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 to create training plans in LMS365.

 

NOTE: If you get an Access Denied message during the training plan creation, please contact your LMS Administrator as the Access Denied message may signal a misconfiguration of the LMS365 app.

 


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

 

Where to create training plans

Training plans are created from the LMS365 Admin Center. Under Course Management, you choose Training Plan List and select the Create Training Plan command.

 

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This will open a panel that will guide you through each step of the training plan creation process in a flow that intuitively takes you through all settings.

 

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.

 

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Basic Details

Under Basic Details, you fill out elemental information about the training.

 

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Name

Give your training plan a name. This field is marked with an asterisk * and is required to fill out.

 

Edit Web Address

Will bring forth a field that shows the web address of your training plan. This field is filled out by default in accordance with the name of the training plan, but can be manually modified. All invalid characters (such as " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space) are automatically excluded from this field to ensure the training plan will have a valid URL. To collapse the Web Address field click Hide Web Address.

 

 

IMPORTANT:

  • The period character must be manually altered. The period character is not allowed consecutively in the middle of a site address. You can't start or end a site address with a period.
  • If there are invalid characters in the web address of your training plan, the creation of the training plan will not be completed. In this case, you will see the validation notification "Site address has the following restrictions: You cannot use the characters " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space in a site address. You cannot start a site address with an underscore. Periods are not allowed consecutively in the middle of a site address. You cannot start or end a site address with a period."

 

 

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You can easily copy the web address by clicking the Copy icon in the end of the Web Address field. The web address will be saved to clipboard.

 

 

IMPORTANT: The web address of the training plans created prior to the January Release differs as these training plans are SharePoint subsites. From the January 25,2022 all training plans will be created as pages in the root of the SharePoint course catalog site. You can find more about this solution in Announcement: Courses and training plans will no longer be dependent on subsites in SharePoint 

 

 

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. This field is marked with an asterisk * and is required to fill out.

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. For the training without any category set on the Course Catalog page filtering by No Category will be available. Please find information on how to manage categories in this article. 

 

 

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

 

 

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

 

Tags

Allows you to add keywords to the training plan and enrich and control the search experience. When learners search for these keywords in the course catalog, the training plan will appear as a search result. Please find information about how to manage tags in this article.

 

Duration

Specify a duration of the training. Examples could be: "app. 2 hours" or "three sessions of 90 mins. each". The duration will be displayed on the training home page and on course catalog training card.

 

Thumbnail Image

This image will be used as preview of the training plan in the course catalog, on My Training Dashboard, and on 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 minimum 200x200 pixels. The selected image will be highlighted with a blue frame and the Save button becomes active. After you save the changes the image will be marked with a blue checkmark to show that it is in use for this training plan. To discard changes selecting Cancel.

 

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

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

  • Can be no larger than 1024×1024 and 1 MB in PNG, JPG (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. 

 

 

NOTE: The Banner Image option within LMS365 is available only for training plans created after the January 25,2022 release. For training plans created before the LMS365 January 2022 release, the banner image will still be managed from the SharePoint site of the course or training plan in question.

 

 

A default image can be set by the course catalog admin in LMS Configuration > Training Banner Image and will be automatically applied to all new training plans 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 to use images of a width of 1236 pixels and in the following formats: PDF, SVG, PNG, JPEG.

 

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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 in the Create/Edit Training (Course)/Training Plan 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.

 

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

 

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

The following images can't be deleted:

  • Images uploaded via the LMS Configuration > Training Banner Image. The Delete button will be disabled for those images.
  • Images that are in use in any course or training plan in the course catalog. If you try to delete such an image, a message will warn you: 'You can't delete this image. It is in use'

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NOTE: If the required fields of the Basic Details section are not filled in - this section will be marked with a red exclamation mark and the creation process can't be successfully done as the Create command will be disabled.

 

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Courses

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

 

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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.

 

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NOTE: New courses can't be created during the training plan creation process. Only existing courses will be displayed to select and add.

 

 

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

 

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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.

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  • Select All Courses to filter courses by their publishing status (published, unpublished, scheduled, ended) and type (e-Learning, Classroom & Blended Training, Webinar). You can select all of the displayed courses from the list by selecting the checkbox right before the Name column.

 

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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.

 

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  • 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.

 

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

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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.

 

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

 

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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.

 

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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.

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

 

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

 

 

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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.

 

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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.

 

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NOTE:

  • As the first course in the list can’t have prerequisites, this course can’t be locked.

 

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  • 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.

 

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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, select the Remove from Training Plan command to remove them. 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.

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Settings

Under Settings, general training settings like enrollment flow, certificates, competencies and regional settings are configured.

 

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

 

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When the required fields are not filled in, the Settings section will be marked with a red exclamation mark and the creation/editing can't be completed.

 

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Enrollment Flow

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

 

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  • With Automatic Approval, the system automatically approves the enrollment when a user enrolls in the training. Automatic Approval is set by default.
  • Line Manager Approval will send the user's enrollment request to the user’s line manager who must approve or reject the enrollment. 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 LMS 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 status Pending Approval on the training plan home page after sending the enrollment request.

 

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The user can cancel the enrollment before the request is approved or rejected by selecting Cancel Enrollment in the training plan Information section. A cancellation message is required.

 

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The learner will automatically be unenrolled from the training plan after this request is submitted. On the Approve Enrollments page, the line manager or LMS administrator will see cancelled requests with their cancellation messages.

 

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Continuing Education Units

Continuing Education Units - Allows you to grant learners 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.

 

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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.

 

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If this toggle is not enabled, 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 Plan List, admins will see a closed eye icon next to the training plan.

 

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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.

 

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Voluntary Retake

Voluntary Retake - When this option is enabled, learners, who have completed the training, can take it again, even though their certificate or competency is still valid. So this Voluntary Retake option allows learners to retake training in order to repeat the material of the course, improve their score, and/or update certificates and competencies that are to expire. By default this option is turned on.

 

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NOTE: When users retake the course their progress is reset and their course status is set to 'Not Started'. This also means that the progress of all the learning items of each course is reset as well.

Users can review the content of courses they are enrolled in to at any time, even if this option is not enabled.

When retake is done and the progress is reset, users receive email notifications only in one case - when they are retaking a course with Enroll user into a single session enrollment type and need to select a session.

 

 

Please see this guide for more detailed information on how this option is used and 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.

 

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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.

 

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NOTE: If the option remains 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.

 

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In reports, a training plan set as required will have a corresponding mark.

 

Training Audience Targeting

Training Audience Targeting - This option allows to control which users can access the training plan. First, please check if the Course Targeting (training plans targeting included) option is enabled in the Global Settings of LMS365.

When the toggle is enabled the Target Audience field appears. Here, you can specify individual users or AD/Office 365 groups to add to the target audience of the training plan. The training plan will then only be visible and available in the course catalog for these users. You can enter max. 50 users or 1,500 symbols at a time as a comma or semicolon separated list. For the training plans created prior to the January 2022 release, the targeted users will be added to the Visitors group of the training as these training plans are based on subsites in SharePoint. For the training plans created after the January 2022 release, the Visitors group is not created for the training.

 

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Due Date

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

 

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

  • number of days after enrollment enables you to base the due date on when the specific learner was enrolled in the training. Here, you specify a specific numbers of days after enrollment for when the due date for the training plan is reached.

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  • a fixed date allows you to specify the exact date and time for the due date.

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In both cases, learners will see the exact due date on the training plan home page in the Training Plan Information section.

 

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NOTE: When the Due Date option is enabled, the field that appears under this option is required to fill out. In case the field is left empty, the creation/editing can't be completed.

 

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To find more detailed information about the due date please see this article.

 

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.

 

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NOTE:

  • You can't create a new certificate template during the training plan creation. Please see this guide on how to create and edit certificates or watch the video tutorial.
  • When the Certificate option is enabled, the field that appears under this option is required to fill out. In case the field is left empty, the creation/editing can't be completed.

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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.

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

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Competency

Competency - If you would like to grant leaners a competency when they have completed the training, you need to enable the Competency option. When enabled, the Competencies field appears. From here, you can find and select the competency(ies) you want to use for this training in the drop-down list.

 

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NOTE:

  • You can’t create a new competency during the training plan creation, this is done from the competency management area. Please see this guide on how to create and edit competencies or watch the video tutorial.
  • When the Competency option is enabled, the field that appears under this option is required to fill in. In case the field is left empty, the creation/editing can't be completed.

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If you want the competencies for the training to expire at a certain point in time, you can enable the Competency Revocation option. The Set Revocation Date as field will appear and allow you to specify for how long you want an achieved competency 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 training plan. Here, you specify a specific number of days after completion for when the competency will be revoked.

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  • a fixed date allows you to specify the exact date and time for the competency will be revoked.

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NOTE:
If Certificate Expiry is enabled, the Competency Revocation will use the certificate expiry date.

You will see this notification: The revocation date for a competency achieved for completion of the training will be the same as the certificate expiry date, unless certificate expiry date has been switched off.

 

 

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 form the current course catalog.

 

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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.

 

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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 learners and administrators, and can send learners email messages as well.

 

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A single user or multiple users can be added as well as a single Azure Directory/Microsoft 365 group or several groups (Microsoft 365 group means Microsoft 365 group, Email-enabled security group, or Security group).

 

Learners

In the Learners tab, you can enroll and manage learners.

To enroll learners in the training plan, select the +Enroll Learners command and enter the name(s), 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 1500 symbols at a time as a comma or semicolon separated list.

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

When ready select Enroll.

 

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


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

 

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When learners are enrolled in a training plan they are automatically enrolled into all courses within this training plan. The same works with the unenrollment, except the case described bellow under the part marked IMPORTANT

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: In case a course has functioned for some time as a separate course and a learner enrolled into it before it 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.

 

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  • If new course(s) are added to a training plan that is completed by enrolled learners - these learners need to manually enroll in the course(s) that were added after these learners enrolled.

    The course will be displayed on the training plan home page, but will be locked with a note "This course is locked until you enroll into it."



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When learners select the course's name they will be redirected to the course home page where they can enroll in the course. After this, the course becomes available on the training plan home page.

  • If new course(s) are added to a training plan which is not completed by enrolled learners, these learners will not be automatically enrolled in the added courses.

 

 

For enrolled learners, you will see columns with the learners' data.

 

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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.

 

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

 

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1) Send Email Message - To send an email message to learners, select the learner(s) you want to send the message to, fill out the required Subject and Message fields and send the message. You can edit or delete all information in the Message field if needed. 

 

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By default, a link to the training plan home page will be inserted at the bottom of the message.

 

 

NOTE:

  • The email will be sent as one email with all selected learners in the TO field. Please be aware that sending the same email to a large number of recipients can increase the risk of your message being rejected or categorized as less important or even junk mail by mail clients and spam filters.
  • For learners without a specified email, the Send Email Message option will be disabled.


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  • In case you select several learners and some of them have no emails specified, the Send Email Message option is available, but you will see a notification that the email message will only be received by users specified email addresses.

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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 and this action can’t be undone. The training plan will be saved automatically.

 

Administrators

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

To add administrators to the training plan, select the + Add Administrator(s) command and enter the name(s), 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.

 

 

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.

 

 

For the course administrators, you will see columns with the administrators' data.

 

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

Username - Shows 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 Active Directory.

Show On Course Page - Shows whether the administrator is show as contact on the training plan home page. The blue eye icon means the administrator is shown on the training home page, the grey crossed eye icon means the administrator is hidden and not displayed on the training home page. By default, all administrators are displayed as contacts on the training 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 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 and this action can’t be undone. The training plan will be saved automatically.

 

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IMPORTANT: When users unassign themselves from a training administrator's role:

  • If a user is solely course administrator of the training, 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 Plan List where they will only see training that they have permissions to manage. Therefore, the current training plan will not be displayed.

  • Users with role above the course administrator role (course catalog administrator or LMS administrator) will retain full access to the course management and will see all training on the Training Plan List.

  • If a user solely has an instructor role in a course of the training plan, they will see the training plan on the Training Plan List 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 will be unpublished. Select the collapse/expand button to open the publishing panel and manage the publishing date.

 

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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.

 

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NOTE: Dates and time are selected in accordance with the course catalog’s site regional settings time zone. Please see this guide on how to configure the course catalog time zone.

 

 

Depending on the start and end dates and time the system automatically updates the expected publishing status for the training plan.

  • Not Published - for the training plan with the Publish toggle disabled.
  • Scheduled - for the training plan with the future start dates and time.

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  • Ended - for the training plan with the past start or end dates and time.

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  • Published - for the training plan with the Publish toggle enabled and appropriate Start Date and End Date and time set.

 

NOTE:

  • The end date and time must be greater than the start date and time.

 

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  • Ended or unpublished courses are not displayed on the course catalog page, but are available for admins to add to a training plan and manage from the LMS Admin Center.
  • When a training plan is set to Published with a specified start and/or end dates, all courses in the training plan must 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.

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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 Create Training Plan panel.

 

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

Create & Close - Selecting Create & Close will close the creation panel and create the training plan in accordance with your configurations. You will be redirected to the Training Plan List of the LMS365 Admin Center.

 

 

NOTE: If the required fields of the Basic Details or Settings sections are not filled out properly, this section will be marked with a red exclamation mark and the creation process can't be successfully done as:

  • the Create button will be disabled if the required fields of the Basic Details section are not filled out properly.

 

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  • the Create button will be enabled but a validation message will appear if the required fields of the Settings section are not filled out properly.

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Go to the relevant section and fill out the required fields to continue.

 

 

After the Create or Create & Close command 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 Plan Provisioning to see the list of training plans under creation.

 

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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 not view its home page, its progress 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.

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In case of Retry, you will be redirected to the creation page with all you configuration settings and can try to save the training once again.

 

When the training plan is created, learners can visit the training plan home page and enroll in the training plan.

 

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.

 

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During the creation and configuration process of the training plan, you will receive live feedback and activity information from the system in the form of pop-up messages confirming the success of actions in the process, advising of an error in the process, or informing about activities.

 

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Also, main notifications can be seen in the Notifications tab - a bell symbol - in the top right corner of the LMS365 Admin Center.

 

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

 

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