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.

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.

You can 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. More detailed information can be found in Configuring the Course Catalog Web Part

3. Creating a Course

The LMS365 Course Creator & Catalog allows creating courses. User Guide provides general information about course creation. For detailed step by step description please visit Creating, Editing, and Deleting 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.

3.1 Creating Course Sessions

User Guide provides general information about course session creation. For detailed step by step description please visit 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.

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. Detailed description and information about the Course Home Page section of The LMS365 Learner Experience

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;

  2. 2. On the opened page edit settings of the course;

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

  4. 4. To save changes click Save button at the bottom of the page.

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

Detailed information can be found in How to Create, Edit and Delete Courses

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;

  2. 2. On the Training Plan List page click Create Training Plan button;

  3. 3. Fill in the open form;

7. Training Plan Home Page

Training Plan home page overview and detailed description can be found at The Training Plan Home Page

8. Editing Training Plan

NOTE:

Only users with Owner rights can edit training plans.

To find detailed information how to edit a training plan please visit Editing Training Plans

9. The LMS365 Player

A list of all Learning Items of the site is displayed on the Learning Modules Web Part. For the users with preview of the new design learning items block is called Content and has different buttons for navigation and review. Detailed information on LMS365 Player can be found in Engaging with the learning

10. Managing Course List Page

The Course List provides an overview of all courses in a Course Catalog and options for managing these as well as creating new courses. Please visit The Course/Training Plan Lists and their Capabilities for detailed information.

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. After that, click the Add External App button at the top of the page. In the opened actions panel fill in required fields. 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.

Detailed information on how to edit or delete external apps, how to view learner’s details can be found in External Apps Management.

11. Managing Training Plan List

The Training Plan List provides an overview of all training plans in a Course Catalog and options for managing these as well as creating new training plans. Please visit The Course/Training Plan Lists and their Capabilities for detailed information.

12. Enrolling into Courses

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

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:

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  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.

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

  • 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:

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  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 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

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.

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

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/Training Plan Management panel 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.

15. Learners’ Management

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

NOTE:

The information about users is taken from the Azure AD.

Detailed information can be found in Managing Learners in a Course Catalog.

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

User Guide provides general overview of notifications, for detailed information please visit LMS365 Notifications: Overview and Management.

Notifications are managed via the Settings section in the Administration back-end.

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 find more about configuring the email account please visit Email account

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.

To find the desired template, use the Search field or filter the notifications.

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. To find more please visit Notification templates: Customization, Localization, Updates.

Editing of a notification template field by user is called customization and such templates are marked as Custom in the All Templates column. You can disable or enable a notification if needed. For detailed information please visit LMS365 Notifications: Overview and Management

21. Managing ConfIguration

The LMS365 configuration is managed from the Settings section in the Administration back-end.

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

22. 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:

23. License Information

LMS administrator can view license count as well as create a report from the User Administration tab:

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.

Detailed information can be found in Managing LMS365 Licenses

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