Set up Learn365

Introduction

After the initial Learn365 installation, there are just a few things you'll need to set up in order to get started.

This guide will walk you through these steps.

 

 

Overview of steps to set up Learn365

Before you can start creating courses in Learn365 and rolling them out to your organization, there are a few things you need to set up first. 

Watch the video or read the overview below of what you need to do to set up Learn365 and start using it.

 

 

1. Create a course catalog: After the initial installation of the Learn365 app and activation of the subscription, you should have at least one Learn365 course catalog created by either your internal Microsoft 365 global admin or SharePoint admin. The course catalog will provide you with the necessary space to create and administer courses and training plans in Learn365.

2. Assign permissions: It's now time to assign permissions to other people in your organization who'll be administering the Learn365 solution.

3. Enable Learn365 notifications: To ensure messages are sent out to users with relevant learning events, you need to enable Learn365 notifications.

4. Set up the Learn365 Skills Framework (for customers with a Learn365 subscription plan that includes the skills framework): If you want to grant learners specific skills and/or certificates when they complete training, or enable learners to evaluate their own skills, you need to create certificates and/or set up a skills framework in each of the course catalogs where you want this to be an option upon training completion.

5. Create courses and training plans: At this point, you can start to create courses and training plans that you want to be available for learners in the course catalog.

6. Invite learners to Learn365: You are ready to invite learners to the course catalog so that they can be enrolled in training and start their learning journey in Learn365.

7. Enable training from mobile devices and from Microsoft Teams: Finally, you can offer your users the complete Learn365 learning experience from the Learn365 mobile app and from the Learn365 app for Microsoft Teams.

 

Step #1: create a course catalog

A course catalog is a space where you create and administer the various types of courses and training plans in Learn365. You may choose to set up separate course catalogs for each department in your organization (where the training needs differ across departments) or to separate content for internal and external audiences.

Role required to complete the step: Course catalogs in Learn365 can be created by either a Microsoft 365 global admin or SharePoint admin (these roles are Microsoft 365 roles that are managed in your Microsoft 365 Admin Center).

In order to start using Learn365, you should first create at least one course catalog. This is done from the Learn365 Admin Center.

1. Go to Global Settings > Course catalog management > Create course catalog. The Create course catalog panel opens.

2. Complete the fields in the Create course catalog panel.

3. Save the catalog.

Now your course catalog is created, you can start setting it up.

For detailed information about how to create a course catalog, see this article.

 

 

Step #2: assign permissions

You should now assign permissions to the users at your organization who you want to be able to manage Learn365. These permissions are given with the LMS admin or the catalog admin role. 

 

Grant the LMS admin role

LMS admins will be able to manage global settings of Learn365, like deleting and configuring course catalogs, assigning catalog admins, and configuring the Learn365 mobile app for the organization. These settings will span all course catalogs in your Learn365 solution.

Role required to complete the step: The LMS admin role can be granted by either a Microsoft 365 global admin or SharePoint admin (these roles are Microsoft 365 roles that are managed in your Microsoft 365 Admin Center).

1. Go to the Learn365 Admin Center > Global Settings > LMS Administrators > Add LMS admin. The Add LMS admin panel opens.

2. Select the users to whom you want to grant the LMS admin role and configure the rest of the fields.

3. Save your changes.

For more information about the LMS admin role, see this article.

 

 

Grant the catalog admin role

Catalog admins will be able to manage settings for and create training in the catalog they are admins of.

Role required to complete the step: The catalog admin role can be granted by a Microsoft 365 global admin, SharePoint admin (Microsoft 365 roles that are managed in your Microsoft 365 Admin Center), or an LMS admin (Learn365 role that is managed in Learn365 Admin Center).

1. Go to the Learn365 Admin Center > Global Settings > Course catalog management > select the relevant catalog > Course catalog settings.

2. Under Catalog admins, select the users you want to grant the catalog admin role for the select catalog.

3. Save your changes.

For more information about managing catalog admins, see this article.

For information about Learn365 roles and permissions, see this article.

 

 

Step #3: enable Learn365 notifications

Learn365 allows notifications to be sent automatically to users via email and Microsoft Teams, as well as push notifications in the mobile app. The catalog admin can customize these notifications and control which ones will be sent.

Role required to complete the step: To enable Learn365 to send notifications regarding training events, the catalog admin must first configure the Microsoft 365 Connection Settings of the catalog in question.

The Microsoft 365 Connection Settings need to be configured at catalog level, so if you have several catalogs in your Learn365 solution, this will need to be done for all catalogs you want notifications to be sent from.

1. From the Learn365 Admin Center, at catalog level, go to Catalog settings > Notifications > Microsoft 365 Connection Settings.

2. Toggle Enable Learn365 to send email notifications, book Rooms and create meeting invitations to the On position and connect a cloud-based email account.

Connected account license requirements are:

• A Microsoft Exchange Online (Plan 1 minimum) to be able to send notifications and book rooms.
• Microsoft Teams to create meetings in Teams.

A shared mailbox can't be used as the connected account.

3. Save the settings.

For more information how to enable Learn365 notifications, see this article.

For an overview of notifications that are sent with training events and how to manage them, see this article.

 

 

Step #4: set up the Learn365 Skills framework

As well as awarding certificates, the Learn365 Skills framework is an additional way of rewarding users for completing a course or training plan.

Role required to complete the step: Before learners can be granted skills when they complete training in a catalog, and before they can evaluate their own skills, a catalog admin will need to set up the Learn365 skills framework in the catalog.

 

 

Follow the steps in the next sections to set up the skills framework.

 

Create skills

First, you'll need to create Skills. These are the names of the skills that users can be awarded on completion of courses or training plans.

1. From the Learn365 Admin Center, at catalog level, go to Catalog settings > Skills framework > Manage Skills > Add skill. The Add skill panel opens.

2. Complete the fields.

3. Save the skill.

 

 

Create skill level sets

Next, you'll need to create Skill Level Sets. These are the levels that users can achieve for the skills, such as average, above average, and outstanding.

1. From the Learn365 Admin Center, at catalog level, go to Catalog settings > Skills framework > Manage Skill Level Sets > Add skill level set. The Add skill level set panel opens.

2. Complete the fields.

3. Save the skill level set.

For more information about the Learn365 skills framework, see this article.

 

 

Step #5: create courses and training plans 

Now, you can start to create the learning content. 

Role required to complete the step: This is done by the catalog admin from the course catalog where you want the courses to be available from.

1. From the Learn365 Admin Center, at catalog level, go to Training Management > Create training.

2. Select one of the following options:

• e-Learning. Select this option to create an online, self-paced course. Users enrolled in an e-learning course can conduct it anywhere, anytime at their own pace. For more information about how to create e-learning courses, see this article.
  
  
• Instructor-Led Training. Select this option to create a course that allows for instructor-led standalone sessions and session groups, held either online or in a set location. For more information about how to create instruction-led training, see this article.
  
  
• Training Plan. Select this option to group courses into training plans and create unique training programs for learners. For more information about how to create training plans, see this article.

 

 

Step #6: invite users to Learn365

You're ready to start inviting users to take part in the learning in your Learn365 solution.

We recommend adding all people who will be taking training in a course catalog, to the Users list of the catalog in question before enrolling them in respective courses or training plans. This will allow employees to view all course and training plan home pages of the course catalog and prevent users from encountering an access denied message from SharePoint when they navigate in the course catalog.

After this, users can be enrolled in specific courses and training plans.

 

Add users to the Users list of a catalog

Role required to complete the step: A catalog admin must add users to the Users list of their catalog. 

To do this:

1. From the Learn365 Admin Center, at catalog level, go to Users > Add or invite users.

2. Enter and validate the required email addresses in the Add or invite users panel.

3. Add the users.

For more information about inviting users to Learn365, see this article.

 

 

Enroll users in courses and training plans

Role required to complete the step: In order for users to be enrolled in specific courses and training plans, they can either be enrolled by a catalog admin or course admin or, if this is enabled for the course or training plan in question, users can enroll themselves in courses and training plans.

For more information about how users enroll themselves in courses and training plans, see this article.

For information about how catalog and course admins can enroll users in courses and training plans, see this article.

 

Step #7: enable training from mobile devices and from Microsoft Teams

Finally, you can make the full learning experience available to your users from the Learn365 mobile app, which offers offline consumption of downloaded courses, and from Microsoft Teams, which offers corporate training directly available anywhere and anytime, with the Learn365 app for Teams.