Create instructor-led training

Introduction

In Learn365 you can create three types of training to offer a diverse selection of courses and training paths in your course catalog: e-Learning, Instructor-Led Training, and Training Plans.

The e-Learning course type is used to build online self-paced training for learners to conduct it anywhere, anytime, and at their own pace. Instructor-Led Training is a course type with instructor-led sessions either held online or in a set location. Finally, training plans enable you to combine courses into training plans and create unique training programs for learners.

This article describes how to create instructor-led training in Learn365.

Read the article or watch the video (more details are included in the article).

 

 

 

Where to start

Required role: catalog admin. Course admin can edit and manage the course after it's created.

 

 

To create an instructor-led training course, 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—Basic details, Sessions, Content, Settings, and People.

 

 

Setting up courses

Required role: catalog admin. Course admin can manage course details and settings of the course as well but after the course is created.

When you create or edit an instructor-led training course, the configuration takes place in the course configuration panel, which consists of five sections:

• Basic details
• Sessions 
• Content
• Settings 
• People

This configuration panel also includes the Create/Save and Publish commands 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. Course admin can manage course details as well, but after the course is created.

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

 

Select course type

Required role: catalog admin. 

Select the Instructor-Led Training option. Hover over the training type option to see a short description of it, if needed.

 

 

Enrollment Type

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

The enrollment type selected for the course defines the course session configurations. The enrollment type can't be changed once you've saved the training for the first time. You can select from three enrollment types:

• Single group or standalone session. Learners can participate in only one of the available session groups or standalone sessions. To complete the enrollment in the course, learners need to select a specific session group or standalone session to register for and join. This is the default enrollment type.
  
  
• Multiple groups or standalone sessions. Learners can participate in one or more session groups or standalone sessions. To complete the enrollment in the course, learners need to register for the session groups and/or standalone sessions they want to join.
  
  
• All groups and standalone sessions. Learners are registered for and need to join all sessions of the course to have the course set as completed.

 

 

Minimum Attendance for Completion

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

You can define if attendance is required for course completion and set a minimum percentage attendance that is required for learners to complete the course.

• Attendance is not required. Attendance won't be a part of the Default Completion Set and won't influence the course completion.
• 25%, 50%, 75%, 100%. The configured minimum attendance is included in the Default Completion Set and is required to complete the course. For courses of the Multiple groups and standalone sessions enrollment type, the set minimum attendance percentage is applied to all session groups and sessions the learner is registered for, so you need to go to the Course Completion Set to further modify attendance settings.
  
  

 

Maximum Attendees

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

An additional field available for the course of the All groups and standalone sessions enrollment type only where you can set a maximum number of attendees. If you leave this field empty, the course has no enrollment limitations on the number of attendees.

 

 

Enrollment Deadline

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

An additional field available for the course of the All groups and standalone sessions enrollment type only where you can set an enrollment deadline date and time for the course. Find more details in this article.

 

 

Name and Web address

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

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

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

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

If you edit the web address of a course after the course has been created, the previous course 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. Course admin can manage course details as well, but after the course is created.

Use this field to provide a text-only short description of the course. This is displayed in the catalog List view, on the course 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. Course admin can manage course details as well, but only after the course is created.

You can optionally give a long description to your course. If provided, a long description replaces the short description on the course home page and also is displayed in the catalog Card view on the training details panel. If you leave this field empty, the short description text is displayed on the course 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. Course admin can manage course details as well, but after the course is created.

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

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

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

For more information, see this article.

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

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

 

Tags

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

Adding course tags enhances the search experience. When learners search for these keywords in the course catalog, courses 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 course or apply existing tags to the course.

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

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

For more information, see this article.

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

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

 

ID

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

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

 

Duration (standard format)

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

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

Maximum values available are 99d : 23h : 59m.

 

 

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

 

 

Duration

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

The duration is displayed on the course home page and on the catalog training card. Specify the duration of the course, for example, "approx. 2 hours", "two sessions, each for 1 hour". 

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. Course admin can manage course details as well, but after the course is created.

The thumbnail image is used in the preview of the course, 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 course 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.

 

 

 

To remove a thumbnail image from the course, open the Course catalog and site image library and deselect the image that is currently used as the thumbnail image (it has a blue check mark). Save to apply the changes. All courses and training plans created in 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 will see the message: "You can't delete this image. It is in use".

 

Banner image

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

Choose the image you want to use in the banner of the course 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.

The catalog or course admin can change the course banner image when creating or editing the course.

To add a banner image, Select image to open the Banner 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 course.

 

 

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

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 in this article.

All uploaded images become part of the banner image library that is shared within the whole course catalog and can be used by all course 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 course, open the Banner image library. The image used as the banner image of the course is displayed above all the uploaded files as a preview and has a blue check mark and a blue frame. Deselect the file that is currently used as the banner image for the course. The preview at the top becomes empty with No image selected displayed. Save to apply the changes. Courses with no banner image applied have only the thumbnail image displayed on the course home page.

 

 

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 will 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.

 

Sessions

Required role: catalog admin. Course admin can manage session groups and standalone sessions of the course as well but after the course is created.

In the Sessions section, you create, manage and delete session groups and standalone sessions for the course.

To create a standalone session or a group of sessions, select Create course session or Add group of sessions, respectively. Complete the fields on the relevant configuration panel and Save your settings to complete the creation of a standalone session or a session group.

Find instructions in the article about how to create and manage standalone sessions and session groups. 

 

 

Also, on the Sessions section you can use the Search field to find a specific standalone session or session group among all the existing sessions and session groups. Search runs on the name or location or sessions and session groups. Typing part of name or location, you can see a list of standalone sessions or session groups which information matches the given search parameters.

 

Content

Required role: catalog admin. Course admin can manage course content as well, but after the course is created.

In the Content section, you can add and manage course content.

To add content to a course, select +Add learning item and from the drop-down menu, select the type of learning item you want to add:

• Content package
• Quiz
• Learning module
• External app
• Assessment

 

 

All the learning items added to the course are displayed in the Content section, from where you can manage them. Find more details on how to add and manage course content in this article.

The Content section has the following columns:

• Name. Shows the name of the learning item. This name is visible to users in the content section of the course home page.
  
  
• Visibility. Displays whether the item is visible for learners in the course. 
  
  
• Type. Shows the learning item type: Learning module, Quiz, Content package, Assessment, or External app.
  
  
• Published. Shows whether the learning item is published or not.
  
  
• Number of Items. Shows the number of elements the learning item consists of.
  
  
• Course completion. Shows whether the learning item is set as required to complete the course. By default, all learning items added to a course are set as required to complete the course. This setting can be changed after the course is created. Find more information about how to create and manage course completion sets in this article.
  
  
• Progress. During course creation, the progress bar is grey. Once the course is created, the progress bar reflects learners' progress on the particular learning item.
  
  
• Prerequisites. Catalog and course admins can set prerequisites by locking learning items for learners until all preceding learning elements have been completed by learners. By locking learning items, the admin controls the order in which learners progress through the course content. To set prerequisites, select the lock icon. Find more information in this article.

By default, the order of learning items corresponds to the order in which the learning items were added to the course. Find more information on reordering learning items in this article.

 

Settings

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

Under Settings section, general course settings like enrollment flow, CEUs, retake, enrollment without registering for sessions, sharing course with Viva Learning, session options, certificates, skills, due date, and regional settings are configured.

 

 

Enrollment flow

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

With the help of the Enrollment Flow option, you can regulate the number of learners in a course and control the list of participants. 

To configure the flow of enrollment in the course select one of three enrollment flows:

• Automatic Approval. With the Automatic Approval flow, the system automatically approves the enrollment when a user enrolls in the course. Automatic Approval is set by default.
  
  
• Line Manager Approval. With the Line Manager Approval flow, the system sends the user's enrollment request to the user’s line manager, who must then approve or reject it. The line manager of a user 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 user's enrollment request to the course admin, who must then approve or reject it. The catalog admin can approve or reject the enrollment request as well.

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

Users can cancel their enrollment request before it is approved or rejected, if this option is enabled for the course. For this action, the user needs to select Cancel enrollment request in the Information section of the course home page. A cancellation message is required. Line managers, catalog and course admins can see canceled requests in the Approve Enrollments panel. For more information on how users can enroll in courses and unenroll from them, see this article.

 

Continuing education units

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

With Learn365 Continuing education units (CEUs), you can grant the user with a number of CEUs for completing the course to reward effort and quantify a player'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 course.

 

Show in Course Catalog

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

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

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

 

 

Do not allow unenrollment

Required role: catalog admin. Course admin can manage course settings as well, but after the course 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 enrolled learners can't unenroll themselves from training.

 

Show as Mandatory

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

The Show as Mandatory option enables catalog admins to mark a course as a required one to complete by the learners. This toggle is Off by default. 

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

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

 

 

Training Audience Targeting

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

The Training Audience Targeting enables catalog admins to limit access to the course 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 course 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 course. 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 you get informed about it with the informational message.

To add more users, save the course and repeat the process.

 

 

Once the target audience of the course is set, only already enrolled learners, session instructors, catalog and course admins, and users of this target audience are able to see and take this course. 

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 course catalog. Find more details about how the training audience and course targeting options work in this article.

 

Show in Viva Learning

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

The Show in Viva Learning toggle determines whether this course will be displayed in Viva Learning.

The toggle is On by default. When this option is toggled On, this course will be synced to Viva Learning. 

The configuration of the Show in Viva Learning toggle determines the display of the Other filter results on the Training Management page. Find more information about the Other filter in this article.

 

Waiting List

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

The Waiting List option enables catalog admins to activate the waiting lists of the course, standalone sessions and session groups of the course when there are no available places in them. Learners are enrolled in the course, standalone sessions and session groups of the course automatically from the waiting list if a place becomes available. Find more information on the waiting list in this article.

 

Request(s) for Sessions

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

The Request(s) for Sessions option enables catalog admins to let users send requests related to the course, sessions or session groups of the course. Requests are sent from the course home page to course admins and are managed in the Learn365 Admin Center. Catalog admins also have access and can manage users' requests.

 

Allow enrollment without session registration

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

This option enables catalog admins to allow users to self-enroll in courses of the single- or multiple- enrollment types without registering for any standalone sessions or session groups.

When this option is toggled Off (the default setting), to be enrolled in a course, users need to register for at least one standalone session or session group. The number of standalone sessions or session groups they can select differs depending on the enrollment type.

With this option toggled On, users can enroll in the course without registering for any standalone sessions or session groups, even when the course has no active standalone sessions or session groups or when standalone sessions or session groups have no available seats. Such an enrollment won’t trigger the Session registration request notification to be sent to the user.

Toggling this option On enables users to access the course content. The course will display as completed in the Learn365 player once the learner has completed all the learning items required to complete the course.

However, if learners are required to attend standalone sessions or session groups for them to be able to complete the course, the course won't be displayed as completed in the Learn365 player once they have completed all the required learning items. Learners will need to register for standalone sessions or session groups for them to be able to complete the course.

The Allow enrollment without session registration option enables users to cancel their registration for standalone sessions or session groups but remain enrolled in the course. Moreover, users will remain enrolled in the course if the standalone sessions or session groups for which they're registered are canceled (deleted).

With the Allow enrollment without session registration option enabled:

• For courses of the multiple- enrollment type, users can clear the checkboxes of all the standalone sessions and session groups for which they're currently registered and select Change session registration. As a result, users will cancel their registration for the standalone sessions and session groups but remain enrolled in the course.
  
  
• For courses of the single- enrollment type, users can’t clear the standalone session or session group for which they're currently registered because of the requirements of the enrollment type. In this case, the user can progress in one of two ways. They can select another standalone session or session group to activate the Change session registration option and remain enrolled in the course but registered for another standalone session or session group. Alternatively, they can select Cancel session registration to cancel their registration for the current standalone session or session group and remain enrolled in the course. Neither of these options are available for users enrolled in the course as part of a Microsoft 365 or Microsoft Entra (Azure Active Directory) group.

Configuration of the Allow enrollment without sessions registration option also affects the retake of courses of the single- enrollment type. When users are allowed to enroll in a course without registering for any standalone session or session group, they don't need to go to the course home page and select a session to retake the course.

Enrolling in courses without registering for standalone sessions or session groups is also possible using Learn365 API endpoints.

 

Allow learners to change session registrations

Due date and certificate

Required role: catalog admin. Course admin can manage course settings as well, but only after the course is created.

You can set the due date for the course, choose whether to award certificates to learners upon completing the course, and set the certificate's expiry date.

The Set due date option enables catalog admins to set a date and time for when the course must be completed by the enrolled users. Select the relevant option:

• not set. This is the default option. The enrolled users can complete the course at any time on any date.

• number of days after enrollment. This option gives learners a specific number of days to complete the course. The due date takes into account the learner's enrollment date and time, as well as the date and time of when the course has been published.

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

  If the course isn't yet published when the learner is enrolled in the course, the countdown starts from the moment the course becomes published.
  
  
• a fixed date. This option enables admins to specify the exact due date and time for the course.

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

• Course due date reminder. This notification is sent to inform learners that the due date is approaching for a course in which they are enrolled.
  
  
• Course due date has passed. This notification is sent to inform learners who haven't yet completed the course that the course has passed its due date.

For more information on notifications relating to instructor-led training, see this article.

The due date of the course is displayed to users in the Information section of the course home page and on the training card in My Training Dashboard.

 

 

Use the Certificate template field to select the required existing certificate template from the drop-down list. You can't create certificate templates during course creation. For more information, see how to create and edit certificates in this guide.

The Set certificate expiry date option enables you to specify how long the certificate remains valid. Select the relevant option:

• not set. This is the default option. The enrolled users don't receive a certificate on completing the course.

• minimum number of days after completion. This option enables admins to specify the number of days after completing the course that the certificate expires. For each user the certificate expiry date is based on when the user completes the course, and the countdown starts from the user's course completion date.
  
  
• a fixed date. This option enables admins to specify the exact expiry date and time for the course certificate.

 

Skill

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

The Skill options enable you to grant one or more skills to learners when they have completed the course and, optionally, set the revocation date for the skills.

Use the Skills field to search for and select the required existing skills from the drop-down list. You can't create skills during course creation. For more information about how to create, manage, and delete skills and skill level sets, see this article.

Select the relevant option:

• not set. This is the default option. The skills awarded to the learner upon completing the course won't have an expiry date.
• number of days after enrollment. This option enables admins to specify the number of days after completing the course that the skill will be revoked. For each learner the skills revocation date is based on when the learner completes the course, and the countdown starts from the learner's course completion date.
• a fixed date. This option enables admins to specify the revocation date and time for the skills.

 

 

Voluntary Retake

Required role: catalog admin. Course admin can manage course settings as well, but after the course is created.

The Voluntary Retake option controls learners' retake of training to repeat the material of a course, 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 course but can review the content of courses they are enrolled in at any time. 

For more detailed information on how the Voluntary Retake option is used and how it affects the training functionality, see this guide. 

 

Forced retake

Required role: catalog admin. Course admin can manage course settings as well but after the course is created.

The Forced retake option enables admins to automatically force the retake of completed instructor-led training under specific conditions. This toggle is Off by default.

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

• minimum number of days after completion. To force a retake of the course 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 course 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 course and the Certificate expiry option is enabled. To force a retake of the course 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 course and the related Certificate expiry option is enabled. To force a retake of the course when the certificate expires, select this radio button.

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

 

 

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

 

Regional Settings

Required role: catalog admin. Course admin can manage course regional settings as well, but after the course is created.

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

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

Time Zone. Here, you can set the time zone used when creating course sessions and 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 course uses in notifications and certificates. 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 course. This setting is used by:

• The Leaderboard web part to define the week while sorting the learners by This Week.
• The My Assignments web part to define the week.

Start Hour of the Day. Here, you can determine the start hour of the working day. This setting is used as the default for the Opening Date field while creating a New Assignment (if the Assignments & Gradebook option is enabled for this course). 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 course, 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. This setting is used as the default for the Due Date field while creating a New Assignment (if the Assignments & Gradebook option is enabled for this course). 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 course, in the End Hour of the Day drop-down list, select the relevant start hour. 

 

People

Required role: catalog admin. Course admin can manage learners and admins of the course as well, but after the course is created.

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

• Learners. Here, you can enroll users in the course or unenroll them from it and send emails to the currently enrolled learners of the already created courses.

   

• Administrators. Here, you can assign users as a course admin or unassign them, and control which course admins are displayed to users on the course home page.

 

Learners

Required role: catalog admin. Course admin can manage learners of the course as well, but after the course is created.

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

Enroll users in the course

For detailed steps on how to enroll users in the course via the People section of the course configuration panel and how to register them for sessions and session groups, see this article.

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 course creation is completed, the enrolled group will have a number in brackets next to its title, indicating by the exact number of users inside.

In the People section, 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 user stated in the user accounts 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 user 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 accounts in Microsoft Entra ID (Azure Active Directory). Email address is used to send emails to learners.
  
  
• Department. Shows user's department stated in the user accounts in Microsoft Entra ID (Azure Active Directory).
  
  
• Session. Available only for courses of the single- enrollment type. For each registered in a session or a session group learner or Microsoft Entra (Azure Active Directory) group shows the name of the standalone session or session group or the date and time of the standalone session or session group if no title is provided for it.
  Not selected is displayed in the Session column for the enrolled in course learners or Microsoft Entra (Azure Active Directory) groups who were added via the People section and haven't been registered in a session or a session group.

 

• Course sessions. Available only for courses of the multiple- enrollment type. Contains a clickable List of Sessions link that indicates the number of standalone sessions and session groups the learner or Microsoft Entra (Azure Active Directory) group is currently registered for (via the Sessions section) and opens the list of standalone sessions and session groups with the information about their name, start and end dates and time, time zone, and location.
  For these learners who are enrolled in the course without registration for any standalone sessions and session groups (via the People section), during course creation the List of Sessions link opens a panel with no information displayed. After the course is created, these learners receive a notification with a request to select one or more standalone sessions and session groups to complete their enrollment. Catalog admins and course admins can register learners in the relevant sessions or session groups as well.

   

  

 

Also, you can use the Search field to find a specific user among all the enrolled learners. Search runs on user's name, email address, or department. Typing part of the name, email address, or department, you will see a list of learners whose information matches the given search parameters.
Moreover, the search runs on the names of standalone sessions and session groups. The same logic is applied as for the user's name search.

 

 

Unenroll learners from the course

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

 

 

Administrators

Required role: catalog admin. Course admin can manage admins of the course as well, but after the course is created.

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

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

 

To assign course admins to the course:

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

2. In the Search for user(s) panel, enter the name or email address 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 course admins of the course. 

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 have entered recognized email addresses and users. Invalid email addresses and users are highlighted in red.

If you have exceeded the maximum of 50 email addresses or 1500 characters that you can search for, you will see the corresponding information message. You can enter more email addresses by repeating this process.

3. When ready, select Add.

 

 

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

The added administrators and groups are displayed in alphabetical order, regardless of the order in which they were added. After the course creation is completed, the enrolled group will have a number in brackets next to its title, indicating by the exact number of users inside.

Information about the assigned course 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 Active Directory). 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 course admins can configure which course admins are displayed to users as contacts on the course home page.
  
  • The blue eye icon indicates the course admin is shown on the course home page.
  • The grey, crossed out eye icon indicates the course admin is hidden and not displayed on the course home page.

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

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

 

To unassign course admins from the course:

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

2. From the Actions panel, select Unassign.

 

 

 

Publish the course

Required role: catalog admin. Course admin can manage the publishing status and dates of the course as well but after the course is created.

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

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

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

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

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

 

 

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

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

• Not published. The course has the Publish training option toggled Off and isn't displayed in the catalog.
  
  
• Scheduled. The course has Publish training option toggled On and has a future start date and time set. The course isn't displayed in the catalog.
  
  
• Ended. The course has Publish training option toggled On and has a past start or past end date and time. The course isn't displayed in the catalog.
  
  
• Published. The course has Publish training option toggled On and an appropriate start and end, and time set. The course is displayed in the catalog.

 

Create the course

Required role: catalog admin. Course admin can edit and manage the course after it is created.

To create the course and save your configurations, select Create.

Once selected, the Create command expands and you can either create the course or create the course and close the course configuration panel.

• Create. Selecting Create keeps the course configuration panel open so that you can continue working with the course settings and content while the course is under provisioning.
  
  
• Create and close. Selecting Create and close closes the course configuration panel, but the course is still under provisioning in the background. You are 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 course can be created.

 

 

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

 

 

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 course provisioning status. Find more details about training provisioning in this article.

 

 

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

For information on how to edit, manage, and delete instructor-led training, see this article. 

 

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