The Users page: manage users in a course catalog

Introduction

The Users panel in the Learn365 Admin Center enables catalog admins to manage users in the current catalog. Catalog admins can add users or invite guests to a catalog or individual courses or training plans, keep track of learners' progress and download progress reports, grant or revoke skills, download learners' certificates, and purge learners' data from Learn365.

In this guide, we'll provide you with an overview of user management in Learn365. Read the article or watch the video (more details are included in the article). In the video, you can use the Chapters feature to navigate to the relevant part.

 

 

Actions available from the Users page

Users are managed via the Users page. The following actions are available from here:

• Add or invite users.
• Change the columns displayed on the Users page.
• Filter the information displayed on the Users page.
• Export the information displayed on the Users page.
• User administration.
• Purge user records.

 

Add or invite users to a catalog

Required role: catalog admin.

We recommend you add all users to the Users list before you enroll them in courses or training plans. Following this advice will ensure that users can view all course and training plan home pages for the catalog and prevent them from encountering an access denied message in SharePoint when they navigate around the catalog.

Adding users to the Users list alone doesn't use a Learn365 subscription. A Learn365 subscription is used when a user is enrolled in a course or training plan as a learner. Find information about which users are included when the number of users in the subscription is calculated in this article.

If you receive a notification about an access request to a course or a training plan from a user, it's often because they haven't been added to the Users list.

You can populate the Users list in the following ways:

• Add groups to the Users list. For this method, you may do the following:
  • Add existing groups of users from Microsoft Entra (Azure Active Directory) or Microsoft 365 groups.
  • Create new groups in Microsoft Entra ID (Azure Active Directory) or in the Microsoft admin center that contain all employees, or create separate groups that include the relevant people. You can then add these groups to the Users list. To create groups, you need to have special permissions in the Microsoft Entra ID (Azure Active Directory) and/or the Microsoft admin center.

This action adds all group members to the Users list. Any users you subsequently add to these groups will be added to the Users list automatically. Users added via groups are displayed as individual users in the Users list.

• Add individual users to the Users list.
• Invite guests (external users) to the catalog.

 

 

• Enroll users in a course or training plan in the course catalog as a learner without first adding them to the course catalog via the Users list. This action will cause the user to be displayed in the Users list with a special icon next to their name . Users added in this way will have access only to the course or training plan to which they've been enrolled. They won't have access to the course catalog page, or any other courses or training plans in the course catalog.

 

 

If you decide against using groups to populate the Users list, you need to manually add new employees to it.

Users who are added to the Users list individually are added to the SharePoint Visitor group of the course catalog site collection and will have permission to view and access all courses and training plans in this catalog. If you want to ensure specific training can be accessed only by certain users in the catalog, you can employ training audience and course targeting.

Information about the default SharePoint site groups can be found in this Microsoft documentation article.

 

To add or invite users or groups:

1. From the navigation menu in the Learn365 Admin Center, select Users. The Users page opens.

2. On the Users page, select Add or invite users. The Add or invite users panel opens.

3. On the Add or invite users panel, enter the names or email addresses of current Office 365 users or Microsoft Entra (Azure Active Directory) groups, or the email addresses of guests (external users), in the Enter Existing Users or Guests field.

You can enter a maximum of 50 users or 1,500 characters at a time, as a comma or semicolon-separated list. You can enter individual or multiple users, or individual Microsoft Entra (Azure Active Directory)/Microsoft 365 groups. A Microsoft 365 group means a Microsoft 365 group, an email-enabled security group, or a security group.

If you reach the limit of invitees, any addresses over the limit are automatically removed from the list, and a message notifies you about this.

 

 

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

4. Select Add.

The following confirmation messages will be displayed under Notifications (the bell icon):

• Successfully added new users. Displayed when the process of adding users who are listed in Microsoft Entra ID (Azure Active Directory) (including users added via groups) to the Users list is completed. These users don't receive a corresponding email notification. Any users you subsequently add to these groups are added to the Users list automatically. Users added via groups are displayed as individual users in the Users list.
  
  
• Successfully sent invitations to guests. Displayed when the process of sending invitations to guests is completed. Invited guests receive an email that asks them to accept the invitation to the course catalog and complete the information. The link in the invitation is valid for 90 days. When guests accept the invitation, they're added to the Users list of the course catalog.

To add more than 50 users or 1,500 characters, repeat steps 1-4.

Users and guests who are added to the Users list are automatically added to the SharePoint Visitor group of the course catalog site collection and will have permission to view and access all courses and training plans in this catalog. If you want to ensure specific training can be accessed only by certain users in the catalog, you can employ training audience and course targeting.

Information about the default SharePoint site groups can be found in this Microsoft documentation article.

 

Enable the invitation of guests (external users)

Required role: catalog admin.

Before you can invite guests (external users) to a catalog, complete these prerequisites:

• Ensure that Microsoft Entra ID (Azure Active Directory) external collaboration is enabled. Follow these steps to configure the external collaboration settings.
• Ensure that SharePoint Tenant external sharing settings and SharePoint Site Collection external sharing settings are activated.
• Ensure that email notifications are enabled.

When inviting guests to Learn365 via the Users page, you might be asked for additional consent and authentication via Microsoft Entra ID (Azure Active Directory).

 

To provide consent or authentication:

1. In the Learn365 Admin Center, select Users. The Users page opens.

2. On the Users page, select Add or invite users. The Add or invite users panel opens.

3. On the Add or invite users panel, select the information icon.

 

 

4. In the opened information message:

• Select the Accept link from "Your Microsoft 365 global admin has to grant additional consent to be able to invite guests to Learn365." to enable the invitation of guests (external users) to the organization.
• To verify your identity, select the Sign in link from "Please be aware that you have to be authenticated via Microsoft Entra ID (Azure Active Directory) to be able to invite guests to Learn365. Sign in."

If no links are displayed in the information message, then no actions are required from your side.

 

User administration

Search for a user

Required role: catalog admin.

All users who have access to the current course catalog, or one of its courses or training plans, are displayed on the Users page.

If users were enrolled directly in a course or training plan in the course catalog as a learner without first being added to the course catalog via the Users list, they'll be displayed in the Users list with a special icon next to their name . Users added in this way will have access only to the course or training plan to which they've been enrolled. They won't have access to the course catalog page, or any other courses or training plans in the course catalog.

 

 

If you can't find a user in the list who you'd expect to see there, you can search the for the user in another catalog using the catalog selector. You can view and select only the catalogs to which you have access.

The All catalogs option in the catalog selector is available only to catalog admins who also have one of the following roles: LMS admin, Microsoft 365 global admin, or SharePoint admin. Selecting All catalogs will redirect you to the Course catalog management page of the Learn365 Admin Center.

The catalog selector uses cache memory so it might show catalogs that you no longer have sufficient permissions to view. If this is the case, you won't be able to access the catalog. To show only catalogs that you have sufficient permissions to view, clear the cache and refresh the page.

 

 

There are several ways you can find a user on the Users page:

• Use the Search field on the menu bar to search the content of the displayed columns, including custom columns.
• Select a column heading to sort the content of the page in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending).
• Use the filter icon in the Name column heading to call out a search field, where you can search for the relevant user by entering all or part of their name.
• Use the filter icon in any of the other column headings to filter the list using a specific data item in that column.
• Some column filters enable you to filter the list by empty values. For example, in the Job Title column, select the No job title checkbox to filter the list to show users in the current course catalog whose records don't have a job title recorded.

 

You can employ multiple filters at the same time. For example, you can filter learners by a specific manager and country to see users in the catalog who have that manager and are located in that country.

Select the relevant user and perform the relevant action from the User(s) panel:

• Send Email Message
• View Learner's Transcript
• View Learner's Progress
• Enroll in Course(s) & Training Plan(s)
• Unenroll from Course(s) & Training Plan(s)
• Unenroll from all Courses & Training Plans
• Download certificates
• Import external training data
• Remove User(s) from Course Catalog.
• Grant Skill
• Revoke Skill

Multiple users can be selected. Alternatively, you can choose all users in the list by selecting the checkbox to the left of the Name column. Not all actions are available when multiple or all users are selected.

 

Send Email Message

Required role: catalog admin.

 

 

To send an email message to learners:

1. From the Users page, select the relevant users. To select all the users in the displayed list, select the checkbox to the left of the Name column. To select all users in the current course catalog, remove all filters then select the checkbox to the left of the Name column. The User(s) panel opens. 

2. On the User(s) panel, select Send Email Message. 

3. On the opened Send Email Message panel, complete the Subject and Body fields.

A rich text editor is available for the Body field, and this enables to add and edit content, insert links, upload images, and create tables to enrich the notification.

You can expand the text field by selecting the Fullscreen icon in the rich text editor. This gives you more space when you're working with the text.

For customers with a Learn365 Professional or Select subscription, the rich text editor includes the spell check, accessibility checker, and PowerPaste features.

4. Select Send to send the message to the selected users.

The email message is sent as a separate email to all users. 

 

 

View Learner’s Transcript

Required role: catalog admin.

Use the View Learner's Transcript action to view information about a learner’s courses, certificates, and skills. You can export this information to a PDF file, which supports multiple languages characters.

This action is available when only one learner is selected.

 

 

To view a learner’s transcript:

1. From the Users page, select a user. The User(s) panel opens.

2. On the User(s) panel, select View Learner’s Transcript. The View Learner’s Transcript panel opens.

3. On the View Learner’s Transcript panel, navigate between these tabs to view the relevant information: Courses, Certificates, Skills.

The Export to PDF option is available on each tab and has the same function across all tabs.

4. Select Export to PDF to download the entire learner's transcript, which will include all listed courses, training plans, certificates, and skills, to your local device.

 

Courses 

The Courses tab displays the learner's transcript of course and training plan records.

 

 

Information is presented in four columns. Select a column heading to sort the content of the page in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending).

• Training Name. Shows the titles of the courses and training plans the user is enrolled in and unenrolled from. This list includes imported courses or training plans.

If a learner is enrolled in a course or training plan, the number of times the same training is listed depends on the number of attempts the learner has taken to complete it. The status of each attempt is displayed: Completed (the completion date will be shown in the Completion date column), In progress, or Not started.

If a learner is unenrolled from a course or training plan, only training with the Completed status is included in the transcript. Courses or training plans with In progress and Not started statuses aren't included.

• Status. Shows the progress of the user's attempt to complete the training: Completed, In progress, or Not started.

• Completion date. Shows the date on which an attempt was completed.
  
  
• CEUs. Shows the number of CEUs available for each course and training plan. Earned CEUs for a completed course or training plan are displayed in green. Planned CEUs are displayed in black and have an asterisk next to the number.

At the bottom of the page, you'll see three numbers: Earned CEUs (displayed in green) / Planned CEUs (marked with an asterisk) / Total CEUs.

 

Certificates

The Certificates tab displays the learner's transcript of certificate records.

 

 

Information is presented in four columns. Select a column heading to sort the content of the page in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending).

• Training Name. Shows the titles of the courses and training plans to which the user's certificates relate. 

If the learner is enrolled in a course or training plan, the number of times the same training is listed depends on the number of attempts the learner has had to complete it. The status of the certificate associated with each attempt is also displayed: Valid, Expired, or Planned.

If the learner is unenrolled from a course or training plan, only Valid and Expired certificates for this training are included in the transcript.

• Status. Shows the status of the certificate: Valid, Expired, or Planned.
  
  
• Issue Date. Shows the date that the certificate was issued.
  
  
• Expiry Date. Shows the expiry date of the certificate (if this date is set).

 

Skills

The Skills tab displays the user's transcript of skill records.

Information is presented in four columns. Select a column heading to sort the content of the page in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending).

• Skills. Shows the titles of the skills and the level the learner was granted or is planned to be granted for each one.

If the learner is enrolled in a course or training plan, all the skill statuses are listed in the transcript: Valid, Revoked, and Planned.

If the learner is unenrolled from a course or training plan, only the Valid and Revoked skill statuses can be tracked in the transcript.

A skill with a specific level may be displayed several times in the transcript if:

a. The skill with a specific level is associated with different courses or training plans, or if the skill was Granted by different people on different occasions.

b. The learner has taken several attempts to complete the course or training plan, where each attempt has a different skill status.

• Granted by. Shows who granted the skill or the process that granted the skill.

Skills can be automatically granted to the learner on completion of a course or training plan. Skills can also be manually granted by a catalog admin via the Users panel or by the line manager via the Line Manager Dashboard, without the learner being enrolled in a specific course or training plan. As a result, you can see either the name of a person or the title of a course or training plan, in the Granted by column.

You can contact this person via email by selecting their name. If the course or training plan link is blue, you can select it to go to the training home page. If the training link is grey, the link is unavailable because the course or training plan has ended, has been deleted, or is unpublished.

• Status. Shows the status of the skill: Valid, Revoked, or Planned.
  
  
• Achievement Date. Shows the date when the skill was granted.
  
  
• Revocation Date. Shows the revocation date of the skill (if this date is set).

 

View Learner's Progress

Required role: catalog admin.

Select View Learner's Progress to open the Learner's Progress dashboard, when you can:

• See full details of a specific learner's progress for all courses and training plans and download the learner's progress report. The report will be downloaded to your device and will display information in the language specified in your browser settings. Find information about how to read the data on the Learner's Progress panel and in the downloaded report in this article.
• Change the learner's progress and their completion status for a specific course or training plan. For more information, see this article.
• Delete a learner's progress for a specific course or training plan, for a specific learning item in a course, or for a course in a training plan. For more information, see this article.
• Force a learner to retake a course or training plan and reset their progress. For more information, see this article.
• Manage a learner's certificates.
• Purge a learner's course and training plan enrollments.

 

 

Enroll in Courses and Training Plans

Required role: catalog admin.

To enroll users in the current catalog, follow these steps:

1. From the Users list, select the relevant users. To select all users in the list, select the checkbox to the left of the Name column heading.

2. On the opened User(s) panel, select Enroll in Course(s) & Training Plan(s). The Enroll in Course(s) & Training Plan(s) panel opens.

3. Expand Learner(s) to Enroll to see the selected users. By default, the list is collapsed. Here, you can deselect users by selecting the X icon, if required.

4. Under Courses and training plans, you'll see a list of all available courses and training plans in the current catalog. You can filter courses and training plans by specifying a Date range (start and end dates), by training type (e-Learning, Instructor-Led Training, or Training Plan), by publishing status (Published Training, Unpublished Training, Scheduled Training, or Ended Training), and skills. Alternatively, you can use the search field, which runs on the Name field.

 

 

5. Select the relevant courses and training plans. To select all the courses and training plans displayed in the current view, select the checkbox to the left of the Name column heading.

6. Select Enroll to enroll the users in the selected courses and training plans.

The selected users are added as learners to the corresponding courses and training plans, and they are enrolled in all unlocked courses of a training plan. The enrolled users receive relevant notifications depending on the course type. For more information about notifications, see this article.

If required, you can enroll learners in session groups and standalone sessions of the course via the course configuration panel of instructor-led training.

 

Unenroll from Courses and Training Plans

Required role: catalog admin.

To unenroll learners from courses or training plans of the current catalog, follow these steps:

1. From the Users list, select the relevant users. To select all users in the list, select the checkbox to the left of the Name column heading.

2. On the opened User(s) panel, select Unenroll from Course(s) & Training Plan(s). The Unenroll from Course(s) & Training Plan(s) panel opens.

3. Expand Learner(s) to Unenroll to see the selected users. By default, the list is collapsed. Here, you can deselect users by selecting the X icon, if required.

4. Under Courses and training plans, you'll see all the courses and training plans in which all the selected learners are currently enrolled.

If several learners are selected, only courses and training plans in which all the learners are enrolled are displayed. You can filter courses and training plans by specifying a Date range (start and end dates), by training type (e-Learning, Instructor-Led Training, or Training Plan), by publishing status (Published Training, Unpublished Training, Scheduled Training, or Ended Training), and skills. Alternatively, you can use the search field, which runs on the Name field.

Select the relevant courses and training plans. To select all the courses and training plans displayed in the current view, select the checkbox to the left of the Name column heading.

 

 

5. Select Unenroll to unenroll the learners from the selected courses and training plans.

The selected learners are removed from the corresponding courses and training plans, enrollment requests are cancelled, learners receive notifications about cancelled enrollments, and calendar invites are deleted.

 

 

Unenroll from all Courses and Training Plans

Required role: catalog admin.

To unenroll learners from all their courses and training plans in the current catalog:

1. From the Users list, select the relevant users. To select all users in the list, select the checkbox to the left of the Name column heading.

2. On the opened User(s) panel, select Unenroll from all Courses & Training Plans.

3. In the Confirmation dialog, select OK to unenroll the selected learners from all courses and training plans in the current catalog or Cancel to cancel the action.

The selected learners will be removed from the corresponding courses and training plans, enrollment requests will be cancelled, learners will receive notifications about cancelled enrollments, and calendar invites for instructor-led training will be deleted.

 

 

Download certificates

Required role: catalog admin.

To download learners' certificates, follow these steps:

1. From the Users panel, select the relevant learners. To select all learners in the list, select the checkbox to the left of the Name column heading.

2. On the opened User(s) panel, select Download certificates.

3. You can see the certificate download progress in the Notifications center. When the certificates are available, select the link to download them to your device.

 

 

A notification will also be displayed if there are no certificates available for the selected learners.

The certificate archive file contains a separate folder for each of the selected learners. The downloaded certificates are presented in PDF format.

 

Import external training data

Required role: catalog admin.

 

 

There are two ways in which training records stored in a third-party system can be imported into Learn365: import into existing courses in a course catalog or import as new courses.

If you import training records into an existing course, a new enrollment will be created if a learner has already completed the course. Otherwise, completion details will be added to a current enrollment. Learners will see enrollments with the most recent completion date on the course home page. All enrollments can be tracked on My Training Dashboard and in the transcript.

To import an external training record for an individual learner:

1. From the Users panel, select the relevant learner.

2. On the opened User(s) panel, select Import external training data.

3. On the Import External Training panel, complete the fields:

• The Course field is required. In the Course field, you can enter the first few characters of an existing course in the current course catalog, then select it from the drop-down. Alternatively, enter the title of a new course. Any courses that previously existed in Learn365 but have been deleted are marked with the Deleted label. Imported courses don't have the Deleted label.
• The Course Type field is required. If you selected an existing course in the Course field, the Course Type field will be inactive. If you entered the title of a new course, you need to select the Course Type (e-Learning, Instructor-Led Training). 
• The Categories field isn't required. If you entered the title of an existing Course, the Categories field will be inactive. If you entered the title of a new course, you can assign new or existing categories to it.
• The Completion date field is required. Select the calendar icon and select the course completion date. Today's date is marked blue.
• The CEUs field isn't required. Here, you can specify the number of CEUs granted to the learner.

   

  

 

4. When all the required fields are completed, select Next to proceed.

5. To upload or generate a certificate for the learner for this course, select from the following options:

• Under Upload Certificate, select Upload to upload a certificate from your local device. The following formats are allowed: JPEG, BMP, GIF, PNG, and PDF.
• Under or generate it from Certificate Template, you can select the certificate template from which you want to generate the certificate.

6. In the Expiry Date field, select the certificate expiry date if relevant. The current date is marked blue. If you complete the field, make sure you added or generated a certificate in the previous step.

 

 

7. Select Save to import the external training record.

 

 

Remove Users from Course Catalog

Required role: catalog admin.

1. From the Users panel, select the relevant users.

2. On the opened User(s) panel, select Remove User(s) from Course Catalog.

3. Select Remove User(s) to remove the selected learners from the Users list of the current catalog, and from all courses and training plans in the current catalog. Alternatively, select Cancel to cancel the action.

Internal and external users (guests) who are removed from the catalog, and unenrolled from all its courses and training plans, will still have access to the course catalog home page in the Learn365 web and Teams applications. Here, they can see all available courses and training plans, and view discussions about courses and training plans in the Learn365 app for Teams.

It's also possible to remove a user from the catalog via API. For more information, see this article.

 

 

To remove the entire group from the course catalog:

1. When you see the following notification in Notifications, select the Details link.

 

 

2. On the opened Details page, you'll see the users, as well as the groups used to add them to the catalog. Select the relevant group name.

 

 

3. On the opened Remove Group from Course Catalog panel, select Remove Group.

As a result of this action:

• Learners who were enrolled via this group will be unenrolled from courses and training plans.
• Learners who were exclusively enrolled or added via the group will be removed from the Users list.
• Learners who were also enrolled, or added as individuals or via any other group, won't be removed from the Users list, and they won't be unenrolled from courses or training plans.

 

To remove users from the group via the Microsoft 365 Admin Center:

Navigate to the Microsoft 365 Admin center > Active Users > Delete a user. The removal of users from the Users list might not happen immediately.

 

Grant Skill

Required role: catalog admin.

Using the Grant Skill panel, catalog admins can filter available skills by category, grant the skills, and set optional revocation dates.

 

 

To grant skills to users:

1. From the Users list, select the relevant users. To select all the users in the list, select the checkbox next to the Name column heading. The User(s) panel opens.

2. On the opened User(s) panel, select Grant Skill.

3. On the opened Grant Skill panel, complete the fields:

• Filter by categories. This field will be present if at least one skill within the catalog has an associated category. Leave the field blank if you'd like to see all the skills within the catalog. Enter one or more categories to filter the skills. If you enter more than one category, such as "Management" and "Communication", courses that have either the Management or Communication category associated with it will be shown.
• The Select skills field is required. Select the required skills from a drop-down list of all skills in the current catalog. You can't select the same skill with different scale levels.
• The Revocation Date field isn't required. Select the calendar icon and select the skill revocation date. Today's date is marked blue.

 

 

4. To see the learners to whom you will grant the selected skills, select the Learners to Grant Skill heading.

Select the cross icon to remove a learner, if necessary.

To fold up the list, select the expand arrow in the Learners to Grant Skill heading.

 

 

5. When you're ready, select Grant to grant the skills to the selected learners.

 

Revoke Skill

Required role: catalog admin.

To revoke skills from the learners:

1. From the Users list, select the relevant users. To select all the users in the list, select the checkbox next to the Name column heading. The User(s) panel opens.

2. On the opened User(s) panel, select Revoke Skill.

3. On the opened Revoke Skill panel, select the skills you want to revoke. To select all the skills in the list, select the checkbox next to the Name column heading.

 

 

4. To see the learners from whom you want to revoke skills, select the Learners to Revoke Skill heading.

Select the cross icon to remove a learner, if necessary.

To fold up the list to show the names of the selected learners, select the expand arrow in the Learners to Revoke Skill heading.

 

 

5. When you're ready, select Revoke to revoke the selected skills from the learners.

 

Purge user records

Required role: catalog admin.

You can purge all records of a user from an individual course catalog. This feature removes all information and records of actions in the catalog for that person, ensuring their data is no longer stored in Learn365. This enables customers to comply with the right to be forgotten principle.

To purge user records:

1. From the Users list, select the relevant users. To select all the users in the list, select the checkbox next to the Name column heading.

2. From the More drop-down list in the top menu bar, select Purge User's Records.

 

 

3. In the Confirmation window, select OK to proceed. Select Cancel to cancel the action.

4. When you confirm the action, enter the password in the authentication form.

5. Confirm the purge again by selecting OK. Select Cancel to cancel the action.

When users are purged:

• They'll be removed from the Users list.
• They'll be unenrolled from all courses and training plans in the current course catalog.
• Their certificates will be deleted.
• Their progress and attempts to complete SCORMs/AICCs, quizzes, and learning modules will be deleted.
• They won't be displayed in the gradebook.
• They won't be displayed in reports.
• Their skills will be deleted and the learner will be removed from the Granted by column from the Skills tab on My Training Dashboard.
• Their ratings won't be counted in course or training plans.
• They'll still be able to see records from other catalogs on My Training Dashboard.