Create training plans

Introduction

With the LMS365 (Learn365) training plans functionality, you can combine courses into training plans and create unique training programs for learners.

This article describes step-by-step how the catalog admin can create training plans in LMS365 (Learn365).

Scroll the article or watch the video (the article includes more information).

 

 

Where to start

Required role: catalog admin. Training plan admin can edit and manage a training plan after it's created.

 

NOTE   

 

To create a training plan, go to the Learn365 Admin Center > Training Management > Create training.

A course configuration panel opens, and this will guide you through each step of the course creation process. After you select Training Plan as a training type, the configuration panel changes to the following four sections displayed—Basic details, Courses, Settings, and People.

 

NOTE   

You can also quickly create a training plan by duplicating an existing, similar one from within the same course catalog, then editing a few settings. For this, you should use the Create training plan copy option of the relevant training plan. For more information, see this article.

 

Create training plan

 

Set up the training plan

Required role: catalog admin. Course admin can manage training plan details as well but after the training plan is created.

When you create or edit a training plan, the configuration takes place in the training configuration panel, which consists of four sections:

This configuration panel also includes the Create/Save and Publish training actions 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 role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

Under the Basic details section, complete the initial information about the training plan. Fields marked with an asterisk are required.

 

Select course type

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

Select the Training Plan 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.

 

Name and Web address

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

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

The web address of your training plan 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 and training plans are created as pages at the root of the SharePoint course catalog site.

If you edit the web address of a training plan after the training plan has been created, the previous training plan 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

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

Use this field to provide a text-only description of the training plan. This is displayed in the catalog List view, on the training plan 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

Required role: catalog admin. Training plan admin can manage training plan details as well, but only after the training plan is created.

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

A rich text editor is available, using which you can insert media, images, or files from your local computer, to enrich the course description. 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 information on how you can style and format the Long Description, see this article.

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

 

Categories

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

To add already created categories and subcategories to the current training plan 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 training plan home page, subcategories are displayed without the parent category.

To create a category from a training plan, 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 training plans. A new category created from a training plan is added to this training plan and to the list of categories of the current catalog only when you save the training plan used to create the category. 

For more information about how to create, edit and manage categories in this article.

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

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

 

Tags

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

Adding training plan tags enhances the search experience. When searching for these keywords in the course catalog page, training plans 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 training plan or apply existing tags to the training plan.

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

To create a tag from a training plan, 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 training plan is added to this training plan and to the list of tags of the current catalog only when you save the training plan used to create the tag.

For more information about how to edit, delete, and view tags in use on the catalog level visit this article.

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

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

 

ID

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

 

Duration (standard format)

Required role: catalog admin. Training plan admin can manage training plan details as well but only after the training plan is created.

If the Duration (standard format) field is completed for the training plan, this value will be displayed on the training plan home page in the Information block and on the relevant training plan card on the course catalog page. If the field is left blank, no values will be displayed neither on the training plan home page nor on the course catalog page.

The Duration (standard format) field value doesn't replace the Duration field value and is displayed before the Duration field value (if specified).

If both the Duration (standard format) and Duration fields contain a value, both values are displayed as in the image below.

 

duration_of_training_plan.png

 

 

There are two options the standard duration of a training plan can be set:

  • Automatically calculated 

Starting from the June 2023 release, the Duration (standard format) value of newly created training plans is automatically populated with the combined total of the Duration (standard format) fields of all the courses included in this training plan. If none of the courses that are included in the training plan have a standard duration set, the training plan Duration (standard format) field value remains empty. 

Before adding courses to the training plan, the field remains empty.

The training plan Duration (standard format) field can be still edited. This is helpful when not all courses within the training plan have the Duration (standard format) field completed, or you'd like to specify a different value than the automatically calculated one.

The Duration (standard format) value is automatically changed and recalculated only when you add or deleted a course from a training plan:

  • When courses are deleted, recalculation is based on the total of the standard duration field values of the remaining courses in the training plan that have a standard duration specified. If none of the remaining courses have a standard duration set, the training plan Duration (standard format) value will be empty.
  • When courses are added, the recalculated standard duration of the training plan will include the specified standard duration values of the added courses.

Changing the Duration (standard format) value in a course included in a training plan doesn't trigger recalculation of the training plan standard duration time. Where this happens, you should manually edit the value of the training plan standard duration according to the changes made.

 

NOTE   

For training plans created before the June 2023 release:

  • The Duration (standard format) value of the existing training plans created before the June 2023 release will be automatically changed only when you add or delete courses in this training plan. Otherwise, the specified value is retained if it was previously set manually.
  • When you add or delete courses in the training plan, the standard duration time will be automatically recalculated as described above. The new value will be displayed and overwrite the previously specified standard training plan duration if there was any.

 

  • Manually set 

You can manually specify the standard duration of the training plan regardless of whether the time is automatically calculated.

For this, specify the exact duration of the training plan in a standard format (00d : 00h : 00m). This is displayed as "xx days xx hours xx minutes" on the training home page and on the course catalog page.

The maximum values you can enter are 99d : 23h : 59m. Only the values recorded are displayed on the training home pages.

 

EXAMPLE

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

If you set "02d : 00h : 45m", it'll be displayed as "2 days 45 minutes", hours aren't mentioned in this case.

 

The manually set Duration (standard format) value is automatically replaced by a new value when you add or deleted a course from a training plan. To display the required training plan standard duration, edit the Duration (standard format) field after you add or delete courses in the training plan.

  • When courses are deleted, recalculation is based on the total standard duration values of the remaining courses in the training plan with the specified standard duration. If all remaining courses have no set standard duration time, the training plan Duration (standard format) value becomes empty.
  • When courses are added, the recalculated total standard duration of the training plan will include the specified standard duration values of the added courses.

Changing of the Duration (standard format) value in a course included in a training plan doesn't trigger automatic recalculation of the training plan standard duration time. As a result, the manually set training plan standard duration won't be changed. In this case, you should manually edit the value of the training plan standard duration time to adjust to the course changes.

 

NOTE   

For training plans created before the June 2023 release:

  • The Duration (standard format) value of the existing training plans created before the June 2023 release will be automatically changed only when you add or delete courses in this training plan. Otherwise, the specified value is retained if it was previously set manually.
  • When you add or delete courses in the training plan, the standard duration time will be automatically recalculated as described above. The new value will be displayed and overwrite the previously specified standard training plan duration if there was any.

 

Duration

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

Specify the approximate duration of the training plan in a free format, for example, "approx. 2 hours", " 4 courses, each for 1 hour". The duration is displayed on the training plan home page and on the course catalog training card.

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.

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.

 

Thumbnail Image

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

The thumbnail image is used in the preview of the training plan, 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 training plan home page.

To add a thumbnail image, Select image to open the Course catalog and 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.

 

thumbnail_image_for_training_plan

 

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 training plan, open the Course catalog and site image library and deselect the image that's 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 (Learn365) 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'll see the message: "You can't delete this image. It is in use".

 

Banner Image

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

A default image can be set by the course catalog admin in the Learn365 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.

A catalog or course admin can change the training plan banner image when creating or editing the training plan.

To add a banner image, Select image to open the Course catalog and 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 training plan.

 

banner_image_for_training_plan

 

We recommend using images with a width of 1236 pixels and in the following formats: PDF, SVG, PNG, JPEG.

LMS365 (Learn365) 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's shared within the whole catalog and can be used by all 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 training plan, open the Banner image library. The image used as the banner image of the training plan is displayed above all the uploaded files as a preview and has a blue check mark and a blue frame. Deselect the file that's currently used as the banner image for the training plan. The preview at the top becomes empty with No image selected displayed. Save to apply the changes. Training plans with no banner image applied have only the thumbnail image displayed on the training plan home page.

 

no_banner_image_for_a_training_plan

 

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'll 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.

 

Courses

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

In the Courses section, you can add and manage training plan content—courses. It's good practice to include at least two courses in a training plan.

 

Courses section overview

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

The Courses section has columns with the information about the added courses and an action column that enables the setting of course prerequisites. These columns aren't clickable and can't be used for sorting.

 

overview.png

 

  • Name. Shows the name of the course. This name is visible in the Content section of the training plan home page and in the list of courses on the training details on the course catalog page.

  • Status. Shows the publishing status of the course and can be published, unpublished, scheduled, or ended.

  • The source of the imported content package. This column is displayed only if the training plan contains courses that are imported from Go1 and LinkedIn Learning.
  • Categories. Shows the categories applied to the courses if any are set. Hover over the applied categories to see the entire list of categories.

  • Required for Completion. Shows if the course is set as required for the training plan completion. Find more about the training plan completion settings in the relevant section of this article.

  • Course admins. Shows the users assigned as course admins in the course settings. The user who created the training plan doesn't become a course admin of the courses included in this training plan.

  • The lock icon (prerequisites). Shows the presence of preconditions for the course. Catalog and course admins can set prerequisites by locking courses for learners until all preceding courses have been completed by learners. By locking courses, the admin controls the order in which learners progress through the training plan content. By default, the lock icon is grey and opened for all added course meaning that the course has no prerequisites. The blue and closed lock for the course means that the course is locked for learners before they've completed previous courses. Find more about setting prerequisites for the courses in the relevant section of this article.

 

Add courses

Required role: catalog admin. Training plan admins can manage training plan details as well but after the training plan is created.

To add courses to the training plan:

1. In the Courses section of the training configuration panel, select +Add course. The Add course panel opens where the existing courses from the current catalog are presented in the alphabetical order by course name. New courses can't be created during the training plan creation process. 

You can select all courses from the list by selecting the checkbox right before the Name column.

 

To search for the courses that you want to add to the training plan, you can:

  • Select the column title (except Status). The courses will be reordered in accordance with this column, based on the column's information.

  • Use the Search field. Type words in the search field and the search results will show only these courses that contain the typed words in their titles, categories applied, or admins assigned. You can select all courses from the search results by selecting the checkbox right before the Name column.

  • Use the All Courses filter to find courses that match the selected publishing status and/or training type. From the All Courses filter, select one publishing status (published, unpublished, scheduled, ended) and/or one training type (e-Learning, Instructor-Led Training). Selecting of several publishing statuses and training types isn't available. The filtering results will show only these courses that match the filtering parameters set. You can select all courses from the filtering results by selecting the checkbox right before the Name column.
  • If you've imported Go1 and/or LinkedIn Learning courses, they are branded accordingly in the Add courses panel. You can select the The source of the imported content package column heading to sort the courses according to their source.

 

select_courses.png

 

2. On the Add course panel, select the courses you want to include in the training plan. The selected courses have a blue checkbox next to their name and can be easily found in the Selected tab. To remove courses from the selection, deselect them. 

3. Save to add courses to the training plan.

Courses are added to the training plan in alphabetical order but can be reordered by dragging to the required place in the list of courses.

The imported Go1 and LinkedIn Learning courses are branded accordingly in The source of the imported content package column.

 

added_courses.png

 

4. Repeat steps 1-3 if you want to add more courses to the training plan.

New courses added to the training plan are displayed under the courses that were added previously, in the order in which they were added. But they can be reordered by dragging to the required place in the list of courses.

 

Remove courses

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

To remove courses from the training plan:

1. In the Courses section of the training configuration panel, select the courses you want to remove. The Actions panel opens with the number of selected courses is displayed.

2. On the Actions panel, select Remove from Training Plan. The selected courses are removed without any confirmation message and this action can’t be undone. The training plan is saved automatically.

 

Actions_panel_for_courses

 

3. Repeat steps 1-2 if you want to remove more courses.

 

NOTE   

If a course that forms part of a training plan is deleted from the course catalog, the course will be automatically deleted from the training plan. If the deleted course was the first one displayed in the training plan, the next course in the list will be automatically unlocked (if it was previously locked).

 

Configure completion settings

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

Training plan completion settings enable you to set the conditions under which a training plan is marked as completed.

Marking courses added to the training plan as required for completion enables admins to create unique training programs by promoting important courses and leaving it to learners to take the optional ones.

By default, all courses added to the training plan are set as required for the training plan completion.

To complete the whole training plan, the learner needs to complete all courses of the training plan that are set as required for completion.

Courses set as required for the training plan completion have the information icon next to their title on the training plan home page.

 

the_information_icon.png

 

To configure training plan completion settings:

1. In the Courses section of the training configuration panel, select the course for which you want to configure the completion status. The Actions panel opens with the number of selected courses is displayed.

By default, all courses added to the training plan are set as required for the training plan completion.

2. On the Actions panel, select Set as Not Required for Completion. 

For courses already marked as not required the Set as Required for Completion option becomes available.

If several courses are selected and they have different settings, both actions are available. After you select any of them, this setting is applied to all selected courses.

 


EXAMPLE

If one of the selected courses is set as required for the completion of the training plan and the other isn't, after you select Set as Not Required for Completion, both courses become not required for the completion of the training plan. The same logic is applied if Set as Required for Completion is selected—both courses become required for the completion of the training plan.

Changing_completions_settings_of_a_training_plan

 

3. Save to apply the changes. The courses selected as not required for the training plan completion become optional for the learners to take. And the courses selected as required for the training plan completion become mandatory for the learners to take to successfully complete the training plan.

 

NOTE   

For training plans that are already published and have enrolled learners, changing the training plan completion settings trigger a confirmation message warning you that changes may have an impact on learners who are in progress with completing the training plan. Learners may see changes in what courses are now set mandatory or optional to complete the training plan. To complete the training plan, learners need to complete all courses set as required.

 

Set prerequisites (lock option)

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

Admins can set prerequisites by locking courses for learners until all preceding courses have been completed by learners. By locking courses, admins control the order in which learners progress through the training plan content.

By default, the lock icon is grey and opened for all added course meaning that the course has no prerequisites.

The blue and closed lock for the course means that the course is locked for learners before they've completed previous courses. On the training plan home page, the locked course has a message displayed that the course is locked until all previous required courses are completed.

 

To set prerequisites for a course in the training plan, on the Courses section of the training configuration panel, select the lock icon next to the course. The lock icon for this course becomes blue and closed meaning that the course is locked for learners and to unlock it learners are required to complete the previous courses.

Repeat this for each course of the training plan that you want to set prerequisites for. 

 

NOTE   

  • As the first course in the list of courses can’t have prerequisites, this course can’t be locked. If a locked course is moved to the first position in the list of courses, it automatically becomes unlocked.

  • If a course that forms part of a training plan is deleted from the course catalog, the course will be automatically deleted from the training plan. If the deleted course was the first one displayed in the training plan, the next course in the list will be automatically unlocked (if it was previously locked).

  • For the already published training plans, locking/unlocking of the courses is saved automatically.

  • Learners can't access locked courses of a training plan by a direct link or the course catalog, unless the learner has previously completed the course as a separate training.

 

To ensure courses can only be started in the order they appear in the list you can lock all of them by selecting the top lock icon in the columns bar.

 

prerequisites.png

 

Settings

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

 

Enrollment flow

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

With the help of the Enrollment Flow option, you can regulate the number of learners in a training plan and control the list of participants. The training plan enrollment flow is prioritized over the enrollment flows of the courses included in this training plan.

To configure the flow of enrollment in the training plan, select one of three enrollment flows:

  • Automatic Approval. With the Automatic Approval flow, the system automatically approves the enrollment when a learner enrolls in the training plan. Automatic Approval is set by default.

  • Line Manager Approval. With the Line Manager Approval flow, the system sends the learner's enrollment request to the learner’s line manager, who must then approve or reject the enrollment request. The line manager of a learner is specified in Microsoft Entra ID (Azure Active Directory). Find more about setting up line managers in this article. 

  • Administrator Approval. With the Administrator Approval flow, the system sends the learner's enrollment request to the course admin, who must then approve or reject the enrollment request. Catalog admins can approve or reject the enrollment requests as well.

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

Learners can cancel the enrollment before the request is approved or rejected, if this option is enabled by the course admin. Line managers, catalog and course admins 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

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

With LMS365 (Learn365) Continuing education units (CEUs), you can grant the learner with a number of CEUs for completing the training plan to reward effort and quantify a learner'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 training plan.

 

Show in Course Catalog

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

When this option is toggled Off, the training plan 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 training plan with the Show in Course Catalog option turned off has a closed eye icon eye_closed.png next to it.

 

isn't_shown_in_catalog.png

 

Do not allow unenrollment

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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 learners can't unenroll themselves from the training plan.

 

Show as Mandatory

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

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

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

 

manadatory_training_plan.png

 

The Show as Mandatory option doesn't affect the courses included in the training plan, only the training plan itself. Courses included in the training plan don't become mandatory to complete. In the list of courses added to the training plan, the courses are mark Mandatory only when the Show as Mandatory option is enabled for the course in its individual course settings, regardless the training plan settings.

Also, when the Show as Mandatory option is toggled On for all courses included in the training plan, this doesn't affect the mandatory status of the training plan itself, this training plan doesn't become mandatory to complete.

 

Training Audience Targeting

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

This toggle is Off by default. When this option is toggled Off, all courses and training plans of the 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 Microsoft Entra (Azure Active Directory) and Microsoft 365 groups, to the target audience of the training plan. 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 an information message is displayed.

To add more users, save the training plan and repeat the process.

 

Training plan targeting

 

Once the target audience of the training plan is set, only already enrolled learners, catalog and course admins, and learners of this target audience are able to see and take this training plan

If Course Targeting is enabled in the Learn365 Admin Center > Global Settings, the Training Audience Targeting option also controls which courses and training plans are displayed for which users in a catalog. Find more details about how the training audience and course targeting options work in this article.

 

Due Date

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

The Due date option enables admins to set a date and time for when the training plan must be completed by the learners. 

This toggle if Off by default. When this option is toggled Off, learners can complete the training plan 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 training plan 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 training plan. The due date takes into account the learner's enrollment date and time, as well as the date and time of when the training plan has been published.

    If the training plan is already published at the time the learner is enrolled, the countdown starts from the learner's enrollment date.

    If the training plan isn't yet published when the learner is enrolled in the training plan, the countdown starts from the moment the training plan becomes published.

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

     

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

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

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

See this article for more information on notifications relating to training plans.

 

The due date of the training plan is displayed in the Information section of the training plan home page and on My Training Dashboard.

 

the_due_date.png

 

Certificate

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

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

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 training plan creation. For more details about how to create and edit certificates see this guide.

 

Certificate for training

 

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 training plan 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 training plan that the certificate expires. For each learner the certificate expiry date is based on when the learner completes the training plan, and the countdown starts from the learner's training plan completion date.

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

 

Skill

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

The Skill option enables admins to award skills to learners when they've completed the training plan. 

This toggle if Off by default. When this option is toggled Off, no skills are awarded to the learners on completing the training plan.

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 training plan creation. For more details about how to create, manage and delete skills and skill level sets in this article.

 

Training plan skills

 

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 training plan doesn't have an expiry date.

When the Skill revocation toggle is On, an additional field appears called Set Revocation Date as. Here, 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 training plan that the skill will be revoked. For each learner the skills revocation date is based on when the learner completes the training plan, and the countdown starts from the learner's training plan 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 catalog or course admin makes changes to the Skill 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.

 

Voluntary retake

Required role: catalog admin. Training plan admin can manage the training plan details as well but after the training plan is created.

The Voluntary Retake option controls learners' retake of training to repeat the material of the training plan, 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 training plan but can review the content of this training plan 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. 

 

Forced retake

Required role: catalog admin. Training plan admin can manage training plan settings as well but after the training plan is created.

The Forced retake option enables admins to automatically force the retake of a completed training plan under specific conditions. This toggle if Off by default.

When this option is toggled on, the following fields may be displayed:

  • number of days after completion. To force a retake of the training plan a set number of days after its completion, select this radio button and enter the relevant number of days.
  • a fixed date. To force a retake of the training plan on a fixed date, select this radio button and set the relevant date and time.
  • number of days before certificate expires. This option is available only if a certificate is awarded on successful completion of the training plan and the Certificate expiry option is enabled. To force a retake of the training plan a set number of days before the related certificate expires, select this radio button and enter the relevant number of days.
  • once certificate has expired. This option is available only if a certificate is awarded on successful completion of the training plan and the related Certificate expiry option is enabled. To force a retake of the training plan the certificate expires, select this radio button.

LMS365 (Learn365) will force the training plan retake for learners based on this setting. When the forced retake is initiated, learners will receive a notification if they're enrolled in the training plan and the training plan is active.

For more information about retaking courses and training plans, see this article.

 

Regional Settings

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

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

  • Time Zone. Here, you can set the time zone used when 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 training plan 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 training plan. This setting is used by:
    By default, the First Day of the Week is automatically adjusted to the set Locale settings of the training plan but can be manually changed.
    To configure the first day of the calendar week for the training plan, 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. 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 training plan, 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. 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 training plan, in the End Hour of the Day drop-down list, select the relevant start hour. 

 

People

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

In the People section, you can manage learners and admins of the training plan. Under People, there are two sections:

  • Learners. Here, you can enroll learners in the training plan or unenroll them from it and send emails to the current learners of the created training plan.

  • Administrators. Here, you can assign users as an admin of the training plan or unassign them, and control which admins are displayed to learners on the training plan home page.

 

Learners

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

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

 

To enroll learners in the training plan:

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 of users, Microsoft Entra (Azure Active Directory) groups, Microsoft 365 groups, email-enabled security groups, or Security groups of the users you want to enroll in the training plan. 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 and groups.

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

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.

3. When ready, select Enroll.

To add more than 50 users or 1,500 characters, repeat steps 1-3.

The enrolled users become learners and 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. After the training plan creation, the enrolled group has a number in brackets next to its title that indicates the number of learners in this group.

 

enrolled_learners.png

 

When learners are enrolled in the training plan, they are automatically enrolled in all courses within this training plan.

For details on the training plan enrollment logic, see this article.

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 learner stated in the user's account in Microsoft Entra ID (Azure Active Directory). The enrolled learners are presented in alphabetical order by their first name.

  • Email. Shows the email address of the learner stated in the user accounts in Microsoft Entra ID (Azure Active Directory). This column is empty for the enrolled learners with no email address stated in the user's accounts in Microsoft Entra ID (Azure Active Directory). Email address is used to send emails to learners.

  • Department. Shows learner's department stated in the user accounts in Microsoft Entra ID (Azure Active Directory).

Also, you can use the Search field to find a specific learner among all the enrolled learners. Search runs on learner's name, email address, or department. Typing part of learner's name, email address, or department, you'll 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 available only when the training plan is created. When the training plan is created, catalog and course admins can send email messages to current learners in the training plan, either directly from the Learners section or from the Email Learners option on the Training Plan Management panel. To find more information about how to send emails to the current learners, see this article.

 

 

Unenroll learners from the training plan

For detailed steps on how to unenroll learners from the training plan via the People section of the training plan configuration panel, see this article.

 

Administrators

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

In the Administrators section, you can assign users a training plan admin role or unassign it from them.

By default, the user who created the training plan automatically is assigned as a training plan admin of it.

 

To assign admins to the training plan:

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

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

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

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

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.

3. When ready, select Add.

 

Add_admins_for_tp

 

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

The added users and groups are displayed in alphabetical order, regardless of the order in which they were added. After the training plan creation, the enrolled group has a number in brackets next to its title that indicates the number of users in this group.

 

NOTE   

  • The users assigned as admins of the training plan don't become course admins of the courses included in this training plan.

  • These users who are only assigned as admins of the training plan have a Teacher, not a Learner role in the back end. They can complete the training plan but in the preview mode and their training records aren't counted in the course admin's transcript. Once enrolled in the training plan, their training records of the preview mode are counted and displayed in in the admin's transcript. If these users complete a training plan with a set of courses as a pure training plan admin, their completion records are counted in any other training plans with the same courses without being actually enrolled in them as a learner, only as a training plan admin. Until enrollment, these completion results aren't displayed in the admin's transcript.

 

Information about the assigned admins 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 Microsoft Entra ID (Azure Active Directory). Course admins are presented in alphabetical order by their first name.

  • Email. Shows the email address of the user stated in the user accounts in Microsoft Entra ID (Azure AD). This column is empty for users with no email address stated in the user accounts in Microsoft Entra ID (Azure Active Directory).

  • Department. Shows user's department stated in the user accounts in Microsoft Entra ID (Azure Active Directory).

  • Show on Training Home Page. Catalog and training plan admins can configure which training plan admins are displayed as contacts on the training plan home page.
    • The blue eye icon indicates the admin is shown on the training plan home page.
    • The grey crossed out eye icon indicates the training plan admin is hidden and not displayed on the training plan home page.

    By default, all added training plan admins are displayed as contacts on the training home page.

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

 

To unassign admins from the training plan:

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

2. From the Actions panel, select Unassign.

 

Actions_panel_for_admins

 

NOTE   

When users unassign themselves from the admin role of the training plan, the following happens:

  • If a user is solely an admin of the training plan, a message warns the user that they'll no longer have control over the training plan 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 training plan isn't displayed.
  • Catalog admins retain full access to the training plan management and see all courses and training plans on the Training Management page.
  • If a user solely has an instructor role in a course of the training plan, they can see the training plan on the Training Management page and have limited access to its management.

 

Publish the training plan

Required role: catalog admin. Training plan admin can manage course details as well but after the training plan is created.

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

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

By default, the training plan is unpublished and the Publish training toggle is Off.

When the Publish training option is toggled Off, the training plan status is Not published, it isn't displayed in the catalog but is available for admins to manage from the Learn365 Admin Center.

When the Publish training option is toggled On, the training plan 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.

 

publishing_.png

 

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

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

  • Not published. The training plan has the Publish option toggled Off and isn't displayed in the catalog.

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

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

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

 

NOTE   

To ensure learners have access to all courses in a training plan for the duration of the training plan, the publish dates of all courses in the training plan should match or fall within the training plan publish dates.

It will still be possible to publish a training plan, even if the course publish dates don't match or fall within the training plan publish dates. In this case, you'll be notified if the publish settings of certain courses don't match the those of the training plan.

 

a_note_.png

 

Create the training plan

Required role: catalog admin. Training plan admin can manage training plan details as well but after the training plan is created.

To create the training plan and save your configurations, select Create.

Once selected, the Create action expands and you can either create the training plan or create the training plan and close the training configuration panel.

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

  • Create and close. Selecting Create and close closes the training configuration panel, but the training plan is still under provisioning in the background. You're redirected to the Training Management panel of the Learn365 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 training plan can be created.

 

After selecting Create or Create and close, you'll be informed about the creation of the course and its progress.

 

Notifications_on_training_plan_provisioning

 

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 training provisioning status.

 

training_plan_provisioning.png

 

NOTE   

  • If a large Microsoft Entra (Azure Active Directory) group is enrolled, it might take some time to create the training plan.

  • While the training plan is provisioning, you still can edit the training plan, but you can't view or delete it.

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

  • If any problems occur during training plan provisioning, an unhappy face icon is displayed next to the training plan 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 training plan status has the error "Creation Failed". For further details, contact Zensai Product Support.

 

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

Find directions on how to edit and manage training plans in this article. 

 

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