My Training Dashboard and its capabilities

Introduction

My Training Dashboard is the user's personalized training dashboard that provides each user with an overview of the training they're enrolled in, their training progress, transcripts, and the ability to view and manage their skills.

My Training Dashboard also gives line managers insights into their teams' training progress. Therefore, My Training Dashboard includes additional sections that only users with the line manager role can see.

Moreover, My Training Dashboard provides users who are assigned as a supervisor with access to assess learners.

My Training Dashboard has a left navigation that allows users to view different aspects of their training status. 

In this article, we go through the menu items in the left navigation, provide an overview of the functionality of My Training Dashboard, and show how users can use My Training Dashboard to get a personalized overview of their training status.

Read the article or watch the video (more details are included in the article). In the video, you can use the Chapters feature to navigate to the relevant part.

 

 

The left navigation of My Training Dashboard

The following list of navigation elements is the available navigation items for the left navigation of My Training Dashboard. The LMS admin can configure which of these navigation elements will be visible to users.

 

The Overview section

The Overview section provides information about current and upcoming courses and training plans and may be divided into two subsections:

  • My Team’s Training Status (available for line managers only) provides an overview of the progress of the line manager's team, as well as the progress of individual team members.

  • My Training Status provides an overview of the learner's own progress.

 

My Team’s Training Status

My Team’s Training Status (available for line managers only) provides a tenant-wide overview of the progress of the line manager's team, as well as the progress of individual team members. The My Team’s Training Status section contains the subsections:

NOTE   

  • Direct reports are learners who are managed by a specific line manager. Find more information about setting up line managers in LMS365 (Learn365) in this article. 

  • Direct reports' subordinates are learners who are managed by a direct report of a specific line manager. In this case, the direct report is a line manager for these particular learners.

The Go to Line Manager Dashboard arrow icon next to My Team’s Training Status redirects to the Line Manager Dashboard.

 

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Summary of direct reports

Summary of direct reports displays the following information:

  • Enrollment Requests from Direct Reports. Shows the number of enrollment requests from direct reports that are pending the line manager's approval to be enrolled in a course or training plan and those who are on a waiting list.

  • Direct reports. Shows the number of users who are managed by, and report directly to, the line manager.

  • Training Completed by Direct Reports.Shows the tenant-wide percentage of courses (including inactive courses and courses that are part of training plans) that have been completed by the line manager's direct reports. Courses (including courses that are part of training plans) that were retaken aren't included in this calculation.
  • Direct Reports with Overdue Training. Shows the percentage of the line manager's direct reports who are enrolled in but haven't yet completed courses with a due date in the past.

  • Overdue Training enrolled, not Completed by Direct Reports. Shows the tenant-wide percentage of courses that have a due date in the past (including courses that are part of training plans) and haven't been completed by the line manager's direct reports. Inactive courses with a due date in the past aren't included in this calculation.

 

NOTE   

Each course that are part of a training plan the user is enrolled in is included in this overview, but the training plan itself isn't.

 

Direct Reports’ Subordinates Summary

Direct Reports’ Subordinates Summary displays the following information:

  • Enrollment Requests from Direct Reports’ Subordinates. Shows the number of enrollment requests from direct reports’ subordinates that are pending the line manager's approval and those who are on a waiting list.
  • Direct Reports’ Subordinates. Shows the number of users who are managed by and report to the direct reports of the line manager.

  • Training Completed by Direct Reports’ Subordinates. Shows the tenant-wide percentage of courses (including inactive courses and courses that are part of training plans) that have been completed by the direct reports’ subordinates. Courses (including courses that are part of training plans) that were retaken aren't included in this calculation.
  • Direct Reports’ Subordinates with Overdue Training. Shows the percentage of direct reports’ subordinates who are enrolled in but haven't yet completed courses with a due date in the past.

  • Overdue Training enrolled, not Completed by Direct Reports’ Subordinates. Shows the tenant-wide percentage of courses (including courses that are part of training plans) with a due date in the past and haven't been completed by the subordinates of the line manager's direct reports. Inactive courses (including courses that are part of training plans) with a due date in the past aren't included in this calculation.

NOTE   

Each course that are part of a training plan the user is enrolled in is included in this overview, but the training plan itself isn't.

 

List of Learners

List of Learners provides a list of users who report to the line manager. This list displays information about each user, their subordinates, their training progress, and the number of overdue courses.

Selecting a user displays their progress and you can see the number of courses that are completed, in progress, not started, and overdue (if any).

You can expand users to see the same information for their subordinates (if they have any).

 

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My Training Status

The My Training Status provides a summary of the user's own progress and contains the following information.

  • Total Training Enrolled. Shows the number of courses on the tenant that the user has been enrolled in, including completed inactive courses (deleted or imported via the Import external training data option on the Users page), courses that are part of training plans the user is enrolled in, courses that are pending approval, and courses for which the user is on the waiting list.

  • Training Completed. Shows the percentage and number of courses on the tenant that the user has completed, including completed inactive courses and courses that are part of training plans. Courses (including courses that are part of training plans) that have been retaken aren't counted here until these courses are completed by the user again.

  • Training Planned. Shows the number of courses on the tenant that the user is enrolled in but hasn't completed, including courses that are part of training plans the user is enrolled in, courses that are pending approval, and courses for which the user is on the waiting list.

  • Training Overdue. Shows the percentage of courses on the tenant that the user is enrolled in but hasn't completed before the due date (including courses that are part of training plans). Inactive courses that have a due date in the past aren't counted here.

  • Total CEUs Earned. Shows the total number of CEUs that the user has received.

  • Active certificates. Shows the number of valid and expiring certificates the user has.

 

NOTE   

Each course that forms part of a training plan that the user is enrolled in is counted in this overview but the training plan itself isn't.

 

Training to Complete

In the Training to Complete section, users can see the number of courses on the tenant that they've been successfully enrolled in but haven't yet completed.

The Training to Complete section doesn't count:

  • Training plans themselves, only the courses in them.
  • Inactive courses.
  • Courses that are pending approval.
  • Courses for which the user is on the waiting list.

In the Training to Complete section:

  • Overdue. Shows the number of courses (including courses that are part of training plans the user is enrolled in) on the tenant that haven't been completed by the user by the due date. Inactive courses with an overdue status aren't counted here.

  • Due Date. Shows the number of courses (including courses that are part of training plans the user is enrolled in) on the tenant that the user is enrolled in that have a set due date.

  • No Due Date. Shows the number of courses (including courses that are part of training plans the user is enrolled in) on the tenant that the user is enrolled in that have no due date set.

  • Mandatory. Shows the number of courses (including courses that are part of training plans the user is enrolled in) on the tenant that the user is enrolled in that are set as mandatory. 

  • Optional. Shows the number of courses (including courses that are part of training plans the user is enrolled in) on the tenant that the user is enrolled in that aren't set as mandatory.

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Planned Training

In the Planned Training section, in but haven't completed yet, courses that are pending approval, and courses for which they're on the waiting list.

The Planned Training section doesn't count:

  • Training plans themselves, only the courses in them.
  • Inactive courses.

The Planned Training section is divided into two blocks – Planned Training and Pending Training.

Planned Training:

  • Pending. Shows the number of courses (including courses that are part of training plans) on the tenant that are pending enrollment approval, as well as courses for which the user is on the waiting list.

  • Not started. Shows the number of courses (including courses that are part of training plans) on the tenant that the user has been enrolled in but hasn't started yet.

  • In progress. Shows the number of courses (including courses that are part of training plans) on the tenant that the user has started but hasn't completed.

Pending Training:

  • Waiting for Approval. Shows the number of courses (including courses that are part of training plans) on the tenant for which the user has a pending enrollment.

  • In Waiting List. Shows the number of instructor-led training (including courses that are part of training plans) on the tenant for which the user is on the waiting list. E-learning courses don't have a waiting list.

 

Certificates 

In the Certificates section, users see the total number of acquired certificates and their statuses: Valid, Expiring, and Expired. This section shows all acquired certificates acquired across all catalogs.

If there's more than one certificate for a course or training plan, only the last acquired certificate is counted.

Planned certificates aren't counted here.

 

Skills

In the Skills section, users see the total number of acquired skills and their statuses: Valid or Revoked.

The skill level isn't counted here.

If a skill has at least one valid level, this skill is counted as a valid one.

If all levels of a skill are revoked, this skill is counted as revoked.

 

NOTE   

The Skills section is hidden from the left-side navigation when the skills license hasn't been activated by the Microsoft 365 global admin

 

The Assessments section

The Assessments section is displayed to users who are assigned as a supervisor for course assessments and it shows only learners who are enrolled in courses where assessments need to be appraised. Inactive learners aren't listed in the assessments section. Supervisors can track and manage the assessments only from the published courses. This means that the listed courses don't include ended, unpublished, or scheduled training.

 

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NOTE   

Users who are assigned as supervisors via the Line Manager role can view and assess learners from the Assessments section of the Line Manager Dashboard page.

 

In the Assessments section, supervisors can apply two filters:

  • Learner. This filter enables supervisors to limit the list of learners they need to assess by selecting the checkbox of the relevant learners. The Select all option enables supervisors to select all the learners in the list. The Clear all option becomes active when learners are selected. Inactive learners aren't listed.

     

  • Training. This filter allows supervisors to limit the list of assessments they need to assess by selecting the checkbox of the relevant training. The Select all option enables supervisors to select all the assessments in the list. The Clear all option becomes active when assessments are selected. The listed courses don't include ended, unpublished, or scheduled training.

     

In the Assessments section, the following information is presented in the columns:

  • Learner. The names of enrolled learners who the supervisor needs to assess. Inactive learners aren't listed here.

  • Training. The name of the course to which the assessment relates. The name of the course is a hyperlink to the course home page.

  • Assessment. The title of the assessment task. Selecting the assessment title will open the assessment task as a side panel, where the user will see the assessment description (if this has been provided). 

  • Approve. The Approve option (the tick icon) enables the supervisor to approve the learner's assessment and marks the assessment as Completed as a learning item of the course.
    Cancel closes the message, leaving the assessment awaiting approval.
    When approving the assessment, the supervisor can optionally provide feedback for the learner. The feedback will be displayed in the Assessment Reviewed notification, which is sent to the learner once the assessment is approved. Find more details about the Assessment Reviewed notification in this article.
  • Email learner. The Email learner option (the envelope icon) enables the supervisor to provide feedback to the learner by emailing them directly from the assessment. Selecting this option will open the user's mailbox, with a new message opened.
    This message will contain the following prefilled information: the supervisor's email address in the From field, the learner's email address in the Cc field, and "This is a message regarding your assessment "(title)" in course "(title)" in the body of the message.

  • View course. The View course option (the arrow icon) enables the supervisor to go to the course home page.

The Training section

Overview

The Training section shows courses and training plans across all catalogs on the tenant that the user has access to and provides an overview of all courses and training plans the user is enrolled in, is on the waiting list for, or has a pending enrollment approval for.

By default, only active courses and training plans are displayed in the Training section. To display courses and training plans that are unpublished, deleted, or imported via the Import external training data option on the Users page, clear the Hide Inactive checkbox in the filter.

 

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For your convenience, you can use Card View or List View.

Under Card View, training cards display the training type, its title, the due date (if set), progress status, Mandatory mark (if the training is set as a required to complete), and for courses included in any training plans, an icon with a list of these training plans. If training is set as a favorite, the heart icon is filled in with color.

 

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Under List View, training cards are displayed as a list, with the title and training type of the training, and for courses included in any training plans, an icon with a list of these training plans, an information icon in the Mandatory column (if the training is set as a required to complete), completion status in the Status column, and due date in the relevant column (if set). If training is set as a favorite, the heart icon is filled in with color.

 

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The training completion status is displayed on the training card:

  • Completed. The user has already completed the course or training plan.

In Card View, the Completed status is displayed on the training card, with the completion date stated directly above the status.

In List View, the Completed status is displayed in the Status column and the completion date isn't displayed. To see it, open the training home page.

  • Not started. The user is enrolled in the course or training plan but hasn't started it. In Card View, the Not started status is displayed on the training card and in List View, it's displayed in the Status column.

  • In progress. The user has started but hasn't yet completed the course or training plan. In Card View, the In progress status is displayed on the training and in List View, it's displayed in the Status column.

  • Pending approval. The user is pending approval to be enrolled in the course or training plan. In Card View, the Pending approval status is displayed on the training and in List View, it's displayed in the Status column.

  • Waiting list. The user is on the waiting list for the session or course. In Card View, the Waiting list status is displayed on the training and in List View, it's displayed in the Status column.

 

Search and filtering options

The Training section provides search and filtering options. The availability and layout of these differ depending on the view (Card View or List View).

 

Card View

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List View

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Filter by completion status

Available in both Card and List views.

In Card View, the completion status is displayed on the training card, with the completion date stated directly above the status. In List View, the completion status is displayed in the Status column with no completion date shown. The Status column can also be used for sorting.

To filter by training completion status, select Planned, Completed, or All from the drop-down menu. By default, the Training sections show only active planned courses and training plans the user is enrolled in across all catalogs to which the user has access.

  • Planned. Displays courses and training plans that the user is enrolled in, is on the waiting list for, or is waiting for approval to be enrolled in. Courses and training plans that have the Not Started, In Progress, Pending Approval, or Waiting List completion status are displayed in this view. 

  • Completed. Displays courses and training plans that the user has completed across all catalogs to which the user has access. Published, unpublished, imported via the Import external training data option on the Users page, and deleted courses and training plans are counted here, as well as courses and training plans from deleted catalogs. Courses and training plans that have the Completed completion status are displayed in this view. 

  • All. Displays all courses and training plans across all catalogs to which the user has access as a learner. Courses and training plans of all completion statuses are displayed here.

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Filter by training type

Available in both Card and List views.

NOTE   

Filtering works on the courses and training plans of the selected completion status. This means for example, that if you select only Completed courses and training plans to be shown, the filtering by training type will run on only the completed courses and training plans.

 

Use the Select type filter. By default, this filter has 1 selected displayed because the Hide Inactive parameter is automatically preselected. In this case, unpublished, deleted, or imported via the Import external training data option on the Users page, courses and training plans are hidden on the dashboard. To get an overview of all courses and training plans, including the mentioned above, deselect the Hide Inactive option. 
No training types are preselected by default in this filter.

 

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In the filter, under Training Type, select the types of training you want to see on the dashboard. After selecting the relevant checkboxes, the training display is automatically adjusted and shows the number of selected parameters. The selection reverts to 1 selected with Hide Inactive preselected and no training type selected after a page refresh or navigation from another page.

 

Filter by name or due date

Available in both Card and List views.

NOTE   

Filtering works on the courses and training plans of the selected completion status. This means for example, that if you select only Completed courses and training plans to be shown, the filtering by name or due date will run on only the completed courses and training plans.

 

In Card View, filtering by name or due date is available in the Due Date filter:

  • Name (A-Z). Courses and training plans are sorted by name alphabetically (A-Z).

  • Name (Z-A). Courses and training plans are sorted in reverse alphabetical order (Z-A).

  • Due Date (arrow up). Courses and training plans with the oldest due dates, and therefore the most important to complete, are displayed at the top of the list. This is the default filter setting.

     

  • Due Date (arrow down). Courses and training plans with the most recent due dates are displayed at the top of the list.

In List View, the training due date is displayed in the Due Date column. Filtering by due date is available by selecting the Due Date column. Filtering by name is possible by selecting the Training Name column, which enables you to sort courses and training plans alphabetically (A-Z or Z-A).

 

Filter Completed and All training by the completion date

Available in Card view only.

When you select Completed or All in the completion status filter, the Due Date filter transforms into Completion Date filter:

  • Name (A-Z). Courses and training plans are sorted by name alphabetically (A-Z).

  • Name (Z-A). Courses and training plans are sorted in reverse alphabetical order (Z-A).

  • Completion Date (arrow up). Courses and training plans that have the oldest completion dates are displayed at the top of the list.

  • Completion Date (arrow down). Courses and training plans that have the most recent completion dates are displayed at the top of the list.

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Show my favorites

The Show my favorites filter is available in both Card and List views. Favorite training is marked with the filled heart icon.

Selecting Show my favorites filters the list of courses and training plans to show only those that you've added as favorites, regardless of their completion status. 

 

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For training plans the filter works in the following way:

  • If a training plan was added to favorites with all or several courses in it also marked as favorites, the filtered results will show this training plan and when expanded, it will also include its favorite courses.
  • If a training plan was added to favorites but none of its courses were marked as favorite, the filtered result will show just this training plan, which can't be expanded.
  • If a course within a training plan was added to favorites but the training plan itself wasn't, the filtered results will show the course but it won't be shown within a training plan.

 

You can further filter the favorite training by selecting the relevant checkboxes in Training typeOther Filters, or use the search field.

 

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To reset the filtered results, select Back to planned. As a result, you return to the default view of the Training section, where only planned courses and training plans will be displayed.

 

The search field

Use the Search field to find a relevant course or training plan. It's available in both Card and List views.

The Search field works on course and training plan titles. It looks for words that contain the search term and not just words that start with the search term used.

 

NOTE   

Filtering works on courses and training plans of the selected completion status set. This means for example, that if you select only Completed courses and training plans to be shown, search results will run on completed courses and training plans only.

 

Filter by mandatory status

Available in both Card and List views.

 

NOTE   

Filtering works on courses and training plans of the selected completion status set. This means for example, that if you select only Completed courses and training plans to be shown, the filtering will run on completed courses and training plans only.

 

The Mandatory icon indicates that the course or training plan is set as required for completion. Moreover, a training plan also has the Mandatory icon if at least one of the courses inside the training plan is set as required for completion.

In Card View, the Mandatory icon is displayed on the card of a mandatory course or training plan. To filter by the mandatory status of courses and training plans, use the Hide Inactive filter and select Mandatory Only

 

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In List View, mandatory courses and training plans show a corresponding icon in the Mandatory column. Selecting the Mandatory column enables you to sort courses and training plans, with or without the mandatory status shown first.

 

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Actions on training cards

From each training card, the user can perform a selection of actions according to the training type and other settings:

 

To view the available actions, select the relevant icons or the ellipsis menu.

 

Cancel enrollment request

To cancel a course or training plan enrollment request, from the ellipsis menu on the relevant training card, select Cancel Request. Users are asked to enter the reason for cancelling their enrollment request.

 

Add to favorites/remove from favorites

Learners can mark courses and training plans as favorites. This enables learners to create a personalized overview of training on My Training Dashboard by saving courses and training plans they find interesting, so they can find them quickly later.

In Card view, you can add training to your favorites or remove from favorites in one of the following ways:

  • Select Add to favorites (the heart icon) on the training card to add training as a favorite. To remove it from favorites, select the heart icon again.
  • Select the vertical ellipsis menu on the training card to call out more actions, then select Add to favorites. To revert the action, select Remove from favorites.
  • You can mark an individual course within a training plan as a favorite or remove it from favorites. To do this, on the training plan card, select the List of courses icon, then select the heart icon on the relevant course. To remove a course from your favorites, select the heart icon again.

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In List view, you can add a training to favorites in one of the following ways:

  • In the right-side column with actions, select Add to favorites (the heart icon) of the relevant course or training plan to add a training to favorites. To remove from favorites, select the icon again.
  • Select the horizontal ellipsis menu of the relevant course or training plan to call out more actions and select Add to favorites. To revert the action, select Remove from favorites.
  • You can set a separate course within a training plan as a favorite one or remove a course from favorites. To add a course to favorites within a training plan, expand the training plan title to open the list of included courses. Select the Add to favorites (the heart icon) on a relevant course. To remove a course from favorites, select the heart icon again.

 

View a course or a training plan

You can view a course or training plan in three ways:

  • Select the training title on the training card to go to the training home page.

  • Select the arrow icon on the training card to go to the training home page.

  • Select View Course/View Training Plan from the vertical ellipsis menu on the training card to go to the training home page.

 

NOTE   

Action options, including the view, are unavailable for:

  • Unpublished courses and training plans of any completion status the user is enrolled in.
  • The courses that are imported via the Import external training data option on the Users page the user is enrolled in.
  • Deleted completed courses the user was enrolled in at the time the training was deleted. No actions can be completed for these courses and their titles are grey.
  • Completed courses from the deleted catalogs the user was enrolled in at the time the catalog was deleted. No actions can be completed for these courses and their titles are grey. In progress and not started courses and training plans from deleted catalogs aren't displayed on the dashboard.

 

Retake training

The retake action is available if the certificate has expired or is about to expire, or if a course or catalog admin enables the Voluntary Retake option in the training settings.

Learners can retake a course or training plan in two ways:

  • Select the retake icon mceclip0.png on the training card.

  • Select Retake Course/Retake Training Plan from the vertical ellipsis menu on the training card.

For detailed information about retake of courses and training plans, see retake of courses and training plans.

 

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Unenroll from training

 

NOTE   

Learners can't unenroll from a course or training plan if:

  • Learners were enrolled in a course via a Microsoft Entra (Azure Active Directory) group.

  • Learners have already completed the course or training plan.

  • The Do not allow unenrollment option is toggled On for the course or training plan.

  • The catalog that contains the course or training plan has been deleted. Learners can still see the deleted courses and training plans, but their titles are disabled, and the action options are hidden.

 

Learners can unenroll from a course or training plan from the ellipsis menu by selecting Unenroll. 

For detailed information, see how learners unenroll from courses and training plans.

 

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Engage with courses

NOTE   

You can only engage with the content of active courses.

 

To navigate to the course content, select Play Course on the course card or Play Course from the ellipsis menu on the card.

 

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You're redirected to the LMS365 course player, with the available learning items of the course opened on the first incomplete item.

 

See a list of courses in training plans

NOTE   

You can only engage with active training plans.

 

To see a list of courses included in a training plan, select List of Courses on the training plan card or from the ellipsis menu of the card. 

 

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From the opened panel, you can navigate to any active, unlocked course included in a training plan. A lock icon is displayed for deleted and locked courses (with the prerequisites set). For locked courses, you first need to enroll in the course or complete all preceding courses before you can access the locked ones.

 

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View session details

Training cards for Instructor-Led Training courses provide an option to view course session details - either the information icon on the course card or the Sessions details link on the ellipsis menu.

 

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The opened right-side panel displays session information: name, start date, contacts you can reach out to (sessions instructors or course admins if no instructors are assigned), and location.

 

The Certificates section

Overview

This section can be hidden from the navigation by the admin.

The Certificates section displays information presented in the following columns.

  • Training Name. Displays the title of the training for which the certificate is awarded.

  • Status. Displays the status of the certificate. This can be Valid, Expiring, Expired, or Planned.
    The expiring status depends on the Certificate Expiry Reminder settings set in the Notifications section. By default, this is set to 60/30/14/7 days before the certificate expires. For example, 60 days before expiration, the certificate's status is changed to Expiring and a corresponding notification is sent to the user.

  • Issued Date. Displays the date when the certificate was issued.

  • Expiry Date. Displays the date when the certificate will expire.

 

Search and filtering

The Certificates subsection includes the following search and filtering options.

  • From the Select Status filter, select the relevant statuses (Valid, Expiring, Expired, or Planned) to display only the certificates that have the selected status. By default, all certificates with all statuses are displayed in certificate issue date order, with the most recent issue date displayed at the top of the list.
  • To search for a specific certificate, use the Search field. The search looks for words that contain the search term, not just words that start with the search term used. The search runs on the courses and training plans for which the certificate is awarded.

  • Each column can be used to sort the list by selecting the column's name. By default, certificates are ordered from newest to oldest certificates (based on the issued date).

  • Selecting the Issued Date column, certificates can be sorted from newest to oldest (down arrow) or oldest to newest (up arrow), based on the issued date.
    The same logic applies to the Expiry Date column—certificates with the oldest (down arrow) or nearest (up arrow) expiry date will be displayed first.

 

Available actions

Additional information and action links on the certificate card are available in the right-hand column and from the ellipsis menu.

  • Download certificate. Download the certificate to your local computer. You can download certificates for deleted completed courses or training plans as well, but their titles are disabled and grey, so they can't be accessed.

  • View Course/Training Plan. Redirects you to the home page for the training for which the certificate was awarded.

  • Unenroll. Available for certificates with the Planned status only. Allows you to unenroll from the course or training plan that the certificate will be awarded on completion.

  • Sessions details. Opens a right-side panel, where session information is displayed: name, start date, contacts you can reach out to (sessions instructors or course admins if no instructors assigned), and location.

  • Retake Course/Training Plan. Unavailable for certificates with the Planned status. Allows you to initiate a retake of the training for which the certificate was awarded.

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NOTE   

When retaking a course or training plan, a user sees duplicate certificates with different statuses for this training. One of these certificates has the Valid/Expired/Expiring status and the other is Planned.
A triangle with an exclamation mark is shown on the training card of a certificate with the Valid/Expired/Expiring status, indicating that the user is retaking the training for which the certificate is awarded.
After the retake is completed, only one certificate is valid and shown in the Certificates: the Planned one becomes Valid, the previous one with a Valid/Expired/Expiring status remains in the Transcript only.

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The Skills section

Overview

  • The Skills section shows all skills of the current learner, across all catalogs on the tenant to which they have access. Here, the learner gets an overview of all valid, revoked, and planned skills, their skill levels, and the skill statuses.
  • Learners can apply the Card View or List View to the Skills section.
  • For learners to be able to add skills, the Self-evaluation of skills option must be enabled by the catalog admin from the Global Settings area of the LMS365 (Learn365) Admin Center.

 

In List View, the Skills section displays information in the following columns:

  • Skill. Displays the skill title. This is an active link that opens a panel where the learner can see information about the skill. Here, the following information is displayed: status, level, skill source, the date on which the skill was acquired, and the revocation date (if set). If categories and tags for the skill have been defined, these will also be displayed.

  • Level. Displays the level of the skill.
  • Skill source. Displays one of the following pieces of information: 
    • The title of the training that, upon completion, awards the skill. The training title is an active link that redirects the learner to the training home page. The training title is greyed out and disabled if the training is deleted, ended, unpublished, or imported via the Import external training data option on the Users page.

    • The name of the admin who manually granted the skill to the learner via the Users page or the Line Manager Dashboard without assigning the learner to specific training. The learner can contact the admin via email by selecting the admin's name.
    • The name of the learner, if they added the skill themselves via the Add my skills option and are awaiting line manager approval. If the line manager approves the requested skill, the learner's name displayed here will change to their line manager's name.

    • The name of the learner, if they added the skill themselves via the Add my skills option and line manager approval isn't required.

    • The name of the line manager who approved the skill request that the learner added via the Add my skills option. The line manager's name will be displayed only if line manager approval for the self-evaluation of skills is required.
  • Status. Displays the status of the skill: Valid, Revoked, or Planned.
    • Valid. The skill is valid. If the learner sees an exclamation mark near a valid skill, it means the training for which the skill is awarded is being retaken. In this case, the valid status of the skill relates to the learner's previous achievement, and the skill with the planned status listed under a retaken one will become valid after the retake is completed.
    • Revoked. The skill has been revoked.
    • Planned. The skill will be awarded upon training completion.
    • Pending approval. The learner added a skill via the Add my skills option and is awaiting line manager approval.
  • Acquired on. Displays the date on which the skill was acquired.

  • Revocation Date. Displays the date on which the skill will be revoked (if set) or was revoked.

In Card view, the learner's skills are grouped under the relevant tab of the Skills section: Valid, Revoked, Planned, Pending approval, and All.

Each skill is presented on a separate card. Skill cards display information in the following way:

  • Skill status. Displays the status of the skill: Valid, Revoked, or Planned.
    • Valid. The skill is valid. If the learner sees an exclamation mark near a valid skill, it means the training for which the skill is awarded is being retaken. In this case, the valid status of the skill relates to the learner's previous achievement, and the skill with the planned status listed under a retaken one will become valid after the retake is completed.
    • Revoked. The skill has been revoked.
    • Planned. The skill will be awarded upon training completion.
    • Pending approval. The learner added a skill via the Add my skills option and is awaiting line manager approval.
  • Skill title. This is an active link that opens a panel where the learner can see information about the skill. Here, the following information is displayed: status, level, skill source, the date on which the skill was acquired, and the revocation date (if set). If categories and tags for the skill have been defined, these will also be displayed.
  • Skill level. Displays the level of the skill.
  • Granted by. Displays one of the following types of information:
    • The name of the admin who manually granted the skill to the learner via the Users page or Line Manager Dashboard without assigning the learner to a specific training. Learner can contact this admin via email by selecting the name of this admin.
    • The name of the learner, if they added the skill themselves via the Add my skills option and are awaiting line manager approval. If the line manager approves the requested skill, the learner's name displayed here will change to their line manager's name.

    • The name of the learner, if they added the skill themselves via the Add my skills option and line manager approval isn't required.

    • The name of the line manager who approved the skill request that the learner added via the Add my skills option.
  • Training title. The title of the training that, upon completion, awards the skill. The training title is an active link that redirects the learner to the training home page. The training title is greyed out and disabled if the training is deleted, ended, unpublished, or imported via the Import external training data option on the Users page.
  • Will be revoked. Displays the date on which a valid skill will be revoked (if set).

  • Revoked. Displays the date on which the skill was revoked.

  • Will be reviewed by. The name of the line manager who will review the skill request that the learner added via the Add my skills option.

 

Search and filtering

The Skills section includes the following search and filtering options:

  • From the Skill filter, learners can select the checkboxes of the skills by which they want to filter the list or use the search box to find the relevant ones.
  • From the Skill source filter, further filter the Skills list by selecting the checkboxes of the training that, or people who, granted or added the skill. Alternatively, use the search box to find the relevant source.
  • Select the Acquired on filter to call out a calendar, where learners select the date range within which the skill was acquired.
  • Select the Revocation Date filter to call out a calendar, where learners select the date range within which the skill was, or will be, revoked.
  • From the Category filter, learners can select the checkboxes of the categories by which they want to filter the list or use the search box to find the relevant ones. This filter is displayed only if the learner has skills for which categories are defined. In the filter, categories are grouped by catalog name and learners will see only the categories that relate to their skills.
  • From the Status filter in List view, select the checkboxes of the relevant statuses: Valid, Revoked, Planned, or Pending approval. Only skills of the selected statuses will be displayed. By default, all skills with all statuses are displayed.
  • To search for a specific skill, use the Search field. The search works by looking for skill properties that contain the search term, not just words that start with it: training titles for which the skill is awarded or the person who granted the skill, skill title, and skill level.

  • In list view, select any column heading to change the sort order of the skills.
    By default, skills with the most recent Acquired on date are displayed at the top of the list (down arrow). Selecting the Acquired on column heading, learners can change the sort order to show the earliest acquired skills at the top of the list (up arrow).
    The same logic applies to the other column headings.
  • In card view, there is an additional filter:
    • Name (A-Z). Skills are sorted by title alphabetically (A-Z).
    • Name (Z-A). Skills are sorted by title in reverse alphabetical order (Z-A).
    • Acquired on (arrow up). Skills with the earliest Acquired on date are displayed at the top of the list. 
    • Acquired on (arrow down). Skills with the most recent Acquired on date are displayed at the top of the list.

 

Available actions

From the Skills section of My Training Dashboard, learners can perform actions depending on whether they're in card or list view.

  • In List View, action links are available by selecting the relevant ellipsis icon if the skill was acquired via a course or training plan. If the skill was granted by a person, no additional actions are available.

 

Available actions

 

  • In Card View, the learner can select a skill title to call out a panel, where actions are available by selecting the ellipsis icon if the skill was acquired via a course or training plan. If the skill was granted by a person, no additional actions are available.

 

actions

 

Add my skills

The Add my skills option is available both in the card and list view.

For learners to be able to add and self-evaluate skills, the Self-evaluation of skills option must be enabled by the catalog admin from the Global Settings area of the LMS365 (Learn365) Admin Center.

 

If a learner wants to add a skill to their record, they should follow these steps:

1. On My Training Dashboard, select Add my skills.

2. On the opened Add my skills panel, use the Search field to find the relevant skill:

  • Click in the field to call out a drop-down list of available skills.
  • As you enter part of the skill title, the list reduces to show only skills that contain the search term.

Learners can add several skills at a time.

 

Add my skills

 

3. With the relevant skill selected, a drop-down list is called out, where learners can select a skill level.

 

Level selection

 

4. Select Submit.

What happens next will depend on the setting of the Require line manager approval for self-evaluation of skills toggle in the Global Settings of the LMS365 (Learn365) Admin Center. For more information on this setting, see this article.

  • If line manager approval isn't required, learners can add and evaluate their own skills without line manager approval. The added skill will be displayed in the Skills section and added to the learner's transcript.
  • If line manager approval is required, the added skills will be displayed as Pending approval until the request is reviewed by their line manager:
    • If the line manager approves the requested skill, it will be displayed in the Skills section and added to the learner's transcript. The learner will receive the Skill request approved email notification.
    • If the line manager rejects the requested skill, the learner will receive the Skill request rejected email notification and the Pending approval skill will be deleted.

 

Adjust the skill level

If a learner wants to adjust the level of a skill they've already acquired, they should follow these steps:

1. From the Skills section, select the relevant skill title. This opens the skill panel, where learners will get an overview of the acquired skill and all the levels the learner has acquired for this skill.

2. Select Adjust skill level.

 

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3. On the opened Adjust skill level panel, the learner selects the relevant level from the drop-down list.

4. Select Submit.

 

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What happens next will depend on the setting of the Require line manager approval for self-evaluation of skills toggle in the Global Settings of the LMS365 (Learn365) Admin Center. For more information on this setting, see this article.

  • If line manager approval isn't required, learners can adjust their skill levels without line manager approval. The added skill will be displayed in the Skills section and added to the learner's transcript.
  • If line manager approval is required, the adjusted skill levels will be displayed as Pending approval until the request is reviewed by their line manager:
    • If the line manager approves the requested skill level, it will be displayed in the Skills section and added to the learner's transcript. The learner will receive the Skill request approved email notification.
    • If the line manager rejects the requested skill, the learner will receive the Skill request rejected email notification and the Pending approval skill will be deleted.

 

pending_approval.png

 

View Course/Training Plan

This action redirects learners to the home page of the training for which the skill was awarded. It is available only for the skills that can acquired by completing training.

 

Unenroll

This action enables learners to unenroll from training for which skills will be awarded on completion. It is available only for skills that have the Planned status. 

Sessions details

This action opens a side panel where the following session information is displayed: name, start date, the names of contacts that learners can reach out to (sessions instructors or course admins if no instructors are assigned), and location.

Retake Course/Training Plan

This action enables learners to initiate a retake of the training for which the skill was awarded. It isn't available for skills that have the Planned status.

 

The Transcript section

Overview

This section can be hidden from the navigation by the admin

In the Transcript section, users see an overview of all courses and training plans they're enrolled in, all planned, valid, expiring, and expired certificates, and all planned, valid, and revoked skills across all catalogs to which they have access.

The Transcript section includes three subsections: Training, Certificates, and Skills. To navigate between subsections, use the Select Filter drop-down list and select the subsections you want to display. By default, all subsections are displayed. Selecting all the subsections from the filter has the same effect as an empty filter.

 

NOTE   

Users don't see the training or the certificates/skills associated with it if:

  • They've been added to the waiting list.

  • They've sent the enrollment request, but it hasn't been approved yet.

  • They've enrolled in the training, but this training was unpublished.

  • They've enrolled in the training, but it was unpublished before they started it. 

 

The Training subsection

Under Training, users can see all courses and training plans they're enrolled in, across all catalogs to which they have access. This includes courses and training plans from deleted catalogs.

The following information about courses and training plans is displayed:

  • Training title.

  • Completion status (Not Started, In Progress, or Completed).

  • Completion date for completed courses and training plans.

  • CEUs (if set).

Each column in the Training subsection can be used for sorting by selecting the column name. By default, courses and training plans are ordered alphabetically by name (A-Z). 

Selecting the title of a specific course or training plan redirects you to its home page. If a course or training plan has been canceled, unpublished, deleted, or imported via the Import external training data option on the Users page, it can't be accessed its title is disabled.
An asterisk near numbers in the CEUs column notify you that these are planned CEUs that will be received upon completion of the training. Moreover, under the list of all courses and training plans, at the bottom of the section, you can track Earned CEUs that have already been received, * Planned CEUs that will be received, and Total CEUs (the sum of earned and planned CEUs).

 

NOTE   

If the Voluntary Retake option is enabled and a learner is retaking a course or training plan, the status of this training is Not Started or In Progress (depending on the user's progress), but the user's previous completion records are still registered in the learner's training records in Transcript.

retake_of_course.png

 

The Certificates subsection

Under Certificates, users can see all their certificates listed with title, validity status (Valid, Expiring, Expired, or Planned), the issued date (except for planned certificates), and the expiry date (if set). If users have more than one certificate for a course or training plan, all of them are shown in this section.

Each column in the Certificates subsection can be used for sorting by selecting the columns name. By default, certificates are sorted by issued date.

Selecting a title of a course or training plan in the Certificates subsection redirects you to the training home page. If a course or training plan has been canceled, unpublished, deleted, or imported via the Import external training data option on the Users page, it isn't possible to access it and its title is disabled.

 

The Skills subsection

Under Skills, learners can see all their skills listed with the title, validity status (Revoked, Valid, or Planned), the achievement date (except for planned skills), and the revocation date (if set).

Each column in the Skills subsection can be sorted by selecting the column name. By default, skills are sorted by achievement date.

The Skill source column displays either the title of the training or a person's name, depending on the way the skill was acquired:

  • The title of the training that, upon completion, awards the skill. If the training link is blue, you can select it to go to the training home page. If the training link is grey, it's disabled because the training is canceled, deleted, ended, unpublished, or imported via the Import external training data option on the Users page.

  • The name of the admin who granted the skill manually via the Users page or the Line Manager Dashboard. You can contact this person via email by selecting their name.

  • The name of the learner, if they added the skill themselves via the Add my skills option and line manager approval isn't required.

 

Export Transcript data

The Export to PDF option in the Transcript section enables you to download the entire transcript that shows all skills, certificates, and courses and training plans that the user is enrolled in. This option is available regardless of what subsections are displayed in the Transcript section. 

 

download_transcript_.png

 

The downloaded transcript supports multiple language characters and contains detailed information on Training, Certificates, and Skills.

  • Under Training, users can see all courses and training plans they're enrolled in, across all catalogs for which users have access. The title, status (Not Started, In Progress, or Completed), the completion date (for completed courses and training plans), and CEUs are displayed. Courses and training plans from deleted catalogs are also displayed in this view.
  • Under Certificates, users can see all their certificates. The title, validity status (Valid, Expiring, Expired, or Planned), the issue date (except for planned certificates), and expiry date (if set). If users have more than one certificate for a course or training plan, all certificates relating to the training are displayed in this section.
  • Under Skills, users can see all their skills. The title, validity status (Revoked, Valid, or Planned), the achievement date (except for planned skills), the revocation date (if set), and in the Skill source column, the training title which, upon completion, the user was awarded this skill or for which somebody manually awarded the skill to the user.

 

The CEUs section

Overview

This section can be hidden from the navigation by the admin

In the CEUs section, users can get an overview of their received CEUs. This section displays only the courses and training plans that the user is enrolled in that offer CEUs. The title, training type, number of CEUs granted, and the user's CEU status (Earned or Planned) are displayed.

CEUs from completed deleted courses and training plans are also displayed here, but they can't be accessed, and their titles are disabled.

To see the CEUs for each course in a training plan, select expand arrow next to the training plan title.

 

CUEs_.png

 

At the bottom of the CEUs section, a bar shows a summary of the CEUs and their status.

  • Earned. CEUs that have been received upon training completion.

  • * Planned. CEUs that will be received upon training completion.

  • Total. The sum of earned and planned CEUs. 

When users retake a course or training plan, they see duplicates of this training - one with the Earned status and an explanation tooltip notifying them that the training is being retaken, and one with the Planned status.

The Earned status is the user's previous achievement and the number of CEUs the user has already received.

The Planned status shows the number of CEUs the user will receive after a successful retake. 

After the retake is completed, the number of CEUs earned is updated, the duplicate with the Earned status is deleted, and the Planned one becomes Earned and is the only one displayed.

 

NOTE   

  • The number of CEUs earned upon training completion isn't updated if the number of CEUs offered for the training is changed after the learner has completed it.

For example, when a learner completes a course or training plan, the number of CEUs earned for it is 12. Sometime later, a course admin changes the number of CEUs earned for the course or training plan to 20. The learner's CEUs earned for this course or training plan isn't updated and stays at 12. The learner can retake the training to get the CEUs updated, if required.

  • The number of CEUs earned upon training completion is updated if the number of CEUs offered for the training is changed after the learner has completed it and the learner then retakes the training.
    The change to the number of CEUs is displayed on the training card.
  • If the number of CEUs earned for completing the training isn't changed, the learner sees +0* on the training card with Planned CEUs. CEUs will be updated after the retake is successfully completed.

  • If the number of CEUs earned upon training completion is increased, the learner sees +(difference between the CEUs already earned and the new value set)* on the training card with Planned CEUs. CEUs will be updated after the retake is successfully completed.

  • If the number of CEUs earned upon training completion is decreased, the learner sees -(difference between the CEUs already earned and the new value set)* on the training card with Planned CEUs. CEUs will be updated after the retake is successfully completed.

CEUs_update.png

 

Available actions

Additional information and action links for the training are available in the right-hand column:

  • View Course/Training Plan. Redirects you to the home page of the training that offers CEUs.

  • Unenroll. Available on the CEUs cards that have the Planned status only. Allows you to unenroll from the course or training plan that the CEUs are offered on completion.

  • Sessions details. Opens a right-side panel, where session information is displayed: name, start date, contacts you can reach out to (sessions instructors or course admins if no instructors assigned), and location.

  • Retake Course/Training Plan. Available on the CEUs cards that have the Earned status only. Allows you to initiate a retake of the training that the skill was awarded for if the Voluntary Retake option is enabled.

     

Search and filtering

The CEUs section includes the following search and filtering options:

  • From the All filter, select the relevant statuses (All, Earned, or Planned) so that only courses and training plans that have the selected CEUs statuses are displayed. By default, all courses and training plans with all statuses are displayed in alphabetical order (A-Z) by title.
  • The Completion period filter allows you to filter courses and training plans that have a completion date in the selected date range. A panel that contains a calendar opens, enabling you to select the date range.

  • To search for a specific course or training plan that offers CEUs, use the Search field. The search looks for words that contain the search term, not just words that start with the search term used and runs on course and training plan titles.

  • Each column—Training Name, Status, Completion date, and CEUs—can be used for sorting skills by selecting the column name.
    Selecting the Completion date column enables you to sort courses and training plans by the most recent to oldest (down arrow) or oldest to most recent (up arrow) completion date.

NOTE   

The applied search affects the view of the CEUs and therefore the number of CEUs shown in the bar at the bottom of the screen.

For example, if the user types "LMS" in the search field, the user can see only the CEUs of courses and training plans that have this word in the title and, in the bar at the bottom of the screen, only these CEUs are counted.

Also, the applied filtering affects the view of the CEUs and therefore the number of CEUs shown in the bar at the bottom of the screen as well.

For example, if the user selects only the courses and training plans with planned CEUs status to be shown, in the bar at the bottom of the screen, in the *Planned and Total CEUs, only these CEUs are counted.

 

The Leaderboard section

This section can be hidden from the navigation by the admin.

The Leaderboard section displays the ranking of users on the tenant based on the total number of earned CEUs, training completed, and certificates acquired.

NOTE   

  • External users (guests) can see SharePoint profile pictures of other external users from the same domain. Internal users can see pictures from SharePoint profiles and Office 365 (provided they have a configured Office 365 profile).

  • If you have different pictures in your Office 365 and SharePoint profiles, you see a picture from the Office 365 profile on the Leaderboard.


The Leaderboard section has three rating tables: CEUs Earned, Training Completed, and Certificates Acquired.

You can select the date range for which the Leaderboard should count data using the All Time drop-down menu: This Week, This Month, This Year, or All Time (the last option is set by default). Progress and achievements during the selected period are displayed in all the rating tables in the Leaderboard section. Dates are set according to the regional settings of the current site.

 

the_leaderboard_-.png

 

A maximum of 10 learners are displayed on the Leaderboard at a time. Users can see their own score at the bottom of the list, even if they aren't in the top 10.

If a user hasn't completed training, earned CEUs, or acquired certificates, the user can still see themselves at the bottom of the list, with 0 points next to their name.

NOTE   

  • If users have the same number of CEUs, the user who earned the most CEUs first is displayed at the top of the CEUs Earned rating table. Where the number of CEUs for the course or training plan is changed, the number of CEUs earned is updated after the training retake is completed.

  • If users have the same number of completed courses or training plans, the user who completed the most training first is displayed at the top of the Training Completed rating table.

  • Expired and deleted certificates aren't counted in the Certificate Acquired rating table.

 

Settings

The Settings section is visible on My Training Dashboard for LMS admins only.

From this section, LMS admins can control the left navigation of the dashboard (globally for all users) and decide what information is available from the dashboard. For detailed information about the settings for the left-navigation of My Training Dashboard, visit this article.

 

the_settings_section_.png

 

Personal Preferences

In the Personal Preferences section, users can individually enable or disable LMS365 (Learn365) notifications when using Microsoft Teams to learn with LMS365 (Learn365). This option is disabled by default.

When enabled, users receive both Teams and email notifications as a main recipient if their email address is in the To field of the notification template. When disabled, users receive email notifications only.

 

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