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.

C:\Users\puchilo_v\AppData\Local\Microsoft\Windows\INetCache\Content.MSO\8E594845.tmp

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:

Picture 693

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).

Picture 699

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:

Picture 22

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):

Picture 700

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

Picture 702

  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:

Picture 851152614

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

Picture 851152638

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:

Picture 851152587

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

Рисунок 41

Рисунок 1

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:

Picture 400

  • 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:

Picture 851152597

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.

If the Learner has completed the training, the Course Administrator can initialize or trigger a retake for a specific learner via Learner Administration – Learner List –the desired learner – Picture 1919454540View Learner’s Progress - the desired training – Retake icon:

Picture 851152578

You will see a confirmation message:

Picture 449

OR

In case the retake ability is allowed by the Course Administrator the Learner can initialize a retake for a specific training via the Dashboard:

Picture 10

or training home page

Picture 33

The learner will see the confirmation message:

Picture 461

NOTE:

The status of the training will be changed to Not Started, but the Learner's previous completion will still be registered in the Learner's training record.

Until the retake is completed, both the previous completion and the retake will appear in Transcript section of My Training Dashboard:

Picture 409

 

For more detailed information follow to Course/Training Plan Retake article.

  • 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).

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:

Picture 23

 

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:

Picture 48

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

Picture 478

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).

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 event.

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 Exchange Online 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 were added while the session was created as well as assigned Instructors’ names will be shown in the Course Session Information panel:

Picture 1345054609

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 Meeting URL which is used instead of Rooms reservation:

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 configure settings on the Tenant level, do the following:

  1. 1. Make sure your Office 365 account is a Global Administrator. Connect to LMS365 Exchange Online using SharePoint Online Management Shell:

    • Run Management Shell as an administrator.

    • Install the Exchange online PowerShell module:

NOTE:

For more details, please follow Exchange Online PowerShell V2 module

Install-Module -Name ExchangeOnlineManagement

    • Set the execution policy:

Set-ExecutionPolicy -Scope Process -ExecutionPolicy RemoteSigned

NOTE:

The account you use will need permissions to LMS365 Exchange Online. By default, only Global Administrators in Office 365 have Organization Management rights in Exchange Online.

NOTE:

Once there is a “A parameter cannot be found that matches parameter name “Roomlist” error, please check your permission and be sure that you are a Global Administrator.

  1. 2. Connect to Exchange Online:

Connect-ExchangeOnline

  1. 3. Create a Room List Office 365:

Get-Mailbox -RecipientTypeDetails RoomMailbox -Filter {Office -eq 'All Rooms'} | select -ExpandProperty Alias

New-DistributionGroup -RoomList -Name 'AllRooms' -Members $RoomAlias

NOTE:

All Rooms’ value is an example. You can specify any value you want to name your Room List.

  1. 4. Create rooms in Office 365 Admin center:

    • Navigate to the Microsoft admin center.

    • Click Resources tab on the left-side menu, and then Rooms & equipment link.

    • Click Addresource, select Room in Recourse type, and fill in the rest of the fields. The fields marked with an asterisk (*) are required.

    • Click Save to create a room.

  2. 5. Add existing Room Mailboxes (from the email field) to Room List Distribution Groups:

Add-DistributionGroupMember -Identity "All Rooms" -Member yourroommailboxname

In our example, this cmdlet will have the following view: Add-DistributionGroupMember -Identity "All Rooms" -Member room@lms365.onmicrosoft.com

Once you have configured settings on the Tenant level, you need to configure settings on the Course Catalog level. To do this, follow the steps:

  • Enable notification settings in Course Catalog: Settings > Email Notification Templates > Exchange Online Settings (see chapter Managing Email Notificationsfor details). It is required to configure Exchange Online Settings for each Course Catalog with the same account set in the next point or run the command from the next point for a new user according to Exchange Online Settings.

  • Add Calendar Permissions with Management Shell:

$(Get-Group "All Rooms").Members | % {
$member = $_
$mailBox = Get-Mailbox -Identity $member 
Add-MailboxFolderPermission $mailBox":\Calendar" -User 
mailname@domain.com -AccessRights Reviewer}

NOTE:

Use the email from the step 1 instead of mailname@domain.com.

Now you will be able to select rooms from the Room List which you have set permissions on while creating/editing Classroom & Blended Training course sessions.

NOTE:

Once a room is created, you can book it for no longer than 24 hours.

NOTE:

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

4. Course Home Page

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

These Web Parts provide the learner with all the Course Information such as Course Description, Learning Modules, and Sessions 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);

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

  • 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 1345054405

Click More sessions button to see the list of all course sessions.

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

Picture 1345054407

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

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

Рисунок 16

NOTE:

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

Picture 1919454543

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

Picture 1345054410

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 1345054411

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:

Рисунок 1345054499

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 Learners (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):

Picture 1919454548

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

  • Training Plan 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 and their 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.

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’ link under the Training Plan 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 on the Training Plan site:

Picture 1345054415

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 link in the Training Plan 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

The learner will see the confirmation message:

Picture 1919454545

NOTE:

The status of the training plan will be changed to Not Started, but the Learner's previous completion will still be registered in the Learner's training record.

Until the retake is completed, both the previous completion and the retake will appear in Transcript section of My Training Dashboard:

Picture 1919454573

For more detained information follow to Course/Training Plan Retake article.

 

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

To start a new attempt, do the following:

  1. 1. Select the learning item to complete.

  2. 2. Click the Picture 663 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

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 be counted as one Learner regarding Max. Attendees.

Picture 1345054779

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 1345054781To 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. 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 438

 

Picture 1919454569

 

NOTE:

Start and End Dates fields are required:

Picture 1919454575.

To delete a course session, click Course Session button Picture 1345054782on 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 follow to Course/Training Plan Retake article.

      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 se the number of available places 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 be counted as one Learner regarding Max. Attendees.

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 Learners 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 1345054421

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 Me to Waiting List” button.

Picture 1345054424

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

A screenshot of a cell phone

Description automatically generated

As soon as vacant spots appear the users will be enrolled in the Session automatically.

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 Me from Waiting List “in the Course Information callout:

Picture 1345054426

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

Picture 1345054429

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:

Picture 1345054427

  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 Course Information callout:

Picture 1345054430

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:

Рисунок 1345054732

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 37

Picture 52

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).

  • 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 Exchange Online 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.

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:

  • Picture 383953868Navigate to Course Creator – Settings - Email Notification Templates and click Exchange Online Settings button:

  • Turn Enable Email Notification 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:

Picture 851152629

To create a new certificate template:

  1. 1) click Create a Certificate button and choose the type of the Certificate (for the Course or for the Training Plan):

Picture 383953870

  1. 2) fill in the open form:

Picture 851152627

  • Name – specify title for the certificate template;

  • Description – enter description for the certificate template;

  • Background Image – upload a custom background image or use default one. Select the area on the background image to place the certificate text by drawing a box on it:

Picture 53

NOTE:

Recommended image size for A4 paper print:

150 dpi = 1240 x 1754 pixels

300 dpi = 2480 x 3508 pixels

  • Content – enter the certificate text that will be placed in the defined area on the certificate template. You may use variables that are described in the form. To preview the certificate, click Preview button.

  • Text Alignment – select either Left, Center or Right to set the text alignment;

  • Vertical Alignment – select either Top, Middle or Bottom to set the vertical alignment;

  • Drop Shadow – enable this option if you want the text to drop shadow;

  • Font – select from the drop-down list the font type for the text of the certificate;

  • Font Size – enter the font size of the text;

  • Font Style – enable options to apply corresponding style to the text.

NOTE:

The only difference between two types of certificates is two more variables in the Training Plan certificate template: {training plan} and {courses}:

Picture 1345054716

NOTE:

Date and time format of the certificate is not changed according to the settings of Course/Course Catalog site. Therefore, you can set the format using the provided tokens. Expand All Formats under the needed token to see the full list and use necessary one:

Picture 450

NOTE:

You can denote the specific formant of the CUEs {ceu:F2} to be displayed on the Certificate, where 2 is the number of digits after the delimiter. To learn more about the formats, clickMicrosoft Formatting Types.

  1. 3) save the changes.

NOTE:

Certificate is assigned to a course/training plan during course/training plan creation or editing.

Use Picture 456 button to quickly filter the certificates by the type (All Certificates, Course or Training Plan):

Picture 383953875

17. Managing Categories

Categories are managed from the Settings section in the Administration back-end:

Picture 851152628

NOTE:

Only Course Catalog administrators can see such page and create, edit, delete or search the categories.

Categories are displayed for the current course catalog:

Picture 383953876

In this section you can see a list of already created categories and subcategories (click Expand button next to the Parent category to see a list of subcategories), view list of courses that use categories, edit, and delete them as well as create new ones.

To create a new category:

  1. 1. Click Add Category button at the top of the page;

  2. 2. In the left-side menu, enter the name of the category, select its parent category (it will be created as a subcategory) or select ‘Top Level’ if you want to create a parent category:

Рисунок 1345054608

  1. 3. Click Save button to create a category.

To edit a category:

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

  2. 4. In the left-side menu make the necessary changes to the category. You can rename it or change its level (e.g. make it a subcategory);

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

To see courses/training plans that use the category, click View button Рисунок 31 next to its name. The following form will appear:

Рисунок 47

You can delete only categories that are not in use and do not have subcategories. Do the following steps:

  1. 1. Select the category that you want to delete;

  2. 2. In the left-side menu click Delete Category button:

Picture 1919454547

  1. 3. Confirm the deletion:

Рисунок 839122758

Any changes in categories will automatically be updated in the course catalog.

18. Managing Tags

Tags are managed from the Settings section in the Administration back-end:

Picture 851152630

NOTE:

Only Course Catalog administrators can see such page and edit or delete tags.

Tags are displayed for the current course catalog.

To edit the tag, do the following steps:

  1. 1. Click the tag.

  2. 2. Make the necessary changes to the tag.

  3. 3. Click “Save” button to save the changes:

Picture 386

To see courses/training plans that use this tag, click View buttonPicture 1345054684. The following form will appear:

Picture 1345054740

To delete the tag, perform the following steps:

NOTE:

You can delete only those tags, which are not used on the current Course Catalog.

  1. 1. Click the required tag.

  2. 2. On the opened actions panel click “Delete Tag” button and confirm the deletion.

Any changes in tags will automatically be updated in the course catalog.

19. Managing Competencies

NOTE:

Competency Framework is available when Trial License is activated or ‘Competency Framework’ option is selected in the license (additionally purchased). If you see the following message, please contact your EFI Business Manager or LMS365 Support Team:

Picture 1919454552

The same will happen on the Dashboard in the Competencies tab:

Рисунок 1345054663

Competencies are managed from the Settings section in the Administration back-end:

Picture 851152631

NOTE:

Only Course Catalog administrators can see such page and add, edit or delete competencies.

NOTE:

Competencies are Course Catalog based items.

To add a new competency, in the Competency Framework section select Manage Competencies tab, and then click Add Competency button:

Picture 407

In the Add Competency actions panel specify the Name of the created competency, select Scale Set (you can select either Default one or create a new one first), and optionally specify categories and tags:

Рисунок 57

Click Save button to add a new competency to the Competencies list.

To add a new Scale Set, in the Competency Framework section select Manage Scale Sets tab, and then click Add Scale Set button:

Picture 411

In the Add Scale Set actions panel, specify the Name of the created scale set, select whether it will be the default one, and then add competency levels with the corresponding values (you can add new, edit existing ones as well as delete them):

Рисунок 60

Click Save button to add a new scale set to the Scale Sets list. After scale set is created, you can delete it (the default scale set can be deleted only after another one is set to default).

To see course(s) and training plan(s) that use the competency, click View icon next to its name. ‘Training(s) using this Competency’ sidebar will open:

Рисунок 394

To remove competency from the training, click the Delete button next to its name, and then confirm the deletion:

Picture 1919454553

20. Managing Email Notifications

Email notifications are managed via the Settings section in the Administration back-end. Click Settings tile followed by Email Notification Templates:

Picture 851152632

NOTE:

Only Course Catalog administrators can see such page and manage Email Notifications & Exchange Online 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 Exchange Online Settings button:

Picture 56

  1. 2. Enable Email Notifications. By default, they are disabled:

Picture 63

  1. 3. Select the Authentication Method:

Picture 383953879

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.

  • Click Accept button and accept the requested permissions:

Picture 851152602

NOTE:

If the user consent is not allowed in your organization, you will not be able to grant permission to the application. Ask you Global Office 365 Administrator to grant it.

  • Now the account is connected:

Picture 383953880

  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 Exchange Online 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 email 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.

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 Exchange Online 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.

To find the desired template, use the Search field:

Picture 647

To filter the templates by the type (All Certificates, Course or Training Plan), use Picture 26 button:

Picture 648

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 edit the notification template:

  1. 1. Click the desired one.

  2. 2. Select Edit Template.

  3. 3. Make necessary changes:

Picture 643

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.

To reset the customizations done to a notification template:

  1. 1. Click the desired one.

  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 when a template is customized.

NOTE:

Reset to Default action restores default content and connection to general product updates and localization of the selected template.

To disable or enable the notification templates.

  1. 1. Click the desired notification templates.

    1. a. Select Disable Notifications.

Once the notification is disabled, you will see No in the Enabled column on the Email Notification Templates 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 Email Notification Templates page.

There are the following notification templates:

Name

Description

Default Recipient(s)

To and Cc fields

Guest Invitation

Guest users receives a notification that they have been invited to join the Course Catalog.

Guest users

20.1 Course Notifications

Name

Description

Default Recipient(s)

To and Cc fields

Course Enrollment Approval Request

The approver gets an email notifying them about course registration pending approval if learner enrolls in the training with Line Manager Approval or Administrator Approval enrollment flows.

To: Approver

Pending Approval Confirmation

Learner(s) receive an email notifying them that their enrollment request is pending approval if they enroll in the training with Line Manager Approval or Administrator Approval enrollment flows.

To: Learner

Approval Reminder

The approver gets an email notifying 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 (Line Manager or LMS Administrator)

Reject Confirmation

Learner(s) receive an email notifying them that their enrollment request has been rejected.

To: Learner

Course Enrollment Cancellation

Learner’s enrollment to the course has been cancelled.

To: Learner

Course Enrollment Confirmation

Learner(s) receive an email notifying them that they have been enrolled into the course with All sessions enrollment type.

To: Learner

Course Due Date Reminder

Enrolled learner(s) receive an email notifying them 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

Course Completed Confirmation

Enrolled learner(s) receive a notification that the course is completed

To: Learner

Course Due Date Passed

An email notifying informing that the course has passed its due date

To: Learner

Cc: Line Manager

Course Ended

Learner(s) receive an email notifying them that the course has reached its end date.

To: Learner

Course Progress Reset

Learner(s) receive an email notifying them that progress of one or more learning modules in the course they have taken has been reset.

To: Learner

The Course has started

Active enrolled learners (learners with statuses “In progress” or “Not Started”) receive an email 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

Course Published

LMS Administrator and Course Administrator receive an email notifying them 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

Course Unpublished

LMS Administrator and Course Administrator receive an email notifying them 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

20.2 Classroom/Webinar Notifications

Name

Description

Default Recipient(s)

To & Cc fields

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.

Classroom/Webinar Session Enrollment Approval Request

The approver gets an email notifying them about training registration pending approval.

To: Approver

Approval Reminder

The approver gets an email notifying 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 (Line Manager or LMS Administrator)

Pending Approval Confirmation

Learner(s) receive an email notifying them that their enrollment request is pending approval if they enroll in the training with Line Manager Approval or Administrator Approval enrollment flows.

To: Learner

Classroom/Webinar Session Approval Reminder

The approver gets an email notifying 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

Reject Confirmation

Learner(s) receive an email notifying them that their enrollment request has been rejected.

To: Learner

Classroom/Webinar Enrollment cancellation

Learner’s enrollment to the course has been confirmed

To: Learner

Adding to the waiting list confirmation

Learner(s) were added to the Classroom / Webinar Waiting List (if they click “Add me to Waiting List” for the course session with no places available). Users will be enrolled automatically after vacant spots appear or admin can enroll them manually.

To: Learner

Cc: Course admin

Classroom/Webinar Enrollment confirmation

Learner’s enrollment to the course has been confirmed

To: Learner

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 Learners, 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 learne.

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

Classroom/Webinar Session Instructor Added

Learner(s) receive an email notifying them that they have been assigned as an instructor to a Course Session.

To: Learner

Classroom/Webinar Session Instructor Removed

Learner(s) receive an email notifying them that they have been unassigned as an instructor from a Course Session.

To: Learner

Classroom/Webinar Start Reminder

Enrolled learners receive an email notifying them 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

Course Completed Confirmation

Enrolled learner(s) receive a notification that the training course is completed

To: Learner

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

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

20.3 Training Plan Notifications

Name

Description

Default Recipient(s)

To and Cc fields

Training Plan Enrollment Approval Request

The approver gets an email notifying them about training plan registration pending approval.

 

To: Approver

Training Plan Approval Reminder

The approver receives an email notifying them 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)

Pending Approval Confirmation

Learner(s) receive an email notifying them that their enrollment request is pending approval if they enroll in the training with Line Manager Approval or Administrator Approval enrollment flows.

To: Learner

Training Plan Pending Approval Confirmation

Learner gets an email notifying that their enrollment request is pending approval

To: Learner

Training Plan Reject Confirmation

Learner(s) get an email notifying that their enrollment request has been rejected by Line Manager or Course Administrator

To: Learner

Training Plan Enrollement cancellation

Learner’s enrollment to the webinar has been cancelled.

To: Learner

Training Plan Enrollment Confirmation

Learner(s) get an email notifying 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

Course Session Selection Request

Learner(s) receive an email notifying 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

Training Plan Due Date Reminder

Learner(s) receive an email notifying 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

Training Plan Completed Confirmation

Enrolled learner(s) receive an email notifying that the training plan is completed after all completion conditions are met.

To: Learner

Training Plan Progress Reset

Enrolled learner(s) receive an email notifying thatprogress of one or more courses in the training plan they have taken has been reset.

To: Learner

Training Plan Ended

Enrolled learner(s) receive an email notifying that the training plan has reached its end date.

Learner

Training Plan Due Date Passed

Enrolled learner(s) receive an email notifying that the training plan has passed its due date.

To: Learner

Cc: Line Manager

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

Training Plan Published

LMS Administrator and Course Administrator receive an email notifying them 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

Training Plan Unpublished

LMS Administrator and Course Administrator receive an email notifying them 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

20.4 Certificate & Competency notifications:

Name

Description

Default Recipient(s)

To and Cc fields

Certificate Expiry Reminder

Specified user(s) receive an email notifying them 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 Certificate Expiry Reminder

Specified user(s) receive an email notifying them 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

Certificate Expired

Specified user(s) receive an email notifying them that the course certificate has expired

To: Learner

Cc: Line Manager

Training Plan Certificate Expired

Specified user(s) receive an email notifying them that the course certificate has expired

To: Learner

Cc: Line Manager

Competency Granted

Specified user(s) receive an email notifying them that a competency will be granted after completing a course or training plan.

To: Learner

Competency Updated

Specified user(s) receive an email notifying them that a competency level has been changed

To: Learner

Competency Revocation Reminder

Specified user(s) receive an email notifying them 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

Competency Revoked

enables sending to the learner and the line manager a notification that competency has been revoked

To: Learner

Cc: Line Manager

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. Course Ratings

Star rating system is now available on the Course and Training Plan Home pages (it is displayed under the course/training plan title). Learners can set and change their own rating for courses/training plans only after their completion:

Рисунок 1345054579

Training Plans are rated separately from courses included into them.

When Learner completes the training, he will see the message asking him to rate the course or training plan:

Рисунок 1345054724

LMS Administrator as well as Course Administrator can manage rating of courses and training plans. To do this, go to the Admin Center > Course Management > Course/Training Plan List > select the needed item > Manage Rating in the actions panel:

 

Picture 1345054463

In this section, administrator can see what rating and on what date and time has been set by a specific learner as well as hide this rating (however, learners will still see their rating on the Course Home page) and export rating information to Excel:

Picture 383953899

  • Average Rating - average of all received (not hidden) marks assigned to the Course. Use filters to customize information that will be included in your Rating.

  • All Rating Marks - display all marks assigned to the Course by learners. Use Picture 383953919 button to quickly filter the leaners according to the mark they assigned to the Course or use Search to find a specific learner.

Picture 387

  • Date Range – select the period to start and end the Rating report. By default the Rating is organized by recent Date&Time. You can manage it by clicking any column.

  • Export to Excel – an Excel report will be downloaded to your computer. It contains the following information:

Picture 383953909 

  • Name - shows name of learners.

  • Rating – shows the mark assigned by the leaner.

  • Date and Time - shows date and time of mark assignment.

  • Visible – shows displayed status of the rating. To manage displayed status go to:

Picture 383953908

NOTE: 

If the marks are hidden, they will not be included in Average Rating

Picture 383953907but the total number of all rating marks is not recounted even after you hide all of them.

Picture 383953903

so we recommend you to leave at least one rating for displaying.

 

23. My Training Dashboard

 

Picture 1345054462

Picture 11

You can find your own training progress overview, certificates got, competencies achieved, transcript and CEUs. You can also see the leaderboard there.

To collapse or expand the left navigation, click Expand/Collapse:

 

Picture 1345054461

23.1 Overview section

You can find relevant information as well as current and upcoming training in the Overview section on My Training Dashboard.

My Team’s Training Status (available for Line Managers only) gives an overview of Line Manager Team's progress as well as individual team members’ progress:

 

Picture 1345054459

My Team’s Training Status is divided into Direct Reports Summary, Direct Reports’ Subordinates Summary and List of Learners:

Picture 101

For more detailed information click Picture 102 next to My Team’s Training Status:

Picture 103

Direct Reports Summary contains the following information:

Picture 104

Enrollment Requests from Direct Reports – shows the number of enrollment requests from Direct Reports that are pending the Line Manager approval and those that are added to the Waiting List.

Direct Reports – shows the number of users who are managed by and report directly to the Line Manager.

Direct Reports with Overdue Training – shows percent of Direct Reports who are enrolled in but not completed the Overdue Training.

Overdue Training enrolled, not Completed by Direct Reports – shows percent of overdue training (including courses inside training plans) among all uncompleted training. The inactive training that have the overdue status are not counted here.

Training Completed by Direct Reports – shows percent of training (including courses inside training plans) completed by Direct Reports. The completed inactive training will be counted here as well. The training that were retaken will not be counted here.

NOTE:

We count each course inside the Training plan, but we do not count the Training plan itself.

In the Direct Reports’ Subordinates Summary, you can see the following information:

Picture 105

Enrollment Requests from Direct Reports’ Subordinates – shows the number of enrollment requests from Direct Reports’ Subordinates that are pending the Line Manager approval and those that are added to the Waiting List.

Direct Reports’ Subordinates – shows the number of users who are managed by and report to the Direct Reports.

Direct Reports’ Subordinateswith Overdue Training – shows percent of Direct Reports’ Subordinates who are enrolled in but not completed the Overdue Training.

Overdue Training enrolled, not Completed by Direct Reports’ Subordinates –shows percent of overdue training (including courses inside training plans) among all uncompleted training. The inactive training that have the overdue status are not counted here.

Training Completed by Direct Reports’ Subordinates – shows percent of training (including courses inside training plans) completed by Direct Reports’ Subordinates. The completed inactive training will be counted here as well. The training that were retaken will not be counted here.

NOTE:

We count each course inside the Training plan, but we do not count the Training plan itself.

List of Learners shows information about the Learners, their Subordinates, training progress and number of overdue training:

Picture 115

You can expand learner to see all the same information for their Subordinates:

Picture 107

My Training Status sums up your own progress, while more detailed information for training activity is available in the charts below.

My Training Status section is divided into:

Picture 108

  • We count each course inside the Training plan, but we do not count the Training plan itself.

Total Training Enrolled shows the number of training that you have been enrolled into including completed inactive training (deleted or imported), those that are pending the approval and those that you have been added to the Waiting List as well as each course inside the training plan.

Training Completed shows the number of training that you have already completed including each course inside the training plan. The completed inactive training will be counted here as well. The training that were retaken will not be counted here.

Training Planned shows the number of training including each course from the training plan that you have any progress (Not Started or In Progress) in as well as those that are pending the approval and those that you have been added to the Waiting List.

Training Overdue shows the number of training including each course inside the training plan that have not been completed up to the Due Date. The inactive training that have the overdue status are not counted here.

Total CEUs Earned shows the total number of CEUs that you have received for the completed training both courses and training plans.

Active certificates shows the number of valid and expiring certificates from both course and training plans.

In the Training to Complete you can find the number of the trainings that you have been started but not completed yet. The training plans itself as well as inactive training and those that are pending or waiting list are not counted here.This section is divided into:

Picture 109

Overdue shows the number of e-learning training that have not been completed up to the Due Date. The inactive e-learning training that have the overdue status are not counted here.

Due Date shows the number of e-learning training and each e-learning training from the training plan that have the date when you must complete the training by.

No Due Date shows the number of training that do not have due date. Even though the classroom and webinars do not have due date by design, they are also counted here.

Mandatory shows the number of training that are mandatory to complete. Training plans itself do not counted here.

Optional shows the number of training that are not mandatory to complete.

In the Planned Training section you can find the total number of training that you are enrolled in but have not completed yet as well as those that are pending the approval and those that you have been added to the Waiting List. The training plans and inactive training are not counted here.

Picture 110

Pending shows the number of training that are pending approval as well as training that you have been added to the Waiting List.

Not Started shows the number of training that have been enrolled into but not started yet.

In Progress shows the number of training that have been started but not completed yet.

Waiting for Approval shows the number of training that you have been enrolled in, but the enrollment request is pending approval.

In Waiting List shows the number of classroom and webinar training that you have been added to the Waiting list.

In the Certificates & Competencies section you can find the total number of certificates and competencies you have got.

  • If you do not have a Competency section, it means that the license for competence is not activated by Office 365 Global Administrator.

Picture 111

The Acquired Certificates section shows the total number of valid, expiring, and expired certificates. The certificates that you have acquired after the completion of the training plan are counted here as well. If there are more than one certificate for a training, only the last certificate will be counted. Planned certificates that will be granted when you complete the training will not be counted here.

The Acquired Competencies section shows the total number of valid and revoked competencies that you have. The competencies are counted here, but not the competency level. If your competencies have at least one valid level, it will be counted as a Valid competency. If all levels of your competency are revoked, they will be counted as a Revoked competency.

23.2 Training Section

Use the following filters to look for the training:

Picture 65

To filter training by the status, clickPicture 66and select the desired one from the dropdown menu:

Picture 67

Planned – displays courses and training plans that you have any progress (Not Started or In Progress) in as well as those that are pending the approval and those that you have been added to the Waiting List.

Completed – displays courses and training plans that you have already completed. It could be either published or unpublished as well as imported, deleted training and training, from the deleted course catalog.

All – displays all courses and training plans from the whole tenant in which a user is a learner regardless their statuses.

You can view the following completion statuses according to the progress:

  • Completed. It means that you have already completed the training.

  • Not Started. It means that you have enrolled or been enrolled into but have not started yet.

  • In Progress. It means that you have started but have not completed yet.

  • Pending Approval. It means that training that you have been enrolled is pending the approval.

  • Waiting list. It means that you have been added to the waiting list for the following session or course. Once the vacant spot appears, you will be enrolled automatically.

To filter training by the type, click Picture 69:

Picture 71

  • Hide Inactive is checked by default, so you will see only active training. The training that are unpublished, deleted or imported will not be displayed on the Dashboard. Uncheck the Hide Inactive option if you want to view all training including inactive.

To filter training by the due date, click Picture 72 and choose Due Date ↑ to find the training with the latest due date (the training that due date had been passed a long ago will appear first) or Due Date ↓ to find the training with the closest due date:

Picture 73

To filter completed and all training by their completion date, choose the desired status (Completed or All), click Picture 74 and select Completion Date↑ to find the training with the latest completion date or Completion Date ↓ to find the training with the closest completion date:

Picture 75

To search for the desired training across all Dashboard, use the Search field:

Picture 76

According to the training, you will find the following actions on the card:

To view the training, you can either:

  • click the title of the training,

  • click the arrow icon,

  • click View Course in dots menu.

Picture 77

The "View Course" or “View Training Plan” actions will be invisible for

  • Courses that have not been published courses but have "Not Started", "In Progress", "Completed" statuses.

  • Imported courses.

  • Completed courses that were deleted.

  • Completed courses from the deleted Course Catalog.

To play course that has learning items inside, click the course image or select Play Course from the list:

Picture 78

You will be redirected directly to the LMS365 Player.

  • You can play only the active training that are In Progress or Completed.

To see courses included in a training plan, click List of Courses on the training plan card:

Picture 79

  • If the prerequisites are set for some courses from the training plan, you will be required to complete firstly all preceding courses before you will be able to access the locked ones:

Picture 80

To see the sessions if you have any, click Sessions details:

Picture 81

You will see the date when the session will be conducted, the person who you can reach to and the location or meeting URL for the sessions:

Picture 82

  • In the Contacts you will see either Instructors or Course Administrators if there is any instructor determined for this session.

To retake trainingif the certificate has expired or is about to expire or if the LMS365 Administrator enables the Allow Learner to Retake Completed Training also when Certificate or Competency is still Valid option, click Retake:

Picture 83

  • The progress of both the training plan and all courses within this training plan will be reset. You will be able to complete them again.

To cancel your training request, click Cancel Request:

Picture 84

You will be asked to enter a cancellation message.

To unenroll from the training, click Unenroll:

Picture 85

You will be asked to enter a cancellation message.

  • The learners cannot unenroll from the training, if

  • They were enrolled in a course via AD group.

  • The option Unable to Unenroll was turned on while creating the training.

  • They had already completed the training.

  • Once the Course Catalog was deleted:

  • The completed courses from this Catalog will be displayed on the Dashboard but the title will be disabled and the View Course, Retake, Unenroll buttons will be hidden.

  • The training that was not started or in progress will not be displayed on Dashboard any longer.

The course is marked as Mandatory if it was set as required while creating or editing:

Picture 86

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:

Picture 27

Once you completed the training, the exact completion date will appear on the card:

Picture 87

Once the due date is set for e-learning course, you will see date and the exact number of days left to complete the course on the card:

Picture 88

23.3 Certificates & Competencies Section

On the Certificates & Competencies page you can find Certificate and Competency tabs:

Picture 1345054458

To quickly find the certificates or competencies, click Picture 90and choose the status or use the search field to find the desired information.

  • To be able to view the Competency, the license for competence should be activated by Office 365 Global Administrator.

The Certificates tab is divided into the following sections:

Training Name – displays the title of the course or training plan.

Status – displays certificate status. It can be valid, expiring, expired, or planned.

  • Expiring status depends on the Certificate Expiry Reminder settings that is set in the Email Notification Templates section. By default, 60/30/14/7 days before certificate expires are set. For example, 60 days before certificate expiration its status will be changed to the Expiring and a notification about that will be sent to a user.

Issued Date – displays the date when the certificate was issued.

Expiry Date – displays certificate expiry date.

According to the training, you can download the certificate, view, retake training or view sessions details:

Picture 430

For a course/training plan that is under retake you will see a duplicate with a Planned status:

Picture 433

To download the certificate, click Download Certificate.

  • You can download the certificates from the deleted completed courses or training plans. But the titles of these trainings are not clickable, so it is impossible to access them.

The Competencies tab is divided into the following tabs:

Competencies – displays the title of the competency and its level.

Granted by – displays the title of the training after the completion of which you have been granted this competency or the name of the person who has manually granted the competency via the Learner List.

  • If the training has been deleted or ended, its titles will not be clickable, and it is impossible to access it.

Status – displays the status of the competency. It can be valid, revoked, and planned. Valid status means that the competency has been granted to you. Revoked – competency has been revoked. Planned – competency will be granted you when you complete the training.

Achievement Date – displays the date when the competency has been granted.

Revocation Date – displays the date when the competency will be revoked.

You can view sessions details as well as go to the training page, retake training or unenroll from it if available:

Picture 92

23.4 Transcript Section

On the Transcript page you can find Training, Certificates and Competencies sections:

 

Picture 1345054456

If filtered by Training you will find all the training that you are enrolled in (with Not Started, In Progress, and Completed statuses):

Picture 383953897

You will see a duplicate of a course/training plan that is being retaken. Its status can be Not Started or In Progress:

Picture 425

Picture 383953898If filtered by Training you will find all completed training that were cancelled, unpublished, deleted or imported sorted alphabetically by name. The training from the deleted course catalog will be displayed in this list as well. If the training has been unpublished, deleted or imported, its title will not be clickable, and it is impossible to access it.

Picture 393You will not see the training, certificates and competencies associated with the training once

you have been added to the waiting list,

you had sent the enrollment request, but it has not been approved yet,

you had already enrolled into the training, but it was cancelled,

you had already enrolled into the training but have not started it yet, and it is unpublished.

CEUs are displayed in this section as well. The earned CEUs that were already received after training completion, planned* that will be received after the training completion and total CEUs are displayed under the Training section.

In the Certificates section, all learner’s certificates with their validity status (planned that is assigned for the learner and will be granted once they complete the training, valid, expired and expiring), issued and expiry dates are shown. By default, Certificates are sorted by Issued Date.

Picture 428

If you have more than one certificate for the course or training plan, all certificates will be shown in this section.

In the Competencies section, all competencies (planned that is assigned for the learner and will be granted once they complete the training, valid or revoked) with all levels, achievement and revocation dates are displayed sorted by Achievement Date.

You can find the title of the training after the completion of which you have been granted this competency or the name of the person who has manually granted you the competency in the Granted by column.

Picture 416
If you had one competency level and then it was changed, you will see both levels in this section.

The Administrators and Line Managers can also view and download the learner’s transcript via Line Manager Dashboard – desired Learner – View Learner’s Transcript as well as Admin Center – Learner List– desired Learner – View Learner’s Transcript.

Picture 423The Line Manager can view the summary of learning activities based on the current or all Course Catalogs.

To download the pdf. report, click Export to PDF:

Picture 421

PDF report contains the following information:

Training section:

  • Training Name – shows the title of training plans and courses.

  • Status – shows learner’s completion status. It can be Not Started, In Progress or Completed;

  • Completion Date – shows the date of training completion;

  • CEUsshows number of Continuing Education Units assigned to learner for course/training plan completion.

Certificates section:

  • Training Name – shows the title of training plans or courses .

  • Status – shows certificate status. It can be Valid, Expiring or Expired;

  • Issued date - shows certificate issued date;

  • Expiry Date - shows certificate expiry date.

Competencies section:

  • Competencies – shows the title of the competency with its level;

  • Granted by – shows the title of the training by completion of which Learner has been granted this competency or the name of the person who has manually granted the competency via Learner List;

  • Status – shows the competence status. It can be Valid or Revoked;

  • Achievement Date – shows the date on which the competency has been granted;

  • Revocation Date – shows the date on which the competency will be revoked.

23.5 CEUs Section

On the CEUs tab you can view your CEUs. To quickly find the desired information, choose the status (all, earned - CEUs that were already received after training completion or planned – CEUs that will be received after the training completion) or date range when the training was completed.

 

Picture 1345054455

  • You will not see the Training that do not have CEUs in this list.

The CEUs section is divided into:

Training Name – displays the title of the course or training plan.

Status – displays the status. It can be earned CEUs that were already received after training completion, planned that will be received after training completion. You can see an overview of earned, *planned and total CEUs under the CEUs section.

Completion Date – displays the date when you completed the Training.

CEUs – displays number of CEUs earned.

  • To see the CEUs per each Course inside the Training Plan, click Expand:

 

Picture 1345054450

According to the training, you can view, retake or unenroll from the training as well as see session details:

Picture 68

When you retake a course or a training plan you will see its duplicate with a Planned status and an explanation tooltip:

 

Picture 1345054444

In case the number of CEUs for the course/training plan is changed you will see the difference in the duplicate course/training plan CEUs field with a tooltip:

Picture 422

After the retake completion the number of CEUs earned will be updated and the duplicate will be deleted.

The CEUs from the completed deleted training are displayed in CEUs tab as well, but it is impossible to access the training as their titles are not clickable:

Picture 419

23.6 Leaderboard Section

The Leaderboard section displays the ranking based on the total number of earned CEUs, training completed, and certificates got. You will view the learners from the whole tenant.

You can select the required time from the dropdown list:

 

Picture 1345054441

This Week: displays top learners based on their achievements for the current week.

This Month: displays top learners based on their achievements for the current month.

This Year: displays top learners based on their achievements for the current year.

All Time: displays top learners based on their achievements for all the time.

Dates are set according to the regional settings of the current site.

Maximum 10 learners are shown on the Leaderboard at a time. But if you are not in Top 10, you can also see your score.

  • If some learners have the same number of CEUs, the learner who has first completed the training will be on top.

If you have not completed training, got CEUs or certificate so far, you will still be in the list, but you will see 0 points next to your name:

Picture 95

  • If you have different pictures in Office 365 and SharePoint profile, you will see a picture from Office 365 profile on Leaderboard.

  • External users can see profile pictures of other external users of the same domain and SharePoint profile pictures. Internal users will see pictures from SharePoint profiles and Office 365 (provided they have a configured Office 365 profile).

  • If the Certificate has already expired or has been deleted, it will not be counted and displayed in the Certificate Acquired section.

  • In case the number of CEUs for the course/training plan is changed the number of CEUs earned will be updated after the course/training plan retake:

Picture 1345054433

 

23.7 Line Manager Dashboard

The Line Manager can observe and manage the training activity of their subordinates via the Line Manager Dashboard.

To go to the Line Manager Dashboard:

  • Navigate to My Training Dashboard.

  • Click the Line Manager Dashboard button:

 

Picture 1345054408

Here you will find the full list of the reports you are working with as a Line Manager:

Line Manager Dashboard view

All data that are displayed on the Line Manager Dashboard are related to the current Course Catalog.

NOTE:

The icon Picture 4 shows that this user is not in the current Course Catalog. To manage their learning, this user needs to be added to the current Course Catalog.

If you want to change the Course Catalog or view the data from all Course Catalogs, click Course Catalog Selector at the top of the page and select the desired one:

Course Catalog selector

NOTE:

If you select to show All Catalogs, you can see an aggregated summary view of the direct reports across all Course Catalogs. Some of the actions might be disabled.

There are several levels of reports to display on the page:

Direct reports

  • Direct Reports – the users who are managed by and report directly to the Line Manager.

  • Direct Report’s Subordinates – the users who are managed by the direct reports.

If there are users who have already sent requests, click the Enrollment Requests icon to view them. The total number of users’ requests will be shown on the icon:

Enrollment requests via Line Manager Dashboard

The Dashboard is divided into the following sections: Name, In Progress, Not Started, Completed, Overdue and Expired Certificates, CEUs sections:

  • Name – displays user’s name. In this column subordinates are displayed.

  • In Progress – displays the number of courses that user’s subordinates have already started, but have not completed yet;

  • Not Started – displays the number of courses that user’s subordinates have not started;

  • Completed – displays the number of courses that user’s subordinates have already completed;

  • Overdue – displays the number of the courses that user’s subordinates have not completed up to the Due Date. You can use this section as a filter to search users enrolled in courses with Overdue status;

  • Expired Certificates – displays the number of the subordinates’ certificates that have expired (if a subordinate has several expired certificates for one course, only the latest one is counted) as well as all the certificates that are assigned. The user can use this section as a filter to search users with expired certificates;

  • CEUs – displays the number of CEUs earned.

NOTE:

The users with disabled AD accounts are not shown as subordinates on the Dashboard.

The information can be grouped using different filters on this page. Click the Filter By Training button at the upper-right corner. In the opened sidebar, select course(s)/training plan(s) for displaying the reports (all courses and training plans available on the Course Catalog are displayed).

To filter the Line Manager Dashboard to only find Learners who do not have any registered Training click the Filter by No training button. You can also search for a specific report by specifying date range (Start and End date), using filter by training type (All Training) or competencies set for the training (Competencies):

Picture 851152595

You can search for the needed report by training and competency using the Search field. This search is run on the name and type for Trainings and on name, categories, and tags for Competencies.

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 save the information presented on this page to your local computer. To do this, click Export button and save the .xlsx file. The information will be shown according to the selected filters.

If you select a report, the following sidebar will be opened:

Picture 5

NOTE:

Some of the actions might be unavailable for the following reasons:

  • The action is not allowed for multiple learners.

  • The action requires a single Course Catalog to be selected.

  • One or more selected learners are outside the selected Catalog

To view the report’s transcript:

  • choose the desired report.

  • select View Learner’s Transcript action in the sidebar. A list of all report’s courses, certificates, and competencies with the possibility to export the information to the PDF will appear.

To view the report’s progress in the courses or training plans:

  • choose the desired report;

  • select View Learner’s Progress action in the sidebar. You will be able to view the Course and Training Plan progress of the selected report.

To find out more please follow Viewing Learner’s Progress.

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In the charts you can see number of the trainings (courses and training plans) where the report is currently enrolled, number of the trainings that report has ever completed, total number of CEUs for the completed trainings as well as percentage of the trainings with ‘Completed’, ‘In Progress’, ‘Not Started’, and ‘Overdue’ statuses.

Below the charts you can see report’s trainings. There is a possibility to expand the Training Plans to see more details on courses included into them (required courses are marked with an asterisk). You can also 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, CEUs, progress, completion date, overdue status and date, certificate and expiry date. For more detailed information please follow How to understand the "Learner’s Progress" in Line Manager’s Dashboard.

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 the View button Picture 689 and select the desired action:

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To export report’s progress information to Excel, click Download Report button. An excel document will automatically be downloaded to your computer.

To enroll reports in the courses or training plans:

  • choose the desired report(s);

  • select Enroll in Course(s) & Training Plan(s) action in the sidebar. A list of all available trainings as well as selected reports with the possibility to deselect them will appear. By default, selected Learners list is collapsed:

Picture 9

NOTE:

It is possible to select only one training to enroll reports into.

  • Click the Enroll button.

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, reports will be added to the Learners group of the corresponding courses and training plans (Users 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, User will receive Course Session Selection Request notification.

NOTE:

If the trainings are unpublished or “Show in Course Catalog” option is disabled for them, you will not see these trainings in the list of courses to enroll into.

To unenroll reports from the courses or training plans:

  • choose the desired reports;

  • select Unenroll from Course(s) & Training Plan(s) action in the sidebar. A list of trainings where the reports are enrolled (if several Users are selected, only trainings where all of them are enrolled are displayed in the list) and selected reports with the possibility to delete them will appear (by default, selected Learners list is collapsed):

Picture 10

  • click the Unenroll button.

To unenroll reports from the all the courses or training plans:

  • click the desired reports;

  • click the Unenroll from all Courses & Training Plans button;

  • select Unenroll from Course(s) & Training Plan(s) action in the sidebar;

  • confirm your action.

NOTE:

There are several reasons when the unenrolling process cannot be carried out:

  • when the report has already completed the course;

  • when the option “Unable to unenroll” is enabled;

  • when the report is a member of an Active Directory Group.

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To approve/reject enrollment requests:

  • choose the desired report;

  • click Enrollment Requests button;

  • select the desired Training(s) to execute the following actions:

  • to approve enrollment requests, click the Approve button;

  • to reject enrollment requests, click the Reject button, enter the Reject message and then click the Reject button one more time:

Picture 12

NOTE:

The imported trainings will be displayed on the Dashboard and in the reports on the Deleted Courses.

NOTE:

The Session Start Date & Location column will be empty if the request if for the Training Plans or E-learning course.

To download report’s certificates:

  • choose the desired report;

  • 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 computer:

Picture 16

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 importan external training:

  • click the desired report;

  • select the Import External Training action in the sidebar;

  • fill in the form, specifying the course title, course type and categories (for a non-existing one), set the completion date and additionally specify the number of granted CEUs.

  • select the certificate image from your local computer or select the certificate template for generating the certificate and specify certificate’s expiry date (this step is optional).

Using this form, you can upload a certificate image from your local computer (.tiff, .jpeg, .bmp, .gif, .png, and .pdf formats are supported).

NOTE:

The imported trainings will be displayed on the Dashboard and in the reports on the Deleted Courses.

NOTE:

Please be advised that in case a certificate is imported for an existing course on which a user has existing registration (with Enrolled or Cancelled statuses) and enrolment date is less than Certificate Issued Date, the user will not see this certificate on the Dashboard.

  • Click the Save button.

To grant competency(ies) to the report(s):

  • click the desired reports;

  • select the Grant Competency action in the sidebar;

  • specify competency(ies) with the appropriate levels to be granted and optionally the revocation date:

Picture 851152579

  • Click the Grand button.

To revoke competency(ies) from the reports:

  • click the desired report(s),

  • select the Revoke Competency action in the sidebar;

  • choose the competency(ies) to be revoked:

Picture 851152580

  • Click the Revoke button.

After revocation, competency will be displayed on the Dashboard in the Revoked Competencies tab.

23.8 Personal Preferences

In the Personal Preferences section individual users can decide whether to receive notifications about their enrollment in or unenrollment from a training plan or course directly in Microsoft Teams (off by default):

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After this option is activated notifications will be delivered in Microsoft Teams whether they are triggered from an action in the LMS365 browser version or in the LMS365 app in Microsoft Teams.

Catalog admin still controls which notifications will be sent for a catalog. However, the individual user can decide whether to receive these notifications in Teams as well. Email notifications will not be affected by this option. To learn more about notifications in Microsoft Teams follow to How to get реу most out of LMS365 via Microsoft Teams.

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