The Users page: manage users in a course catalog

Introduction

The Users panel is the place in the LMS365 Admin Center where the catalog admin has the complete list of options to manage users in the current catalog like, for example, add or invite users to the whole catalog or a separate course or training plan, keep track and download reports on learners' progress, grant or revoke skills, download learners' certificates, or purge learners' data from LMS365.

In this guide, we provide you with an overview on learners' management in LMS365 from the Users page in a catalog.

 

Actions available from the Users page

The list of actions available from the Users page is the following:

 

Add or invite users to a catalog

We recommend adding all employees to the Users list before enrolling them in respective courses or training plans. This provides them access to view all course and training plan home pages of the catalog and prevent users from encountering an access denied message from SharePoint when they navigate in the catalog.

Adding users to the Users list doesn't use an LMS365 subscription. An LMS365 subscription is used when a learner is enrolled in a training. Please find more details in the article Which learners are included when counting the number of users in the subscription?

 

If you receive a notification on an access request to a course or a training plan from a user, it's often because this user isn't added to the Users list. 

If you want to ensure specific training can only be accessed by certain users of the catalog, you can utilize training audience and course targeting.

 

To populate the Users 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 (external users) to the catalog.

IMPORTANT   

Invitation of guests (external users) requires prerequisites. Navigate to the Enable the invitation of guests section of this article to find the list of prerequisites.

 

If you don't opt for a group enrollment, you need to manually add new employees to the Users list.

Users that are added to the Users list are added to the Visitor group of the course catalog's site collection and, therefore, have permissions to view and access all courses and training plans of this catalog, if these courses and training plans aren't targeted to an audience that the users aren't part of.

 

To add or invite users or groups:

1. In the LMS365 Admin Center, from the navigation menu, select Users. The Users page opens.

2. From the Users page, select Add or Invite User(s). This opens the Add or Invite User(s) panel.

3. On the Add or Invite User(s) panel, in the Enter Existing Users or Guests field add existing Office 365 users, Azure Active Directory groups, by entering names or emails or invite guests (external users) by entering emails.

You can enter a maximum of 50 users or 1,500 characters 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 a Microsoft 365 group, an Email-enabled security group, or a Security group.

If you reach the limit of addresses, the extra addresses are automatically removed from the list and you get informed about it with the informational message.

 

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If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you have enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

 

4. Select Add.

The users/resolved users from groups are added to the Users list in LMS365 and the Visitor group of the course catalog's site collection.

Once completed, you get a confirmation message under Notifications.

 

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The invited users receive an email with a message that they have been invited to the course catalog and a link to it. The users are added to the Users list of the course catalog.

The invited guests (external users) 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 are added to the Users list of the course catalog.

 

 

Enable the invitation of guests (external users)

Required role: course catalog admin.

To invite guests (external users) to the course catalog:

To invite guests (external users) 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. In the Add or Invite User(s) panel, select the information icon.

 

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2. If you see a blue Accept link, follow it to confirm that it is allowed to invite guests to the organization.

 

 

3. Verify your identity.

 

 

Users administration

Required role: course catalog admin.

Search for a user

All users who are given access to the present course catalog, or a course or training plan within it, are listed on the Users page.

If the relevant user isn't listed in the present catalog, you can go to another catalog using the course catalog selector. You can view and select only those catalogs you have access to.

The course catalog selector uses cache memory so it might show course catalogs that you no longer have permissions to view. You will be denied access to a course catalog in this case. To resolve this issue, clear the cache and refresh the page.

 

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There are several ways to find the user on the Users page to manage:

  • Use the Search field on the menu bar to search by any type of information presented in the columns, including custom columns. For example, search by department.

  • Use the filter icon next to the Name column to call out a search field.

  • Select any column title to filter the data in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending), or select the relevant checkbox in the column filter.

  • In some columns, data can be filtered by empty values. For example, by No department. For this, select the relevant checkbox.

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You can filter data on the Users page using multiple columns at the same time. For example, you can filter learners by manager and country to see users in the catalog who are located in a certain country and have a certain manager.

 

Selecting the relevant user, you can perform a series of actions from the opened User(s) panel:

  • Send Email Message.
  • View Learner's Transcript.
  • View Learner's Progress.
  • Enroll in Course(s) & Training Plan(s).
  • Unenroll from Course(s) & Training Plan(s).
  • Unenroll from all Course(s) & Training Plan(s).
  • Download Certificate(s).
  • Import external training records.
  • Remove User(s) from Course Catalog.
  • Grant Skill.
  • Revoke Skill.

 

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You can select several users but in this case a set of actions become disabled on the opened User(s) panel. To have all actions available make sure you have selected one user only.

 

Send Email Message

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 to the learners:

1. On the Users page, select the one or several users from the list of users. To select all users from the list, select the Name checkbox. The User(s) panel opens.

2. From the User(s) panel, select Send Email Message. The Send Email Message panel opens.

 

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3. On the Send Email Message panel, fill in the Subject and Message fields which are required.

 

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4. Select Send to send the message to the selected learners. The email message is sent as one email to all learners. The recipient of the email can track all other the recipients in the To field of the received email.

 

View Learner’s Transcript

The View Learner's Transcript action is available for an individual user only. If several users are selected, the View Learner's Transcript action is unavailable on the User(s) panel.

Use the View Learner's Transcript action to view the information on learner’s courses, certificates, and skills with the possibility to export this information to a PDF file. The learner's transcript PDF file supports multiple languages characters.

 

NOTE   

The learner’s transcript differs from the general reports generated in the LMS365 Admin Center via the Training Management > Training Reports in the following cases:

  • If the learner has the imported external training records and this learner is the course admin of the imported courses. In this case, the learner’s training data is imported as the historical data, and the learner’s transcript contains the information on the course, certificates (if imported), and the skills (if imported) of the imported courses or training plans, but the general management report doesn't contain this data.

  • If the learner was enrolled in a course or training plan and, for some reason, was unenrolled, the learner's transcript contains information only on the completed learner’s attempts on this training. The learner's transcript doesn't contain the information on the In Progress or Not Started statuses. The general report contains all the statuses.

 

To view a learner’s transcript:

1. From the Users panel, select a user. The User(s) panel opens.

2) From the User(s) panel, select View Learner’s Transcript. The View Learner’s Transcript panel opens.

 

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

The Export to PDF option is available on each tab and you can use it to download the entire learner's transcript with all courses and training plans, certificates and skills to your local device.

 

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Courses

In the Courses section, you find user's transcript with courses and training plans records.

 

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Information is presented in four columns. You can use each column to sort the information in the user's transcript by clicking the column title.

  • Training Name. Shows the titles of the courses and training plans the user is enrolled in, unenrolled, as well as the names of the imported courses or training plans.

If learner is enrolled in the course or training plan and has more than one attempt to complete it, the title of this training is listed as many times as many attempts the learner has for this training along with the statuses: Completed (with the completion date in the Completion Date column), In Progress, Not Started. 

If learner is unenrolled from the course or training plan, for this training only the Completed statuses are listed in the transcript along with the training title. The In Progress and Not Started statuses for this training aren't included in the transcript.

 

  • Status. Shows the progress status of the user's attempt to complete the training: Completed, In Progress, Not Started

If learner is enrolled in the course or training plan and has more than one attempt to complete it, you can see all the attempts statuses listed in the Status column: Completed (with the completion date in the Completion Date column), In Progress, Not Started

If learner is unenrolled from the training, for this training only the Completed statuses are listed in the transcript. The In Progress and Not Started statuses for this training aren't included in the transcript.

 

  • Completion Date. Shows the completion date for the completed attempt of the training.

  • CEUs. Shows the number of CEUs for each course and training plan. 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.

 

Certificates

In the Certificates section, you find user's transcript with certificates records. 

 

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Information is presented in four columns. You can use each column to sort the information in the user's transcript by clicking the column title.

  • Training Name. Shows the titles of courses and training plans the user's certificates are related to. 

If the learner is enrolled in the course or training plan and has several attempts to complete it, the training title is listed separately for each attempt along with the certificates statuses associated with this attempt: Valid, Expired, Planned.

If learner is unenrolled from the course or training plan, only the Valid and Expired certificate statuses for this training are listed in the transcript. The Planned certificate status for this training isn't included in the transcript.

  • Status. Shows the status of the certificate: Valid, Expired, Planned.

  • Issue Date. Shows the issue date of the certificate.

  • The Expiry Date. Shows the expiry date of the certificate (if set).

 

Skills

In the Skills section, you find user's transcript with skills records.

Information is presented in four columns. You can use each column to sort the information in the user's transcript by clicking the column title.

  • Skills. Shows the title of the skill and its level the user was granted or planned to be granted.

The skill with a certain level can be listed several times in the following cases:

a. If the skill with a certain level is associated with different courses/training plans and/or persons that are listed in the Granted by column.

b. If learner has several attempts to complete the training, where each attempt has its own separate skill status.

If the learner is enrolled in the training, all the skill statuses are listed in the transcript: Valid, Revoked, Planned.

If the learner is unenrolled from the training, only the Valid and Revoked skills statuses can be tracked in the transcript.

  • Granted by. Shows who or what the skill is granted from.

The skill can be granted by a person or for completing a training so in the Granted by column you can see either the name of a person or the title of a training.

If the skill has been manually granted, the name of that person who has manually granted this skill from the Users panel or Line Manager Dashboard without learner being enrolled in a specific training is displayed Granted by column. You can contact this person via email by clicking their name.

If the skill has been granted for completing of a training, the title of that training this skill is related to is displayed Granted by column. 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.

  • Status. Shows the status of the skill: Valid, Revoked, or Planned.

  • Achievement Date. Shows the date when the skill was granted.

  • Revocation Date. Shows the date when the skill was revoked (if applicable).

 

View Learner's Progress

From the View Learner's Progress action, you can:

 

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Enroll in Course(s) and Training Plan(s)

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

1. From the Users list, select the learner(s). To select all learners in the Users list, select the Name checkbox.

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

 

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

4. At top of this list, under 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, if required.

You can filter courses and training plans by specifying Date Range (Start and End dates), using filter by training type (e-Learning, Instructor-Led Training, or Training Plan), publishing status (Published, Unpublished, Ended, or Scheduled), and skill, 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.

 

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6. Select Enroll to enroll the learner(s) in 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 Instructor-Led Training of the Enroll user into all course sessions enrollment type.

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

 

NOTE   

If you enroll a learner in an Instructor-Led Training that has the Enroll user into a single- or multiple- course session enrollment type from the Users panel, the learner will be prompted to enroll in session(s) of the course. You can also enroll the learner in session(s) of the course.

 

Unenroll from Course(s) and Training Plan(s)

To unenroll learner(s) from courses or training plans of the current course catalog, follow the steps:

1. From the Users list, select the relevant user(s). To select all users in the Users list, select the Name checkbox.

2. On the opened User(s) panel, select Unenroll from Course(s) & Training Plan(s).

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3. On the opened Unenroll from Course(s) & Training Plan(s) panel, to unenroll the learners, follow the steps:

1. In the Learner(s) to Unenroll section, the selected learners are listed. Expand the Learner(s) to Unenroll section to review the list and correct the list if required.

2. In the Courses & Training Plans column, you can track a list of courses and training plans where the selected learner(s) are enrolled in. If several learners are selected, only courses or training plans where all of them are enrolled in are displayed in the list. Select the relevant training(s) to unenroll the learners from. To select all courses or training plans in the column, select the Name checkbox.

3. Select Unenroll.

Learner(s) will be removed from the learners group of the corresponding courses and training plans, enrollment requests will be cancelled, learners will receive the notifications on cancelled enrollment, and appointments for the Instructor-Led Training will be deleted.

 

NOTE   

If learners were enrolled in the training via an Azure Active Directory group, it is impossible to unenroll them via this method. You will see a warning message. For more information, navigate to the Using Azure AD or Microsoft 365 groups with LMS365 article.

 

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To narrow the search for training, you can apply filters.

You can filter training by specifying Date Range (Start and End dates period), using filter by training type (e-Learning, the Instructor-Led Training, or Training plan), publishing status (Published, Unpublished, Scheduled, Ended), skills, or using the search field.

 

Unenroll from all Courses and Training Plans

To unenroll learner(s) from all courses and training plans of the current course catalog:

1. From the Users list, select the relevant user(s). To select all users in the Users list, select the Name checkbox.

2. From the opened User(s) panel, select Unenroll from all Courses & Training Plans.

3. In the Confirmation dialogue box, select OK to unenroll the selected learners from all courses and training plans of the current course catalog. Select Cancel to cancel the action.

Learner(s) will be removed from the learners group of the corresponding courses and training plans, enrollment requests will be cancelled, learners will receive the notifications on cancelled enrollment, and appointments for the Instructor-Led Training will be deleted.

 

NOTE   

If learners were enrolled in the training via an Azure Active Directory group, it is impossible to unenroll them via this method. You will see a warning message. For more information, navigate to this article.

 

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Download Certificate(s)

To download learners' certificates, follow the steps:

1. From the Users panel, select the relevant learner(s). To select all the leaners in the list, select the Name checkbox.

2. From the opened User(s) panel, select Download Certificate(s).

 

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

 

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

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 

You can import training records both into courses that you already have in the course catalog and new ones. When importing into an existing course, a new enrollment will be created if a learner has completed the course. Otherwise, completion will be added to a current enrollment. Enrollment with the most recent completion date will be visible for learner on course home page. All enrollments are still tracked from dashboard and transcript.

To import an external training record for an individual learner:

1. From the Users panel, select the relevant learner.

2. From the opened User(s) panel, select Import.

3. On the Import External Training panel, fill in the fields:

  • The Course field is required. In the Course field, you can select an existing in the course catalog course from the drop-down list or enter the title of a new course.

 

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  • The Course Type filed. If you enter the title of a non-existing course in the Course field, you have to set the course type (e-Learning, Instructor-Led Training) in the Course Type field. If you entered the title of the existing course, the Course Type field will be inactive.

 

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  • The Categories field is not required. If you enter the title of a non-existing course in the Course field, the Categories field will be active, and you may select the category to the course from the drop-down list of the existing categories or create a new one. If you entered the title of the existing course in the Course filed, the Categories field will be inactive.

 

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  • The Completion Date field is required. Select the calendar icon to call out the calendar. In the calendar, select the date of the course completion. The present date is marked blue. 

 

 

  • The CEUs field is not required. Here, you may specify the number of CEUs granted to the learner.

 

 

4. Select the Next button to procced to the next page of the form.

If a required field is not filled in, you will not be able to proceed and have to complete the field.

5. If you need to upload or generate a certificate for this learner on this course, select from the following options:

  • Under Upload Certificate, you can upload a certificate from your local device in the following formats: JPEG, BMP, GIF, PNG, and PDF.
  • You can select the certificate template to generate the certificate in the drop-down menu under or generate it from Certificate Template.

In the Expiry Date field, select the calendar icon to call out the calendar. In the calendar, select the date of the certificate expiration. The present date is marked blue. 

 

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6. Select Save to complete the process of external training data import.

NOTE   

The imported training data will be displayed on My Training Dashboard, from the Users panel via View Learner's Transcript and View Learner's Progress, and in the reports grouped by the Deleted courses.

The imported training records will not be displayed in the course catalog and on the Training Management panel.

If a certificate is imported for an existing course, where the learner is enrolled in (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 User(s) from Course Catalog

To remove users from a course catalog:

1. From the Users panel, select the relevant users.

2. From the opened User(s) panel, select Remove User(s) from Course Catalog.

 

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3. In the dialogue box, select Remove User(s) to proceed with removing the selected learners from the current course catalog and all courses and training plans of the current course catalog. Select Cancel to cancel the action.

 

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When you remove users from a course catalog, they will be unenrolled from all courses and training plans and deleted from the Users list.

If the users were added to a course catalog via an Active Directory group, you can:

 

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

1. Once you see the following notification in Notifications, select the Details link.

 

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2. On the opened Details page, you will see the list of users and groups that the users were added within. Select the relevant group name.

 

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3. From the opened Remove Group from Course Catalog panel, select the Remove Group button.

 

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As the result:

  • 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 Users list.
  • The learners that were also enrolled or added as individuals or via any other group will not be removed from the Users list or unenrolled 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. It may take some time before the users are removed from the Users list.

 

To remove the entire group from LMS365 via API, navigate to the article Delete users and Azure AD groups from a course catalog via API.

 

Grant Skill

IMPORTANT   

The skill(s) granted via Grant Skill will not be associated with a specific course or training plan. Users can track these skills from My Training Dashboard.

To grant skills to the learners:

1. In the Users list, select the relevant user. To select all the users in the list, select the Name checkbox.

2. From the opened User(s) panel, select Grant Skill.

 

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3. On the opened Grant Skill panel, fill in the fields:

  • In the Skills field, left-click to call the drop-down list of all the existing skills in the present course catalog and select the relevant ones. 

You can select multiple skills. However, you cannot select the same skill 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 skill revocation date. This field is optional.

 

 

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

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 skills granting. 

To fold back the list, click the arrow near Learners to Grant Skill.

 

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

 

Revoke Skill

To revoke skills from the learners:

1. In the Users list, select the relevant user. To select all the users in the list, select the Name checkbox.

2. From the opened User(s) panel, select Revoke Skill.

 

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3. From the Revoke Skill panel, select the skills to revoke. To select all the skills in the list, select the Name checkbox.

 

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

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 skills revocation. 

To close the list, select Learners to Revoke Skill.

 

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5. Select the Revoke button to revoke the selected skills from the selected learners.

The revoked skills will acquire the Revoked status. 

 

Purge User's Records

LMS365 includes the option of purging all records of a selected user 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 user's records:

1. From the Users panel, select the relevant user(s). To select all the users in the list, select the Name checkbox.

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

 

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3. In the Confirmation window, select OK to proceed with action. Select Cancel to cancel the action and close the window.

 

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4. When you agree to continue the purge process, 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.

 

 

After purging of the learner’s records is completed:

  • The learner will be removed from the Users list.
  • The learner will be unenrolled from all courses and training plans of the current course catalog.
  • The learner’s certificates will be deleted.
  • The learner's progress and attempts to complete SCORMs/AICCs, quizzes, and learning modules will be deleted.
  • The learner will not be displayed in the gradebook.
  • The learner will not be displayed in reports.
  • The learner’s skills will be deleted, and the learner is removed from the Granted by column from the Skills tab on My Training Dashboard.
  • 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 user has been enrolled in a course/training plan via an Active Directory group, this user will be added to the Users list again when the synchronization has run.
  • If a purged user has another role (for example, the site owner), this user will also be deleted from all groups of the site collection.
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