The Training Management page and its capabilities

Introduction

The Training Management page of the LMS365 Admin Center provides an overview of all courses and training plans of the selected course catalog and options for managing these courses and training plans as well as creating or importing new ones.

In this guide, we describe the Training Management page and its capabilities, filtering and sorting options of this page, Waiting List, Request(s) for Sessions, Pending Approval and Training Provisioning views and import of Go1 courses. Also, from the Training Management page the Course management and Training Plan Management panels with the training managements options can be reached.

 

The Training Management page overview

Required role: course admin or catalog admin.

By default, the Training Management page of the LMS365 Admin Center opens:

  • With an overview of all courses and training plans of the current course catalog for catalog admins. Catalog admins have access to all options of the page: creating, importing, training managing, filtering and sorting.

     

    Training_management_page.png

  • With an overview of these courses and training plans only that the user is assigned as a course admin. Course admins have limited access to options of the page: training managing, filtering and sorting.

     

    course_admin_view

 

The Training Management page enables catalog admins to create new courses and training plans, import courses from Go1, and see a list of all created and imported courses and training plans of the current catalog.

The recommended number of courses in a catalog is 2500 and includes courses created in LMS365, courses imported via the Import External Training option and courses imported from Go1.

Courses and training plans have special icons to indicate their training type:

  • 2022-03-31_18_44_46-Training_Management.png (a monitor icon) for e-learning courses and courses imported from Go1.
  • 2022-03-31_18_46_11-Training_Management.png (a person in front of the monitor) for instructor-led courses.
  • 2022-03-31_18_47_15-Training_Management.png (a folder icon) for training plans.

Information is presented on the Training Management page in the following columns:

  • Title. Displays the title of a course or training plan.

  • Visibility. Shows whether the course or training plan is set as visible (no icon) or not shown (an icon displayed) for users in the course catalog. The column can be used for sorting and also has its own filter. The visibility of a course or training plan is controlled by the Show in Course Catalog option in the Settings section of the training configuration panel.

     

  • Training progress. Selecting this icon opens the progress panel of a course or training plan in question.

     

  • Enrolled. Displays number of users who are currently enrolled in the course or training plan.

  • Completed. Displays number of users who have completed the course or training plan.

  • Overdue. Displays number of users who haven't completed the course or training plan up to the due date or have completed it after the due date came.

  • Status. Displays the current status of the course or training plan. It can be as follows:

Published. The training is published, and its start date is reached.

Unpublished. The training isn't published.

Planned. The training is published, and its start date isn't reached yet.

  • Category. Displays categories set for the course or training plan. The column can be used for sorting and also has its own filter.

     

    category_filter

     

  • Average rating. Displays the rating of the course or training plan calculated as an average of all received ratings that aren't hidden. Hidden ratings aren't calculated here but included in the total number of ratings provided for the course or training plan.

Selecting a course or training plan opens the Course management or Training Plan Management panel respectively with the available actions: view training, edit or delete it, manage learners and admins and rating, see training progress, approve enrollments, manage completion sets and others.

 

Create training

The Create training option enables catalog admins to create courses and training plans. Once created, catalog admins and users assigned as course admins of the created training can manage it from the Training Management page. 

To find more details, visit:

 

Import Go1 courses

LMS365 enables the integration of Go1 with LMS365 to import and feature Go1 courses in LMS365.

Go1 courses imported into LMS365 are treated as e-learning courses, have the same icon as e-learning courses, and are managed the same way via the Course management panel. 

Find more information about how to set up the integration between LMS365 and Go1, and how to import courses from GO1, in this article.

 

Training search and filtering

LMS365 provides multiple filtering and sorting options for the Training Management page:

1. Sorting by any column is available, except for the Status column.

2. Filtering by type, publishing status and sharing to Viva Learning. The default view displays all courses and training plans in the catalog, for all publishing statuses. The view can be filtered to show, for example, courses of a certain type and those with a specific publishing status. Catalog admins can additionally filter the view to show content shared with Viva Learning. Course admins see only the courses and training plans for which they're an admin.

 

select_filter

 

Filter the view by training type, publishing status, and whether the course or training plan is shared with Viva Learning. The following filter parameters are available:

  • Select all. Displays all courses and training plans of the catalog and simplifies the filtering, enabling you to unselect a few parameters, rather than selecting many. To quickly reset the filter, select to clear the Select all checkbox.

  • Training Type. Allows filtering by the type of training: e-Learning, Instructor-Led Training, or Training Plan. Multiple selection is available.

  • Publishing Status. Allows filtering by the current publishing status of training. Multiple selection is available.

Published. Displays only published courses and training plans.

Unpublished. Displays only unpublished courses and training plans.

Scheduled. Displays planned courses and training plans (training has a start date in the future). 

Ended. Displays ended courses and training plans (training has an end date in the past). 

  • Other. Allows filtering of courses and training plans that are marked as being shared with Viva Learning. When this filter is set, the display of courses and training plans is controlled by the Show in Viva Learning option in the Settings section of the training configuration panel.
    Two checkboxes are available in this section: In Viva Learning and Not in Viva Learning.

 

IMPORTANT   

To ensure the view accurately reflects which training is shared with Viva Learning, as well as selecting the In Viva Learning checkbox, you should also select the Published filter in the Publishing Status section. If you don't select this additional filter, the view will include unpublished, scheduled, and ended training, as well as training that has a target audience set.

 

3. Filtering by visibility allows you to select which courses and training plans are displayed: all, shown or not shown in the course catalog.

 

visibility_column_filter

 

4. Filtering by category allows you to quickly find the relevant training by selecting which category of courses and training plans to be displayed. Filters can have one, multiple, Select all, or No Category (at the bottom of the list) parameters selected.

 

category_filter

 

5. The Search field enables you to search for the relevant courses or training plans. The search runs on titles and categories.

 

Waiting List

Overview

Waiting lists are available for instructor-led training courses only.

The Waiting List icon mceclip0.png in the top bar menu provides a view that displays these courses that currently have users added on waiting list. The number of users added to a waiting list is shown next to the course.

 

waiting_list_view

 

To manage the waiting list of the course, its sessions, and its session groups, select the relevant course to open its Course management panel. On the Course management panel, select the Waiting List option.

The Waiting List panel opens where waiting list requests can be managed: either register users for the requested session groups or standalone sessions, or remove them from the waiting list. The Waiting List panel differs slightly for instructor-led training courses of different enrollment types.

 

Single group or standalone session enrollment type

The Waiting List panel of courses of the Single group or standalone session enrollment type contains:

1. The All course sessions drop-down list. The default value is All course sessions, which allows the viewing of all waiting list requests from users for all sessions and session groups of the course.

From the drop-down list, select the required session or session group to filter users from the waiting list for that session or session group only if that is needed.

 

single_course_waiting_list

 

2. Columns Name, Date and time and Course session.

  • The Name column displays names of users that request enrollment in the course, its session or session group.

  • The Date and time column shows the date and time when the user's request was submitted.

  • The Course session column shows the date and time of the session for which the user is on the waiting list for or the title of the session or session group, if the title was provided.

To manage requests in the waiting list:

1. Select the user you want to manage the request for. The Actions panel opens where you can see available actions.

2. Check the session or session group selected by the user to register for. You can select another session or session group from the drop-down list. 

 

Enrolling_in_single_session_from_waiting_list

 

3. Select the relevant action:

  • Enroll User in Selected Session to register the user for the selected session or group of sessions.
    It's possible to change the selection of a session or group of sessions to register the user for. If there are no vacant seats in the selected session or session group, a confirmation dialog appears informing that the session or session group is overbooked and asking to confirm registering the user in it.

  • Remove User from Waiting List to remove the user from the waiting list of the session or group of sessions.

     

    single_session_waiting_list_actions

 

All groups and standalone sessions enrollment type

The Waiting List panel of courses of the All groups and standalone sessions enrollment type contains two columns:

1. The Name column with the list of users who have submitted request to be registered for the course and all its available sessions and session groups.

2. The Date and time column with the date and time when user's request was submitted.

 

all_sessions_waiting_list_panel

 

To manage requests in the waiting list:

1. Select the user you want to manage the request for. The Actions panel opens where you can see available actions.

2. Select the relevant action:

  • Enroll User in Course to enroll the user in the course and register them for all available sessions and groups of sessions. 
    If there are no vacant seats in the course, a confirmation dialog appears informing that the course is overbooked and asking to confirm enrolling the user in it and registering them for all available sessions and groups of sessions.

  • Remove User from Waiting List to remove the user from the waiting list of the course.

 

all_sessions_waiting_list

 

Multiple groups or standalone session enrollment type

The Waiting List panel of courses of the Multiple groups or standalone sessions enrollment type contains three columns:

1. The Name column with the list of users who has submitted request to be registered for the standalone sessions and session groups of the course.

2. The Date and time column with the date and time when user's request was submitted.

3. The Course sessions column shows the List of Sessions link with the number of session groups and standalone sessions for which the users are on the waiting list for.

 

multiple_sessions_waiting_list_panel

 

Selecting List of Sessions opens the view of the sessions with their names, start and end dates, time zone and location. For a session group you need to expand it to see the relevant data of the sessions inside the group.

 

View_list_of_sessions_with_data_about_sessions_and_session_groups

 

To manage requests in the waiting list:

1. Select the user you want to manage the request for. The Actions panel opens where you can see available actions.

2. Select the relevant action:

  • Enroll User in Course to register the user in the selected session groups and standalone sessions.
    If there are no vacant seats in any of these session groups and standalone sessions, a confirmation dialog appears informing that there are overbooked sessions and asking to confirm registering the user for them.

  • Remove User from Waiting List to remove the user from the waiting list of the course. This action will remove the user from all the waiting lists of the session groups and standalone sessions of the current course that the user is currently in for.

     

    multiple_sessions_waiting_list_actions

 

Request(s) for Sessions

The Request(s) for Sessions option is available for users on the home page of the instructor-led training.

The Request(s) for Sessions icon mceclip1.png on the top bar menu provides a view that displays these courses that currently have requests sent from users. The number of requests is shown next to the course.

 

requests_for_sessions_view

 

To manage users' requests:

1. Select the relevant course from the list of courses with users' requests. The Course Management panel opens.

2. On the Course management panel, select Request(s) for Sessions. The Request(s) for Sessions panel opens with the following columns:

  • Name. Shows the name of the user, who sent the request.

  • Date and time. Shows the date and time when the request was sent.

  • Message. Shows the message sent by the user.

 

Requests_for_sessions_panel

 

3. Select the required users' requests or all requests at once by selecting the Name checkbox. The Actions panel opens.

4. On the Actions panel, select the required action:

 

requests_for_sessions_actions_panel

 

Pending Approval

Pending Approval is a view that displays only these courses and training plans that currently have users' enrollment requests pending approval. Next to the Pending Approval icon the total number of enrollment requests pending approval is displayed.

Courses and training plans with user's enrollment requests pending approval also have a red exclamation mark next to the title in the general view on the Training Management page.

 

pending_approval_view

 

To view the enrollment requests from users, select the relevant training to open its management panel and to go to Approve Enrollments. The Approve Enrollments panel opens where the enrollment requests can be managed.

More information about the enrollment requests pending approval and how to approve or reject them can be found in the in this article.

 

Provisioning

Training Provisioning is a view that displays only these courses and training plans that are currently under provisioning process. These courses and training plans have a spinning wheel icon next to their title.

 

Provisioning_view

 

Selecting the spinning wheel icon shows the provisioning information: current status, start date, current operation going on and progress percentage.

 

Provisioning_details

 

Selecting Training Provisioning on the top menu bar once again redirects to the main view of the Training Management page. Also, the Training Provisioning view is automatically closed when there'll be no courses and training plans under provisioning.

 

Management panels 

From the Training Management page course and catalog admins can manage courses and training plans. To do this, select the relevant course or training plan to open the Course management panel and Training Plan Management panel with their management actions and options, respectively. 

To find more about the Course management panel, visit:

To find more about the Training Plan Management panel visit the article about how to create, manage and delete training plans.

 

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