The Learn365 Training Management page and its capabilities

Introduction

The Training Management page of the Learn365 Admin Center provides an overview of all courses and training plans in the selected catalog, the ability to create or import training, and various training management options.

In this guide, we describe the Training Management page and its capabilities, including filtering and sorting options, the Waiting list, Request(s) for sessions, Pending approval, and Training provisioning views, the import of Go1, LinkedIn Learning, OpenSesame, and Udemy Business courses, and the creation of Content365 Authoring courses. From the Training Management page, the Course management and Training Plan Management panels can be reached, enabling access to the various training management options.

Overview of the Training Management page

Required role: catalog admin or course admin.

By default, the Training Management page of the Learn365 Admin Center opens:

• For catalog admins with an overview of all courses and training plans in the current course catalog. Here, catalog admins can access all training management options, including create, import, and manage training, and filter and sort the information on the page.
• For course admins with an overview of their own courses and training plans. Here, course admins have limited access to training management options, including manage training, and filter and sort the information on the page.

The Training Management page enables catalog admins to create new courses and training plans, import courses from Go1, LinkedIn Learning, OpenSesame, and Udemy Business, and see all the courses and training plans in the current catalog.

Catalog admins will see a warning banner notification on the Training Management page in the Learn365 Admin Center for the catalog that is approaching, or has reached, the limit. For more information on training limit notifications, see this article.

The icons next to courses and training plans indicate the training type:

• (a monitor icon) is shown for e-learning courses (including courses created with Content365 Authoring), and courses imported from Go1, LinkedIn Learning, OpenSesame, and Udemy Business.
• (a person in front of the monitor) is shown for instructor-led courses.
• (a folder icon) is shown for training plans.

Information is presented in the following columns:

• Title. Displays the title of the course or training plan.
   

• Training is set to 'do not show' in course catalog'. Shows whether the course or training plan is set visible (no icon displayed ) or hidden (the eye icon) for users in the catalog. You can use this column for sorting and you can filter its content. The visibility of a course or training plan is controlled by the Show in Course Catalog option in the Settings section of the training configuration panel.

   

• Course/Training Plan progress. Select the bar chart icon next to a course or training plan to open its progress panel.

   

• Enrolled. Displays the number of users who are currently enrolled in the course or training plan.
   
• Completed. Displays the number of users who have completed the course or training plan.
   
• Overdue. Displays the number of users who haven't completed the course or training plan up to the due date or have completed it after the due date came.
   
• Status. Displays the current status of the course or training plan. The status can be:

• Published. The training is published and current.
• Unpublished. The training isn't published.
• Planned. The training is published, and its start date is in the future.

• Category. Displays the assigned categories for the course or training plan. You can use this column for sorting and you can filter its content.

• The source of the imported content package (the cloud icon). This column is displayed only when Go1, LinkedIn Learning, OpenSesame, or Udemy Business integration is set up and courses have been imported from the source into Learn365, and/or you've created courses with Content365 Authoring. The source of the imported content package for imported courses can be identified by the relevant brand icon.

• Average rating (the asterisk icon). Displays the average rating of the course or training plan (to one decimal place), based on all received ratings that aren't hidden. Hidden ratings aren't included in the calculation here but they're included in the total number of ratings provided for the course or training plan. You can sort the information on the page using this column.

   

• Number of users who marked this course or training plan as a favorite (the heart icon). Displays the number of learners who currently have this course or training plan marked as a favorite. This number is also displayed if you hover over a number (Current favorites), as is the number of learners who have ever marked this course or training plan as a favorite (All time). You can sort the information on the page using this column.

Selecting a course or training plan opens the Course management or Training Plan Management panel respectively, which enables you to choose from the available management options.

Create training

The Create training option enables catalog admins to create courses and training plans. Once created, catalog admins and users assigned as course admins can manage it from the Training Management page. 

For more information, see the following articles:

• How to create, manage and delete e-learning courses.
• How to create, manage and delete instructor-led training.
• How to create, manage and delete training plans.

Import courses from Go1, LinkedIn Learning, OpenSesame, and Udemy Business

You can integrate Learn365 with Go1, LinkedIn Learning, OpenSesame, and Udemy Business to import and feature courses from these providers in Learn365.

The imported courses are treated as e-learning courses, have the same icon as e-learning courses, and are managed the same way via the Course management panel.

For more information about how to set up the integration with each provider, see the following articles:

• Set up the integration between Learn365 and Go1
• Set up the integration between Learn365 and LinkedIn Learning
• Set up the integration between Learn365 and OpenSesame
• Set up the integration between Learn365 and Udemy Business

Create courses with Content365 Authoring

For information about how to create courses with Content365 Authoring, see this article.

Sort, filter, and search for training

You can sort and filter the information on the Training Management page, and search for the relevant training. Use a combination of filters and search text to quickly find the relevant training. Each admin can set their own default filters, which are automatically applied when they open the Training Management page.

1. Select any column title (except for Status) to sort the information in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending).

2. From the Select Filter drop-down, you can filter training by type, publishing status, content shared with Viva Learning (catalog admins only), and content providers. Course admins see only the courses and training plans for which they're an admin.

The default view displays all courses and training plans in the catalog, regardless of publishing status.

If Go1, LinkedIn Learning, OpenSesame, or Udemy Business courses are imported, or if you've created courses with Content365 Authoring, you can filter these courses by selecting the relevant checkboxes. Any training plans that contain these courses will also be displayed.

You can use a combination of filters to show, for example, courses of a certain type that have a specific publishing status.

The following filter parameters are available:

• Select all. Selects all the available filters. You can deselect the checkbox of any filters you don't want to apply. To reset the filter, deselect the Select all checkbox.
   
• Training Type. Filter by training type: e-Learning, Instructor-Led Training, or Training Plan. You can select multiple checkboxes.
   
• Publishing Status. Filter by the current publishing status. You can select multiple checkboxes.
  • Published. Displays only published courses and training plans.
  • Unpublished. Displays only unpublished courses and training plans.
  • Scheduled. Displays planned courses and training plans (training that has a start date in the future).
  • Ended. Displays courses and training plans that have an end date in the past.

• Other. Allows filtering of courses and training plans:
  • That are marked as being shared with Viva Learning. When this filter is set, the display of courses and training plans is determined by the Show in Viva Learning option in the Settings section of the training configuration panel. Two filtering options are available: In Viva Learning and Not in Viva Learning.
  • That were imported from Go1 by selecting the Content from Go1 checkbox. Any training plans that contain Go1 courses will also be displayed.
  • That were imported from LinkedIn Learning by selecting the Content from LinkedIn Learning checkbox. Any training plans that contain LinkedIn Learning courses will also be displayed.
  • That were imported from OpenSesame by selecting the Content from OpenSesame checkbox. Any training plans that contain OpenSesame courses will also be displayed.
  • That were created with Content365 Authoring by selecting the Content365 Authoring courses checkbox. Any training plans that contain Content365 Authoring courses will also be displayed.
  • That were imported from Udemy Business by selecting the Content from Udemy Business checkbox. Any training plans that contain Udemy Business courses will also be displayed.

• Set as Default. If you frequently use the same filters on the Training Management page, you can save them as your default. Select Set as Default at the bottom of the filter panel to apply these settings automatically the next time you open the page. Default filters are saved per user, so each admin can have their own personalized view. You can return at any time to update your default settings.

3. Filtering by visibility in the column heading enables you to select which courses and training plans are displayed: all, shown in catalog, or not shown in catalog.

4. Filtering by category enables you to display courses and training plans depending on their category. Multiple selection is allowed. You can Select all (at the top of the list) or No Category (at the bottom of the list).

5. Enter all or part of the title of course or training plan, or the name of a category, to search for the relevant training. As you enter the search string, you'll see only the training that matches the search parameters.

Waiting list

Overview

Selecting the Waiting list filter displays courses for which users are on a waiting list. The number of users added to the waiting list is shown in a circle in the Status column. Select this number to open the Waiting list panel, where the names of the users are shown.

Waiting lists are available for active instructor-led training courses only.

To manage the waiting list of the course, its sessions, and its session groups, select the relevant course to open its Course management panel, then select one of the following options:

• Waiting list. This option is available when Automatic is selected from the Waiting list drop-down in course settings. This action link redirects you to the Waiting list panel of the course, where you can register users for the requested session groups or standalone sessions, or remove them from the waiting list. The Waiting List panel differs depending on the enrollment type. For more information, continue reading the following sections in this article.
• Manage Waiting List. This option is available when Admin-managed is selected from the Waiting list drop-down in course settings. This action link takes you to the Waitlist panel of the course, where admins can manually add users to the waiting list, register users for sessions and groups of sessions, move users between sessions, and remove users from the waiting list. For more information about how admins can manage waiting lists manually, see Manage waiting lists manually.

Single group or standalone session enrollment type

For courses of the Single group or standalone session enrollment type, the Waiting list panel shows the following information:

1. The All course sessions drop-down list. The default value is All course sessions, which shows all waiting list requests from users for all sessions and session groups of the course.

From the drop-down list, you can select a session or session group to show users from the waiting list for that session or session group.

2. The following columns:

• Name. Displays the names of users who requested enrollment in the course, its session, or session group.
   
• Date and time. Shows the date and time of the user's request.
   
• Course session. Shows the date and time of the session for which the user is on the waiting list. If the title was provided, the title of the session or session group will be displayed instead.
   

To manage waiting list requests:

1. Select the relevant user. The Actions panel opens.

2. Check the session or session group for which the user chose to register. You can select another session or session group from the Selected Session to Enroll drop-down.

3. Select the relevant action:

• Enroll User in Selected Session. Register the user for the selected session or session group.
  If there are no available seats, a message will inform you that the session or session group is full and you'll need to confirm registration.
   
• Remove User from Waiting List. Remove the user from the waiting list of the session or session group.

All groups and standalone sessions enrollment type

For courses of the All groups and standalone sessions enrollment type, the Waiting list panel shows two columns:

Name. The name of the user who submitted a request to enroll in the course and register for all of its available sessions and session groups.

Date and time. When the user's request was submitted.

To manage waiting list requests:

1. Select the relevant user. The Actions panel opens.

2. Select the relevant action:

• Enroll User in Course. Enroll the user in the course and register them for all available sessions and session groups. 
  If there are no available seats, a message will inform you that the course is full and you'll need to confirm course enrollment and registration for all available sessions and session groups.
   
• Remove User from Waiting List. Remove the user from the waiting list of the course.

Multiple groups or standalone session enrollment type

For courses of the Multiple groups or standalone sessions enrollment type, the Waiting list panel shows three columns:

Name. The name of the user who submitted a request to register for standalone sessions and session groups.

Date and time. When the user's request was submitted.

Course sessions. Shows the List of Sessions link, with the number of standalone sessions and session groups for which the user is on the waiting list displayed in brackets.

Select the List of Sessions link to see the sessions, their start and end dates, time zone, and location. Expand a session group to see information about its sessions.

To manage waiting list requests:

1. Select the relevant user. The Actions panel opens.

2. Select the relevant action:

• Enroll User in Course. Register the user for the selected standalone sessions and session groups.
  If there are no available seats in any of the standalone sessions and session groups, a message will inform you that the sessions or groups are full and you'll need to confirm registration.
   
• Remove User from Waiting List. Remove the user from the waiting lists of all standalone sessions and session groups of the course.

Manage waiting lists manually

When you select an instructor-led training course that has an admin-managed waiting list, the Manage Waiting List action opens the Waitlist panel of the course. Here, admins can manually manage the waiting list by adding users to it, registering users for sessions and groups of sessions, moving users between waiting list sessions, and removing users from the waiting list.

The Waitlist panel shows all the users on the waiting list for the course. How the information is presented and the features available depend on the enrollment type of the course.

For courses of the Single group or standalone session and Multiple groups or standalone sessions enrollment types, you can filter the information via the Waitlist type drop-down: All learners, Any session, or Specific session. For courses of the All groups and standalone sessions enrollment type enrollment type, the Waitlist type defaults to All learners and is grayed out.

The Waitlist column shows the number of people on the waiting list. The Capacity column shows the number of filled seats for each session, out of the maximum number of attendees for the session.

For admin-managed waiting lists, when a seat becomes available, it is marked as available; users on the waiting list aren't automatically enrolled in the course.

Example of the Waitlist panel for instructor-led courses of the Single group or standalone session enrollment type.

Example of the Waitlist panel for instructor-led courses of the Multiple groups or standalone sessions enrollment type.

Example of the Waitlist panel for instructor-led courses of the All groups and standalone sessions enrollment type.

Add a user to the waiting list

1. From the Waitlist panel, select Add to waiting list. The Add to waiting list panel opens.

2. In the Search for users field, enter the names of the users you want to add to the waiting list.

3. For courses of the Single group or standalone session and Multiple groups or standalone sessions enrollment types, you can select the waiting list session or session group to which you want to add the users from the Set waitlist type drop-down list. If you don't want to add them to a specific session or session group, you can add them to the course level waiting list instead by selecting Any session. Only future sessions and session groups are available.

4. Select Add to waiting list. The selected users are added to the selected session or session group and are displayed on the Waitlist panel.

When an admin adds a user to the waiting list, the user receives the Addition to waiting list by admin confirmation notification if this notification is enabled.

The Waitlist panel refreshes. The color indicator in the Capacity column shows whether sessions or session groups are under capacity (green) or capacity is reached or exceeded (red).

Register a user for a session

1. From the Waitlist panel, select the users you want to register for a session. The Actions panel opens.

2. For courses of the Single group or standalone session and Multiple groups or standalone sessions enrollment types, select the session or session group to which you want to register the users from the Selected session drop-down list. This can be different to the waiting list session or session group they are currently in. Only future sessions and session groups are available.

The number of learners already enrolled in the course and registered for this session or session group out of its capacity is displayed below the Selected session drop-down list, for example 1/5 seats filled. If the capacity is already reached or exceeded, this information is displayed in red text.

3. Select Enroll to session.

If this action won't exceed the capacity, the selected users are enrolled in the course, registered for the selected session or session groups, and removed from the waiting list.

If this action will cause the capacity to be exceeded, the Session capacity will be exceeded dialog opens. Select OK to register the user for the selected session or session group despite this warning, or Cancel.

If you selected Any session from the Selected session drop-down list, Enroll to session will be grayed out.

Move a user to a different session

1. From the Waitlist panel, select the users you want to move to a different session. The Actions panel opens.

2. For courses of the Single group or standalone session and Multiple groups or standalone sessions enrollment types, select the session or session group to which you want to move the users from the Selected session drop-down list. Only future sessions and session groups are available.

The number of learners already enrolled in the course and registered for this session or session group out of its capacity is displayed below the Selected session drop-down list, for example 1/5 seats filled. If the capacity is already reached or exceeded, this information is displayed in red text.

3. Select Move to session. The selected users are moved to the waiting list of the select session or session group, regardless of its capacity.

The Waitlist panel refreshes. The color indicator in the Capacity column shows whether sessions or session groups are under capacity (green) or capacity is reached or exceeded (red).

Remove a user from the waiting list

This action can't be undone.

1. From the Waitlist panel, select the users you want to remove from the waiting list. The Actions panel opens.

2. Select Remove from waiting list. The Remove learners from waitlist? dialog opens.

3. Select OK. The users are removed from the waiting list. Alternatively, select Cancel.

Request(s) for Sessions

The Request(s) for Sessions filter is shown for active instructor-led training courses. Select this icon to show courses that have pending user requests, along with the number of requests.

When you select the filter, you will also see the number of enrollment requests next to the learner’s name.

To manage user requests:

1. Select the relevant course. The Course management panel opens.

2. Select Request(s) for Sessions. The Request(s) for Sessions panel opens. Information is presented in the following columns:

• Name. Displays the name of the user who sent the request.
   
• Date and time. When the user's request was sent.
   
• Message. The message that the user sent.

3. Select the relevant requests. To select all the requests, select the checkbox next to the Name column heading. The Actions panel opens.

4. Select the required action:

• Send Email Message. For more information about sending emails to users, see this article.
   
• Delete Request(s) for Sessions. The selected requests will be deleted. This action can't be undone.

Enrollment Requests

The Enrollment Requests filter shows active courses and training plans that have pending enrollment requests. The number of pending enrollment requests is shown on the filter.

Any courses and training plans that have pending enrollment requests are displayed with a red exclamation mark next to their title.

To view training enrollment requests, select the relevant course or training plan to open its management panel, then select Approve Enrollments. The Approve Enrollments panel opens.

For more information about pending enrollment requests, and how to approve or reject them, see this article.

Provisioning

The Failed provisioning filter shows active courses and training plans for which provisioning has failed.

Any courses and training plans that are currently being provisioned are displayed with a spinning wheel icon next to their title. Select the spinning wheel icon to show the current provisioning status, the date the provisioning started, the current operation, and the progress indicated as a percentage.

Review attendance

The Review attendance filter shows active instructor-led training courses that contain sessions requiring attendance review. This filter will be displayed only when there are courses that contain sessions of a course that require attendance review for at least one participant. The number of courses with such sessions is shown on the label.

For information about automatic attendance registration based on Teams participation information, see this article.

View deleted (archived) training

Required role: catalog admin.

When catalog admins delete training, they can choose between delete (archive) and purge, depending on whether the item might be needed again. Course admins can delete training but not purge.

When you delete training, the course is removed from active use on the Training Management page. 

Catalog admins can switch between active and deleted training using the toggle in the top right-hand corner of the page:

• Turn the toggle off to view deleted (archived) courses and training plans.
• Turn the toggle on to return to active training.

The toggle label changes based on the current view, indicating which view you can switch to next. The toggle labels are Switch to deleted (archived) and Switch to active.

When catalog admins purge training, this permanently deletes the training and all its associated data.

For information about how to delete training:

• See the Delete (archive) section in this article for e-learning courses.
• See the Delete (archive) section in this article for instructor-led training courses.
• See the Delete (archive) section in this article for training plans.

To view deleted (archived training), catalog admins follow these steps:

1. Go to the Learn365 Admin Center > select a catalog > Training Management. The Training Management page opens, where you can see all the active courses and training plans in the catalog.

2. On the Training Management page, use the toggle in the top right-hand corner to switch to the deleted training view. All deleted courses and training plans in the catalog are displayed. 

You can search, sort, and filter deleted training in the same way you can for active training.

Available actions for deleted training

• Course progress or Training plan progress (read-only view)
• Course reports
• Purge (catalog admins only)

Purge training

Required role: catalog admin. 

You can permanently delete training and all its associated data from Learn365 via the deleted training view.

1. Select the courses and training plans you want to purge. The name of the panel that opens depends on the training you selected.

2. From the opened panel, select Purge. The Confirmation dialog opens.

The confirmation message explains what will be permanently deleted if you purge the training. Read the message carefully.

3. If you agree to purge training, select the I understand that this action can't be undone checkbox, then select Purge. Alternatively, select Cancel.

Management panels 

To manage courses and training plans, course and catalog admins select the relevant course or training plan on the Training Management page to open the Course management panel or the Training Plan Management panel respectively.

For more information about the actions available from the Course management panel:

• See this article about how to create, edit, and delete e-learning courses.
• See this article about how to create, edit, and delete instructor-led training courses.

For more information about the actions available from the Training Plan Management panel, see this article about how to create, manage, and delete training plans.