Map skills to training with AI

Introduction

AI-driven assistance is available to admins in the Learn365 Admin Center to map skills to Learn365 courses and training plans in the current catalog. This is done by matching training properties with skill titles, and creating new skills where appropriate. Once mapped, these skills are awarded to learners when they complete the training.

In this article, we show how to use the AI-powered assistance feature in Learn365 to map skills to Learn365 courses and training plans.

Admins can continue to manually add skills to courses and training plans even if the AI-driven assistance feature is enabled.

For more information about the methods employed by Learn365 to manage data, ensure privacy, and maintain security in the context of AI-powered features, see this article.

Enable AI assistance to map skills to training

Required role: LMS admin or Microsoft 365 global admin

Before admins can map skills to training with AI assistance, you must enable AI-enhanced features. 

For information about how to enable AI-powered assistance features in Learn365, see this article.

Enable skills mapping for course admins

Required role: LMS admin or Microsoft 365 global admin

By default, catalog admins can use skills mapping. LMS admins can enable course admins to map skills to the training they manage.

For information about how LMS admins can enable course admins to map skills to the training they manage, see this article.

Before you start

We advise you read the following important information before you start mapping skills with AI.

• It won't be possible to map skills to training if your organization has reached its monthly AI request allowance. In this case, Skills mapping with AI will be grayed out. For information about how to track your organization's AI usage, see this article.
• AI requests correspond to specific actions that trigger content generation. Even if a single query generates multiple content items (for example, map AI-generated skills to training), it counts as just one AI request.
• Each time an admin opens Skills mapping with AI counts as one request, regardless of the amount of content generated by the request. For example, a catalog admin who selects 15 courses and training plans before opening the feature counts as one request, as does a course admin who selects just one course.
• For bulk skill mapping, the maximum number of courses and training plans you can select is 100. If you select more than 100 courses and training plans, the Skills mapping with AI action will be disabled. Reduce the number of selected items and try again.

• The number of skills suggested by AI depends on the number of skills already assigned to the training.

  • If training already has five or more skills assigned before you choose to map skills to training, all currently assigned skills are displayed and AI won't suggest any more.
  • If training already has four or fewer skills assigned before you choose to map skills to training, all currently assigned skills are displayed and AI will suggest additional skills, up to a maximum of five displayed skills.

  Example: If training already has three skills assigned and an admin chooses skills mapping with AI, the three existing skills are displayed (as Assigned), and AI will suggest up to two more skills (either from your skills framework or new, AI-generated skills).

Map skills to training with AI

Required role: catalog admin. Course admin can map skills to the training they manage.

This section covers how admins can map skills to up to 100 courses and training plans in the current catalog at a time.

1. Go to the Learn365 Admin Center > Training Management > select courses and training plans > Skills mapping with AI. The Skills mapping panel opens.

The tooltip on the diamond-shaped icon on the Skills mapping with AI action tells you that this action counts toward your monthly AI usage allowance.

The amount of time it takes to open the Skills mapping panel depends on the training you've selected.

On the opened Skills mapping panel, for each course and training plan you selected, you'll see the skills and skill levels that you can optionally add to training. All skills that are currently assigned to training are also displayed. If training already has five or more skills already assigned, AI won't suggest any more.

The Mapping type column shows where the skill originates from.

• AI generated. AI gives a title for a new skill that isn't currently in your skills framework, together with a skill level from the default skill level set.
• Assigned. This skill and skill level pair is already assigned to the training.
• From skills framework. AI has suggested a match between the training and an unassigned skill from your skills framework, together with a skill level from the default skill level set.

2. You can filter the view to show skills that match a specific mapping type (AI generated, Assigned, and From skills framework) using the controls near the top of the screen. For more information, see Filter skills.

3. You can search for specific skills using the Search field near the top of the screen. The search runs on the training title, skill title, and skill level. For more information, see Search for skills.

4. To maximize the working space, select Collapse all next to the Training title column heading. Doing this, you'll see just the training title row for each course and training plan. You can use the arrows next to each individual course and training plan to expand and collapse its individual view. Select Expand all next to the Training title column heading to show all the skills for all the training.

5. Review the list of skills and skill levels.

6. If you want to edit an AI generated skill so it better suits your organization, select Edit (the pen icon) on its row. The Edit skill panel opens.

7. Make the changes then select Save. You can change the skill Title and the Skill Level Set, and add or remove Categories and Tags.

8. If you're happy with the name of an AI-generated skill but want to change the skill level, you can select an alternative from the Skill level drop-down list. Skill levels are taken from the default skill level set in your skills framework.

9. Choose the skills you want to assign to each course and training plan. By default, the checkboxes of all skills are selected.

• The number of skills that will be assigned to each course and training plan is displayed in the training heading row (for example, 5 out of 5 for the Building a Superstar Brand heading row in the previous image).
• The total number of skills that will be assigned to all the courses and training plans on the screen is displayed in the footer of the screen (for example, Training skills selected: 48 in the previous image).

Hover over any of these numbers to see how many of the skills are Assigned, AI generated, and From skills framework. The numbers remain the same regardless of any search criteria or filters you've applied.

As you select and deselect skill checkboxes, these numbers update accordingly.

Keep checkboxes selected for the skills you want to assign. Clear checkboxes for skills you don't want to assign. To clear the checkboxes for all skills, deselect the checkbox next to the Collapse all icon on the left-hand side of the column heading.

10. When you're ready, select Apply then select Apply again to confirm.

Alternatively, select Discard to cancel your changes, then confirm by selecting Discard.

A notification is displayed in the notifications feed once the skills and skill levels are assigned.

As a result:

• AI will add up to five new or existing skills and levels to the selected training.
• AI-generated skills are added to the skills framework in the current catalog and are assigned to the relevant training, together with the selected levels.
• The assigned skills and skill levels are displayed in the Skill section on the Settings tab of the course configuration panel.
• A revocation date isn't set for added skills.
• Any skills previously assigned to training are preserved.
• AI won't duplicate a skill if it's already been added to training.

• You can then manage skills, e-learning courses, instructor-led training courses, and training plans in the usual way.

Filter skills

You can filter the view to show skills of a specific mapping type using the controls near the top of the screen.

• Show all skills. Shows all skills (AI generated, Assigned, and From skills framework).
• AI generated. Shows only AI-generated skills.
• Assigned. Shows only skills that are already assigned to training.
• From skills framework. Shows only skills from your skills framework.

The number of skills included in a filter is displayed in a circle next to each one.

You can select multiple filters to show, for example, both Assigned skills and those From skills framework. If you select the Show all skills filter, all other filters are reset.

The number of skills displayed in the training heading row and the footer of the screen relate to the display of skills before you applied any filters.

In the following image, both the AI generated and Assigned filters are selected, so all AI-generated skills, as well as skills that are already assigned to training, are displayed.

Search for skills

You can search for specific skills using the Search field near the top of the screen. The search runs on the Training title, Skill, and Skill level.

Enter a search parameter and press Enter.

The number of skills displayed in the training heading row and the footer of the screen relate to the display of skills before you performed a search.

In the following image, skills and courses that contain the word financial are displayed.

Next steps

Once skills and skill levels are assigned to the relevant training, you can verify this by checking the Skills section on Settings tab of the training configuration panel.

• For information about checking skills in e-learning courses, see this article.
• For information about checking skills in instructor-led training courses, see this article.
• For information about checking skills in training plans, see this article.

Languages supported by AI

The AI-powered assistant understands languages that are supported by Microsoft. Generated content can be in the same language as the content you provided or a different one.

AI might generate content in an unexpected language if you provided content in several languages or if you provided insufficient content.

Feedback and questions

If you have any questions or comments about using the AI-powered features, or have questions about compliance or privacy, contact us at dataprotection@zensai.com.

If you have suggestions, proposals, or input on how we can enhance the AI-driven features, we invite you to contact your Customer Success Manager directly, or reach out to the Customer Success team by sending an email to customersuccess@zensai.com.

If you encounter issues related to AI-powered features in Learn365, you can contact Zensai Product Support.