Set up LMS365

Introduction

We have designed LMS365 to be as quick and easy to set up to use as possible. After the initial installation, there are just a few things you will need to set up in order to get started.

This guide will walk you through these steps.

 

Overview of steps to set up LMS365

Before you can start creating courses in LMS365 and rolling them out to your organization, there are a few things you need to have set up first. 

Watch the video or read the overview below of what you need to carry out to set up LMS365 and get started with using the solution.

 

 

1) Creating a course catalog: After the initial installation of the LMS365 app and activation of the subscription, you should have at least one LMS365 course catalog created by either your internal Microsoft 365 global admin or SharePoint admin. The course catalog will provide you with the necessary space to create and administer courses and training plans in LMS365.

2) Assigning permissions: It will now be time to assign permissions to other people in your organization that will be administering the LMS365 solution.

3) Enabling LMS365 notifications: To ensure messages are sent out to users with relevant learning events, you need to enable LMS365 notifications 

4) Setting up the LMS365 Skills Framework: If you wish to grant learners specific skills and/or certificates when they complete training, you need to create certificates and/or set up a skills framework in each of the course catalogs where you want this to be an option upon training completion.

5) Creating courses and training plans: At this point, you can start creating courses and training plans that you want to be available for learners in the course catalog.

6) Inviting learners to LMS365: Finally, you are ready to invite learners into the course catalog so that they can be enrolled in training and start their learning journey in LMS365.

 

Step #1: create a course catalog

A course catalog is a space where you create and administer the various types of courses and training plans in LMS365. You may choose to set up separate course catalogs for each department in your organization (where the training needs differ across departments) or to separate content for internal and external audiences.

Role required to complete the step: Course catalogs in LMS365 can be created by either an LMS365 global admin or SharePoint admin (these roles are Microsoft roles that are managed in your Microsoft 365 Admin Center).

In order to start using LMS365, you should first have created at least one course catalog.

This is done from the LMS365 Admin Center:

1) Go to Global Settings > Course Catalog Management > Add Course Catalog.

2) Complete the fields in the Add Course Catalog panel.

3) Save the catalog.

Now your course catalog is created and you can start setting it up.

See this article for more detailed information on creating a course catalog.

 

 

Step #2: assign permissions

You should now assign permissions to the users at your organization who you want to be able to manage the LMS365 system. These permissions are given with the LMS administrator or the course catalog administrator role. 

 

Providing the LMS administrator role

LMS administrators will be able to manage global settings of LMS365 like deleting and configuring course catalogs, assigning course catalog administrators, and configuring the LMS365 mobile app for the organization. These settings will span across all course catalogs in your LMS365 solution.

Role required to complete the step: The LMS administrator role can be granted by either an LMS365 global admin or SharePoint admin (these roles are Microsoft roles that are managed in your Microsoft 365 Admin Center).

To grant users the LMS administrator role:

1) From Global Settings, go to LMS Administrators > Add LMS Administrator at the top of the page.

2) Select the users you want to grant the LMS administrator role to, and configure the rest of the fields in the Add LMS Administrator panel if you'd like.

3) Save your changes.

Find more information on assigning LMS administrator permissions in this guide.

 

 

Provide the course catalog administrator role

Course catalog administrators will be able to manage settings for and create training in the course catalog they are administrators of.

Role required to complete the step: The course catalog administrator role can be granted by either an LMS365 global admin, a SharePoint admin (Microsoft roles that are managed in your Microsoft 365 Admin Center), or an LMS365 admin.

To grant users the course catalog administrator role:

1) From Global Settings of the LMS365 Admin Center, select Course Catalog Management.

2) Mark the relevant course catalog and select Course Catalog Settings.

3) Under Catalog Administrators, select one or more users that you would like to grant the course catalog administrator role for the course catalog in question.

4) Save your changes.

Find more information on assigning course catalog administrator permissions here.

See this guide for more information about roles and permissions in LMS365.

 

 

Step #3: enable LMS365 notifications

LMS365 allows notifications to be sent automatically to users via email and Microsoft Teams, as well as push notifications in the mobile app. The course catalog admin can customize these notifications and control which ones will be sent.

Role required to complete the step: To enable LMS365 to send notifications regarding training events, the course catalog admin must first configure the Microsoft 365 Connection Settings.

The Microsoft 365 Connection Settings need to be configured on a course catalog level, so if you have several course catalogs in your LMS365 solution, this will need to be done for all course catalogs you want notifications to be sent from.

The Microsoft 365 Connection Settings are configured with the following steps:

1) From the LMS365 Admin Center, on the course catalog settings level, go to Catalog Settings > Notifications > Microsoft 365 Connection Settings.

2) Complete the fields in the Add LMS Administrator panel.

3) Save the settings.

Read this guide for more information on enabling LMS365 notifications. 

 

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See this guide for an overview of notifications that are sent with training events and how to manage them. 

 

Step #4: set up the LMS365 Skills Framework

As well as awarding certificates, the LMS365 Skills Framework is an additional way of rewarding learners after they have completed a course or training plan.

Role required to complete the step: Before you can start rewarding learners with certificates when completing courses or training plans in a course catalog, a course catalog administrator of this course catalog will need to set up the LMS365 Skills Framework in the course catalog.

Follow the steps below to set up the Skills Framework:

Create skills

First, to create Skills (the name of the skills learners can acquire after having completed courses or training plans): 

1) Complete the fields in the Add LMS Administrator panel. From the LMS365 Admin Center, on the course catalog settings level, go to Catalog Settings > Skills Framework > Manage Skills > Add Skill.

2) Complete the fields in the Add Skill panel.

3) Save the skill.

 

 

Create skill level sets

Then, to create Skill Level Sets (the levels that are possible to achieve for the different skills, for example, average, above average, and outstanding):

1) From the LMS365 Admin Center, go to Catalog Settings > Skills Framework > Manage Skill Level Sets > Add Skill Level Set.

2) Complete the fields in the Add Skill Level Set panel.

3) Save the skill level set.

Find more information on the LMS365 Skills Framework in this guide. 

 

 

Step #5: create courses and training plans 

Now, you can start creating the learning content. 

Role required to complete the step: This is done from the course catalog where you want the courses to be available from, by the course catalog administrator.

1) Go to LMS365 Admin Center on the course catalog settings level > Training Management > Create Training.

2) Select one of the following options:

 

 

Step #6: invite learners to LMS365

Finally, you're ready to start inviting learners to take part in the learning in your LMS365 solution.

We recommend adding all people, that will be taking training in a course catalog, to the Users list of the course catalog in question before enrolling them in respective courses or training plans. This will allow employees to view all course and training plan home pages of the course catalog and prevent users from encountering an access denied message from SharePoint when they navigate in the course catalog.

After this, learners can be enrolled in specific courses and training plans.

 

Add users to the Users list of a course catalog

Role required to complete the step: A course catalog administrator must add users to the Users list of their course catalog. 

To do this:

1) From the LMS365 Admin Center, on the course catalog settings level, select Users > Add or Invite User(s).

2) Enter and validate the required email addresses in the Add or Invite User(s) panel.

3) Add the users.

See this guide for more information on inviting learners to LMS365.

 

 

Enroll learners in courses and training plans

Role required to complete the step: In order for learners to be enrolled in specific courses and training plans, they can either be enrolled by a course catalog administrator or a course administrator or, if this is enabled for the course or training plan in question, learners can enroll themselves in courses and training plans.

See this guide for information on how learners enroll themselves in courses and training plans.

See this guide for information on how course catalog administrators and course administrators can enroll learners in courses and training plans.

 

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