The course progress dashboard: overview and manage learners’ progress

Introduction

The course progress dashboard provides an overview of learners' progress for a specific course. From here, admins can manage learners' course progress using a range of management tools and download a report that shows additional information about learners' progress with the course. 

This guide covers how to find the course progress dashboard, how to get an overview of the learners' progress for this course, and the tools that are available to admins to manage the progress of learners.

 

How to find the course progress dashboard

Required role: catalog admin or course admin.

There are several ways to get to the course progress dashboard and report:

• Go to the Learn365 Admin Center > Training Management > Select the relevant course> Course Progress.

 

• From the course home page, select Course management > on the Course management panel, select Course progress.

 

This will bring out the Course Progress dashboard, which displays learners' progress with the selected course in a dashboard overview similar to the following image. 

 

 

Overview of the course progress dashboard

The course progress dashboard consists of several sections, each of which shows course progress information for the currently enrolled learners:

• Summary of Progress for Selected Course displays charts with summarized information about learners' progress. Select the expand arrow to expand or collapse the summary information. Selecting Download report enables you to download a report in Excel format that shows course progress data. More information about how to read the data on the dashboard and in the report can be found in this article.

• Below the charts, you'll find the following search and filtering tools:
  • Selecting the Reload icon refreshes the course progress dashboard to show the most up-to-date information.
  • In the Search field, enter all or part of a learner's name to search for a specific learner.
  • The All filter enables you to filter learners according to the selected first letter of their first name.
  • Select a column heading to sort the course progress dashboard by the information in that column.
  • To filter the information in the Status, Completed, and Certificates columns, select the filter icon in the relevant column heading to open the filtering options. The filter in the Status column enables you to filter learners according to the Completed, In progress, and Not started statuses. In the Completed filter, set a date range to filter the information by who completed the course within this period. The Certificates filter enables you to filter learners by who received certificates.

• For instructor-led training with the single- and multiple- enrollment type, the All course sessions drop-down enables you to filter learners further by selecting the relevant course session or a group of sessions. The default All course sessions view displays all the learners of the course, including those who aren't registered for any session or session group. For standalone sessions with a title, the title will be displayed, along with the start date, end date, and the time of the session. For session groups, you'll find the group title, the start date and time of the first session, and the end date and time of the last session in the group.

• To view a learner's progress for each learning item of the course, select the expand arrow next to their name. You can track the progress of individual learning modules, content packages, quizzes, assessments, and attendance. Quizzes and content packages are also displayed, when they form part of a learning module. Progress on other content items of a learning module aren't tracked on the Progress panel but can be viewed via the View Learners' Progress link of the learning module from the course Content section.

• A set of tools enables the management of progress of an individual or multiple learners. For more information, see the next section of the article.

More information about how to read the data displayed on the dashboard and in the downloaded report can be found in this article.

 

 

 

Manage learners' progress

On the course progress dashboard, you'll find the options to manage learners' progress:

• Edit a learner's progress and change the completion status.
• Delete a learner's attempts of a learning item.
• Clear a learner's course progress.
• Force an individual learner to retake a course.
• Force multiple learners to retake a course.
• Purge enrollments.
• Manage a learner's certificates.
• Download the course progress report.

 

Edit a learner's progress and change the completion status

Required role: catalog admin or course admin.

To edit a learner's progress, follow these steps:

1. Start to edit learner's progress in one of two ways:

• By selecting the Edit progress icon in the learner's name row.

 

 

• Select the learner's name to open the Actions panel, where you select Edit progress. This action is available only when an individual learner is selected.

 

2. Using either method, the learner's course progress panel is displayed, from which you can edit the learner's course progress.

The Completed toggle enables you to mark the whole course as completed, regardless of the status of its learning items and attendance (for instructor-led training) and whether these learning items are required for course completion. 

When you drag the Completed toggle to Yes:

• The course will be set as Completed, regardless of the status of its learning items and whether these learning items are required for course completion. 
• The Completion date field opens, where you can manually set the completion date. By default, today's date is shown.
• If the course has set CEUs, the CEUs field will open. Here, you can edit the number of CEUs that learners will acquire upon course completion.

Depending on the course type, the learner's course progress panel may consist of two tabs: Learning items and Attendance. Attendance is available only for instructor-led training.

• In the Learning items tab, you'll see a list of all learning items. The completion status of learning items can be managed from here. To change the completion status of a specific learning item, select the relevant status from the drop-down list.
• In the Attendance tab, you can manage a learner's attendance. The Attendance tab is absent for instructor-led training of the single- and multiple- enrollment types if the learner is enrolled in the course without any session or session group registration. To be able to manage attendance for learners, they'll need to be registered for a session or a session group.

 

 

3. Select Save to save changes. To discard the changes, close the panel.

 

Delete a learner's attempts of a learning item

Required role: catalog admin or course admin.

 

 

By selecting the expand arrow next to a learner’s name, you can see the learner's progress on each learning item in the course.

To delete a learner’s attempt on a learning item, follow these steps:

1. Select Delete attempt (the red cross icon) next to the relevant learning item. This option isn't available for learning items with the Not started status.

 

 

2. In the confirmation dialog, select the relevant option:

• Select All attempts to delete all attempts made by a learner and bring the status of this learning item to Not started. For assessments, it doesn't matter which option you select because assessments can have only one attempt (the current one).
• If the learning item progress shows more than one attempt, the Previous status field displays the relevant information. Selecting the Last attempt will bring the status of the learning item to that of the specified Previous status.

 

 

• When you Delete attendance progress for instructor-led training, attendance will be deleted for all the sessions and session groups for which the learner was registered. The attendance status will change to Not started. This applies to all enrollment types of instructor-led training.

 

Clear a learner's course progress

Required role: catalog admin or course admin.

When you clear course progress, the course status and individual learning items change to Not started. This action also deletes a learner’s most recently acquired certificate (if there are several certificates) and granted skills.

To clear a learner's course progress, follow these steps:

1. Start to clear course progress in one of two ways:

• Select Clear progress (the red cross icon) in the learner's name row. 

 

• Select the learner's name to open the Actions panel, where you select Clear progress. This action is available only when an individual learner is selected.

 

2. Using either method opens the Clear progress panel. This panel shows only the learning items for which the learner has progress (with the In progress, Failed, and Completed statuses), regardless of whether they're required for completion. Not started learning items aren't shown here.

By default, all completed learning items that are required for completion are selected. 

Select the Name checkbox in the column heading to choose all the learning items. Doing this will clear the course progress, as well as the progress of all the learning items in the course.

If you select to clear only individual learning items, the course and the selected learning items will receive the Not started status. The remaining learning items will retain their progress.

If a course was previously manually completed but none of its learning items were set to Completed, then no learning items will be displayed on the panel. In this case, on the Clear progress panel, select Delete to clear the course progress. The course progress will be set to Not started and the progress of the learning items of the course will remain Not started.

 

 

3. Select Delete to clear the progress. To cancel the action, close the panel.

 

Edit the due date for a course

Required role: catalog admin.

The Due Date column displays the date by which enrolled learners must complete the course. While due dates are based on the course settings, catalog admins can later change them for individual learners. As a result, learners enrolled in the same course may have different due dates. If a course is overdue, the date will be displayed in red.

To edit the due date for one or more courses:

1. Select the row with the relevant learners. The Actions panel will open.

2. On the Actions panel, select Edit due date. If any courses in your selection previously didn't have a due date, you can set it here. You can also remove set due dates from courses. If you select more than one item, the due date field on the Actions panel will be empty by default.

3. Select the due date from the calendar and the time. The time defaults to 00:00 in the time zone set in the course's Regional Settings. Select Undo to discard your changes.

4. Select Save. The due date will be applied to the course for all selected learners.

 

Force an individual learner to retake a course

Required role: catalog admin or course admin.

You can force a learner to retake an already completed course. This action will reset the learner's course progress but any previous completion records will remain available.

 

 

To force a learner to retake a course, follow these steps:

1. Start to force a retake in one of two ways:

• Select the Force retake icon in the learner's name row.  

 

• Select the learner's name to open the Actions panel, where you select Force retake. This action is available when an individual or multiple learners are selected.

 

2. In the confirmation dialog, confirm the action by selecting Retake. To cancel the action, select Cancel.

As a result of a forced retake, the learner's course progress is reset, the course status changes to Not started, and the learner’s previous completion remains available in the learner’s records. You can see the most recent completion date by hovering over the gray tick icon next to the Status column.

For more information about the retake of courses and training plans, see this article.

 

Force multiple learners to retake a course

Required role: catalog admin or course admin.

In cases when you want multiple or all learners to retake a course, you can use the Force retake action.

 

 

To force multiple learners to retake a course, follow these steps:

1. In the Name column, select the checkboxes of the learners for whom you want to force the course retake. To select all the learners enrolled in the course, select the Name checkbox in the column heading.

2. On the opened Actions panel, select Force retake.

Force retake is available on the Actions panel when at least one of the selected learners has the Completed course status. When you proceed with the bulk force retake, course progress will be reset for the selected learners and they'll have to retake the course. Any selected learners whose course progress status is In progress or Not started won't be influenced by this action.

 

 

 

3. In the confirmation dialog, confirm the action by selecting Retake. To cancel the action, select Cancel.

As a result of a bulk forced retake, learners' course progress is reset, the course status changes to Not started, and learners' previous completion remains available in their records. You can see learners' most recent course completion date by hovering over the gray tick icon next to the Status column.

A notification will be shown when the force retake action is processed.

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

 

Purge enrollments

Required role: catalog admin.

A new enrollment is created when a learner enrolls in, or is enrolled in, a course. A new enrollment record is also created when a learner retakes, or is forced to retake, a course, or when you import external training data. Therefore, a learner may have more than one enrollment in a course. 

In some cases, you may need to purge a learner’s enrollment information when it contains errors or was created by mistake. After you purge this information, it will be permanently deleted from Learn365, and will no longer show on learner transcripts or reports. The certificates and skills that the learner has acquired by completing the course won't be affected.

This section describes how to purge enrollments via the Learn365 Admin Center > Training Management > select the relevant course > Course progress.

To learn how to purge enrollments from the Learner's Progress dashboard, see this article. To learn how to purge enrollments via the Learn365 API, see this article.

 

 

To purge enrollments:

1. On the Course progress dashboard, select one or more courses. The Actions panel opens.

2. On the opened Actions panel, select Purge enrollments. The Purge enrollments panel opens.

The Purge enrollment panel lists the user's active, expired, and cancelled enrollments for the selected courses, with the following statuses:

Active. The user is actively enrolled in the course. This is their most recent enrollment.
Cancelled. The user is unenrolled from the course. This is their most recent enrollment.
Expired. An expired enrollment for the user. This isn't their most recent enrollment.

You can sort the list by Name, Enrollment date, Enrollment status, and Training completion status columns.

3. To purge enrollments in one or more courses, select the relevant rows and then Purge. To purge a single enrollment, select the red X next to the Course completion column in the relevant row. A confirmation dialog opens.

4. When you’re ready to proceed, select Purge on the confirmation dialog. This action can't be undone.

If an enrollment is active, learners will be unenrolled before the enrollments are purged.

You'll receive a notification when the enrollment has been successfully purged or if any errors occurred.

 

Manage a learner's certificates

Required role: Catalog admins can edit the certificate expiry dates. Course admins can view, download, and delete certificates.

A learner may have more than one certificate for a course if they've completed the course more than once. The Certificate (the eye) icon on the dashboard means the learner has acquired a certificate upon completion of the associated course. If an individual course within a training plan awards a certificate, the eye icon will be placed near this course.

You can view and manage certificates from the Course Progress dashboard.

1. Go to the relevant learner’s row and select the Certificates (the eye) icon. Alternatively, select one or more rows and then select Certificates on the Action panel that opens. If you select more than one row, the panel will display the certificates for all selected learners.

2. On the opened panel, you can see the course title, as well as the learner's name and any available certificates. Here you can view, download, and delete certificates, as well as edit their expiry date.

To download certificates to your local device, select the Download certificate icon.

To delete a certificate, select the Delete certificate icon (the red bin) near the relevant certificate.

To set, edit, or remove a certificate's expiry date, select an expiry date from the calendar (and optionally, a time). The selected date can't be in the past. Select the Clear dates icon (the blue x) to clear the expiry date and time.

 

 

The status of the certificate will change to Valid or Expiring, depending on the earliest set day in the default certification expiry reminder notification template.

For example, let’s say the certificate expiry reminder dates are set to their defaults, namely 60, 30, 14, and 7 days. If you set the certificate expiry date to 60 days or earlier into the future, its status will now change to Expiring. Similarly, the status will change to Valid if you set the expiry date more than 60 days into the future . To learn more about changing the default certificate expiry reminder values, see this article.

When the certificate’s status changes from Valid to Expiring and vice versa because of an updated expiry date, you’ll see a red triangle icon that tells you this when you hover over it. 

 

 

You can also remove an expiry date in this panel by selecting Clear dates (the blue x) or deleting the date from the calendar field.

Select Save when you’re happy with the changes. Select Cancel to discard changes.

The panel will refresh and the new certificate date will go into effect.

 

 

Download the course progress report

Required role: catalog admin or course admin.

Select Download report to download a course progress report in Excel format. The report will display information in the language of your browser, if this language is supported by Learn365. Otherwise, it'll be displayed in English.

For information about how to read the Course Progress dashboard and report, see this article.

This report is also available via the Reports page. For more information, see this article.