Creating 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 below (the article includes more information).

 

NOTE   

  • To get started with creating training plans in LMS365, you need to create at least one course catalog and course(s) within it.
  • You need the permission level of the course catalog administrator to create training plans.
  • If you get the message: Access Denied when trying to create a training plan, please contact your LMS365 administrator as this message may signal a misconfiguration of the LMS365 app.

 

Where to create training plans

Training plans are created from the LMS365 Admin Center. Under Training Management, you choose the Create Training command.

 

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This will open a course configuration panel that will guide you through each step of the training plan creation process in a flow that intuitively takes you through all settings - Basic Details, Content, Settings, People.

 

Setting up training plans

When creating a new training plan or editing an existing, the configuration will be done in the Create/Edit Training Plan panel. The panel consists of the following sections:

Besides this, the panel includes the Create/Save and the Publish commands.

You can go back and forth between the different steps to edit or fill out information by selecting individual steps in the timeline at the top of the page.

The Create/Save and Publish commands on the bottom of the panel are available across all configuration steps, allowing you to manage the creation and publishing of the course at any stage in the course creation/editing flow.

 

 

Basic Details

Under Basic Details, you fill out elemental information about the training. Fields marked with an asterisk * are required.

 

Select the course type 

This is done by selecting the icon of the relevant training type. Hover over the training type icon to get a short description of the relevant course type. 

 

IMPORTANT   

The course type can't be changed after the course is created.

 

Name and Web Address

Name - The name you give your training plan will be visible throughout the course catalog and on the training plan home page. You can enter maximum 128 characters in the Name field.

If the training plan name is too long, it will be displayed in two lines on the training plan home page.

Web Address - To check or edit the web address, select the Edit Web Address link above the right corner of the Name field.

 

 

By default, the web address of your training plan is automatically generated while you are filling out the Name field. The web address can also be manually modified. When the URL is auto-generated or manually modified, all invalid characters, such as " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space, are automatically excluded.

 

If there are invalid characters in the web address of your training plan, the creation of the training plan can't be completed. In this case, you will see the validation notification:

"Site address has the following restrictions: You can't use the characters " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space in a site address. Also, you can't start a site address with an underscore. Periods are not allowed consecutively in the middle of a site address. You can't start or end a site address with a period." 

 

 

If you edit the web address of a training plan after the training plan has been created, the previous training plan URL will not be available. The training plan URL can also be edited via API.

 

You can copy the web address by selecting the copy icon at the end of the web address field. The web address will be saved to the clipboard.

IMPORTANT   

The web address of training plans created before the January 2022 release differs as these training plans are SharePoint subsites. From the LMS365 January 2022 release, new training plans are created as pages at the root of the SharePoint course catalog site. See more details here.

 

Short Description

Give your training plan a short description. The short description will be displayed in the course catalog list view and in the appropriate training notifications. The field can be extended in the bottom right corner so it's more convenient for you to work with the text.

 

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After you switch to another section or close the creation/editing panel - the Short Description field will automatically revert to its original size.

 

Long Description

It's optional to give a long description to your training plan. If you do provide your training plan with a long description, it will be visible on the training plan home page and in the course catalog card view. If you leave this field empty, the short description text will be displayed on the training home page and in the course catalog card view instead. A rich-text editor is available for the long description. You can insert a YouTube video, upload a video, an image, or a file from your local computer to enrich the training plan description.

 

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

 

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Category

Select one or more categories for the training plan or leave the field empty. You can select a category that is already created in the current course catalog or you can create new categories. Categories are used to filter training in the course catalog and are displayed on the training home page. The filtering option No Category on the course catalog home page allows users to filter on courses and training plans that don't have a category.

 

NOTE   

Categories are created on a course catalog level and will not span course catalogs in a tenant.

Find information on how to manage categories in this article. 

 

Tags

In the Tags section, you can create new tags that will be added to the current course catalog as well as to the current training plan or add the existing tag(s) to the current training plan.

Added to the training plan tags enrich and control the search experience. When learners search for these keywords in the course catalog, the training plan(s) with these tags will appear as a search result.

To create a tag, enter a tag title in the Tags field and select the grey drop-down filed with the title of the new tag (Create New).

NOTE   

A new tag will be added to the current training plan and to the list of all tags of the current course catalog only after the training plan has been saved.

Find more information on how to manage tags in this article.

 

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To add a tag to the training plan from the list of the existing tags, select the Tags field and from the drop-down list, select the relevant tag(s).

 

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To remove the added tag from the current training plan, select the delete icon of the relevant tag in the Tags field.

 

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ID

An internal ID for your training. If you give this field a value, this will be displayed on the training home page and in the preview of the training details from the course catalog card view. Also, a training plan ID can make it easier for learners to find this specific training plan by search

 

Duration

Specify a duration of the training. Examples could be: "app. 2 hours""1 hour". The duration will be displayed on the training home page and on course catalog training card.

 

Thumbnail Image

This image will be used in the preview of the training plan in the course catalog, on My Training Dashboard, and the training plan home page. On the training plan home page, the thumbnail image will be displayed at the top-left corner of the banner image.

To insert a thumbnail image, select Choose Image, choose one of the uploaded files or upload a new image from your computer by selecting Upload. If you upload your own image, we recommend that dimensions are a minimum of 200x200 pixels.

 

 

You can delete a selected image use Delete. Please, note that the deletion can not be undone.

NOTE   

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

 

Banner Image

Select an image that will be used in the banner of the training plan home page. 

IMPORTANT   

The option to configure a banner image in the training plan configuration panel in the LMS365 Admin Center is only available for training plan created after the LMS365 January 2022 release. For training plan created before the LMS365 January 2022 release, the banner image is managed from the SharePoint site of the training plan in question.

A default image can be set by the course catalog admin in Catalog Settings > LMS Configuration > Training Banner Image and will be automatically applied to all new training within the course catalog. If no image is selected as the default banner image by the course catalog admin, the training plan will have no default image. The course catalog or course administrator can change the training plan banner image when creating or editing the training plan.  

To select a banner image for the training plan, select Choose Image and select one of the uploaded files, or upload a new image from your device by selecting Upload. The selected image will be highlighted with a blue frame. After you Save the changes, the image will be marked with a blue checkmark to show that it's in use for this training plan .

We recommend using images of 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 1204 x 228, which is the equivalent to an aspect ratio of 5.28:1. As pages are responsive across devices (being scaled differently depending on layouts, devices, and screen sizes used), the dimensions of the banner image will also change. You can learn more about the principles that we follow relating to responsiveness here.

 

 

All uploaded images will become part of the banner image library 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 that are uploaded via the Banner Image setting on the course/training plan configuration panel also automatically become part of the banner images library - regardless if these images are used in any training or just uploaded. 

If you don't want a banner image to be displayed on the training plan home page, you can unselect the image in use. In this case the Banner Image field will become empty and the admin will see the text No image selected.

 

 

In this case, only the thumbnail image will be displayed on the training plan home page.

 

 

To delete images from the Banner Image selection, select Delete. 

NOTE   

  • Images that are set as the default image by the course catalog admin. The Delete button will be disabled.
  • Images that are in use in training.

 

Courses

In the Courses section, you select and arrange the courses that will be part of the training plan.

NOTE   

It is good practice to include at least two courses in training plan.

 

Adding course(s) to a training plan

To add a course to the training plan, select the + Add Course command. A panel will open where the courses from the current course catalog will be presented in alphabetical order by course name.

The selected courses and the courses that have been added to the training plan will have a blue checkbox next to their name.

 

 

NOTE   

 

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

 

 

To search for the course(s) you want to add to the training plan you can:

  • Use the Search field - only courses that contain words, typed in the search field, in their titles will be shown. You can select all of the displayed courses from the list by selecting the checkbox right before the Name column.
  • Select All Courses to filter courses by their publishing status (published, unpublished, scheduled, ended) and type (e-Learning, Instructor-Led Training). You can select all of the displayed courses from the list by selecting the checkbox right before the Name column.

 

 

NOTE   

You can only select one of the publishing statuses and one of the training types at the same time. For example, you can select published e-Learning courses to be displayed, but not published and scheduled e-Learning courses.

  • Select the column title (except Status) to reorder the courses in accordance with this column.

Select courses from the list to add them to the training plan. All selected and already added courses can be easily found in the Selected tab. To remove courses that have been added to the training plan, simply unselect them. To select all course click the checkbox next to the Name column.

Press Save to save your change.

 

Courses will be added to the training plan in alphabetical order if the training plan has no courses yet.

If the training plan already has courses, new courses will be displayed under the courses that were added previously, in the order in which they were added.

 

Courses can be reordered by dragging and dropping them to the required place in the list.

 

 

Added courses: overview and available actions

Information about the courses that are added to the training plan is presented in columns. These columns are not clickable and unavailable to be used for sorting.

Name - Shows the course title.

Status - Shows whether the course is published, unpublished, scheduled, or ended.

Categories - Shows the categories applied to the courses (if any are set).

Required for Completion - Shows whether the course is set as required for the training plan completion.

Course Administrators - Shows the people assigned as administrators for the course. By default, the user who created the training plan will be a course administrator.

The lock icon column - Shows whether the course is locked for learners before they have completed previous courses. For locked courses the lock is blue and closed, for unlocked the lock is grey and opened. Find more about setting prerequisites for the courses here.

 

 

NOTE   

If a locked course is moved to the first place in the list, it automatically becomes unlocked.

 

Configuring completion settings

To configure training plan completion settings, select the relevant course(s) to open a panel where you can choose whether the course should be required for completion of the training plan.

  • If the course is set as required for the training plan completion, the option Set as Not Required for Completion will be available.
  • If the course is not set as required for the completion of the training plan, the option Set as Required for Completion will be available.
  • If several courses are selected and they have different settings, both actions will be available. After you select any of them, this setting will be applied to all selected courses. For 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 will become not required for the completion of the training plan.

NOTE   

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

 

On the training plan home page, courses set as required for the completion of the training plan have a special mark next to their name.

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NOTE   

For training plans that are already published and have enrolled learners, changing the training plan completion settings will trigger a confirmation message warning you that changes may have an impact on learners who are in progress with completing the training plan.

 

Setting prerequisites for courses

You can set prerequisites for courses in the training plan, by selecting the lock icon next to the course(s). All courses before the locked course will be required to complete in order to unlock this course. Selecting the top lock icon will ensure courses can only be started in the order they appear in the list.

 

 

NOTE   

  • As the first course in the list of courses can’t have prerequisites, this course can’t be locked.
  • For the already published training plans, locking/unlocking of the courses is saved automatically.
  • Learners will not be able to access locked courses of a training plan via a direct link or the course catalog, unless the learner has previously completed the course as a separate training. If the course is locked, a message will notify that the course is locked until all previous required course(s) are completed.

 

Removing course(s) from a training plan

To remove course(s) from the training plan, select the relevant course(s). On the actions panel, you can see the number of selected courses and can remove the course(s) using the Remove from Training Plan command. The selected course(s) will be removed without any confirmation message and this action can’t be undone. The training plan will be saved automatically.

 

 

Settings

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

 

 

NOTE   

When the options Due Date, Certificate, and Skill are enabled - the fields that appear under these options are required to fill in. In case these fields are left empty, the training plan creation/editing can't be completed.

 

Enrollment Flow

Enrollment Flow - Allows you to configure the flow of enrollment. 

  • With Automatic Approval, the system automatically approves the enrollment when a user enrolls in the training plan. Automatic Approval is set by default.
  • With Line Manager Approval, the system will send the user's enrollment request to the user’s line manager who must approve or reject the enrollment request. The line manager for a user is specified in Azure Active Directory.
  • Administrator Approval will require the user's enrollment request to be approved or rejected by the course administrator or course catalog administrator.

 

 

To find more details about the enrollment flows and types please visit this article.

NOTE   

The training plan enrollment flow is prioritized over the enrollment flows of the courses included in the training plan.

 

When an enrollment flow, that requires approval, is selected for a training plan, the learner will see the "Approval required" note in the Information section of the training plan home page 

 

 

and the status will be Pending Approval after sending the enrollment request.

 

 

The learner can cancel the enrollment before the request is approved or rejected, if this option is enabled for the training plan by the course or course catalog admin. For this action, the learner needs to select Cancel Enrollment request in the Information section of the training plan home page. A cancellation message is required.

Line managers and administrators can see canceled requests on the Approve Enrollments panel.

 

 

The learner will automatically be unenrolled from the training plan after this request is submitted.

See this article for more information on how learners can enroll in courses and training plans and unenroll from them.

 

Continuing Education Units

Continuing Education Units - Allows you to grant learners Continuing Education Units (CEUs) for completing this training plan. Enter a positive integer or decimal value (maximum 2 digits after the decimal point or comma) in this field to apply CEUs to the training plan.

 

 

Show in Course Catalog

Show in Course Catalog - Allows you to control whether the training plan will be displayed in the course catalog. It is turned on by default.

 

 

If this toggle is disabled, the training plan will not be visible on the course catalog home page and will only be available for learners via direct link, for example, from the enrollment notification. 

In the Training Management panel, admins will see a closed eye icon next to the training plan.

 

 

Do not allow unenrollment

Do not allow unenrollment - When enabled, this option ensures enrolled learners are not able to unenroll themselves from the training. By default this option is turned off.

 

 

Voluntary Retake

Voluntary Retake - When this option is enabled, learners, who have completed the training plan, can take it again, even though their certificate or skill is still valid. In this way, the Voluntary Retake option allows learners to retake training plan, for example, to improve their scores and/or update certificates and skills. By default, this option is turned on.

 

 

NOTE   

When users retake the training plan their progress is reset and their training plan status is set to 'Not Started'. This also means that the progress of all the courses of the training plan is reset as well. Users can review the content of unlocked courses of the training plan they are enrolled in at any time, even if this option is not enabled.

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

 

Show as Mandatory

Show as Mandatory - When enabled, this option will mark the training plan as Mandatory on the training card on My Training Dashboard. Also, learners can find this training plan by filtering by Mandatory from My Training Dashboard.

 

 

In the training plan’s list of courses, all courses that are set as required in the training plan will also be marked as Mandatory.

 

 

NOTE   

If the option is disabled, but the training plan contains a mandatory course, only this course will be marked as mandatory on My training Dashboard, not the whole training plan.

 

In reports, a training plan set as required will have a corresponding mark in the Course Requirement column.

 

 

Training Audience Targeting

Training Audience Targeting - This option allows you to limit access to the the training plan home page and content to a specific audience.

When this option is enabled, the Target Audience field will appear. Here, you can add individual users or Active Directory (AD) and Microsoft 365 groups to the target audience of the training plan. Only the target audience, admins, learners, and session instructors will be able to take this training plan. You can enter max. 50 users or 1,500 symbols at a time as a comma or semicolon-separated list.

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

For training plans created before the LMS365 January 2022 release, the targeted users will be added to the Visitors group of the training plans.

For training plans created after the LMS365 January 2022 release, there will be no Visitors group created. 

 

 

Due Date

Enabling the Due Date option, you can set a date and time for when the training plan must be completed by the enrolled learners. By default, this option is disabled.

When you enable the option, the Set Due Date as field appears. This field offers two options for setting the due date:

  • number of days after enrollment - enables you to give learners a specific timeframe within which the training plan will have to be completed. 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 was published.

    If the training plan is already published at the time the learner is enrolled, the countdown starts from the learner's enrollment date and time. If the training plan is not 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 - allows you to specify the exact date and time for the due date.

 

 

When the Due Date option is enabled, learners will receive the following email notifications:

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

 

When the Due Date option is enabled, learners will see the due date in the Information section on the training plan home page and My Training Dashboard.

 

 

and My Training Dashboard.

 

 

Certificate

Certificate - If you would like to issue one or more certificates to learners who complete the training, you need to enable this option. When enabled, the Certificate Template field appears from where you can find and select the template you want to use for certificates for this training in a drop-down list.

 

 

NOTE   

 

If you want the certificate for the training to expire at a certain point in time, you can enable the Certificate Expiry option. The Set Expiry Date as field will appear and allow you to specify for how long you want an acquired certificate to be valid. It offers two options:

  • number of days after completion enables you to base the expiry date on when the specific learner completed the training plan. Here, you specify a specific number of days after completion for when the certificate will expire.

  • a fixed date allows you to specify the exact date and time for the certificate's expiration.

 

Skill

Skill - If you would like to grant learners a skill when they have completed the training, enable the Skill option. When enabled, the Skills field opens. From here, you can find and select the skills to use for this training in the drop-down list.

 

 

NOTE   

  • You can’t create a new skill during the training plan creation. This is done from the skills management area. Please see this guide on how to create and edit skills.


If you want skills granted for the training plan to expire at a certain point in time, you can enable the Skill Revocation option. The Set Revocation Date as field will appear and allow you to specify for how long you want an achieved skill to be valid. It offers two options:

  • number of days after completion enables you to base the revocation date on when the specific learner completed the course. Here, you specify a specific number of days after completion when the skill will be revoked.
  • a fixed date allows you to specify the exact date and time for the skill will be revoked.

NOTE   

  • If Certificate Expiry is enabled, the Skill Revocation will use the certificate expiry date.

  • Learners who have completed a course or training plan will not be affected if a course catalog or course admin makes changes to the Skills settings of the course or training plan.

 

Regional Settings

Under Regional Settings, you can configure the regional settings of the training plan: Time zone, locale, the first day of the working week, and the start and end hours of the workday.

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

 

Time Zone - In the Time Zone drop-down list, select the time zone that will be used to define time in notifications and reports. The default time zone is inherited from the current course catalog.

 

 

Locale - The Locale settings determine the format of numbers, date, time, and the language the training uses in notifications, certificates, and reports. The default Locale is inherited from the current course catalog's Locale settings.

The selected regional locale automatically sets the First Day of the Week.

 

 

First Day of the Week - In the First Day of the Week drop-down list, select the first day of the working week. By default, the First Day of the Week is automatically adjusted to the set Locale settings of the course, but may be manually changed.

This setting is used by:

 

Start Hour of the Day - In the Start Hour of the Day drop-down list, select the start hour of the workday. By default, the value is set to 8 AM. This setting uses the 12-hour time format and has an hour step.

This setting is used as the default one for the Opening Date field while creating a New Assignment (if the Assignments & Gradebook option is enabled for this course). 

 

End Hour of the Day - In the End Hour of the Day drop-down list, select the end hour of the workday. By default, the value is set to 5 PM. This setting uses the 12-hour time format and has an hour step.

This setting is used as the default one for the Due Date field while creating a New Assignment (if the Assignments & Gradebook option is enabled for this course). 

 

People

In the People section, you enroll in/unenroll learners from the training and manage enrolled learners and administrators.

 

 

Learners

When you select the People section, by default, the Learners tab will be opened for you to enroll learners.

To enroll learners, follow the steps:

1. Select +Enroll Learner(s).

2. In the Search for user(s) field, enter the name(s), Azure Active Directory group(s), Microsoft 365 group(s), email-enabled security group(s), or Security group(s) of the learner(s) you would like to enroll. You can enter a maximum of 50 internal users or 1,500 symbols at a time as a comma or semicolon-separated list.

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

3. When ready, select Enroll.

 

 

NOTE   

If you enter an incorrect email address or a user that is not recognized, you won't be able to proceed until you have corrected the invalid emails or users. Invalid emails and users will be highlighted with red color.

 

The added learners will be listed in the Enrolled Learners tab.

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

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

IMPORTANT   

The same works with the unenrollment, except the case when a course has functioned for some time as a separate course and a learner enrolled in it before this course became a part of a training plan - after unenrollment from this training plan the learner will still be enrolled in this course. 

For 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" will remain enrolled in this course but unenrolled from the training plan and other 2 courses inside it.

2) learners that have not been previously enrolled into "LMS365" will be unenrolled from the training plan and all 3 courses inside it.

NOTE   

  • If learners complete a course and then enroll in a training plan that has this course inside, the completed status of the course remains the same. Completed status of the course is also preserved when learners open the training plan with this course inside and are not enrolled yet.

  • If a course or course catalog admin adds to a training plan any new course(s) which enrolled learners haven't been enrolled in before — learners won't be automatically enrolled in the added course(s) but will need to go to these newly added course(s) home page and manually enroll in them. These course(s) will be locked on the training plan home page with a note "This course is locked until you enroll into it.

  • When the training plan is completed and its progress is displayed as Completed, it will not be changed after new courses are added.

 

In the Learners tab, you will see columns with the enrolled learners' data:

 

 

Name - Show users' names as they are stated in the user accounts in Azure Active Directory. By default, all enrolled learners are presented in alphabetical order by their first name.

Username - Shows the email addresses of users as they are stated in the user accounts in Azure Active Directory.

Department - Shows users' departments taken from the user accounts in Azure Active Directory.

 

Each column is clickable and can be used for sorting. Also, to find a user among the added learners the search field can be used. By typing a user's full name, email, or department, you can find the relevant learner. If you type a part of user's name, email, or department, you will see a list of learners whose data matches the given search parameters.

 

For enrolled learners, you have a selection of managing options available.

 

 

1. Send Email Message - This option will be inactive until the training plan is created.

When the training plan is created, the Send Email Message option allows the course catalog and course admin to send an email message to learners enrolled in the training plan. 

2) Unenroll - To unenroll learners, select the learner(s) you want to unenroll from the training plan. The selected learner(s) will be unenrolled without any confirmation message when you select Unenroll. This action can’t be undone, but the same learner can be enrolled in the course again. The training plan will be saved automatically. 

 

Administrators

In the Administrators tab, you can add and manage training plan administrators.

NOTE   

  • By default, the user who has created the training plan will become an administrator of it.
  • The users who has been made administrators of the training plan, will not become administrators of the courses included in the training plan.

To add administrators to the training plan, select + Add Administrator(s) and enter the name(s), Azure Active Directory group(s), Microsoft 365 group(s), email-enabled security group(s), or Security group(s) of the user(s) you want to make and administrator of the training plan in question.

You can’t add the Everyone and Everyone except external users groups. When ready, select Add.

 

 

You will see the added administrators and their data in the list.

 

 

Name - Shows the administrators' names as these names are stated in the user accounts in Azure Active Directory. By default, the added administrators are presented in alphabetical order based on their first names.

Username - Will show the email addresses of the administrators as they are stated in the user accounts in Azure Active Directory.

Department - Shows users' departments taken from the user accounts in Azure Active Directory.

Show On Course Page - Shows whether the administrator is shown as a contact on the training plan home page. The blue eye icon means the administrator is shown on the training plan home page, the grey crossed eye icon means the administrator is hidden and not displayed on the training plan home page. By default, all administrators are displayed as contacts on the training plan home page.

 

Each column is clickable and can be used for sorting. Also, to find a user among the added administrators, the search field can be used. By typing a user's full name, email, or department, you can find the relevant administrator. If you type a part of a user's name, email, or department, you will see a list of administrators whose data matches the given search parameters.

 

To unassign administrator(s), select the relevant administrator(s) from the list, and on the actions panel select Unassign. The selected administrator(s) will be unassigned. This action can’t be undone, but the same learner can be reassign as a course admin again. The training plan will be saved automatically. 

 

 

IMPORTANT   

When users unassign themselves from a training plan administrator's role, the following will happen:

  • If a user is solely a course administrator of the training plan, a message will warn the user that they will lose control of the training when they become unassigned. After confirming the action, the user will be redirected to the Training Management panel where they will only see training that they have permission to manage. Therefore, the current training plan will not be displayed.

  • Course catalog administrators will retain full access to the training plan management and will see all training on the Training Management panel.

  • If a user solely has an instructor role in a course of the training plan, they will see the training plan on the Training Management panel and have limited access to its management.

 

Configuring the publishing of the training plan

In the bottom right corner on the creation page, you can configure the publishing of the training plan.

Per default, the training plan is unpublished. Select the collapse/expand button to open the publishing panel and manage the publishing date.

 

 

Enable the Publish toggle to configure the publishing settings. After the toggle is enabled, the start date and time are automatically filled out with the current date and time and the expected training status will be changed to published.

You can change the date and time in accordance to when you want the training plan to be published. The end date and time can be set to a date and time in the future or be left empty.

 

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

  • Not Published - for the training plan with the disabled Publish toggle.
  • Scheduled - for the training plan with a future start date and time.
  • Ended - for the training plan with a past start or past end dates and time.
  • Published - for the training plan with the Publish toggle enabled and appropriate Start Date and End Date and time set.

NOTE   

  • Training plans that are ended or not published will not be displayed for learners on the course catalog home page but are available for administrators to manage from the LMS365 Admin Center.

At any time, you can change the publish status of the training plan by either enabling or disabling the Publish toggle or changing the start and/or end dates of your training plan.

  • When a training plan is set to Published with a specified start and/or end dates, all courses of the training plan should match the publishing period of the training plan. If there is a conflict, a notification will inform you that the publishing period of the course(s) do not match the training plan publishing dates when you try to create or save the training plan.

To make sure all courses within a training plan are available during the publishing period of the training plan, we recommend to not use course publishing dates in combination with training plan publishing dates.

 

Provisioning the training plan and saving your settings

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

The Create command will expand once selected and allow you to either create the training plan or create the training plan and close the course configuration panel.

 

Create - Selecting Create will keep the panel open and allow you to continue working with the training plan settings and content while the training plan is provisioning.

Create & Close - Selecting Create & Close will close the panel, but the training plan will still be provisioned in the background. You will be redirected to the Training Management panel of the LMS365 Admin Center.

 

NOTE   

If required fields are not filled out, the sections with missing information will be marked with a red exclamation mark and a red pop-up notification will inform you of the actions that are needed before the training plan can be created. 

 

After Create or Create & Close is selected, you will be informed about the creation of the training plan and its progress. The spinning wheel near the training plan indicates that the training plan is still being created. By selecting it, you will see the provisioning status.

 

 

You can select Training Provisioning to see the list of training under creation.

 

 

NOTE   

  • If a large Active Directory group is enrolled, it might take some time to create the training plan.
  • While the training plan is provisioning, you can edit it but you can't view or delete it.
  • If the training plan creation process has not changed for about two hours, you can stop the process. Select the spinning wheel next to the training plan and choose Stop.
  • If some problems appear during the training plan provisioning, you will see an unhappy face icon. Select this to see details and 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.

 

After the training plan is created, the Create command changes name to Save and can now be used to save changes made to the training plan settings.

 

 

Please see this article for a guide on how to edit, manage, and delete training plans.

 

 

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