, Course Admin

Email, Teams

Course Session Selection Request

Learner(s) receive a notification that course session selection request for a course is pending (only in case when learner was enrolled in a training plan which includes courses with ‘Enroll user into a single session’ option selected). After learners select a session they will receive Classroom Scheduled -Appointment Invite notification or Webinar Scheduled -Appointment Invite notification.

To: Learner

Cc: Line Manager

Email, Teams

Course Unpublished

LMS Administrator and Course Administrator receive a notification that the course has reached its end date or is unpublished.

NOTE: This notification is not sent if course Start/End dates are less than course creation date.

To: LMS Admin, Course Admin

Email, Teams

Pending Approval Confirmation

Learner(s) receive a notification that their enrollment request is pending approval if they enroll in the training with Line Manager Approval or Administrator Approval enrollment flows.

To: Learner

Email, Teams

Reject Confirmation

Learner(s) receive a notification that their enrollment request has been rejected.

To: Learner

Email, Teams

The Course has started

Active enrolled learners (learners with statuses “In progress” or “Not Started”) receive a notification that the course has started.

NOTE: The User will receive the following notification if the status of the course was changed from unpublished to published.

To: Learner

Email, Teams

20.5 Training Plan Notifications

Name

Description

Default Recipient(s)

To and Cc fields

Notification Type

Pending Approval Confirmation

Learner(s) receive a notification that their enrollment request is pending approval if they enroll in the training with Line Manager Approval or Administrator Approval enrollment flows.

To: Learner

Email, Teams

The Training Plan has started

Enrolled learner(s) (with statuses “In progress” or “Not Started”) receive a notification that the training plan has started.

NOTE: The User will receive the following notification if the status of the training plan was changed from unpublished to published.

To: Learner

Email, Teams

Training Plan Approval Reminder

The approver receives a notification about pending enrollment request. Approver’ recipient in the email template means either Line Manager or LMS Administrator depending on which enrollment flow is handled by the system. You can edit the reminder template and set number of days after the enrollment request has been made and has not been approved or rejected by the approver. The default number of days for the reminders to be sent is 21, 14, 7

To: Approver (Line Manager or LMS Administrator)

Email, Teams

Training Plan Completed Confirmation

Enrolled learner(s) receive a notification that the training plan is completed after all completion conditions are met.

To: Learner

Email, Teams

Training Plan Due Date Passed

Enrolled learner(s) receive a notification that the training plan has passed its due date.

To: Learner

Cc: Line Manager

Email, Teams

Training Plan Due Date Reminder

Learner(s) receive a notification them about the training plan due date. You can edit the reminder template and set number of days prior to the training plan due date when the reminder will be sent to the enrolled learners. The default number of days for the reminders to be sent is 14, 7, 3, 1.

To: Learner

Email, Teams

Training Plan Ended

Enrolled learner(s) receive a notification that the training plan has reached its end date.

Learner

Email, Teams

Training Plan Enrollement cancellation

Learner’s enrollment to the training plan has been cancelled.

To: Learner

Email, Teams

Training Plan Enrollment Approval Request

The approver gets a notification about training plan registration pending approval.

 

To: Approver

Email, Teams

Training Plan Enrollment Confirmation

Learner(s) get a notification that they have been enrolled into the training plan.

NOTE: If courses included into the training plan do not have prerequisites, learner will receive only Training Plan Enrollment Confirmation when enrolls into it, no Course Enrollment Notifications will be sent.

NOTE: If courses have prerequisites inside the training plan, learner will receive Training Plan Enrollment Confirmation when they enroll into it along with the Course Enrollment Notifications each time learner enrolls into the unlocked course of the training plan.

The same logic is applied when the learner retakes training plan or unenrolls from it.

To: Learner

Email, Teams

Training Plan Pending Approval Confirmation

Learner gets a notification that their enrollment request is pending approval

To: Learner

Email, Teams

Training Plan Progress Reset

Enrolled learner(s) receive a notification thatprogress of one or more courses in the training plan they have taken has been reset.

To: Learner

Email, Teams

Training Plan Published

LMS Administrator and Course Administrator receive a notification that the training plan has been published

NOTE: This notification is not sent if training plan Start/End dates are less than training plan creation date

To: LMS Admin & Course Administrator

Email, Teams

Training Plan Reject Confirmation

Learner(s) get a notification that their enrollment request has been rejected by Line Manager or Course Administrator

To: Learner

Email, Teams

Training Plan Unpublished

LMS Administrator and Course Administrator receive a notification that the training plan has reached its end date.

NOTE: This notification is not sent if training plan Start/End dates are less than training plan creation date.

To: LMS Admin & Course Administrator

Email, Teams

20.6 Certificate & Competency Notifications:

Name

Description

Default Recipient(s)

To and Cc fields

Relates to

Notification Type

Certificate Expired

Specified user(s) receive a notification that the course certificate has expired

To: Learner

Cc: Line Manager

Course

Email, Teams

Certificate Expiry Reminder

Specified user(s) receive a notification that the course certificate is about to expire. You can edit the template and set the number of days for the reminder to be sent prior to the certificate expiration. The default number of days for the reminders to be sent is 60, 30, 14, 7

To: Learner

Cc: Line Manager

Course

Email, Teams

Competency Granted

Specified user(s) receive a notification that a competency will be granted after completing a course or training plan.

To: Learner

Course

Email, Teams

Competency Revocation Reminder

Specified user(s) receive a notification that competency is due to be revoked. You can edit the reminder template and set the number of days for the reminders to be sent. The default number of days is 30, 14, 7

To: Learner

Course

Email, Teams

Competency Revoked

enables sending to the learner and the line manager a notification that competency has been revoked

To: Learner

Cc: Line Manager

Course

Email, Teams

Competency Updated

Specified user(s) receive a notification that a competency level has been changed

To: Learner

Course

Email, Teams

Training Plan Certificate Expired

Specified user(s) receive a notification that the course certificate has expired

To: Learner

Cc: Line Manager

Training Plan

Email, Teams

Training Plan Certificate Expiry Reminder

Specified user(s) receive a notification that the course certificate is about to expire. You can edit the template and set the number of days for the reminder to be sent prior to the certificate expiration. The default number of days for the reminders to be sent is 60, 30, 14, 7

To: Learner

Cc: Line Manager

Training Plan

Email, Teams

21. Managing ConfIguration

The LMS365 configuration is managed from the Settings section in the Administration back-end:

Picture 851152633

 

NOTE:

Only Course Catalog administrators can see such page and manage Enrollment Flows.

In the LMS Configuration section, you can configure Course rating settings, the way the Course Sessions will display and the enrollment flows:

Picture 427

  • Course Rating– enables displaying course/training plan rating:

Picture 1345054439

NOTE:

Common rating is calculated as an average of all received (not hidden) ratings. Number of all ratings is displayed next to the common rating. If no rating is set for the course/training plan, rating stars will be greyed out.

If Show Rating option is disabled, sorting by Highest Ranked Courses will be hidden from the Course Catalog web part and Manage Rating option will be hidden from the Course/Training Plan Management.

  • Course Sessions Display – allows setting maximum number of the course sessions to show before the More sessions link on the Course Home page and in the information callout on the Course Catalog (default value is 5):

 

Picture 642

  • Enrollment Flow – allows choosing the way of enrollment into the Courses and Training Plans:

In the Enrollment Flows section you can enable or disable Enrollment Flows that will be available in the Course/Training Plan creation (by default all are enabled except the External Approval one).

Select the needed Enrollment Flows and click Save Changes button to save the changes or Cancel Changes button to discard them.

The changes will now be applied for the Course/Training Plan creation.

NOTE:

External Approval (Webhook) enrollment flow allows creating a custom approval flow (e.g. in Microsoft Flow) using ‘EnrollmentApprovalRequest’ Webhook Event. For more detailed information please read our Help Center article.

22. Courses and Training Plans Search

NOTE:

Please be advised that the training in the Course Catalog are displayed to users according to their roles. It means that if a user is not present in any course or training plan group (learners; administrators; visitors), the training will not be shown in the Course Catalog for him. Course Catalog Administrators see all training in the Course Catalog.

By default, all courses/training plans are displayed on Course Catalog web part. If Highest Ranked Courses option is enabled, these courses/training plans are displayed as well. To search needed courses/training plans, use the following filters:

  1. 1. By category – list of categories in the left side menu allows filtering courses/training plans by category (you can configure what categories to display in the filters in the Course Catalog Settings):

Рисунок 42

  1. 2. By course type – list of all course types in the left side menu allows filtering courses/training plans by course type (you can configure what course types to display in the filters in the Course Catalog Settings):

Рисунок 839122754

  1. 3. By course dates - using Course Session(s) Dates filter you can set Start and End date period of the training:

Picture 481

Classroom & Blended and Webinar courses will be filtered by start and end dates of the course sessions (courses without sessions will not be filtered).

To find a course or a training plan, use catalog search field (search runs on title, short/long description, categories, tags, and contacts):

Рисунок 839122762

NOTE:

When filters are applied (Categories/Course Type/Course Date) and/or search is used, Search Query is automatically placed in the URL, e.g. https://elearningforce.sharepoint.com/sites/va-pa/SitePages/Course%20Catalog.aspx?lms365cc=%7B"sd"%3A"2017-12-15T21%3A00%3A00.000Z"%2C"ed"%3A"2018-01-14T21%3A00%3A00.000Z"%7D#.

Direct URL will navigate you to a Course Catalog with the already applied filtering.

23. Reports

Reporting functionality is available in the Administration Back-end and contains information related to courses and training plans. The system allows creating two types of reports:

To view learners and training Reports, do the following actions:

  1. 1. On the Course Catalog Web Part click Course Creator button Рисунок 839122752. You will be redirected to the Administration Back-End. Choose Reports link in the Course Management section:

Рисунок 62

There you can select from two types of reports:

  • Learner Reports – show information about learners’ training;

  • Training Reports – show information about courses/training plans.

23.1 Learner Reports

To create a Learner Report, do the following actions:

  1. 1. On the opened Reports page select group by Learner from the drop-down list:

Picture 431

  1. 2. Use filters to customize information that will be included in your Report:

Select – select a learner from the drop-down list to include information only about this learner;

  • Include – select type of learners: Active, Inactive (user’s account was disabled or deleted in the Azure AD or the user had been enrolled into the course, but then they cancelled their registration, or an administrator cancelled an enrollment) or All and type of courses: Active, Deleted or All to include in the report;

  • Start Date – set start date for the Report;

  • End Date – set end date for the Report.

NOTE:

Start and End Date filtration is based on the course completion date.

  1. 3. Click Create Report button Picture 396. An .xlsx report will be created and downloaded to your computer. It contains the following information:

Picture 58

  • Learner’s name – shows name of learner;

  • Email – shows learner’s e-mail address;

  • Department – shows learner’s department;

  • Number of Courses – shows number of learner’s courses/training plans;

  • Course Name – shows titles of courses/training plans into which the learner is enrolled;

  • Completion status – shows percent of completed courses/training plans;

  • Status – shows learner’s completion status;

      • oNot Started – learner has enrolled, but has not started the course/training plan;

      • oIn Progress – learner has started the course/training plan, but has not completed it yet;

      • oCompleted – learner has completed the course/training plan;

  • Date & Time Completed – shows date and time of course/training plan completion (for completed courses/training plans);

  • CEUs – shows number of Continuing Education Units assigned to learner for course/training plan completion;

  • Enrollment Type – shows type of enrollment into a course/training plan;

  • Enrollment Date – shows date and time of learner’s enrollment into a course/training plan (date and time are set according to the Regional Settings of the current site);

  • Course Type – shows type of the course/training plan;

  • Course ID – shows ID of the course/training plan;

  • Course URL – shows URL of the course/training plan;

  • Category – shows course/training plan category;

  • Course Duration – shows course/training plan duration.

For Classroom & Blended and Webinar course types, information about course sessions is also displayed:

Рисунок 1345054618

  • Start Date – shows date and time classroom/webinar event starts;

  • End Date – shows date and time classroom/webinar event ends;

  • Time Zone – shows time zone selected for classroom/webinar event;

  • Location (for Classroom) – shows room for the classroom event;

  • Meeting URL (for Webinar) – shows Webinar meeting URL.

23.2 Training Reports

To create a Training Report, do the following actions:

  1. 4. On the opened Reports page select group by Training from the drop-down list:

Picture 429

  1. 5. Use filters to customize information that will be included in your Report.

  • Select – select a course or a training plan from the drop-down list to include information only about this course/training plan;

  • Include – select type of learners: Active, Inactive (user’s account was disabled or deleted in the Azure AD or the user had been enrolled into the course, but then they cancelled their registration or an administrator cancelled an enrollment)or All and type of courses: Active, Deleted or All to include in the report;

  • Start Date – set start date for the Report;

  • End Date – set end date for the Report.

NOTE:

Start and End Date filtration is based on the course completion date.

  1. 6. Click Create Report button Picture 408. An .xlsx report will be created and downloaded to your computer. It contains the following information:

Picture 1345054432

  • Course Name – shows name of the course/training plan;

  • Number of Learners – shows number of enrolled learners;

  • Learner’s name – shows name of learner;

  • Email – shows learner’s e-mail address;

  • Completion status – shows percent of learners who completed the course/training plan;

  • Status – shows learner’s completion status;

      • oNot Started – learner has enrolled, but has not started the course/training plan;

      • oIn Progress – learner has started the course/training plan, but has not completed it yet;

      • oCompleted – learner has completed the course/training plan;

  • Date & Time Completed – shows date and time of course/training plan completion (for completed courses/training plans);

  • CEUs – shows number of Continuing Education Units assigned to learner for course/training plan completion;

  • Department – shows learner’s department;

  • Enrollment Type – shows type of enrollment into a course/training plan;

  • Enrollment Date – shows date and time of learner’s enrollment into a course/training plan (date and time are set according to the Regional Settings of the current site);

  • Course Type – shows type of the course/training plan;

  • Course ID – shows ID of the course/training plan;

  • Course URL – shows URL of the course/training plan;

  • Category – shows course/training plan category;

  • Course Duration – shows course/training plan duration.

For Classroom & Blended and Webinar course types, information about course sessions is also displayed:

Рисунок 1345054619

  • Start Date – shows date and time classroom/webinar event starts;

  • End Date – shows date and time classroom/webinar event ends;

  • Time Zone – shows time zone selected for classroom/webinar event;

  • Location (for Classroom & Blended Training) – shows room for the classroom event;

  • Meeting URL (for Webinar) – shows Webinar meeting URL.

23.3 Course Reports

LMS365 gives an opportunity to create reports for a specific course so the administrators can view the important data related to course content. Course Reporting functionality is available in the Course Management panel:

 

Picture 1919454581

Use filters to customize your Course Report:

Select – select a learning item from the drop-down list (Content Package, Learning Module or Quiz depending on learning items enabled in the course):

Picture 851152591

Grouped by – allows two types of reports: by learner or by learning item:

Picture 851152611

NOTE:

Grouped by directly affects Select Scope field.

Depending on Grouped by a specific type of content will be allowed to select:

If grouped by learner - select a specific learner:

Picture 851152616

If grouped by learning item - select a learning item for the report:

Picture 851152620

The same is for all learning items from the Select field.

Include – select type of learners: Active, Inactive (user’s account was disabled or deleted in the Azure AD or the user had been enrolled into the course, but then they cancelled their registration, or an administrator cancelled an enrollment) or All to include in the report:

Picture 851152623

NOTE:

Include field directly determines the learners from the Select Scope field.

All learners type will show all learners (both Active and Inactive).

If Active Learners type is selected – only active learners will be shown in the Select Scope.

If Inactive Learners type is selected – only inactive learners will be shown in the Select Scope.

Start Date – set start date for the Report;

End Date – set end date for the Report.

  • The result of the Start and End Date filtration is based on the of attempts made in the selected period of time.

Export to Excel - download a report to your computer.

NOTE:

Depending on the selection you have already made there will be differences in what is included in the report.

For more detailed information follow to How to understand the Course Reports

24. License Information

LMS administrator can view license count as well as create a report from the User Administration tab:

Picture 432

NOTE:

The Global Admin has permissions to manage (i.e. edit, activate, deactivate, etc.) licenses and notifications. To perform these actions, navigate to Global Settings – Settings – License Information and make the desired changes.