How learners access training in LMS365

Introduction

Learners have different access points into learning in LMS365. All access points can be reached from both Microsoft SharePoint/web pages, from Microsoft Teams, and from the LMS365 mobile app.

These access points are made up of the Home page, My Training Dashboard, the course catalog, the course home page, and the training plan home page. These are all interfaces the learner meets when accessing training in LMS365.

In this guide, we will provide an overview of the user interfaces, learners meet when accessing training in LMS365. 

 

The home page

Every course catalog includes a home page. This page is the default page rendered by the SharePoint site upon creation. This page is often used to highlight new training plus news and stories that are relevant for the training in the organization.

If the page is set up like this, learners can navigate from this page to highlighted training, to My Training Dashboard, or to the Course Catalog.

 

 

My Training Dashboard

Perhaps learners are looking to get an overview of their training progress and status, and the training progress and training of their team. This can be done from the My Training Dashboard where learners can also take up and continue with training.

My Training Dashboard provides learners with a personalized overview of training they are enrolled in, training progress, and transcripts. Line managers can view the progress of their team and individual team members.

The LMS administrator can decide which menu items to show in the left navigation of the dashboard by turning on/off sections from the left-navigation menu. 

 

 

In the left-navigation menu of the dashboard, users can navigate between different sections to find detailed information about their training.

  • The Overview section sums up the user's progress with detailed information about training activity shown in charts. Supervisors can get an overview of the learners' assessments to assess. Line Managers can get an overview of the training status of their team from this section.
  • The Training section shows the training the user is enrolled in across all course catalogs in the tenant.
  • The Certificates & Skills section provides an overview of the Certificates & Skills the user has earned and the status of these.
  • From the Transcript section, users can see their personal status on training, certificates, and skills.
  • The CEUs section provides the user with an overview of earned and planned CEUs.
  • The Leaderboard section displays ranking of learners from the whole tenant based on the total number of earned CEUs, training completed, and certificates earned. 
  • The Line Manager Dashboard section is only available and visible for line managers. From this section, line managers can observe and manage training activity of their subordinates.
  • The Settings section is only visible for LMS administrators. This section allows the LMS admins to turn on/off sections of the left-navigation menu and, hereby, control which sections of the dashboard that should be available to users.
  • In the Personal Preferences section, users can enable LMS365 notifications in Microsoft Teams.

Find more details on My Training Dashboard in this article.

 

The course catalog

The course catalog provides an overview of all its published courses and training plans. An organization can have several course catalogs.

The course catalog is a good place to start the learning experience for learners who would like to discover and get an overview of available training.

If the Selector Switch option is enabled, the learner can switch between two views of the course catalog: card view and list view.

 

 

If Course Targeting is enabled, users won't see courses and training plans in the course catalog that they don't have access to. Course catalog administrators will see all training in the course catalog.

If the Highest Ranked Courses option is enabled in course catalog settings, the most popular courses and training plans will be highlighted in a separate category.

Selecting a course or training plan, the learner can see detailed information on the opened panel.

 

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In the opened panel, the learner can switch between tabs to see the following information.

For courses

  • Under Overview, learners can see basic details and the description of the course.
  • Under Contents, learners find a list of learning items in this course, together with their descriptions, if they are provided.
  • Under Sessions (only for the Instructor-Led Training), learners find details of available sessions.

 

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For training plans

  • Under Overview, learners find basic details and the description of the training plan.
  • Under Courses, learners see a list of courses included in the training plan, together with their descriptions.

 

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The learner can select View to go to the course/training plan home page.

If filters are enabled, learners can filter courses and training plans by category, training type, course session dates, course session types, and skills. The number of courses or training plans that correspond to the set filtering will be displayed in brackets next to the category, training type title, the course session types, and the skills title.

Learner will select the required filter checkbox to see the relevant courses and training plans.

 

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Using the Course Session Dates filter, the learner can set start and end date period of the course sessions (start and end dates of the course session should fall in the set period).

If there are no active course sessions for any courses, this filter is hidden. E-learning courses cannot be sorted using this filter.

 

 

Using the Course Session Type filter, the learner can can filter session-based courses by the type of the active sessions of the course—Onsite, that requires a location for a physical classroom, and Virtual—for virtual meetings only. As Instructor-Led Training may have a combination of Onsite and Virtual sessions, it is possible to select both filter parameters at once.  

 

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Using the Skills filter, the learner will see only the courses and training plans that grant the associated skills.

 

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Using the Search Course Catalog field, the learner can search for the relevant courses and training plans.

 

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The course home page

Often, learners will start the learning experience from the course home page. Perhaps their manager enrolled them in a course. Learners select the link in the course enrollment notification they received, either by email or in Microsoft Teams, and they will be directed to the course home page where they can start engaging with the training.

On the course home page, learners see all course information such as course description, information, content, sessions (for courses of the Instructor-Led Training type), learning progress, certificates, skills, and training plans with this course.

 

 

Behind the scenes, the information is displayed by the LMS365 course home page web part that features:

  • Course Description – the long course description specified during the course creation (or short description if the long one has not been specified).
  • Information – course related information such as Category, Type, Duration, ID, etc. and Contact(s) to easily send a message to the contact person.

    If the duration of a course has been recorded, then up to two duration fields may be displayed:

    The Duration (standard format) Duration_standard_format_icon.png displays the expected duration of the course in hours and minutes.

    The Duration Duration_icon.png displays the expected duration of the course with some additional text, for example “Three modules, each module will be approximately 1 hour”.

  • Sessions – displays information about course sessions (only for Instructor-Led Training course type).

For session-based courses of the enrollment type Enroll user into a single course session, the learner can select a relevant session to enroll in. After the learner selects a session, the Enroll to course button will become active.

After enrollment, the information about this session will be displayed on the top of the course sessions on the course home page. All other sessions will be unavailable and greyed out.

More information on how learners enroll in courses and select sessions can be found in this article.

 

 

For session-based courses of the enrollment type Enroll user into multiple course sessions, the learner can select relevant session(s) to enroll in regardless whether sessions have vacant seats or no.

If the learner is enrolled in the course with selected sessions, the information about these sessions is shown at the top of the course sessions list regardless the start and end dates. All enrolled sessions will have a green checkmark. The sessions the learner is in the waiting list have an additional Waiting list icon.

More information on how learners enroll in courses and select sessions can be found in this article.

 

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For session-based courses of the enrollment type Enroll user into all course sessions, information about all session will be shown in the Information web part under Sessions

 

The course catalog admin configures how many course sessions that will be shown on the course home page before the Show more button is displayed. If the link is available, select it to see the list of all course sessions.

 

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If the course has no active course sessions, instead of the session information a message will be displayed notifying that there are currently no sessions available and asking to contact the course administrator(s) to schedule new sessions.

 

 

  • Learning progress – shows the learner's progress on the course and the date of enrollment.

When learners complete a course, on the course site in the Learning Progress section, they will see the Completed status and information about the date of enrollment and completion of the course.

 

 

  • Training plans with this course - is displayed only for courses that are a part of at least one training plan and shows all the training plans this course is a part of.

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  • Content – a list of learning items that are included in the course.

 

 

NOTE   

  • If no items are added for the course, the Content section contains an image with a corresponding message.

  • If the course is not published, learners can't see its content.


The table of content is displayed for each learning module. To view it, select the learning module title or the expand/collapse the icon near it.

 

 

The learner clicks the Start icon to start on-demand learning.

 

 

  • Certificates - Contains the information on the certificates available on the course completion and possibility to download it.

If learners have been granted a certificate for the course completion, in the Certificates section on the course site they are able to download the certificate.

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The certificate icon may be of different color depending on the certificate status:

  • Grey - the planned certificate.
  • Green - if the certificate is valid.
  • Yellow - if the certificate is about to expire.
  • Red - if the certificate has expired.

Learners can retake a course if the certificate has expired or is about to expire, or if the course administrator has enabled the option Voluntary Retake, to allow learners to retake completed training also when the certificate or skill is still valid.

  • Skills - Contains the information on the skills of this course.

The section contains the skill title \ the level of the skill.

Status: Planned, Valid, or Revoked.

 Achievement date, Revocation date (if applicable)

 

 

The skill icon may be of different color depending on the skill status:

  • Grey - if the skill is planned.
  • Green - if the skill is valid.
  • Red - if the skill is expired or revoked.

 

The training plan home page

The use case around the training plan home page is similar to the scenario for usage of the course home page. Learners typically start the learning experience from the training plan home page when they have been enrolled into a training plan. Perhaps they select a link in the training plan enrollment notification they have received, either by email or in Microsoft Teams, and are directed to the training plan home page where they can start engaging with the training.

On the the training plan home page, learner find all training plan information such as training plan description, courses in the training plan, learning progress, and so on.

 

 

Like for the course home page, this information is displayed on the training plan home page by the LMS365 course home page web part that features:

  • Training Plan Description – the long training plan description specified during the course creation (or short description if the long one has not been specified).
  • Information – training plan related information such as Category, Type, Duration, Training Plan ID, CEUs, Certificates, etc.

    If the duration of a training plan has been recorded, then up to two duration fields may be displayed:

    The Duration (standard format) Duration_standard_format_icon.png displays the expected duration of the training plan in hours and minutes.

    The Duration Duration_icon.png displays the expected duration of the training plan with some additional text, for example “Three courses, each course will be approximately 1 hour”.

  • Learning progress – shows the learner's progress on the training plan and the date of enrollment.
  • Training Plan Courses – courses that are included in this training plan, their type and statuses. Courses included in the training plan have a status displayed near the training progress percentage bar under the course description and an action button in the same row. 

Course progress status can be: 

    • Not Started – means the learner has not started the courses included in the training plan. The training progress will be 0% and the action button will be Start.

    • In Progress – means the learner has started the course included in the training plan. The training progress will be 50% and the action button will be Continue.

NOTE   

If the learner has failed or is out of attempts to complete the course included in the training plan, the course progress will be 50% and the action button will be Continue.

    • Completed – means the learner has completed all courses required for training plan completion. The training progress will be 100% and the action button will be Review.

    • Locked – means courses that can't be unlocked before the previous course has been completed, or courses that are locked because the user is not enrolled into the course or the course is not published yet. The training progress will have the 'This course is locked until the previous one is completed.' message displayed  and the action button will be Locked.

 

NOTE   

For ended or unpublished training plans the Training Plan Courses content won't be displayed for learners.

 

After enrollment, the learner can enter the training plan content and navigate between the different courses of the training plan.

 

In the Learning Progress section on the training plan homepage, learners can track the completion status of the training plan they are enrolled in. After completion, they will see the Competed status and the information about the enrollment and training plan completion dates.

 

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  • Certificates - If learners have been granted a certificate for the training plan completion, they are able to download it.

 

 

The certificate icon may be of different color depending on the certificate status:

  • Grey - if the certificate is planned to get on the training completion.
  • Green - if the certificate is valid.
  • Yellow - if the certificate is about to expire.
  • Red- if the certificate has expired.

Learners can retake a training plan if the certificate has expired or is about to expire, or if the course administrator has enabled the option Voluntary Retake to allow learners to retake completed training also when the certificate or sill is still valid.

For detailed information on the retake of courses and training plans, please see Retake of courses and training plans.

 

 

  • Skills- Contains the information on the skills of this training plan.

The section contains the skill title \ the level of the skill.

Status: Planned, Valid, or Revoked.

Achievement date, Revocation date (if applicable).

 

 

The skills icon may be of different color depending on the skill status:

  • Grey - if the skill is planned.
  • Green - if the skill is valid.
  • Red - if the skill is expired or revoked.

 

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