Creating Instructor-Led Training

Introduction

Instructor-Led Training is a course type in LMS365 that allows for instructor-led sessions—either held online or in a set location. 

This article describes how to create Instructor-Led Training in LMS365.

Read the article or watch the video below (more details are included in the article).

 

NOTE   

  • Before you can create courses in LMS365, you need to create at least one course catalog.
  • You need the permission level of course catalog administrator to be able to create courses.
  • If you get the message: Access Denied when trying to create a course, please contact your LMS365 administrator as this message may signal a misconfiguration of the LMS365 app.

 

Where to create Instructor-Led Training

To create an Instructor-Led Training course, go to the LMS365 Admin Center > Training Management > Create Training.

 

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

 

Setting up courses

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

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

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 are available across all configuration steps at the bottom of the panel, allowing you to manage the creation and publishing of the course at any stage in the course creation flow.

 

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Basic Details

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

 

Select the course type

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

When creating Instructor-Led Training, select this option

 

IMPORTANT   

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

 

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Sessions Configuration

In the Sessions Configuration section, set the Enrollment Type and Minimum Attendance.

 

IMPORTANT   

The Enrollment Type can't be modified after the course is created. The default set up is Enroll user into a single course session.

 

Enrollment Type - Decide if learners will only be enrolled in one session of the course or all the course sessions:

  • Enroll user into a single course session - Learners will only be able to participate in one of the available sessions in the course. In order to complete the enrollment in the course, the learner will need to select a specific session to join.
  • Enroll user into all course sessions - Learners will be enrolled in all sessions of the course upon enrollment in the course.

 

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If you select Enroll user into all course sessions, additional fields will open:

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Minimum Attendance for Completion - Enables you to define a minimum of attendance, in percentage, that is required for learners to complete the course. 

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Name and Web address

Name - The name you give the course will be visible throughout the course catalog, on the course home page, and the training plans it is included in. You can enter maximum 128 characters in the Name field.

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

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

 

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The web address of your course is automatically generated when you fill out the Name field. However, the web address can be manually modified. All invalid characters, such as " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space, are automatically excluded.

 

NOTE   

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 course, the creation of the course can't be completed.


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

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

 

IMPORTANT   

The web address of courses created prior to the LMS365 January 2022 release differs.

 

Short Description

Provide a short description of the course in this field. The short description will be displayed in the course catalog list view and in appropriate training notifications. The field can be extended at 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 panel, the Short Description field will automatically revert to its original size.

 

Long Description

It's optional to give a long description to your course. If you do provide your course with a long description, the description will be visible on the course home page and in the course catalog card view. If you leave this field empty, the short description text will be displayed on the course 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 course 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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Categories

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

 

NOTE   

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

Find information on how to manage categories in this article. 

 

Tags

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

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

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

NOTE   

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

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

 

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

 

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

 

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ID

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

 

Duration

Specify a duration of the course. An example could be: "three sessions of 90 mins. each". The duration will be displayed on the course home page and on course catalog training card.

 

Thumbnail Image

This image will be used in the preview of the course in the course catalog, on My Training Dashboard, and on the course home page. On the course 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 of 200x200 pixels.

 

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You can delete selected images by selecting Delete or discard changes selecting Cancel.

 

NOTE   

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

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

 

Banner Image

Choose which image that will be used in the banner of the course home page. 

IMPORTANT   

The option to configure a banner image in the course create/edit panel is only available for courses created after the LMS365 January 25,2022 release. For courses created before the LMS365 January 2022 release, the banner image is managed from the SharePoint site of the course in question.

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

To select a banner image for the course, 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 course.

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

LMS365 dimensions for the banner image on course and training plan home pages are 1204 x 228, which is the equivalent to an aspect ratio of 5.28:1. As pages are responsive across devices (being scaled differently depending on layouts, devices, and screen sizes used), the dimensions of the banner image will also change. You can learn more about the principles that we follow relating to responsiveness here.

 

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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 on the course/training plan configuration panel also automatically become part of the banner images library - regardless of if these images are used in any training or just uploaded.

If you don't want a banner image to be displayed on the course 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 course home page.

 

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

 

NOTE   

The following images can't be deleted:

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

 

Sessions

In this section, you create sessions for the course.

To create a session, select +Create New Course Session. On the Create New Course Session panel and fill out the fields.

Please find instructions on how to create sessions here.

 

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Content

In the Content section, you add and manage course content.

To add content to a course, select + Add Learning Item.

From the drop-down menu, select the type of learning item you would like to add:

  • Content Package.
  • Quiz.
  • Create Learning Module - the action is disabled during course creation.
  • External App.

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See this guide for more details on how to add and manage course content.

 

Course content: overview and available actions

All the added learning items are listed in the Content section from where they can be managed.

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The Content section has the following columns:

Name - Shows the name of the learning item. This name will be visible to learners on the course home page under the content section.

Visibility - Displays whether the item is visible or hidden for learners in the course. Find more information on how to manage visibility in this article.

Type - Shows the learning item type: Learning Module, Quiz, Content Package, or External App.

Published - Shows whether the learning item is published or not.

Number of Items - Shows the number of elements the learning item consists of.

Course Completion - Shows whether the learning item is set as required to complete the course. By default, all learning items are set as required to complete the course. This setting can be changed after the course is created. Please find more information on course completion in this article.

Progress - During course creation, the progress bar is grey. When the course is created, the progress bar will reflect learners' progress on the particular learning item.

Prerequisites - Admins can set prerequisites by locking learning items for learners until all preceding learning elements have been completed. This allows the admin to control the order in which learners go through the course content. To set prerequisites, select the lock icon. Find more information on prerequisites in this article.

 

By default, the order of learning items corresponds to the order in which the learning items were added to the course.

To reorder the learning items, simply drag and drop them. The learning item order and prerequisites will be reflected on the course home page and in the reports.

 

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Settings

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

 

NOTE   

When Due Date, Certificate, or Skill is enabled, this will open additional fields that are required. If you leave these fields empty, the course creation process can't be completed.

 

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Enrollment flow

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

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

 

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

 

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

 

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

See this article for more information on how learners enroll in courses.

 

Continuing Education Units

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

 

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Show in Course Catalog

Show in Course Catalog - Allows you to control whether the course is displayed in the course catalog. The option is turned on by default.

 

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

On the Training Management panel, admins will see a closed eye icon eye_closed.png next to the course.

 

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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 course, can take it again, even though their certificate or skill is still valid. In this way, the Voluntary Retake option allows learners to retake training, for example, to improve their scores and/or update certificates and skills. 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. Users can review the content of courses they are enrolled in at any time, even if this option is not enabled.

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

 

Show as Mandatory

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

 

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

 

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Training Audience Targeting

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

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

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

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

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

 

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Session Options

In the Sessions Options subsection, you can manage the Waiting List and Request(s) for sessions options.

 

Waiting List - This option makes it possible for learners to get on a waiting list when there are no available places in the course sessions. Learners will be enrolled automatically from the waiting list when a place becomes vacant.

This video tutorial shows how to use waiting lists and sessions requests in LMS365.

 

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Request(s) for sessions - This option enables learners to request new sessions to the administrator of the course via the course home page.

This video tutorial shows how to use waiting lists and sessions requests in LMS365.

 

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Due Date

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

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

  • number of days after enrollment - enables you to give learners a specific timeframe within which the course will have to be completed. The due date takes into account the learner's enrollment date and time as well as the date and time of when the course was published.

    If the course is already published at the time the learner is enrolled, the countdown starts from the learner's enrollment date. If the course is not yet published, when the learner is enrolled in the course, the countdown starts from the moment the course becomes published.

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

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

  • Course Due Date Reminder - Will be sent to inform learners that the due date is approaching for a course in which they are enrolled.
  • Course Due Date Passed - Will inform learners, that have not yet completed the course, that the course has passed its due date.

See this article for more information on notifications related to Instructor-Led Training.

 

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

 

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Certificate

Certificate - If you would like to issue one or more certificates to learners who complete the course, 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 in a drop-down list.

 

NOTE   

 

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If you want the certificate for the course to expire at a certain point in time, 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 course. 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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Skill

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

NOTE   

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

 

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

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

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

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NOTE   

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

 

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

 

Regional Settings

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

By default, the course 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 when creating course sessions and showing time in notifications and reports.

The default time zone is inherited from 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 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 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 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 can enroll new learners in the course and manage enrolled learners and course administrators.

 

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Learners

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

To enroll learners in a course.

1. Select +Enroll Learner(s).

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

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

 

3. When ready, select Enroll.

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NOTE   

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

 

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

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

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

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

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

Session - The column is available only for the courses with the single-session enrollment type. The column may contain the information:

  • Not Selected - If the enrolled learner were not assigned to a specific session.
  • The session date and time - The session date and time of the session this particular learner is enrolled in.

 

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NOTE   

If you have enrolled learners in a course of the enrollment type Enroll user into a single course session, these learners will receive a request to enroll in a specific session of the course. 

For courses of the enrollment type Enroll user into a single course session, learners can also be enrolled directly in the relevant session, instead of via the People section. To do this, go to the Sessions section and select the relevant session, to enroll learners in it.

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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 the user's name, email, or department, you will see a list of learners whose data matches the given search parameters.

 

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

 

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  •  Send Email Message - This option will be inactive until the course is created.

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

 

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  •  Unenroll - To unenroll learners, select the learner(s) you want to unenroll from the course. The selected learner(s) will be unenrolled when you select Unenroll. This action can’t be undone, but the same learner can be enrolled in the course again. 

 

Administrators

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

 

NOTE   

By default, the user who has created the course will become an administrator of it.

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

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

 

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

 

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

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

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

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

 

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

 

To unassign administrator(s), select the relevant administrator(s) from the list, and on the actions panel select Unassign. The selected administrator(s) will be unassigned. 

 

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NOTE   

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

  • If a user is solely a 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 Management panel where they will only see training that they have permission to manage. Therefore, the current training will not be displayed.

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

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

 

Configuring the publishing of the course

At the bottom right corner of the creation page, you can configure the publishing of the course.

By default, the course is 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. When you enable the toggle, 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 according to when you want the course 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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Depending on the set start and end dates and time, the system automatically updates the Expected Training Status for the course:

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

NOTE   

Courses that are ended or not published will not be displayed in the course catalog but are available for administrators to manage from the LMS365 Admin Center.

At any time, you can change the publish status of the course by either:

  • Enabling or disabling the Publish toggle.
  • Change the start and/or end dates of your course.

 

Provisioning the course and saving your settings

To create the course and save your configurations, select Create.

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

 

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

Create & Close - Selecting Create & Close will close the panel, but the course will still be provisioned in the background. You will be redirected to the Course List of the LMS365 Admin Center.

 

NOTE   

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

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

 

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

 

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NOTE   

  • If a large Azure Active Directory group is enrolled, it might take some time to create the course.
  • While the course is provisioning you can edit it, but you can't view or delete it.
  • If the course creation process has not changed for about two hours, you can stop the process. Select the spinning wheel next to the training and choose Stop.
  • If some problems appear during the course provisioning, you will see an unhappy face icon. Select this to see details and the Correlation ID of the error. Select Retry or Delete if the course status has the error Creation Failed. For further details, please contact LMS365 Support.

 

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

For directions on how to edit, manage, and delete courses, see this article.

 

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