Managing learners from the Learner List in a course catalog

Introduction

The Learner List is the place to add users and to grant them access to a course catalog.

Users that are added to the Learner List will be added to the Visitor group of the course catalog's site collection and will, therefore, have permissions to view all courses and training plans of the course catalog. This means that these users will have permissions to access the course catalog and all courses and training plans within it (if these courses and training plans are not targeted to an audience that the user is not part of).

Therefore, it is recommended to add all employees to the Learner List before enrolling them in to respective courses. This will prevent users from encountering an access denied message from SharePoint when they try to enter a course or training plan home page. 

In this guide, we provide you with an overview of how to manage learners in LMS365 from the Learner List in an LMS365 course catalog.

The guide covers how to add, invite, remove, purge, and manage learners of an LMS365 course catalog.

 

Add or invite users to a course catalog

 


NOTE:

  • Adding learners to the Learner List will not use an LMS365 license. An LMS365 license is used when a learner is enrolled in to a course. Please find more details here.
  • If you receive a notification about an access request to a site of a course of a training plan from a user, it is often because this user is not added to the Learner List.

 

To populate the Learner List, you can:

  • Create an Azure Active Directory group or a Microsoft 365 group with all employees. In this way, new hires are automatically synced to this list.
  • Invite guests to the course catalog.

If you do not opt for a group enrollment, you will need to manually add new employees to the Learner List.

Learners of an LMS365 course catalog have access to view the course catalog and, per default, the courses  and training plans created within it

 


NOTE:
Invitation of guests requires prerequisites.

 

To add or invite a user or group, follow the steps:

1. In the LMS365 Admin Center on the left-side menu, navigate to Learner Administration > Learner List.

 

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2. Select Add or Invite User(s) at the top of the page.

3. Enter username, group name, or email address.

You can enter a maximum of 50 internal 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 Active Directory/Microsoft 365 group or several groups (internal only). A Microsoft 365 group means Microsoft 365 group, Email-enabled security group, or Security group.

If you enter an incorrect email address or user that is not recognized, by clicking Add, the validation message appears: The email address or user is not recognized. Verify that that the user exists and check the email format. The system does not allow you to proceed. 

Correct the invalid emails or users, that are in red color. 



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4. Select Add. The user(s)/resolved user(s) from group(s) will be added to the Learner List in LMS365 and the Visitor group of the course catalog's site collection.

5. Once completed, you will see a confirmation message in the Notification center.

 

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6. The invited users will receive an email with a message that they have been invited to the course catalog and a link to it. The users will be added to the Learner List of the course catalog.

The invited guests will receive an email with the request to accept the invitation to the course catalog and fill in information. The link in the invitation is valid for 90 days. Once the guest has accepted the invitation, they will be added to the Learner List of the course catalog.

 

 

Enable the invitation of guests

If you want to invite guests to the course catalog, first do the following:

To invite guests to LMS365, you might be asked for additional consent as well as for authentication via Azure Active Directory. To accept the consent or authenticate:

1) Click the Information icon.


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2) Accept to confirm that it is allowed to invite guests to the organization.



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3) Verify your identity.



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Managing Learners from the Learner List

All users that are given access to a course catalog or a training within it will be listed in the LMS365 Learner List

All learners of the course catalog are listed with detailed information in columns. From this overview, you can download the details for reporting purposes as well as you have access to perform a series of actions regarding learners.

 


NOTE:
The information about users is taken from Azure Active Directory.

 

To customize the Learner List, select More > Edit view columns.

 

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On the opened Settings panel, you can add columns, configure the order and edit titles of the selected columns.

 

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NOTE:
LMS administrators can add additional columns to the Settings panel.

 

Select Save to apply changes to the Learner List.

 

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 icons on the page.

 

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If an icon is shown under this columns for a user, it tells that the user was only added to specific training and do not have access to the whole course catalog. To give this user access to the course catalog, add the user via the Add or Invite Users button.

You can download an excel file with all users from the Learner List. To do this, click the Export button at the top of the page. An excel file will be downloaded to your device.

 

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The downloaded excel file will reflect the applied filters and sorting as well as columns order. Deactivated columns will not be reflected in the downloaded file.

By default, users are ordered by A-Z in 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.

From the filter icon next to each column, you can sort the list by selecting values or employing the search filed.

 

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Filtering learners in the Learner List

You can filter users by course(s) and training plan(s). To do this, click Filter by Training at the top-right corner.

 

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On the opened Filter by Course(s) & Training Plan(s) panel, you can use the search field or select course(s)/training plan(s) to display the learners that are enrolled in these (all courses and training plans available on the course catalog are shown).

 

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

 

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You can filter the training in the sidebar and narrow down to specific training, you can filter by:

  • Specific date using the Date Range button. The result of this 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.
  • Training type (e-Learning, Classroom & Blended Training, Webinar, Training Plan as well as Published, Unpublished or Planned Trainings), using the All Trainings button.
  • Competencies set for the training.

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You filter the Learner List to find learners who do not have any competencies or who have been granted/revoked their competencies:

 

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A sidebar will open. Here, you can select competency(ies) to filter learners by competency or click the Filter by No competency button. You can search for the needed competency using the search field (search is run on the name, categories, and tags).

 

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Selecting learner(s) from the Learner List, the Learner Administration panel will open with the actions to perform regarding the selected learner(s).

 

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Using actions from the Learner Administration actions panel, you can:

  • Send an email message to the learner(s). The email will be sent as one email with all selected learners in the TO field.
  • View learner’s transcript (action is available only when one learner is selected).
  • View learner’s progress (action is available only when one Learner is selected).
  • Enroll learner(s) into courses/training plans.
  • Unenroll learner(s) from courses/training plans.
  • Unenroll learner(s) from all courses/training plans of the current course catalog.
  • Download learner(s) certificates.
  • Import an external training record for a learner.
  • Remove User(s) from the course catalog.
  • Grant a competency to the learner(s).
  • Revoke a competency from the learner(s).

 

Send email messages to learner(s)

 


IMPORTANT:
To be able to send email messages, you first have to configure the Microsoft 365 Connection Settings. More information can be found in this article.

 

To send an email message, follow the steps:

1) In the Learner List, check the relevant learners. To select all the learners in the list, select the Display Name checkbox.

 

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2) From the opened Learner Administration panel, select Send Email Message.

3) On the Send Email Message panel, fill in the Subject and Message fields.

4) Select Send to send the message to the selected learner(s).

 

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View Learner’s Transcript

In the View Learner's Transcript section, you can view the information on learner’s courses, certificates, and competencies with the possibility to export this information to a PDF file. 

The learner's transcript PDF file supports multiple languages characters.

 

To view a learner’s transcript:

1) In the Learner List, select a learner.

2) From the opened Learner Administration sidebar, select View Learner’s Transcript

 

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3) On the View Learner’s Transcript panel, select the relevant tab: Courses, Certificates, Competencies.

On each tab, you can select Export to PDF to download the learner's transcript to your local device.

 

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On the Courses tab, you find the columns with the following information:

  • Training Name - The training the learner is enrolled in to.
  • Status - The progress status of the training: Completed, In Progress, Not Started.
  • Completion Date - The completion date for the completed training.
  • CEUs - The number of CEUs for each training. The received CEUs for the completed training are green. The planned CEUs are marked with an asterisk.

At the page bottom, you find the total CEUs numbers that are Earned (green color)/Planned (marked with an asterisk)/Total CEUs.

You can sort each column by clicking its title.

 

On the Certificates tab, you find the columns with the following information:

  • Training Name - The list of trainings the learner's certificates are related to.
  • Status - The certificate's status: Valid, Expired, Planned.
  • Issue Date - The issue date of the certificate.
  • The Expiry Date - The expiry date of the certificate (if relevant).

You can sort each column by clicking its title.

 

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On the Competencies tab, you find the columns with the following information:

  • Competencies – Displays the title of the competency and its level.
  • Granted by – Displays information:
    • The training title this competency is related to. If the training link is blue, you can click it and will be redirected to the training home page. If the training link is grey - it is disabled, because the training is deleted, ended, or unpublished.
    • The name of the person who has manually granted the competency via the Learner List or Line Manager Dashboard without learner being assigned to a specific training. You can contact this person via email by clicking their name.
  •  
  • Status – displays the status of the competency: Valid, Revoked, or Planned.

 

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  • Achievement Date - The date when the competency was granted.
  • Revocation Date -  The date when the competency was revoked (if applicable).

View Learner's Progress

From the View Learners Progress action in the sidebar, you can:
  • See full details of a specific learner's progress of all courses and training plans as well as download the learner's progress report. Please see details about this report in this article.
  • Edit learner's progress and the completion status on a specific training. For more information, navigate to this article.
  • Delete learner's training progress or progress of a specific learning item. For more information, navigate to this article.
  • Reset the learner's progress and force retake the training. For more information, navigate to this article.
  • Manage learner's certificate.

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Enroll learners in to training from the Learners List

To enroll one or more learners in to courses or training plans of the current course catalog:

1) In the Learner List, select the learner(s). To select all learners in the Learner List, select the Display Name checkbox. 

2) On the opened Learner Administration panel, select the Enroll in Course(s) & Training Plan(s) action.

3) On the opened Enroll in Course(s) & Training Plan(s) panel, you find the list of all available courses and training plans.

4) At top of this list, under the Learner(s) to Enroll, the selected learner(s) will be listed (by default, the list of selected learners is collapsed). Here, you can uncheck them.

 

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You can filter courses and training plans 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.

5) Select the relevant courses and training plans. To select all the listed courses and training plans, select the Name checkbox.

6) Select Enroll to enroll the learner(s) in to the selected courses and training plans.

The learner(s) will be added to the learners group of the corresponding courses and training plans (the learner(s) will be enrolled in all unlocked courses of a training plan) and will receive a Course/Training Plan Enrollment Confirmation and appointments for courses of the type Classroom & Blended Training and Webinar of the Enroll user into all course sessions enrollment type.

If the learner(s) has been enrolled in to a course of the Enroll user into a single course session enrollment type, the learner(s) will receive a Course Session Selection Request notification.

 


NOTE:
If you enroll a learner via the Learner List in to session-based training of the enrollment type Enroll user into a single course session, the learner will be prompted to enroll in to a session of the course. You can also enroll the learner in to a session of the course.

 

 

Unenroll learners from training from the Learners List

To unenroll learner(s) from courses or training plans of the current course catalog, select the learner(s), and then select the Unenroll from Course(s) & Training Plan(s) action in the sidebar.

A list of trainings where the learner(s) is/are 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, the selected learners list is collapsed):

 

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You can filter trainings 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.

 


NOTE:
If learners were enrolled in to the training via an Active Directory group, it is impossible to unenroll them via this method (a warning message will appear).

 

Unenroll learner(s) from all courses and training plans of a course catalog

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.

 

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After clicking the OK button, the selected learner(s) will be removed from the learners group of all the trainings they were enrolled in, their enrollment requests will be cancelled, and learner(s) will receive Cancelled Confirmation notifications (appointments for Classroom/Webinar courses will be deleted).

 


NOTE:
If learners were enrolled in to the training via an Active Directory group, it is impossible to unenroll them via this method (a warning message will appear).

 

Download learner(s) certificates

To download learner(s) certificates, select the needed learner(s).To select all the leaners in the list, select the Display Name checkbox.

Then, select the Download Certificate(s) action in the sidebar. 

 

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In the Notifications center, you will see the progress of preparing an archive with the learner(s) certificates. Click the link to download certificates to your local computer.

 

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If there are no certificates to download for the selected learner(s), you will see the following notification.

 

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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).

 

Import external training records

To import an external training record for a learner, select the relevant learner, and select the Import action on the sidebar. After this, fill in necessary fields (Course and Completion Date are required) and click the Next button.

 

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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 this, 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.

 

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Using this form, you can upload a certificate image from your local computer (.jpeg, .bmp, .gif, .png, and .pdf formats are supported), select the certificate template for generating the certificate, as well as set the certificate’s Expiry Date. This step is an optional one.

 


NOTE:
The imported trainings will be displayed on My Training Dashboard and in the reports on the deleted courses. You will not see the imported trainings on the сourse сatalog, сourse list, and learner management list.
If a certificate is imported for an existing course, where the learner is enrolled in to (with the Enrolled or Cancelled statuses) and the enrollment date is less than certificate issued date, the learner will not see this certificate on My Training Dashboard.

 

 

 

Remove Learners from a Course Catalog

To remove a learner from a course catalog, mark the learner(s) and click Remove User(s) from Course Catalog.

 

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When you are removing user(s) from a course catalog, they will be unenrolled from all courses and training plans and disappear from the Learner List.

If the user(s) were added via an Active Directory group, you can:

      • Remove the entire group from the course catalog.
      • Remove users from the group via the Microsoft 365 Admin Center.
      • Remove the entire group from LMS365 via API.

To remove the entire group from the course catalog, follow the steps:

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.

 

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b. Click the group name and then the Remove button.

 

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NOTE:

  • All learners that were enrolled via this group will be unenrolled from courses and training plans.
  • The learners that were exclusively enrolled or added via 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 from courses or training plans.

 

To remove users from the group via the Microsoft 365 Admin Center:

Navigate to the Microsoft 365 Admin center> Active Users> Delete a user.

The user will be removed in some time.

 

To remove the entire group from LMS365 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.

 

Grant competencies to learners


IMPORTANT:
The competency(ies) granted via the Learner List will not be associated with a specific course or training plan. Learners can see these competencies from My Training Dashboard.

 

To grant competency(ies) to the learner(s), follow the steps:

1) In the Learner List, select the relevant user(s). To select all the learners in the list, select the Display Name checkbox.

2) On the Learner Administration sidebar, select Grant Competency.

 

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3) On the opened Grant Competency sidebar, fill in the fields:

      • In the Competencies field, left-click to call the drop-down list of all the existing competencies in the present course catalog and select the relevant competency(ies). 

NOTE:
You can select multiple competencies. However, you cannot select the same competency with different scale levels.

 

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      • In the Revocation Date field, left-click to select the date from the calendar to schedule the competency revocation date. This field is optional.

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4) To see the selected learners, click Learners to Grant Competency.

The list of the selected learners will open. Here, by clicking the cross icon, you can delete learners that are not relevant any more to the selected competency(ies) granting. 

To close the list, click Learners to Grant Competency.

 

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5) When all the necessary changes are introduced, select Grant to grant competencies to the selected learner(s).

 

Revoke competencies from learners

To revoke competency(ies) from the learner(s), follow the steps:

1) In the Learner List, select the relevant user(s). To select all the learners in the list, select the Display Name checkbox.

2) On the Learner Administration sidebar, select Revoke Competency.

3) From the Revoke Competency panel, select the competency(ies) you want to revoke. To select all the competencies in the list, select the Name checkbox.

 

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4) To see the selected learners, click Learners to Revoke Competency.

The list of the selected learners will open. Here, by clicking the cross icon, you can delete learners that are not relevant any more to the selected competency(ies) revocation. 

To close the list, click Learners to Revoke Competency.

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5) Select the Revoke button to revoke the selected competencies from the selected learners.

After revocation, the selected competency(ies) acquire the Revoked status. 

 

Purging all learner records

LMS365 includes the option of purging all records of a selected learner from a course catalog. Purging all records of a user removes all information and records of actions of that person in the course catalog and ensures that the person’s data is no longer stored in LMS365. This provides customers with the ability to meet the principle of the right to be forgotten. 

 

To purge learner's records, follow the steps:

1) From the Learner List, select the relevant learner(s). To select all learners, select the Display Name checkbox.

2) In the More drop-down list, select Purge Learner’s Records.

 

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3) In the Confirmation window, select OK to proceed with action or Cancel to discard the action.

 

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4) When you agree to continue the purge process, you have to enter the password in the authentication form to proceed.

5) In the Confirmation window, you have to finally confirm the purge by selecting OK.

Select Cancel to discard the action and close the window.

 

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After purging of the learner’s records is completed:

      • The learner will removed from the Learner List.
      • The learner will be unenrolled from all courses and training plans of the current course catalog.
      • The learner’s certificates will be deleted.
      • SCORMs’/AICCs’, quizzes’, and learning modules’ attempts will be deleted.
      • The learner will not be displayed in the gradebook.
      • The learner will not be displayed in reports.
      • The learner’s competencies will be deleted, and the learner is removed from the Granted by column on the Dashboard Competencies tab.
      • The learner’s rating will not counted in the course/training plan rating.
      • The learner will be able to see records from other course catalogs on My Training Dashboard.

 


IMPORTANT:

  • If a purged learner has been enrolled in a course/training plan via an Active Directory group, this user will be added to the Learner List again when the synchronization has run.
  • If a purged learner has another role (for example, site owner), this learner will also be deleted from all groups of the site collection.

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