Create training plans

Introduction

With the LMS365 Training Plans functionality, you can combine courses into training plans and create unique training programs for learners.

This article describes step-by-step how the course catalog admin can create training plans in LMS365.

Scroll the article or watch the video (the article includes more information).

 

Where to start

Required role: course catalog admin. Course admin can edit and manage the training plan after it is created.

 

NOTE   

  • Before you can create courses, at least one course catalog must be created in LMS365.

  • To add courses to your training plan first create e-Learning and/or Instructor-Led Training courses as they can't be created during a training plan creation.

  • If you get the message Access Denied when trying to create a course, please contact your LMS365 administrator because this message may be caused by a configuration issue in the LMS365 app.

 

To create a training plan, go to the LMS365 Admin Center > Training Management > Create Training.

A course configuration panel opens and this will guide you through each step of the course creation process. After you select Training Plan as a training type, the configuration panel changes to the following four sections displayed—Basic Details, Courses, Settings, and People.

 

 

Setting up training plans

Required role: course catalog admin. Course admin can edit and manage the training plan after it is created.

When you create or edit a Training Plan, the configuration takes place in the training configuration panel, which consists of four sections:

This configuration panel also includes the Create/Save and Publish commands at the bottom of each section.

You can move back and forth between the sections to complete or edit the information by selecting the section in the timeline at the top of the page.

 

 

Basic Details

Required roles: course catalog admin. Course admin can edit and manage the training plan after it is created.

Under the Basic Details section, complete the initial information about the training plan. Fields marked with an asterisk * are required.

 

Select course type 

Select the Training Plan option. Hover over the training type option to see a short description of it, if needed.

IMPORTANT   

Once the training has been created, its type can't be changed.

 

Name and Web address

The name you give the training plan is visible throughout the course catalog, on the training plan home page. Enter a maximum of 128 characters in the Name field.

If you enter a long training plan name, it may be displayed over two lines on the training plan home page.

The web address of your training plan is automatically generated when you complete the Name field but this can be manually changed. Invalid characters, such as " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space, are automatically excluded. The period (full stop) character must be manually altered as it isn't allowed consecutively in the middle of a site address. Also you can't start or end a site address with a period.

To check or edit the web address, select the Edit Web Address link above the top right-hand corner of the Name field. You can edit only that part of the training URL that relates to the training name as new courses and training plans are created as pages at the root of the SharePoint course catalog site.

If you edit the web address of a training plan after the training plan has been created, the previous training plan URL will no longer be available. 

You can copy the web address by selecting the copy icon at the end of the Web Address field. The web address is saved to the clipboard.

 

Short Description

Use this field to provide a text-only description of the training plan. This is displayed in the catalog List View, on the training plan home page and also can be included as a variable in relevant training notifications.

The field can be extended to make it more convenient for you to work with the text. After you switch to another section or close the configuration panel, the Short Description field reverts to its original size.

 

Long Description

You can optionally give a long description to your training plan. If provided, a long description replaces the short description on the training plan home page and in the catalog Card View on the training plan details panel. If you leave this field empty, the short description text is displayed on the training plan home page and in the catalog Card View instead.

A rich text editor is available for the long description, using which you can insert YouTube videos, or upload videos, images, or files from your local computer, to enrich the course description.

You can expand the text field by selecting Full screen—the last tool icon in the rich text editor. This gives you more space when you're working with the text.

 

Categories

Categories are used to help filter training in the catalog and are displayed on the training home page. 

To add already created categories and subcategories to the current training plan and catalog, start entering the title of a category or subcategory to show a list of possible matches. Subcategories are displayed with the parent category (separated by a backslash) in the Categories field of the Basic Details section. On the training plan home page, subcategories are displayed without the parent category. 

To create a category from a training plan, enter the full title and select the grey drop-down field that shows the title of the new category (appended with Create New). Subcategories are created on the Categories page only and can't be created from training plans. A new category created from a training plan is added to this training plan and to the list of categories of the current catalog only when you save the training plan used to create the category. 

For more information, please see Categories: create, edit, and manage categories.

To remove a category or subcategory from the training plan, select the delete icon next to it.

If you leave the Categories field empty, the training plan won't have any categories or subcategories. To search for such courses and training plans, users can filter by No Category on the catalog home page.

 

Tags

Adding training plan tags enhances the search experience. When learners search for these keywords in the course catalog, training plans with these tags are displayed in the search results.

Tags are created while creating or editing courses or training plans. In the Tags section, you can create tags to add to the current catalog and to the training plan, or apply existing tags to the training plan.

To add an existing tag to the training plan, start entering the title of a tag to show a list of possible matches. 

To create a tag from a training plan, enter the full title and select the grey drop-down field that shows the title of the new tag (appended with Create New). A tag created from a training plan is added to this training plan and to the list of tags of the current catalog only when you save the training plan used to create the tag. 

For more information, please see Tags: edit, delete, and view tags in use on the course catalog level.

To remove a tag from the training plan, select the delete icon next to it.

If you leave the Tags field empty, the training plan won't have any tags. 

 

ID

This is an internal ID for your training plan. It is displayed on the training plan home page and in the preview of the training details from the catalog card view. Also, a training ID can make it easier for learners to find this specific training plan using the search facility for keywords.

 

Duration (standard format)

Specify the exact duration of the training plan in a standard format (00d : 00h : 00m). This is displayed as "xx days xx hours xx minutes" on the training home page and on the course catalog page, with an icon of a black dial with white arrows.

The maximum values you can enter are 99d : 23h : 59m. Only the values recorded are displayed on the home pages.

EXAMPLE

If you set "05d : 19h : 13m", it will be displayed as "5 days 19 hours 13 minutes".

If you set "02d : 00h : 45m", it will be displayed as "2 days 45 minutes", hours aren't mentioned.

 

The Duration (standard format) field doesn't replace the Duration field. It is displayed before the Duration field in the Information block of the training home page. The Duration field on the training home page has an icon of a white dial with black arrows.

If this field is blank, it won't be displayed on the training home page or on the course catalog page.

If both the Duration and Duration (standard format) fields contain a value, both fields are displayed in the Information block on the training home page with the icon of the Duration field (an icon of a white dial with black arrows).

 

Duration field on the training home page

 

Duration

Specify the approximate duration of the training plan in a free format, for example, "approx. 2 hours", " 4 courses, each for 1 hour". The duration is displayed on the training plan home page and on the course catalog training card. The Duration field on the training home page has an icon of a white dial with black arrows.

The Duration field doesn't replace the Duration (standard format) field and is displayed after the Duration (standard format) field in the Information block of the training home page.

If this field is blank, it won't be displayed on the training home page or on the course catalog page.

If both the Duration and Duration (standard format) fields contain a value, both fields are displayed in the Information block on the training home page with the icon of the Duration field (an icon of a white dial with black arrows).

 

Thumbnail Image

The thumbnail image is used in the preview of the training plan, on the training card in the course catalog, on My Training Dashboard, and in the top left-hand corner of the banner image on the training plan home page.

To add a thumbnail image, select Choose Image to open the Course Catalog & Site Image library. Select a file from the library or upload an image from your computer by selecting Upload. If you upload your own image, we recommend that its dimensions are a minimum of 200x200 pixels. The selected image is highlighted with a blue frame. Save to apply the thumbnail image.

 

 

NOTE   

For the image to be displayed correctly by the LMS365 Teams bot, the image:

  • Can be no larger than 1024×1024 and 1 MB.
  • Must be in PNG, JPEG, SVG, or GIF format.
  • Must be hosted on a public content delivery network (CDN).

 

To remove a thumbnail image from the training plan, open the Course Catalog & Site Image library and deselect the image that is currently used as the thumbnail image (it has a blue check mark). Save to apply the changes. All courses and training plans created in LMS365 have a default thumbnail image applied.

To delete an image from the library of thumbnail images, select is and then Delete. This action can't be undone. Save the changes. Images that are currently in use as a thumbnail image in any course or training plan can't be deleted. If you try to delete such an image, you will see the message: "You can't delete this image. It is in use".

 

Banner Image

Choose the image you want to use in the banner of the training plan home page. 

A default image can be set by the course catalog admin in the LMS365 Admin Center > Catalog Settings > LMS Configuration > Training Banner Image and is automatically applied to all new courses and training plans in the catalog. If a default banner image isn't set, courses and training plans in the catalog won't have a default image.

The course catalog or course administrator can change the training plan banner image when creating or editing the training plan.

To add a banner image, select Choose Image to open the Course Catalog & Site Image library. Select a file from the library or upload an image from your computer by selecting Upload. The selected image is highlighted with a blue frame. After you Save the changes, the image is marked with a blue checkmark to show that it's in use for this training plan.

 

 

We recommend using images with a width of 1236 pixels and in the following formats: PDF, SVG, PNG, JPEG.

LMS365 dimensions for the banner image on course and training plan home pages are 1204x228, which is equivalent to an aspect ratio of 5.28:1. Pages are responsive across devices (being scaled differently depending on layouts, devices, and screen sizes used) so the dimensions of the banner image also change. You can learn more about the principles that we follow relating to responsiveness from the Image sizing and scaling in SharePoint modern pages article.

All uploaded images become part of the banner image library that is shared within the whole course catalog, and can be used by all course catalog and course admins as banner images of courses and training plans.

All images uploaded in the Banner Image field on the configuration panel of any course or training plan of the catalog also automatically become part of the banner images library of that catalog, regardless of whether these images are used in any training or are just uploaded.

To remove a banner image from the training plan, open the Banner Image library. The image used as the banner image of the training plan is displayed above all the uploaded files as a preview, and has a blue check mark and a blue frame. Deselect the file that is currently used as the banner image for the course. The preview at the top becomes empty with No image selected displayed. Save to apply the changes. Training plans with no banner image applied have only the thumbnail image displayed on the training plan home page.

 

 

To delete an image from the Banner Image selection, select the file and select Delete. This action can't be undone. Save the changes. Images that are currently in use as a banner image in any course or training plan can't be deleted. If you try to delete such an image, you will see the message: "You can't delete this image. It is in use". Also, when the image is set as the default banner image for the tenant, the Delete option is disabled for this image.

 

Courses

Required roles: course catalog admin. Course admin can edit and manage the training plan after it is created.

In the Courses section, you can add and manage training plan content—courses. It is good practice to include at least two courses in training plan.

 

Courses section overview

The Courses section has five columns with the information about the added courses and an action column which enables setting prerequisites for courses. These columns aren't clickable and unavailable to be used for sorting.

 

 

  • Name. Shows the name of the course. This name is visible in the Content section of the training plan home page and in the list of courses on the training details on the course catalog page.

  • Status. Shows the publishing status of the course and can be published, unpublished, scheduled, or ended.

  • Categories. Shows the categories applied to the courses if any are set. Hover over the applied categories to see the entire list of categories.

  • Required for Completion. Shows if the course is set as required for the training plan completion. Find more about the training plan completion settings in the relevant section of this article.

  • Course Administrators. Shows the users assigned as course admins in the course settings. The user who created the training plan doesn't become a course admin of the courses included in this training plan.

  • The lock icon (prerequisites). Shows the presence of preconditions for the course. Course catalog and course admins can set prerequisites by locking courses for learners until all preceding courses have been completed by learners. By locking courses, the admin controls the order in which learners progress through the training plan content. By default, the lock icon is grey and opened for all added course meaning that the course has no prerequisites. The blue and closed lock for the course means that the course is locked for learners before they have completed previous courses. Find more about setting prerequisites for the courses in the relevant section of this article.

 

Add courses

To add courses to the training plan:

1. In the Courses section of the training configuration panel, select +Add Course. The Add Courses panel opens where the existing courses from the current course catalog are presented in the alphabetical order by course name. New courses can't be created during the training plan creation process. 

You can select all courses from the list by selecting the checkbox right before the Name column.

 

To search for the courses you want to add to the training plan, you can:

  • Select the column title (except Status). The courses will be reordered in accordance with this column, based on the column's information.

  • Use the Search field. Type words in the search field and the search results will show only these courses that contain the typed words in their titles, categories applied or administrators set. You can select all courses from the search results by selecting the checkbox right before the Name column.

  • Use the All Courses filter to find courses that match the selected publishing status and/or training type. From the All Courses filter, select one publishing status (published, unpublished, scheduled, ended) and/or one training type (e-Learning, Instructor-Led Training). Selecting of several publishing statuses and training types isn't available. The filtering results will show only these courses that match the filtering parameters set. You can select all courses from the filtering results by selecting the checkbox right before the Name column.

 

2. On the Add Courses panel, select the courses you want to include in the training plan. The selected courses have a blue checkbox next to their name and can be easily found in the Selected tab. To remove courses from the selection, deselect them. 

 

3. Save to add courses to the training plan.

Courses are added to the training plan in alphabetical order but can be reordered by dragging to the required place in the list of courses.

 

 

4. Repeat steps 1-3 if you want to add more courses.

The selected and already added to the training plan courses have a blue checkbox next to their name and can be easily found in the Selected tab. To remove courses from the selection, deselect them. Save your changes.

New courses added to the training plan are displayed under the courses that were added previously, in the order in which they were added. But they can be reordered by dragging to the required place in the list of courses.

 

 

Remove courses

To remove courses from the training plan:

1. In the Courses section of the training configuration panel, select the courses you want to remove. The Actions panel opens with the number of selected courses is displayed.

2. On the Actions panel, select Remove from Training Plan. The selected courses are removed without any confirmation message and this action can’t be undone. The training plan is saved automatically.

 

 

3. Repeat steps 1-2 if you want to remove more courses.

 

Configure completion settings

Training plan completion settings enable you to set the conditions under which a training plan is marked as completed.

Marking courses added to the training plan as required for completion enables admins to create unique training programs by promoting important courses and leaving it to learners to take the optional ones.

By default, all courses added to the training plan are set as required for the training plan completion.

To complete the whole training plan, the learner needs to complete all courses of the training plan that are set as required for completion.

Courses marked as required for the training plan completion have a special mark next to their title on the training plan home page.

 

 

To configure training plan completion settings:

1. In the Courses section of the training configuration panel, select the courses which completion status you want to configure. The Actions panel opens with the number of selected courses is displayed.

By default, all courses added to the training plan are set as required for the training plan completion.

 

2. On the Actions panel, select Set as Not Required for Completion. 

For courses already marked as not required the Set as Required for Completion option becomes available.

If several courses are selected and they have different settings, both actions are available. After you select any of them, this setting is applied to all selected courses.


EXAMPLE

If one of the selected course is set as required for the completion of the training plan and the other is not, after you select Set as Not Required for Completion, both courses become not required for the completion of the training plan. The same logic is applied if Set as Required for Completion is selected—both courses become required for the completion of the training plan.

 

 

3. Save to apply the changes. The courses selected as not required for the training plan completion become optional for the enrolled learners to take. And the courses selected as required for the training plan completion become mandatory for the enrolled learners to take to successfully complete the training plan.

 

NOTE   

For training plans that are already published and have enrolled learners, changing the training plan completion settings trigger a confirmation message warning you that changes may have an impact on learners who are in progress with completing the training plan. Learners may see changes in what courses are now set mandatory or optional to complete the training plan. to complete the training plan, users need to complete all courses set as required.

 

Set prerequisites (lock option)

Admins can set prerequisites by locking courses for learners until all preceding courses have been completed by learners. By locking courses, admins control the order in which learners progress through the training plan content.

By default, the lock icon is grey and opened for all added course meaning that the course has no prerequisites.

The blue and closed lock for the course means that the course is locked for learners before they have completed previous courses. On the training plan home page, the locked course has a message displayed that the course is locked until all previous required courses are completed.

 

To set prerequisites for a course in the training plan, on the Courses section of the training configuration panel, select the lock icon next to the course. The lock icon for this course becomes blue and closed meaning that the course is locked for learners and to unlock it learners are required to complete the previous courses.

Repeat this for each course of the training plan that you want to set prerequisites for. 

 

NOTE   

  • As the first course in the list of courses can’t have prerequisites, this course can’t be locked. If a locked course is moved to the first position in the list of courses, it automatically becomes unlocked.

  • For the already published training plans, locking/unlocking of the courses is saved automatically.

  • Learners can't access locked courses of a training plan by a direct link or the course catalog, unless the learner has previously completed the course as a separate training.

 

To ensure courses can only be started in the order they appear in the list you can lock all of them by selecting the top lock icon in the columns bar.

 

 

Settings

Required roles: course catalog admin. Course admin can edit and manage the training plan after it is created.

Under Settings section, general training plan settings like enrollment flow, CEUs, retake, certificates, skills, due date, and regional settings are configured. 

 

 

Enrollment flow

With the help of the Enrollment Flow option, you can regulate the number of learners in a training plan and control the list of participants. The training plan enrollment flow is prioritized over the enrollment flows of the courses included in this training plan.

To configure the flow of enrollment in the training plan, select one of three enrollment flows:

  • Automatic Approval. With the Automatic Approval flow, the system automatically approves the enrollment when a user enrolls in the training plan. Automatic Approval is set by default.
  • Line Manager Approval. With the Line Manager Approval flow, the system sends the user's enrollment request to the user’s line manager, who must then approve or reject the enrollment request. The line manager of a user is specified in Azure Active Directory. Find more about setting up line managers in this article. 
  • Administrator Approval. With the Administrator Approval flow, the system sends the user's enrollment request to the course admin, who must then approve or reject the enrollment request. The course catalog administrator can approve or reject the enrollment request as well.

When an enrollment flow that requires approval is selected for a training plan, learners, after sending the enrollment request, see the status Pending Approval on the training plan home page.

 

 

Learners can cancel the enrollment before the request is approved or rejected, if this option is enabled by the course admin. For this action, the learner needs to select Cancel enrollment request in the Information section of the training home page. A cancellation message is required. Line managers, course catalog and course administrators can see canceled requests in the Approve Enrollments panel.

For more information on how learners can enroll in courses and unenroll from them see this article.

 

Continuing Education Units

With LMS365 Continuing Education Units (CEUs), you can grant the learner with a number of CEUs for completing the training plan to reward effort and quantify a player's progress. 

Enter a positive integer or decimal value (with up to two digits after the decimal point or comma) in this field to apply CEUs to the training plan.

 

Show in Course Catalog

The Show in Course Catalog option controls the display of the training plan in the course catalog. This toggle is On by default. 

When this option is toggled Off, the training plan isn't displayed on the catalog home page and is available for learners only by a direct link, for example, from the enrollment notification. On the Training Management panel, the training plan with the Show in Course Catalog option turned off has a closed eye icon eye_closed.png next to it.

 

 

Do not allow unenrollment

The Do not allow unenrollment option controls learners' cancellation of enrollment in courses and training plans. This toggle if On by default.

Toggled Off, the Do not allow unenrollment option ensures that enrolled learners can't unenroll themselves from the training plan.

 

Voluntary retake

The Voluntary Retake option controls learners' retake of training to repeat the material of the training plan, improve their score, and/or update certificates and skills that are to expire. This toggle if On by default. 

When this option is toggled Off, learners can't retake the training plan but can review the content of this training plan they are enrolled in at any time. 

See this guide for more detailed information on how the Voluntary Retake option is used and how it affects the training functionality. 

 

Show as Mandatory

The Show as Mandatory option enables course catalog admins to mark the training plan as a required one to complete by the learners. This toggle if Off by default. 

When this option is toggled On, the training plan is marked as Mandatory on the training card on My Training Dashboard. Also, learners can find such training plans when filtering by Mandatory from My Training Dashboard.

In reports, a training plan set as mandatory is marked Required in the Course Requirement column.

 

 

The Show as Mandatory option doesn't affect the courses included in the training plan, only the training plan itself. Courses included in the training plan don't become mandatory to complete. In the list of courses added to the training plan, the courses are mark Mandatory only when the Show as Mandatory option is enabled for the course in its individual course settings, regardless the training plan settings.

 

 

Also, when the Show as Mandatory option is toggled On for all courses included in the training plan, this doesn't affect the mandatory status of the training plan itself, this training plan doesn't become mandatory to complete.

 

Training Audience Targeting

The Training Audience Targeting enables course catalog admins to limit access to the training plan home page and the content to a specific audience. 

This toggle if Off by default. When this option is toggled Off, all courses and training plans of the course catalog are displayed for all users in this catalog.

When this option is toggled On, additional field appear called Target Audience. Here, you can add individual users, or Azure Active Directory and Microsoft 365 groups, to the target audience of the training plan. You can enter a maximum of 50 users or 1,500 characters at a time, as a comma or semicolon-separated list. 

If you reach the limit of addresses, the extra addresses are automatically removed from the list and an information message is displayed.

 

 

Once the target audience of the training plan is set, only already enrolled learners, course catalog and course admins, and users of this target audience are able to see and take this training plan

If Course Targeting is enabled in the LMS365 Global Settings, the Training Audience Targeting option also controls which courses and training plans are displayed for which users in a course catalog. Read more details about how the training audience and course targeting options work in this article.

 

Due Date

The Due Date option enables course catalog admins to set a date and time for when the training plan must be completed by the enrolled learners. 

This toggle if Off by default. When this option is toggled Off, the enrolled learners can complete the training plan any date and time.

When this option is toggled On, an additional field appears called Set Due Date asHere, you can set the date and time for learners to complete the training plan by. This field offers two options for setting the due date:

  • number of days after enrollment. This option gives learners a specific number of days to complete the training plan. The due date takes into account the learner's enrollment date and time, as well as the date and time of when the training plan has been published.

    If the training plan is already published at the time the learner is enrolled, the countdown starts from the learner's enrollment date.

    If the training plan isn't yet published when the learner is enrolled in the training plan, the countdown starts from the moment the training plan becomes published.

  • a fixed date. This option enables admins to specify the exact due date and time for the training plan.

When the Due Date option is enabled, learners can receive two email notifications related to due dates:

  • Training Plan Due Date Reminder. This notification is sent to inform learners that the due date is approaching for a training plan in which they are enrolled.
  • Training Plan Due Date Passed. This notification is sent to inform learners who haven't yet completed the training plan that the training plan has passed its due date.

See this article for more information on notifications relating to training plans.

 

The due date of the training plan is displayed to enrolled learners in the Information section of the training plan home page and My Training Dashboard.

 

 

Certificate

The Certificate option enables course catalog admins to issue one or more certificates to learners who complete the training plan.

This toggle if Off by default. When this option is toggled Off, the enrolled learners don't receive any certificate on completing the training plan.

When this option is toggled On, an additional field called Certificate Template and a toggle Certificate Expiry appear.

Use the Certificate Template field to select the required existing certificate template from the drop-down list. You can't create certificate templates during training plan creation. For more details about how to create and edit certificates see this guide.

 

 

Use the Certificate Expiry toggle to enable the certificate expiry date option.

This toggle if Off by default. When the Certificate Expiry toggle is Off, the certificate for the training plan doesn't have an expiry date.

When the Certificate Expiry toggle is On, an additional field appears called Set Expiry Date as. Here, you can specify how long the certificate remains valid. This field offers two options for setting the certificate expiry date:

  • number of days after enrollment. This option enables admins to specify the number of days after completing the training plan that the certificate expires. For each learner the certificate expiry date is based on when the learner completes the training plan and the countdown starts from the learner's training plan completion date.

  • a fixed date. This option enables admins to specify the exact expiry date and time for the training plan certificate.

 

 

Skill

The Skills option enables course catalog admins to grant skills to learners when learners have completed the training plan. 

This toggle if Off by default. When this option is toggled Off, no skills are granted the learners on completing the training plan.

When this option is toggled On, an additional field called Skills and a toggle Skill Revocation appear. 

Use the Skills field to select the required existing skills from the drop-down list. You can't create skills during training plan creation. For more details see the Skills and Skill Level sets: create, manage and delete article.

 

 

Use the Skill Revocation toggle to enable the skill expiry option.

This toggle if Off by default. When the Skill Revocation toggle is Off, the skills for the training plan doesn't have an expiry date.

When the Skill Revocation toggle is On, an additional field appears called Set Revocation Date as. Here, you can specify how long you want an achieved skill to be valid. This field offers two options for setting the certificate expiry date:

  • number of days after enrollment. This option enables admins to specify the number of days after completing the training plan that the skill will be revoked. For each learner the skills revocation date is based on when the learner completes the training plan and the countdown starts from the learner's training plan completion date.

  • a fixed date. This option enables admins to specify the revocation date and time for the skills.

     

 

NOTE   

  • Learners who have already completed a course or training plan aren't affected if a course catalog or course admin makes changes to the Skills settings of the course.

  • The Skill Revocation option inherits the certificate expiry date settings (if any set). To set specific revocation date for skills disable the Certificate Expiry option or configure it such a way to match the settings you want to apply for the skill revocation.

     

 

Regional Settings

The Regional Settings of the training plan include time zone, locale, the first day of the calendar week, and the start and end hours of the working day. 

By default, the training plan inherits the Regional Settings from the course catalog.

 

 

  • Time Zone. Here, you can set the time zone used when showing the time in notifications and reports. To set the time zone, in the Time Zone drop-down list select the relevant one. The default time zone is inherited from the current course catalog.

  • Locale. Here, you can determine the format of numbers, dates, time, and the language the training plan uses in notifications, certificates, and reports. The selected locale automatically sets the First Day of the Week. The default Locale is inherited from the current course catalog's Locale settings.

  • First Day of the Week. Here, you can determine the first day of the calendar week for the training plan. This setting is used by:
    By default, the First Day of the Week is automatically adjusted to the set Locale settings of the training plan but can be manually changed.
    To configure the first day of the calendar week for the training plan, in the First Day of the Week drop-down list select the relevant day. 
  • Start Hour of the Day. Here, you can determine the start hour of the working day. The option has the default value set to 8 AM, and uses the 12-hour time format with an hour step. 
    To configure the start hour of the working day for the training plan, in the Start Hour of the Day drop-down list, select the relevant start hour. 

  • End Hour of the Day. Here, you can determine the end hour of the working day. The option has the default value set to 5 PM, and uses the 12-hour time format with an hour step. 
    To configure the end hour of the working day for the training plan, in the End Hour of the Day drop-down list, select the relevant start hour. 

 

People

Required role: course catalog admin. Course admin can edit and manage the training plan after it is created.

In the People section, you can manage learners and administrators of the training plan. Under People, there are two sections:

  • Learners. Here, you can enroll users in the training plan or unenroll them from it, and send emails to the enrolled learners of the created training plans.

  • Administrators. Here, you can assign users as a administrator of the training plan or unassign them, and control which administrators are displayed to users on the training plan home page.

 

 

Learners

The Learners section is opened by default for you to enroll in or unenroll users from the training plan.

 

To enroll learners in the training plan:

1. Select +Enroll Learner(s). The Search for user(s) panel opens.

2. In the Search for user(s) panel, enter the name or email of users, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the learners you want to enroll in the training plan. You can enter a maximum of 50 internal users or 1,500 characters at a time, as a comma or semicolon-separated list.

You can’t add the Everyone and Everyone except external users groups.

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.

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.

3. When ready, select Enroll.

 

 

The added learners are displayed in the Learners section under Enrolled Learners.

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. The enrolled group contains the number of learners, indicated by the number in brackets next to its title.

 

 

When learners are enrolled in the training plan, they are automatically enrolled into all courses within this training plan. 


EXAMPLE

There is a training plan "Get started with LMS365" with 3 courses inside. After enrolling in this training plan learners are automatically enrolled into all 3 courses the training plan consists of. When unenrolling from this training pan - learners are automatically unenrolled from all 3 courses as well.

 

NOTE   

  • When learners are enrolled in a training plan, they aren't automatically enrolled in any other training plans that have these courses included.

  • A learner won't be automatically enrolled into the training plan if they complete any course from this training plan separately, without enrolling in the training plan itself. 

  • When learners complete a course and then get enrolled in a training plan that has this course inside, the status of the course remains completed. Until enrolled in the training plan, learners won't see the statuses of the courses of the training plan, including the statuses of the already completed separate course. After enrollment, the already completed separate courses have a completed status. 

  • When the learner has completed the training plan, and then admin adds new courses to this training plan, this learner won't be automatically enrolled in the added courses and needs to manually enroll in them from course home pages. For the learner, these courses stay locked on the training plan home page with a note "This course is locked until you enroll into it."
    The only exception is when the learner has completed these added courses as separate courses outside the training plan - in this case, the learner gets enrolled in them, they are marked as completed and are available for review.

  • When the learner is in progress with or has completed some of the courses of the training plan, and then admin adds a course to this training plan, which this learner isn't enrolled in separately, the learner needs to complete any other course of the training plan to be automatically enrolled in this newly added course. Until then, this course stay locked on the training plan home page with a note "This course is locked until you enroll into it."

  • When the learner is in progress with or has completed some of the courses of the training plan, and then admin adds a course to this training plan, which this learner is enrolled in separately, the learner is automatically enrolled in this newly added course.

  • When admin adds new courses to the training plan, learners' progress in this training plan isn't changed. If the training plan was completed, the training plan still remains completed for learners until after admins add new courses. Learners' progress can be changed by the retake (a retake resets the progress) or can be manually changed by a course catalog or course admin.

     

 

Information about the enrolled learners is displayed in the Name, Email and Department columns which are clickable and can be used to sort the information in the list.

  • Name. Shows the name of the user stated in the user accounts in Azure Active Directory. The enrolled learners are presented in alphabetical order by their first name.

  • Email. Shows the email address of the user stated in the user accounts in Azure Active Directory. This column is empty for the enrolled learners with no email address stated in the user accounts in Azure Active Directory. Email address is used to send emails to learners.

  • Department. Shows user's department stated in the user accounts in Azure Active Directory.

Also, you can use the Search field to find a specific user among all the enrolled learners. Search runs on user's name, email address, or department. Typing part of user's name, email address, or department, you will see a list of learners whose information matches the given search parameters.

 

NOTE   

On the Actions panel you can see the Send Email Message option which is unavailable until the training plan is created. When the training plan is created, course catalog and course admins can send email messages to learners enrolled in the training plan either directly from the Learners section or from the Email Learners option on the Training Plan Management panel. To find more on how to send emails to enrolled learners see this link.

 

To unenroll learners from the course:

1. Select one or several learners you want to unenroll from the course. The Actions panel opens where you can see the number of learners selected to be unenrolled.

2. From the Actions panel, select Unenroll.

 

 

When learners are unenrolled from the training plan, they are automatically unenrolled from all courses of this training plan which they weren't enrolled in as in a separate course. When a course has functioned for some time as a separate course and a learner has enrolled in it before this course became a part of a training plan - after unenrollment from this training plan the learner still stays enrolled in this course. 


EXAMPLE

There is a training plan "Get started with LMS365" which consists of 3 courses. One course - "LMS365" - was a separate course with some learners enrolled. This course was added to the training plan "Get started with LMS365" and learners were enrolled into this training plan. When unenrolling from the training plan:

1) learners that have been previously enrolled into "LMS365" remain enrolled in this course but unenrolled from the training plan and other 2 courses inside it.

2) learners that haven't been previously enrolled into "LMS365" are unenrolled from the training plan and all 3 courses inside it.

 

NOTE   

On the Actions panel you can see the Send Email Message option which is unavailable until the training plan is created. When the training plan is created, course catalog and course admins can send email messages to learners enrolled in the training plan either directly from the Learners section or from the Email Learners option on the Training Plan Management panel. To find more on how to send emails to enrolled learners see this link.

 

Administrators

In the Administrators section, you can assign users a course administrator role or unassign it from them.

By default, the user who created the training plan automatically is assigned as a course administrator of it.

 

To assign course administrators to the training plan:

1. Select +Add Administrator(s). The Search for user(s) panel opens.

2. In the Search for user(s) panel, enter the name or email of users, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to assign as course administrators of the training plan.

You can’t add the Everyone and Everyone except external users groups.

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.

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.

3. When ready, select Add.

 

 

The users assigned as course administrators are displayed in the Administrators section under Added.

The added administrators and groups are displayed in alphabetical order, regardless of the order in which they were added. The added group contains the number of admins, indicated by the number in brackets next to its title.

 

 

NOTE   

  • The users assigned course administrators of the training plan don't become course administrators of the courses included in this training plan.

  • These users who are only assigned as course administrators of the training plan have a Teacher, not a Learner role in the back end. They can complete the training plan but in the preview mode and their training records aren't counted in the course admin's transcript. Once enrolled in the training plan, their training records of the preview mode are counted and displayed in in the course admin's transcript. If these users complete a training plan with a set of courses as a pure course admin, their completion records are counted in any other training plans with the same courses without being actually enrolled in them as a learner, only as a course admin. Until enrollment, these completion results aren't displayed in the course admin's transcript.

 

Information about the assigned course administrators is displayed in the Name, Email, Department and Show on Training Home Page columns. All columns are clickable and can be used to sort the information in the list.

  • Name. Shows the name of the user stated in the user accounts in Azure Active Directory. Course administrators are presented in alphabetical order by their first name.

  • Email. Shows the email address of the user stated in the user accounts in Azure Active Directory. This column is empty for users with no email address stated in the user accounts in Azure Active Directory.

  • Department. Shows user's department stated in the user accounts in Azure Active Directory.

  • Show on Training Home Page. Course catalog and course admins can configure which course administrators are displayed to learners as contacts on the training plan home page.
    • The blue eye icon indicates the course administrator is shown on the training plan home page.
    • The grey, crossed out eye icon indicates the course administrator is hidden and not displayed on the training plan home page.

    By default, all added course administrators are displayed as contacts on the training home page.

Also, you can use the Search field to find a specific user among all the assigned course administrators. Search runs on user's name, email address, or department. Typing part of user's name, email address, or department, you will see a list of users whose information matches the given search parameters.

 

To unassign course administrators from the training plan:

1. Select one or several users you want to unassign as course administrators of the training plan. The Actions panel opens where you can see the number of users selected to be unassigned.

2. From the Actions panel, select Unassign.

 

 

NOTE   

When users unassign themselves from the training plan administrator role, the following happens:

  • If a user is solely a course administrator of the training plan, a message warns the user that they will no longer have control over the training plan when they become unassigned. After confirming the action, the user is redirected to the Training Management page, where they can see only these courses and training plans that they have the permissions to manage. Therefore, the current training plan isn't displayed.
  • Course catalog administrators retain full access to the training plan management and see all courses and training plans on the Training Management page.
  • If a user solely has an instructor role in the course of the training plan, they can see the training plan on the Training Management page and have limited access to its management.

 

Publish the training plan

Required role: course catalog admin. Course admin can edit and manage the training plan after it is created.

The publishing settings of the training plan can be configured at the bottom right-hand corner of the configuration panel and from each of the configuration sections.

Select the collapse/expand button to open the publishing panel and manage the publishing settings.

 

 

By default, the course is unpublished and the Publish toggle is Off.

When the Publish option is toggled Off, the training plan has the status is Not Published, it isn't displayed in the course catalog but is available for administrators to manage from the LMS365 Admin Center.

When the Publish option is toggled On, the training plan publishing settings become available to configure, the start date and time are automatically populated with the current date and time and the Expected Training Status changes to Published.

 

 

At any time, you can change the start and end date and time according to when you want the training plan to be published or leave the fields empty. To o this either toggle On/Off the Publish option or change the start and/or end dates of your training plan.

Depending on the set start and end date and time, the system automatically updates the Expected Training Status for the training plan:

  • Not Published. The training plan has the Publish option toggled Off and isn't displayed in the course catalog.

  • Scheduled. The training plan has Publish option toggled On and has a future start date and time set. The training plan isn't displayed in the course catalog.

  • Ended. The training plan has Publish option toggled On and has a past start or past end date and time. The training plan isn't displayed in the course catalog.

  • Published. The training plan has Publish option toggled On and an appropriate start and end, and time set. The training plan is displayed in the course catalog.

 

NOTE   

When a training plan is set to specified start and/or end publishing dates, all courses of the training plan should match or be within the training plan publishing period. If there is a conflict, a notification informs you that the publishing period of one or more courses don't match the training plan publishing dates. Change the publishing settings of these courses or of the training plan to resolve the conflict.

To make sure all courses within a training plan are available during the publishing period of the training plan, we recommend to avoid using course publishing dates in combination with training plan publishing dates.

 

Create the training plan

Required role: course catalog admin. Course admin can edit and manage the training plan after it is created.

To create the training plan and save your configurations, select Create.

Once selected, the Create command expands and you can either create the training plan, or create the training plan and close the training configuration panel.

  • Create. Selecting Create keeps the training configuration panel open so that you can continue working with the training plan settings and content while the training plan is under provisioning.

  • Create & Close. Selecting Create & Close closes the training configuration panel, but the training plan is still under provisioning in the background. You are redirected to the Training Management panel of the LMS365 Admin Center.

If any mandatory fields aren't completed, the sections with missing information are marked with a red exclamation mark and a red pop-up notification informs you of the actions that are needed before the training plan can be created.

 

 

After selecting Create or Create & Close, you will be informed about the creation of the course and its progress.

 

 

The spinning wheel near the course on the Training Management page indicates that the course is still being created. By selecting it, you can see the course provisioning status.

 

 

NOTE   

  • If a large Azure Active Directory group is enrolled, it might take some time to create the training plan.

  • While the training plan is provisioning, you still can edit the training plan, but you can't view or delete it.

  • If the training plan creation progress hasn't changed for about two hours, you can stop the process. Select the spinning wheel next to the required training plan and select Stop.
  • If any problems occur during training plan provisioning, an unhappy face icon is displayed next to the training plan on the Training Management page. Select this icon to view more information, including the correlation ID of the error. Select Retry or Delete if the training plan status has the error "Creation Failed". For further details, please contact LMS365 Support.

 

Once the training plan is created, the name of the Create command changes to Save and it can then be used to save changes made to the training plan settings.

For directions on how to edit, manage, and delete courses, see the Training plan: edit and manage article.

 

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