The Learner's Progress dashboard: overview and manage learner's progress

Introduction

To understand the training status of specific learners in a course catalog, LMS365 (Learn365) offers catalog admins an overview of the training progress of individual learners in the Learner's Progress dashboard and report. 

This guide covers how to find the Learner's Progress dashboard and report and how to manage the progress of learners from this view.

 

How to find the Learner's Progress dashboard and report

Required role: catalog admin.

To find the Learner's Progress dashboard and report, go to the Learn365 Admin Center > Users > Select the relevant learner > View Learner’s Progress.

This opens the Learner's Progress panel, which displays the learning progress of the selected learner in a dashboard overview, as shown in the following image.

 

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Overview of the Learner's Progress dashboard

Required role: catalog admin.

 

NOTE   

The Learner's Progress dashboard and the Excel report present information based on all data available for the learner, that isn't only the current enrollments. This means that all courses and training plans that the learner has ever been enrolled in are displayed.

 

The Learner's Progress dashboard consists of several sections, each of which shows information on the learner's progress:

  • Summary of Progress for Selected Learner displays the charts with the summarized information about learner's progress. Select the expand arrow of Summary of Progress for Selected Learner to expand or collapse the summary information. Selecting the Download report button, you can also download a report in the Excel file with data on the learner's progress.

For detailed information on how to read the Learner's Progress dashboard and report, navigate to this article.

  • Below the charts, you'll find the search and filtering tools of the dashboard:
    • Select the Mandatory and Publishing status options and set filters, if relevant.
    • In the Search field, enter all or part of a course or a training plan title to search for specific training. 
    • Select a column heading to sort learner's 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 the completed courses and training plans within this period. The Certificates filter enables you to filter training according to the received certificates.
  • To see details on a learner's progress for each learning item of the course or for each course of a training plan, select the expand arrow next to the relevant training title. The learning items that are set as required for completion are identified with the star icon.
  • In the columns, you can find detailed information about the learner's progress for the courses and training plans, and the tools to manage progress.

You can find information about how to read the data displayed on the dashboard and in the downloaded report in this article.

 

Manage a learner's progress

Required role: catalog admin.

Besides providing metrics on the learner's progress on courses and training plans, the Learner's Progress dashboard also provides the following tools to manage learner's progress:

  • Edit learner's progress and change the completion status for a course.
  • Edit learner's progress and change the completion status for a training plan.
  • Delete a learner's attempts of a learning item in a course.
  • Clear progress for a course.
  • Clear progress for a training plan.
  • Clear progress for an individual course within a training plan.
  • Force retake a course.
  • Force retake a training plan.
  • Force retake of an individual course within a training plan.
  • Manage a learner's certificates.
  • Download a learner's progress report.

It is possible to

 

Edit learner's progress and completion status

For courses

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

1. Select the Edit progress icon in the learner's name row. To see the learner's progress for each learning item in the course, select the expand arrow next to a course name. Alternatively, select a course, and then select Edit progress on the Action panel that opens.

 

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2. On the opened learner's course progress panel, you can edit the learner's course progress and change its completion status.

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 a learner, they'll need to be registered for a session or a session group.

 

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

 

For training plans

To edit a learner's progress with a training plan, you should edit the progress of the relevant courses included in the training plan. To do this, follow these steps:

1. To see a learner's progress on each course in the training plan, select the expand arrow next to training plan title.

2. Select the Edit icon next to the course for which you want to edit the learner's progress. Alternatively, select a training plan, and then select Edit progress on the Action panel that opens.

 

users_page__learner_progress_dashboard__edit_progress__training_plan_course.png

 

3. On the opened learner's course progress panel, you can edit the learner's course progress and change its completion status.

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. 

Completing all courses in a training plan automatically brings the training plan status to Completed.

 

users_page__learner_progress_dashboard__completed_toggle.png

 

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 completing this course in the training plan. However, the CEUs for the course aren't included in the CEUs that a learner can acquire for completing the training plan. 
  • If you don't manually change the status of individual learning items in a course, their original status is retained.

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.

If you set all learning items to Completed and set the attendance percentage to the value required to complete the course (only for instructor-led training), the course will also be automatically set to Completed.

4. Select Save to save changes or close the sidebar to discard.

For information about the training plan completion status and how to manage it, refer to this article.

 

Delete a learner's attempts of a learning item in a course

You can delete a learner's attempt of a separate learning item in the course by selecting the Delete attempt icon. The icon is placed near the learning items that are In progress, Failed, or Completed.

This action changes the learner's progress for the learning item and for the In progress or Not started courses. The progress of the Completed course won't be changed by this action.

 

NOTE   

  • On the Learner's Progress panel, you can track a separate progress of learning modules, content packages, quizzes, and assessments. Quizzes and content packages are displayed as well when they are a part of a learning module. Progress on other content items of a learning module aren't tracked on the Learner's Progress panel but can be viewed via the View Learners' Progress link of the learning module in question from the course Content section.
  • If a course was marked manually as Completed but none of its learning items were marked as Completed, then no attempt will be available to delete.

 

To delete a learner’s attempt on a learning item in a course:

1. Select the expand arrow next to the course title to see all learning items in this course.

2. Select the Delete attempt (red cross) icon next to the relevant learning item.

 

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3. In the confirmation dialog, select the relevant action:

  • All attempts will delete all attempts and bring the status of this learning item to Not started. 
  • If the learning item progress has more than one attempt, the Previous status field will show the relevant information. Selecting Last Attempt will bring the status of the learning item to the specified Previous status.

learner_progress_dashboard__delete_attempt_2.png

  • When you delete attendance progress for instructor-led training, you'll delete attendance in all standalone sessions and/or session groups for which the learner was registered. The attendance status will be changed to Not started. This applies to all types of instructor-led training enrollment.

 

Clear progress

Clear progress for a course

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.

This action is available for Completed and In progress courses.

To clear progress for a course, follow the steps:

1. Select Clear progress (the red cross icon) in the learner's name row. Alternatively, select a course, and then select Clear progress on the Action panel that opens.

 

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2. On the opened Clear progress panel, select the learning items to delete.

This panel shows only the learning items for which the learner has progress (with the In progressFailed, 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 startedand the progress of the learning items of the course will remain Not started.

 

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

 

Clear progress for a training plan

Depending on the training plan progress, you can clear a learner's progress either for the whole training plan or for individual courses in the training plan.

The icon is located near the training plan title if progress is recorded for any of the courses in the training plan. The icon is also located near the course of the training plan if the learner has started this course.

 

Clearing the training plan progress will result in the following:

  • The learner's progress status for the training plan and the selected courses will be set to Not started.
  • The learner's most recently acquired valid and expiring training plan certificates and granted skills of the training plan will be deleted.
  • The learner's most recently acquired valid and expiring certificates for individual courses will be deleted if the certificate awarded via this training plan.

 

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To clear a learner's progress for a training plan, follow these steps:

1. Select Clear progress (the red cross icon) in the training plan title row.

2. This opens the Clear progress panel. This panel shows only the courses for which the learner has progress (with the In progress and Completed statuses), regardless of whether they're required for completion. Not Started courses aren't shown here.

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

Select the Name checkbox in the column heading to choose all the courses. Doing this will clear the training plan progress, as well as the progress of all the courses in the training plan.

If you select to clear only individual courses, the training plan and the selected courses will receive the Not started status. The remaining courses will retain their progress.

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

 

Clear progress for an individual course within a training plan

Within a training plan, you can clear a learner's progress for individual courses that have either the In progress or Completed status.

As a result:

  • The course progress will be set to Not started.
  • If a learner received a certificate for completing the course within the training plan, the most recently received certificate will be deleted.
  • It won't influence the Completed status of the training plan because it only brings the course progress to Not started.

To clear course progress within a training plan, follow these steps:

1. Select the Clear progress icon near the relevant course title.

2. On the opened Clear progress panel, you can manage course progress by selecting the relevant learning items:

  • By default, all learning items with the Completed status are selected. The In progress and Failed learning items are listed but aren't selected automatically. Learning items with the Not started status aren't listed here. To select all listed learning items on the panel, select the Name checkbox in the column heading. Selecting items in this way will clear the course progress and the progress of all learning items in the course.
  • If the course was manually completed and its learning items have the Not started status, no learning items will be displayed on the Clear progress panel. In this case, select Delete to clear course progress.

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

 

Force retake

Force retake a course

You can force a learner to retake a completed course if they are still enrolled in this course. The Force retake icon is displayed only if the user is enrolled in a course.

As a result of the forced retake, the course status will be updated to Not started, but the learner’s previous completion will still be in the learner’s record. You'll be able to see the last completion date by hovering over the grey tick icon next to the course status.

For additional information on course retake information, read this article.

 

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

1. Select the Force retake icon of the relevant completed course.

 

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Alternatively, select one or more courses, and then select Force retake on the Action panel that opens.

 

 

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

 

Force retake a training plan

You can force a user to retake a completed training plan or individual completed courses within a training plan. The Force retake icon is available only if the user is enrolled in a training plan. If the user is unenrolled from the training plan but still enrolled in individual courses within the training plan, the Force retake action will be available only for this individual courses.

The Force retake action resets the progress of the completed course or training plan, or individual courses in a training plan.

To force a learner to retake training plan, follow these steps:

1. Select the Force retake icon of the relevant completed training plan. Alternatively, select a training plan, and then select Force retake on the Action panel that opens.

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

As a result, the progress of the training plan will be reset, meaning that the progress of all the courses in the training plan will also be reset. The training plan status and the courses in it will be set to Not started. The learner’s previous completion will still be registered in the learner’s training record. To track the most recent completion date of the whole training plan (if it was previously completed before the retake), download the Learner's Progress report and refer to the Previously Completed column.

For more detailed information on training plan retake, read read this guide.

 

Force retake of an individual course within a training plan

You can force a learner to retake a specific, already completed course in a training plan. This resets the progress of the course and brings it to the Not started status but the training plan status won't be changed. 

If the user is unenrolled from the training plan but still enrolled in individual courses within the training plan, the Force retake action will still be available only for this individual courses.

You can track the most recent completion date of the course by hovering over the grey tick icon next to the status.

 

To force the retake of an individual course within a training plan, follow these steps:

1. Select the expand arrow near the training plan title to see all courses in it.

2. Select the Force Retake icon of the relevant course in the training plan.

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

 

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Manage a learner's certificates

The eye icon on the dashboard in the Certificate column means the user has acquired a certificate upon completion of the associated course or training plan. This can be currently available training, the training that has been deleted, or imported external training,

If a separate course within the training plan awards a certificate, the eye icon will be placed near this course, meaning you can manage the learner's acquired certificate.

From the Learner's Progress dashboard, you can view, download, or delete certificates.

To manage a learner’s certificates:

1. In the Certificate column, select the View certificate icon near the relevant course, training plan, or a course within a training plan. Alternatively, select a course, and then select View certificate on the Action panel that opens.

 

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2. This action brings out a panel that shows all the certificates the learner has acquired for completing this training. Here, you'll find information about the status of the certificates (Valid, Expiring, or Expired), the issue date, and the 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 cross) near the relevant certificate.

 

Download a learner’s progress report

Selecting Download report on the dashboard you'll download the learner’s progress report in the Excel file to your device. The report will display information in the language of your browser, if this language is supported by LMS365 (Learn365). Otherwise, it'll be displayed in English.

The exported report contains information about the learner's progress for each training activity.

For information about how to read the information on the Learner's Progress dashboard and report, see this article.

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

 

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