Create Instructor-Led Training

Introduction

In LMS365 you can create three types of training to offer a diverse selection of courses and training paths in your course catalog: e-Learning, Instructor-Led Training, and Training Plans.

The e-Learning course type is used to build online self-paced training for learners to conduct it anywhere, anytime, and at their own pace. Instructor-Led Training is a course type with instructor-led sessions either held online or in a set location. Finally, Training Plans enable you to combine courses into training plans and create unique training programs for learners.

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

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

 

 

Where to start

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

 

NOTE   

  • Before you can create courses, at least one course catalog must be created in LMS365.

  • If you get the message Access Denied when trying to create a course, please contact your LMS365 administrator because this message may be caused by a configuration issue in the LMS365 app.

 

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

A course configuration panel opens and this will guide you through each step of the course creation process—Basic Details, Sessions, Content, Settings, and People.

 

 

Setting up courses

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

When you create or edit an Instructor-Led Training course, the configuration takes place in the course configuration panel, which consists of five sections:

This configuration panel also includes the Create/Save and Publish commands at the bottom of each section.

You can move back and forth between the sections to complete or edit the information by selecting the section in the timeline at the top of the page.

 

 

Basic Details

Required roles: course catalog admin. Course admin can edit and manage the course after it is created.

Under the Basic Details section, complete the initial information about the course. Fields marked with an asterisk * are required.

 

Select course type

Select the Instructor-Led Training option. Hover over the training type option to see a short description of it, if needed.

IMPORTANT   

Once the training has been created, its type can't be changed.

 

Enrollment Type

The enrollment type selected for the course defines the course session configurations and can't be changed. You can select from three enrollment types available:

  • Enroll user into a single course session. Learners can participate in only one of the available course sessions. To complete the enrollment in the course, learners need to select a specific session to join. This is the default enrollment type.

  • Enroll user into multiple course sessions. Learners can participate in one or more course sessions. To complete the enrollment in the course, learners need to select the sessions they want like to join.

  • Enroll user into all course sessions. Learners can participate in all sessions of the course upon enrollment in the course.

 

 

Minimum Attendance for Completion

You can define if attendance is required for course completion and set a minimum percentage attendance that is required for learners to complete the course.

  • Attendance is not required. Attendance won't be a part of the Default Completion Set and won't influence the course completion.
  • 25%, 50%, 75%, 100%. The configured minimum attendance is included in the Default Completion Set and is required to complete the course. For courses of the Enroll user into multiple course sessions enrollment type, the set minimum attendance percentage is applied to all sessions the learner is enrolled in, so you need to go to the Course Completion Set to further modify attendance settings. 

 

Maximum Attendees

An additional filed available for the course of the Enroll user into all course sessions enrollment type only where you can set a maximum number of attendees. If you leave this field empty, the course has no enrollment limitations on the number of attendees.

 

Enrollment Deadline

An additional filed available for the course of the Enroll user into all course sessions enrollment type only where you can set an enrollment deadline date and time for the course. Please find more details in the Enrollment Deadline article.

 

 

Name and Web address

The name you give the course is visible throughout the course catalog, on the course home page, and the training plans in which it is included. Enter a maximum of 128 characters in the Name field.

If you enter a long course name, it may be displayed over two lines on the course home page.

The web address of your course is automatically generated when you complete the Name field but this can be manually changed. Invalid characters, such as " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space, are automatically excluded. The period (full stop) character must be manually altered as it isn't allowed consecutively in the middle of a site address. Also you can't start or end a site address with a period.

To check or edit the web address, select the Edit Web Address link above the top right-hand corner of the Name field. You can edit only that part of the training URL that relates to the training name as new courses are created as pages at the root of the SharePoint course catalog site

If you edit the web address of a course after the course has been created, the previous course URL will no longer be available. 

You can copy the web address by selecting the copy icon at the end of the Web Address field. The web address is saved to the clipboard.

 

Short Description

Use this field to provide a text-only short description of the course. This is displayed in the catalog List View, on the course home page and also can be included as a variable in relevant training notifications.

The field can be extended to make it more convenient for you to work with the text. After you switch to another section or close the configuration panel, the Short Description field reverts to its original size.

 

Long Description

You can optionally give a long description to your course. If provided, a long description replaces the short description on the course home page and also is displayed in the catalog Card View on the training details panel. If you leave this field empty, the short description text is displayed on the course home page and in the catalog card view instead.

A rich text editor is available for the long description, using which you can insert YouTube videos, or upload videos, images, or files from your local computer, to enrich the course description.

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

 

Categories

Categories are used to help filter training in the catalog and are displayed on the course home page. 

To add already created categories and subcategories to the current course and catalog, start entering the title of a category or subcategory to show a list of possible matches. Subcategories are displayed with the parent category (separated by a backslash) in the Categories field of the Basic Details section. On the course home page, subcategories are displayed without the parent category. 

To create a category from a course, enter the full title and select the grey drop-down field that shows the title of the new category (appended with Create New). Subcategories are created on the Categories page only and can't be created from courses. A new category created from a course is added to this course and to the list of categories of the current catalog only when you save the course used to create the category. 

For more information, please see Categories: create, edit, and manage categories.

To remove a category or subcategory from the course, select the delete icon next to it.

If you leave the Categories field empty, the course won't have any categories or subcategories. To search for such courses and training plans, users can filter by No Category on the catalog home page.

 

Tags

Adding course tags enhances the search experience. When learners search for these keywords in the course catalog, courses with these tags are displayed in the search results.

Tags are created while creating or editing courses or training plans. In the Tags section, you can create tags to add to the current catalog and to the course, or apply existing tags to the course.

To add an existing tag to the course, start entering the title of a tag to show a list of possible matches. 

To create a tag from a course, enter the full title and select the grey drop-down field that shows the title of the new tag (appended with Create New). A tag created from a course is added to this course and to the list of tags of the current catalog only when you save the course used to create the tag. 

For more information, please see Tags: edit, delete, and view tags in use on the course catalog level.

To remove a tag from the course, select the delete icon next to it.

If you leave the Tags field empty, the course won't have any tags. 

 

ID

This is an internal ID for your course. It is displayed on the course home page and in the preview of the training details from the catalog card view. Also, a training ID can make it easier for learners to find this specific course using the search facility for keywords.

 

Duration (standard format)

Specify the exact duration of the course in a standard format (00d : 00h : 00m), which is displayed as "xx days xx hours xx minutes" on the training home page and on the course catalog page as an icon of a black dial with white arrows.

Maximum values available are 99d : 23h : 59m.

EXAMPLE

If you set "05d : 19h : 13m", it will be displayed as "5 days 19 hours 13 minutes".

If you set "02d : 00h : 45m", it will be displayed as "2 days 45 minutes", with no hours mentioned.

 

The Duration (standard format) field doesn't replace the Duration field and is displayed before the Duration field in the Information block of the training home page.

If this field is blank, it won't be displayed on the training home page or on the course catalog page.

If both the Duration and Duration (standard format) fields contain a value, both fields are displayed in the Information block on the training home page with the icon of the Duration field (an icon of a white dial with black arrows).

 

Duration field on the training home page

 

Duration

The duration is displayed on the course home page and on the course catalog training card. Specify the duration of the course, for example, "approx. 2 hours", "two sessions, each for 1 hour". 

The Duration field doesn't replace the Duration (standard format) field and is displayed after the Duration (standard format) field in the Information block of the training home page as an icon of a white dial with black arrows.

If this field is blank, it won't be displayed on the training home page or on the course catalog page.

If both the Duration and Duration (standard format) fields contain a value, both fields are displayed in the Information block on the training home page with the icon of the Duration field (an icon of a white dial with black arrows).

 

Thumbnail Image

The thumbnail image is used in the preview of the course, on the training card in the course catalog, on My Training Dashboard, and in the top left-hand corner of the banner image on the course home page.

To add a thumbnail image, select Choose Image to open the Course Catalog & Site Image library. Select a file from the library or upload an image from your computer by selecting Upload. If you upload your own image, we recommend that its dimensions are a minimum of 200x200 pixels. The selected image is highlighted with a blue frame. Save to apply the thumbnail image.

 

 

NOTE   

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

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

 

To remove a thumbnail image from the course, open the Course Catalog & Site Image library and deselect the image that is currently used as the thumbnail image (it has a blue check mark). Save to apply the changes. All courses and training plans created in LMS365 have a default thumbnail image applied.

To delete an image from the library of thumbnail images, select is and then Delete. This action can't be undone. Save the changes. Images that are currently in use as a thumbnail image in any course or training plan can't be deleted. If you try to delete such an image, you will see the message: "You can't delete this image. It is in use".

 

Banner Image

Choose the image you want to use in the banner of the course home page. 

A default image can be set by the course catalog admin in the LMS365 Admin Center > Catalog Settings > LMS Configuration > Training Banner Image and is automatically applied to all new courses and training plans in the catalog. If a default banner image isn't set, courses and training plans in the catalog won't have a default image.

The course catalog or course administrator can change the course banner image when creating or editing the course.

To add a banner image, select Choose Image to open the Course Catalog & Site Image library. Select a file from the library or upload an image from your computer by selecting Upload. The selected image is highlighted with a blue frame. After you Save the changes, the image is marked with a blue checkmark to show that it's in use for this course.

 

 

We recommend using images with 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 1204x228, which is equivalent to an aspect ratio of 5.28:1. Pages are responsive across devices (being scaled differently depending on layouts, devices, and screen sizes used) so the dimensions of the banner image also change. You can learn more about the principles that we follow relating to responsiveness from the Image sizing and scaling in SharePoint modern pages article.

All uploaded images become part of the banner image library that is 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 uploaded in the Banner Image field on the configuration panel of any course or training plan of the catalog also automatically become part of the banner images library of that catalog, regardless of whether these images are used in any training or are just uploaded.

To remove a banner image from the course, open the Banner Image library. The image used as the banner image of the course is displayed above all the uploaded files as a preview, and has a blue check mark and a blue frame. Deselect the file that is currently used as the banner image for the course. The preview at the top becomes empty with No image selected displayed. Save to apply the changes. Courses with no banner image applied have only the thumbnail image displayed on the course home page.

 

 

To delete an image from the Banner Image selection, select the file and select Delete. This action can't be undone. Save the changes. Images that are currently in use as a banner image in any course or training plan can't be deleted. If you try to delete such an image, you will see the message: "You can't delete this image. It is in use". Also, when the image is set as the default banner image for the tenant, the Delete option is disabled for this image.

 

Sessions

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

In the Sessions section, you create, manage and delete sessions for the course.

To create a session, select +Create New Course Session. Complete the fields on the Create New Course Session configuration panel and Save your settings to complete creation of a session.

Please find instructions in the Course sessions: create and manage article.

 

 

Also, you can use the Search field to find a specific session among all the course sessions. Search runs on session's name or location. Typing part of session's name or location, you can see a list of sessions which information matches the given search parameters.

 

Content

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

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

To add content to a course, select +Add Learning Item and from the drop-down menu, select the type of learning item you want to add:

  • Content package
  • Quiz
  • Learning module
  • External app
  • Assessment

 

 

All the learning items added to the course are displayed in the Content section, from where you can manage them. See the Course content: create, manage, and get an overview of the course content guide for more details on how to add and manage course content.

 

The Content section has the following columns:

  • Name. Shows the name of the learning item. This name is visible to learners in the content section of the course home page.

  • Visibility. Displays whether the item is visible for learners in the course. 

  • Type. Shows the learning item type: Learning Module, Quiz, Content Package, Assessment, 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 added to a course are set as required to complete the course. This setting can be changed after the course is created. Please find more information how to create and manage course completion sets in this article.

  • Progress. During course creation, the progress bar is grey. Once the course is created, the progress bar reflects learners' progress on the particular learning item.

  • Prerequisites. Course catalog and course admins can set prerequisites by locking learning items for learners until all preceding learning elements have been completed by learners. By locking learning items the admin controls the order in which learners progress through the course content. To set prerequisites, select the lock icon. Find more information in the Setting prerequisites (locking option) section.

By default, the order of learning items corresponds to the order in which the learning items were added to the course. Find more information on reordering learning items in this article.

 

Settings

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

Under Settings section, general course settings like enrollment flow, CEUs, retake, session options, certificates, skills, due date, and regional settings are configured. 

 

 

Enrollment flow

With the help of the Enrollment Flow option, you can regulate the number of learners in a course and control the list of participants. 

To configure the flow of enrollment in the course select one of three enrollment flows:

  • Automatic Approval. With the Automatic Approval flow, the system automatically approves the enrollment when a user enrolls in the course. Automatic Approval is set by default.
  • Line Manager Approval. With the Line Manager Approval flow, the system sends the user's enrollment request to the user’s line manager, who must then approve or reject the enrollment request. The line manager of a user is specified in Azure Active Directory. Find more about setting up line managers in this article. 
  • Administrator Approval. With the Administrator Approval flow, the system sends the user's enrollment request to the course admin, who must then approve or reject the enrollment request. The course catalog administrator can approve or reject the enrollment request as well.

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

 

 

Learners 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 request in the Information section of the course home page. A cancellation message is required. Line managers, course catalog and course administrators can see canceled requests in the Approve Enrollments panel.

For more information on how learners can enroll in courses and unenroll from them see this article.

 

Continuing Education Units

With LMS365 Continuing Education Units (CEUs), you can grant the learner with a number of CEUs for completing the course to reward effort and quantify a player's progress. 

Enter a positive integer or decimal value (with up to two digits after the decimal point or comma) in this field to apply CEUs to the course.

 

Show in Course Catalog

The Show in Course Catalog option controls the display of the course in the course catalog. This toggle if On by default. 

When this option is toggled Off, the course isn't displayed on the catalog home page and is available for learners only by a direct link, for example, from the enrollment notification. On the Training Management panel, the course with the Show in Course Catalog option turned off has a closed eye icon eye_closed.png next to it.

 

 

Do not allow unenrollment

The Do not allow unenrollment option controls learners' cancellation of enrollment in courses and training plans. This toggle if On by default.

Toggled Off, the Do not allow unenrollment option ensures that enrolled learners can't unenroll themselves from training.

 

Voluntary retake

The Voluntary Retake option controls learners' retake of training to repeat the material of a course, improve their score, and/or update certificates and skills that are to expire. This toggle if On by default. 

When this option is toggled Off, learners can't retake the course but can review the content of courses they are enrolled in at any time. 

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

 

Show as Mandatory

The Show as Mandatory option enables course catalog admins to mark a course as a required one to complete by the learners. This toggle if Off by default. 

When this option is toggled On, the course is marked as Mandatory on the training card on My Training Dashboard. Also, learners can find such courses when filtering by Mandatory from My Training Dashboard.

In reports, a course set as mandatory is marked Required in the Course Requirement column.

 

Mandatory_filter_on_My_Training_Dashboard.png

 

Training Audience Targeting

The Training Audience Targeting enables course catalog admins to limit access to the course home page and the content to a specific audience. 

This toggle if Off by default. When this option is toggled Off, all courses and training plans of the course catalog are displayed for all users in this catalog.

When this option is toggled On, additional field appear called Target Audience. Here, you can add individual users, or Azure Active Directory and Microsoft 365 groups, to the target audience of the course. You can enter a maximum of 50 users or 1,500 characters at a time, as a comma or semicolon-separated list. 

If you reach the limit of addresses, the extra addresses are automatically removed from the list and you get informed about it with the informational message.

 

 

Once the target audience of the course is set, only already enrolled learners, session instructors, course catalog and course admins, and users of this target audience are able to see and take this course. 

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

 

Session Options

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

 

Waiting List

The Waiting List option enables course catalog admins to activate the waiting lists of the course and course sessions when there are no available places in them. Learners are enrolled in the course and sessions automatically from the waiting list if a place becomes available. Find more information on the waiting list in this article.

 

Request(s) for Sessions

The Request(s) for Sessions option enables course catalog admins to let learners create requests for new sessions for the course. Requests are sent from the course home page to course admins and are managed in the LMS365 Admin Center.

 

Due Date

The Due Date option enables course catalog admins to set a date and time for when the course must be completed by the enrolled learners. 

This toggle if Off by default. When this option is toggled Off, the enrolled learners can complete the course any date and time.

When this option is toggled On, an additional field appears called Set Due Date asHere, you can set the date and time for learners to complete the course by. This field offers two options for setting the due date:

  • number of days after enrollment. This option gives learners a specific number of days to complete the course. The due date takes into account the learner's enrollment date and time, as well as the date and time of when the course has been 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 isn't yet published when the learner is enrolled in the course, the countdown starts from the moment the course becomes published.

  • a fixed date. This option enables admins to specify the exact due date and time for the course.

When the Due Date option is enabled, learners can receive two email notifications related to due dates:

  • Course Due Date Reminder. This notification is sent to inform learners that the due date is approaching for a course in which they are enrolled.

  • Course Due Date Passed. This notification is sent to inform learners who haven't yet completed the course that the course has passed its due date.

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

 

The due date of the course is displayed to enrolled learners in the Information section of the course home page and My Training Dashboard.

 

 

 

Certificate

The Certificate option enables course catalog admins to issue one or more certificates to learners who complete the course.

This toggle if Off by default. When this option is toggled Off, the enrolled learners don't receive any certificate on completing the course.

When this option is toggled On, an additional field called Certificate Template and a toggle Certificate Expiry appear. 

Use the Certificate Template field to select the required existing certificate template from the drop-down list. You can't create certificate templates during course creation. For more details see how to create and edit certificates in this guide.

 

 

Use the Certificate Expiry toggle to enable the certificate expiry date option.

This toggle if Off by default. When the Certificate Expiry toggle is Off, the certificate for the course doesn't have an expiry date.

When the Certificate Expiry toggle is On, an additional field appears called Set Expiry Date as. Here, you can specify how long the certificate remains valid. This field offers two options for setting the certificate expiry date:

  • number of days after enrollment. This option enables admins to specify the number of days after completing the course that the certificate expires. For each learner the certificate expiry date is based on when the learner completes the course and the countdown starts from the learner's course completion date.

  • a fixed date. This option enables admins to specify the exact expiry date and time for the course certificate.

 

 

Skill

The Skills option enables course catalog admins to grant skills to learners when learners have completed the course. 

This toggle if Off by default. When this option is toggled Off, no skills are granted the learners on completing the course.

When this option is toggled On, an additional field called Skills and a toggle Skill Revocation appear.

Use the Skills field to select the required existing skills from the drop-down list. You can't create skills during course creation. For details see the Skills and Skill Level sets: create, manage and delete article.

 

 

Use the Skill Revocation toggle to enable the skill expiry option.

This toggle if Off by default. When the Skill Revocation toggle is Off, the skills for the course doesn't have an expiry date.

When the Skill Revocation toggle is On, an additional field appears called Set Revocation Date asHere, you can specify how long you want an achieved skill to be valid. This field offers two options for setting the certificate expiry date:

  • number of days after enrollment. This option enables admins to specify the number of days after completing the course that the skill will be revoked. For each learner the skills revocation date is based on when the learner completes the course and the countdown starts from the learner's course completion date.

  • a fixed date. This option enables admins to specify the revocation date and time for the skills.

 

NOTE   

  • Learners who have already completed a course or training plan aren't affected if a course catalog or course admin makes changes to the Skills settings of the course.

  • The Skill Revocation option inherits the certificate expiry date settings (if any set). To set specific revocation date for skills disable the Certificate Expiry option or configure it such a way to match the settings you want to apply for the skill revocation. 

 

 

Regional Settings

The Regional Settings of the course include time zone, locale, the first day of the calendar week, and the start and end hours of the working day. 

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

 

 

  • Time Zone. Here, you can set the time zone used when creating course sessions and showing the time in notifications and reports. To set the time zone, in the Time Zone drop-down list select the relevant one. The default time zone is inherited from the current course catalog.

  • Locale. Here, you can determine the format of numbers, dates, time, and the language the course uses in notifications, certificates, and reports. The selected locale automatically sets the First Day of the Week. The default Locale is inherited from the current course catalog's Locale settings.

  • First Day of the Week. Here, you can determine the first day of the calendar week for the course. This setting is used by:
    By default, the First Day of the Week is automatically adjusted to the set Locale settings of the course but can be manually changed.
    To configure the first day of the calendar week for the course, in the First Day of the Week drop-down list select the relevant day. 
  • Start Hour of the Day. Here, you can determine the start hour of the working day. 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). The option has the default value set to 8 AM, and uses the 12-hour time format with an hour step. 
    To configure the start hour of the working day for the course, in the Start Hour of the Day drop-down list, select the relevant start hour. 

  • End Hour of the Day. Here, you can determine the end hour of the working day. 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). The option has the default value set to 5 PM, and uses the 12-hour time format with an hour step. 
    To configure the end hour of the working day for the course, in the End Hour of the Day drop-down list, select the relevant start hour. 

 

People

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

In the People section, you can manage learners and course administrators of the course. Under People, there are two sections:

  • Learners. Here, you can enroll users in the course or unenroll them from it, and send emails to the enrolled learners of the created courses.

  • Administrators. Here, you can assign users as a course administrator or unassign them, and control which course administrators are displayed to users on the course home page.

 

 

Learners

The Learners section is opened by default for you to enroll in or unenroll users from the course.

The selected enrollment type affects the way you can enroll learners in course sessions:

  • Enroll user into a single course session. When admin enrolls learners in such a course from the People section, learners receive a notification with a request to select one of the course sessions to complete their enrollment. If admin wants to enroll the learner in a specific course session, they can do it in the Sessions section of the course configuration panel.

  • Enroll user into multiple course session. When admin enrolls learners in such a course from the People section, learners receive a notification with a request to select one or more course sessions to complete their enrollment. If admin wants to enroll the learner in specific course sessions, they can do it in the Sessions section of the course configuration panel.

  • Enroll user in all course sessions. When course catalog admin enrolls learners in such a course from the People section, learners are automatically enrolled in all active sessions of this course. 

 

To enroll learners in the course:

1. Select +Enroll Learner(s). The Search for user(s) panel opens.

2. In the Search for user(s) panel, enter the name or email address of users, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the learners you want to enroll in the course. You can enter a maximum of 50 internal users or 1,500 characters at a time, as a comma or semicolon-separated list.

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

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you have enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

3. When ready, select Enroll.

 

 

The added learners are displayed in the Learners section under Enrolled Learners.

The enrolled learners and groups are displayed in alphabetical order, regardless of the order in which they were added. The enrolled group contains the number of learners, indicated by the number in brackets next to its title.

 

 

Information about the enrolled learners is displayed in the Name, Email and Department columns which are clickable and can be used to sort the information in the list.

  • Name. Shows the name of the user stated in the user accounts in Azure Active Directory. The enrolled learners are presented in alphabetical order by their first name.

  • Email. Shows the email address of the user stated in the user accounts in Azure Active Directory. This column is empty for the enrolled learners with no email address stated in the user accounts in Azure Active Directory. Email address is used to send emails to learners.

  • Department. Shows user's department stated in the user accounts in Azure Active Directory.

  • Session. Available only for courses of the Enroll user in a single course session enrollment type. For each enrolled learner shows the session's name if it is set or the date and time of the session if no title is provided for the session. During the course creation, Not Selected is displayed for all enrolled learners. After the course is created, learners receive a notification with a request to select one of the course sessions to complete their enrollment.

     

     

  • Course Sessions. Available only for courses of the Enroll user into multiple course sessions enrollment type. Contains a clickable List of Sessions link that indicates the number of sessions the learner is currently enrolled in and opens the list of sessions with the information about the session's name, start and end dates and time, time zone, and location. During course creation the List of Sessions link opens a panel with no sessions displayed. After the course is created, learners receive a notification with a request to select one or more course sessions to complete their enrollment.

     

     

Also, you can use the Search field to find a specific user among all the enrolled learners. Search runs on user's name, email address, or department. Typing part of user's name, email address, or department, you will see a list of learners whose information matches the given search parameters.

 

NOTE   

On the Actions panel you can see the Send Email Message option which is unavailable until the course is created. When the course is created, course catalog and course admins can send email messages to learners enrolled in the course either directly from the Learners section or from the Email Learners option on the Course Management panel. To find more on how to send emails to enrolled learners see this link.

 

 

To unenroll learners from the course:

1. Select one or several learners you want to unenroll from the course. The Actions panel opens where you can see the number of learners selected to be unenrolled.

2. From the Actions panel, select Unenroll.

 

 

NOTE   

On the Actions panel you can see the Send Email Message option which is unavailable until the course is created. When the course is created, course catalog and course admins can send email messages to learners enrolled in the course either directly from the Learners section or from the Email Learners option on the Course Management panel. To find more on how to send emails to enrolled learners see this link.

 

Administrators

In the Administrators section, you can assign users a course administrator role or unassign it from them.

By default, the user who created the course automatically is assigned as a course administrator of it.

 

To assign course administrators to the course:

1. Select +Add Administrator(s). The Search for user(s) panel opens.

2. In the Search for user(s) panel, enter the name or email address of users, Azure Active Directory groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to assign as course administrators of the course. 

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

If you enter invalid email addresses or unrecognized users, you won't be able to proceed until you have enter recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

3. When ready, select Add.

 

 

The users assigned as course administrators are displayed in the Administrators section under Added.

The added administrators and groups are displayed in alphabetical order, regardless of the order in which they were added. The added group contains the number of admins, indicated by the number in brackets next to its title.

 

 

Information about the assigned course administrators is displayed in the Name, Email, Department and Show on Training Home Page columns. All columns are clickable and can be used to sort the information in the list.

  • Name. Shows the name of the user stated in the user accounts in Azure Active Directory. Course administrators are presented in alphabetical order by their first name.

  • Email. Shows the email address of the user stated in the user accounts in Azure Active Directory. This column is empty for users with no email address stated in the user accounts in Azure Active Directory.

  • Department. Shows user's department stated in the user accounts in Azure Active Directory.

  • Show on Training Home Page. Course catalog and course admins can configure which course administrators are displayed to learners as contacts on the course home page.
    • The blue eye icon indicates the course administrator is shown on the course home page.
    • The grey, crossed out eye icon indicates the course administrator is hidden and not displayed on the course home page.

    By default, all added course administrators are displayed as contacts on the course home page.

Also, you can use the Search field to find a specific user among all the assigned course administrators. Search runs on user's name, email address, or department. Typing part of user's name, email address, or department, you will see a list of users whose information matches the given search parameters.

 

To unassign course administrators from the course:

1. Select one or several users you want to unassign as course administrators of the course. The Actions panel opens where you can see the number of users selected to be unassigned.

2. From the Actions panel, select Unassign.

 

 

NOTE   

When users unassign themselves from the course administrator role, the following happens:

  • If a user is solely a course administrator of the course, a message warns the user that they will no longer have control over the course when they become unassigned. After confirming the action, the user is redirected to the Training Management page, where they can see only these courses and training plans that they have the permissions to manage. Therefore, the current course isn't displayed.

  • Course catalog administrators retain full access to the course management and see all courses and training plans on the Training Management page.

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

 

Publish the course

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

The publishing settings of the course can be configured at the bottom right-hand corner of the configuration panel and from each of the configuration sections.

Select the collapse/expand button to open the publishing panel and manage the publishing settings.

 

 

By default, the course is unpublished and the Publish toggle is Off.

When the Publish option is toggled Off, the course has the status is Not Published, it isn't displayed in the course catalog but is available for administrators to manage from the LMS365 Admin Center.

When the Publish option is toggled On, the course publishing settings become available to configure, the start date and time are automatically populated with the current date and time and the Expected Training Status changes to Published.

 

 

At any time, you can change the start and end date and time according to when you want the course to be published or leave the fields empty. To do this, either toggle the Publish option On/Off or change the start and/or end dates of your course.

Depending on the set start and end date and time, the system automatically updates the Expected Training Status for the course:

  • Not Published. The course has the Publish option toggled Off and isn't displayed in the course catalog.

  • Scheduled. The course has Publish option toggled On and has a future start date and time set. The course isn't displayed in the course catalog.

  • Ended. The course has Publish option toggled On and has a past start or past end date and time. The course isn't displayed in the course catalog.

  • Published. The course has Publish option toggled On and an appropriate start and end, and time set. The course is displayed in the course catalog.

 

Create the course

Required role: course catalog admin. Course admin can edit and manage the course after it is created.

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

Once selected, the Create command expands and you can either create the course, or create the course and close the course configuration panel.

  • Create. Selecting Create keeps the course configuration panel open so that you can continue working with the course settings and content while the course is under provisioning.

  • Create & Close. Selecting Create & Close closes the course configuration panel, but the course is still under provisioning in the background. You are redirected to the Training Management panel of the LMS365 Admin Center.

If any mandatory fields aren't completed, the sections with missing information are marked with a red exclamation mark and a red pop-up notification informs you of the actions that are needed before the course can be created.

 

 

After selecting Create or Create & Close, you will be informed about the creation of the course and its progress.

 

 

The spinning wheel near the course on the Training Management page indicates that the course is still being created. By selecting it, you can see the course provisioning status.

 

 

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 still can edit the course, but you can't view or delete it.

  • If the course creation progress hasn't changed for about two hours, you can stop the process. Select the spinning wheel next to the required course and select Stop.

  • If any problems occur during course provisioning, an unhappy face icon is displayed next to the course on the Training Management page. Select this icon to view more information, including 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.

 

Once the course is created, the name of the Create command changes to Save and it can then be used to save changes made to the course settings.

For directions on how to edit, manage, and delete courses, see the Instructor-Led Training: edit and manage article.

 

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