The Learn365 app in Microsoft Teams and its functionality

Introduction to the Learn365 app in Microsoft Teams

After the Learn365 app is added to Microsoft Teams, it brings the entire learning experience to Microsoft Teams.

Users can find, take, and track courses and training plans directly in Teams, as well as use the regular Learn365 chatbot to explore the catalogs they have access to. Course and catalog admins can access all relevant administration tools from the context of Microsoft Teams.

When the Learn365 app is added to Teams, users can access the full featured Learn365 app from the app navigation bar of Teams with the static tabs: Learn, Dashboard, Catalog, Learn, Chat, and About.

However, the app also brings integrated functionality to Teams and, for example, makes it possible to add a catalog or specific training as a tab of a team in Teams as well as enabling users to share specific training in Teams conversations.

In this guide, we'll go through the interface and functionality of the Learn365 app in Microsoft Teams.

 

The Learn tab

In the Learn tab, users can engage with courses and training plans. By default, the Learn tab displays the course or training plan that was most recently opened.

 

 

If no training is displayed:

• Go to either the Dashboard or Chat tab to find the relevant course or training plan.
  
  
• Or, in the Learn tab, select the training that the user has recently enrolled in but hasn't completed from the list.

After selecting any course or training plan, the Learn tab shows it as the most recently opened one.

 

The Dashboard tab

The Dashboard tab in the Learn365 app provides users with access to My Training Dashboard and Line Manager Dashboard from the Learn365 app in Microsoft Teams and includes all the functionality of these interfaces.

When line managers open the Line Manager Dashboard in the Learn365 app in Microsoft Teams app for the first time, it opens in the All Catalogs view. When a line manager selects a specific catalog from the drop-down list, this catalog will open the next time they open the Line Manager Dashboard.

By default, the Leaderboard section is switched off in the Dashboard tab in Microsoft Teams. Users with the LMS admin role can configure the display of left-side menu items in the Settings tab.

 

 

The Catalog tab

Tab overview

The Catalog tab in the Learn365 app enables users to view the catalogs they have access to and includes all the functionality of the course catalog page interface. 

 

 

Users can select what view to use - card, list, or calendar view. Any of the views enable you to open the training details side panel and navigate to the training home page. Find more information about the available views in this article.

Here is an example of a calendar view.

 

 

Catalog admins can manage the catalog web part settings by selecting the Web part settings link on the Catalog tab. Changes made to the catalog web part settings are applied only to the selected catalog. Find more information about configuring catalog web part settings in this guide.

 

 

Course and catalog admins can access the Learn365 Admin Center via a direct link on the Catalog tab. The Learn365 Admin Center opens under the Manage tab, where you can proceed with the relevant actions.

 

 

The Catalog tab displays the name of the catalog, as well as all the courses and training plans of the selected catalog. Find more information about how users search for courses and training plans and enroll in them in these guides.

If users have access to several catalogs in their organization, they can navigate between them. To do this, on the Catalog tab, select Change and, from the drop-down menu, select the relevant catalog or enter its URL.

If a user only has access to one catalog, they're automatically redirected to this catalog without having to select it first.

Find more information about how to switch between available catalogs in the following section.

 

Navigate between catalogs

The Catalog tab displays the name of the catalog, as well as all the courses and training plans of the selected catalog.

If a user has access to only one catalog, they're automatically directed to this catalog without having to select it first.

 

 

Users who have access to more than one catalog can switch between them. To do this, on the Catalog tab, select Change and, from the drop-down menu, select the relevant catalog or enter its URL. After a catalog is selected, use Select to confirm the action.

 

 

The selected catalog is displayed in the Catalog tab, with a list of all its available courses and training plans.

If users don't have the necessary permissions to select a particular catalog, they see an access denied message when they try to select it. Users can use the Chat, Dashboard and Learn tabs to find and access training available to them.

Catalog and course admins can also switch between catalogs from the Manage tab of the Learn365 Admin Center—in both the Training Management and Users sections. Selecting a catalog from the drop-down menu redirects them to the relevant section of the selected catalog (Training Management or Users).

On the Manage tab, catalog admins with an LMS admin role assigned to them can see and select All Catalogs in the catalog switcher to be redirected to the Course Catalog Management page, which displays all the catalogs the user has access to. This page also provides catalog administration options.

 

 

The Chat tab

Overview

The Chat tab allows users to interact with the standard Learn365 chatbot. With the use of specific commands, users can discover courses and training plans from the catalogs they are permitted to access.

In Microsoft Teams, the regular Learn365 chatbot is the default option available to users in the Chat tab. However, when the Learn365 AI-powered chatbot is activated in Learn365, it'll be the only available chatbot for users. For more information about how users may apply the AI-powered chatbot functionality, see this article.

The regular Learn365 chatbot can be reached in two ways:

• Open the Learn365 app in Teams and navigate to the Chat tab.
  
  
• Go to the conversation with it via the Teams chat.

The regular Learn365 chatbot only speaks and understands English in conversational-style interactions.

To see a list of regular Learn365 chatbot commands in the Chat tab:

• Place the cursor in the message field at the bottom of the tab to display a list of active bot commands. Select the relevant one from the list to activate it.

   

  

   

• On the welcome card, select the relevant command - Show My Training, Find Training, or Help. If you don't see the welcome card, type Help and press Enter to call it. Type the relevant command in the message field at the bottom of the tab to activate it.

  On the welcome card, select Help to see the list of available commands. Commands aren't clickable. Type the relevant command or copy and paste it.
  
  

• Enter Hi or Hello in the message field at the bottom of the tab to call up the welcome card. Select the relevant command from the welcome card - Show My Training, Find Training, or Help.

  

 

List of the regular Learn365 chatbot commands

Here, you'll find a list of the regular Learn365 chatbot commands that you can use.

 

Hi/Hello/How are you

Initially, the welcome card displays three commands: Show My Training, Find Training, and Help.

 

 

Help

The help card with the list of commands is displayed. Enter the relevant command in the message field at the bottom of the tab to activate it.

 

 

Show My Training

The card displays all courses and training plans across all catalogs the user has access to. There are two commands and three filters available.

 

 

• Show All my Training. Displays all courses and training plans the user is enrolled in, with the total number shown in brackets. Courses and training plans are combined in a training card carousel, with a maximum of 10 courses and training plans in a carousel. Select View Course/View Training Plan to open the training in the Learn tab.

   

  

   

• Filter by training type. Select one of the parameters from the drop-down list: All Types, e-Learning, Instructor-Led Training, or Training Plans.

  

 

• Filter by categories. Select All Categories or one of the categories from the drop-down list.

  

 

• Filters by progress status. Select one of the progress statuses from the drop-down list: All Statuses, Not Started, In Progress, or Completed.

  

 

• Show me Selected Training. When filtering parameters are set, select Show me Selected Training to display the results. Courses and training plans that match the filters applied are displayed in the training card carousel, with a maximum of 10 courses and training plans in a carousel. Select View Course/View Training Plan to open the training in the Learn tab.
  
  

Find Training

This card enables users to define a specific catalog and then shows all of its available courses and training plans.

 

 

 

After a catalog is selected, a card displays two commands and two filters. By applying filters, users can narrow down their search for specific training.

 

 

• Show All Training. Shows all courses and training plans of the selected catalog, with the total number shown in brackets. Courses and training plans are combined in a training card carousel, with a maximum of 10 courses and training plans in a carousel.
  
  
• Filter by training type. Select one of the parameters from the drop-down list: All Types, e-Learning, Instructor-Led Training, or Training Plans.
  
  
• Filters by categories. Select one of the categories from the drop-down list.
  
  
• Show me Selected Training. When filtering parameters are set, select Show me Selected Training to display the results. Courses and training plans that match the filters applied are displayed in the training card carousel, with a maximum of 10 courses and training plans in a carousel.

   

  

   

Show e-Learning

This command displays a carousel with all e-learning courses from the catalog selected via the Find Training command in the Chat tab, regardless of the catalog selected in the Catalog tab. To search for e-learning courses from a different catalog, you should first configure the catalog in Find Training.

 

 

Show Instructor-Led Training

This command displays a carousel with all instructor-led training from the catalog currently selected via the Find Training command in the Chat tab, regardless of the catalog selected in the Catalog tab. To search for instructor-led training from a different catalog, you should first configure the catalog in Find Training.

 

 

Show Training Plans

The carousel displays all training plans from the catalog currently selected via the Find Training command in the Chat tab, regardless of the catalog selected in the Catalog tab. To search for training plans from a different catalog, you should first configure the catalog in Find Training.

 

 

Show Training Categories

This card displays all the categories used in the catalog currently selected via the Find Training command in the Chat tab, regardless of the catalog selected in the Catalog tab. To search for categories from a different catalog, you should first configure the catalog in Find Training. Categories are displayed in blocks of six.

 

 

The Manage tab

With the Learn365 app in Microsoft Teams, catalog and course admins can access administration tools that are found in the Learn365 Admin Center, from the context of Microsoft Teams.

The tools are available from the Manage tab in the Learn365 app.

The first time you open the tab, you need to sign in to confirm you have the necessary permissions to access the management tools.

 

 

If you don't have the necessary permissions, you'll see an access denied message in the Manage tab.

After having successfully signed in, you see the Learn365 Admin Center in the Manage tab.

 

 

From the Learn365 Admin Center, you can create, manage, and delete courses and training plans, manage learners and training content, etc.

 

All course and training plan management actions on training home pages, which are opened in the Learn tab, are also available and redirect you to the Manage tab in Microsoft Teams.

 

 

Catalog and course admins can switch between catalogs from the Manage tab of the Learn365 Admin Center—both in the Training Management and in the Users sections. Selecting a catalog from the drop-down menu redirects you to the relevant section of the selected catalog (Training Management or Users).

If users don't have the necessary permissions to select a particular catalog, they see an access denied message when they try to select it.

Catalog admins with an LMS admin role assigned to them can see and select All Catalogs in the catalog switcher to be redirected them to the Course Catalog Management page, which displays all catalogs the user has access to and provides catalog administration options.

 

 

The About tab

From the About tab, users can get a brief overview of the Learn365 functionality, current version, contact information, and quick links to the Learn365 Website, Privacy policy, and Terms of use.

 

 

Add Learn365 functionality as a tab in a Teams channel

General flow

You can add a specific course or training plan, a catalog, and My Training Dashboard as tabs at the top of a channel in Teams.

To pin this functionality at the top of your channel:

1. Choose the team to which you want to add the tab and on the tab links header, select the plus sign and add the Learn365 app. Find and select the Learn365 app.

 

 

2. After selecting the Learn365 app, you can configure what you want to pin at the top of your channel - specific training, a catalog, or My Training Dashboard.

 

 

3. Configure the fields and Save to apply your changes.

Now, you have a specific training, catalog, or dashboard as a chat in Teams and all its options are available from a team in Microsoft Teams.

 

 

Pin training

To pin a specific course or training plan at the top of a channel, follow the steps described in the general flow and configure the fields as follows:

1. Under View, select Specific Training to feature a specific course or training plan in the team.

2. In the Training Title or URL field, find the relevant course or training plan by searching for it in the drop-down list, entering its title, or pasting a valid site URL. A tooltip over the training informs you which catalog it's in.

 

 

3. The Tab name field is automatically completed with the title of the selected training. You can change the name of the tab displayed in the team.

 

 

4. Save your changes. If Save is disabled, check that all the fields are completed.

 

Pin catalog

If you don't have access to a catalog, you can't pin this to a Teams channel.

To pin a specific catalog at the top of a channel, follow the steps described in the general flow and configure the fields as follows:

1. Under View, select Course Catalog to feature a catalog in the team.

2. In the Course Catalog Title or URL field, find the relevant catalog by searching for it in the drop-down list, entering its title, or pasting a valid site URL.

3. The Tab name field is automatically completed with the title of the selected catalog. You can change the name of the tab displayed in the team.

 

 

4. Save your changes. If Save is disabled, check that all the fields are completed.

 

Pin My Training Dashboard

To pin a specific catalog at the top of a channel, follow the steps described in the general flow and configure the fields as follows:

1. Under View, select Dashboard to feature My Training Dashboard in the team.

2. The Tab name field is automatically completed with the default Dashboard. You can change the name of the tab displayed in the team.

 

 

3. Save your changes. If Save is disabled, check that all the fields are completed.

 

View training

In Microsoft Teams, there are several ways to view the courses and training plans. You can search for the relevant course or training plan in the Teams search box, employ the Learn365 chatbot, or find the training from the Dashboard tab.

 

Via Teams search box

To find a course or training plan via the Microsoft Teams search box, type /Learn365 in the command box at the top. This filters the view to display content from Learn365 only.

Start typing the title of the course or training plan you want to view and select it, or press enter to view the training in Microsoft Teams.

From this view, you can see information about the training and start it.

 

 

Via the Learn365 chatbot

Go to the Chat tab to open the conversation with the Learn365 chatbot.

In Microsoft Teams, the regular Learn365 chatbot is the default option available to users in the Chat tab. However, when the Learn365 AI-powered chatbot is activated in Learn365, it'll be the only available chatbot for users. For more information about how users may apply the AI-powered chatbot functionality, see this article.

 

Via the Dashboard tab

On the Dashboard tab, select Training from the left-side navigation to search for and filter relevant courses and training plans in the same way as you would do in the web version of Learn365.

 

 

Share training

Share training in a team

Using the regular Learn365 chatbot, you can find courses and training plans, and share them in a conversation in a team in Microsoft Teams. Type /Learn365 in the message field of the team and then enter the name of the training to ask the regular Learn365 chatbot to find it. The search runs on the catalog that's selected via the Find Training command.

 

 

From the message where the training is shared, users can select View Course/View Training Plan to open it in the Learn tab.

 

 

Share training in a conversation

To draw your colleagues’ attention to a particular course or training plan, you can share it directly in a conversation.

 

To share a course or training plan in a conversation:

1. Go to the chat (either a personal chat or team chat) where you want to share a specific course or training plan. Select the plus icon, and select Learn365 from the list of apps. Enter Learn365 in the search field if you don't see the app on the list.

 

 

2. Select the relevant course or training plan from the list or start typing its title in the search field to narrow the search, then select the relevant one.

 

 

The course or training plan is now shared with your colleagues, who can select View Course/View Training Plan to open it in the Learn tab.

 

 

Start a group chat about training

To start a conversation about a particular course or training plan, the course or training plan needs to be added as a tab in a Teams channel.

After training is pinned in the team channel, it's displayed as a tab in the top bar and the Show tab conversation tab becomes available on the right-hand side. Now, you and your fellow course or training plan participants can start a conversation about the pinned course or training plan. Posts in this conversation will also show in the main channel.

 

 

Reach out to training contacts in Teams

To start a conversation with the course or training plan contact person, either go to the training home page in the Learn tab or the training card in the Catalog tab. Select the contact person you want to reach out to. You'll be directed to a chat with the contact person directly in Microsoft Teams. This enables users to intuitively stay in the context of Teams for an enhanced learning experience.

Users can only start a conversation in Teams with training contact persons that are Microsoft Teams users.