Overview
Individual user profiles have tabs titled Topics and Pathways. Selecting either of these allows you to perform the functions outlined below, to help you manage a specific user's training.
Note: All topics and pathways available in your portal are visible on the Topics and Pathways tabs of your individual users, regardless of whether they're enrolled in those topics and pathways or not. This allows you to manage their existing enrolments and enrol them into topics or pathways they're not already enrolled in.
In addition to managing existing enrolments and creating new enrolments, you can make a user a creator of your custom topics, manage due dates and completions, prevent or allow recertification, or reset an enrolment.
Filtering options
By default, you will see a list of active topics/pathways (depending on which tab you are in).
You can use the first drop-down option to show active, draft, active and draft or archived.
You can use the second drop down option to show current enrolments, all enrolments or lapsed.
In conjunction with the drop-down options, you can also use the search box to search by title.
Note: You may need to update the drop-down selections to locate the specific title (e.g. if it is in draft, you will need to make sure that the drop-down option to show draft versions is selected).
Available actions
You can select one or multiple knowledge items using the checkboxes to the left of each title.
Note: While you can select multiple knowledge items at once, some actions (such as 'Change due date', 'Set to completed', or 'Change certified date') are best performed on a single item at a time to avoid errors or unintended changes.
Once you've selected the desired items, use the 'Bulk Action...' button to perform actions on the selected training. The following options are available for training associated with the selected user:
Enrol - enrols the learner into a topic or pathway they're not already enrolled in.
Unenrol - unenrols the learner from a topic or pathway they're enrolled in.
Change due date - allows you to select a new due date for the learner for a topic or pathway they're already enrolled in. If the learner is not already enrolled, use the 'Enrol' action first.
Remove due date - removes the due date assigned to the learner for a topic or pathway they're already enrolled in. If the learner is not already enrolled, use the 'Enrol' action first.
IMPORTANT: When due dates are removed, learners will not receive any reminder notifications associated with the topic or pathway.
Set to completed - changes the enrolment status of the learner to completed in topics or pathways they're already enrolled in. If the learner is not already enrolled, use the 'Enrol' action first.
Change completed date - changes the completed date of the learner against a topic or pathway they have already completed. If the learner has not already completed the topic or pathway, firstly ensure they are enrolled in the topic or pathway, then use the 'Set to completed' action before using the 'Change completed date' action.
Change certified date - changes the certified date of the learner against a topic or pathway they have already completed. If the learner has not already completed the topic or pathway, firstly ensure they are enrolled in the topic or pathway, then use the 'Set to completed' action before using the 'Change certified date' action. If a certified date already exists for the learner's enrolment, the date will be updated.
Reset enrolment - creates a brand new enrolment for the learner in a topic or pathway they're already enrolled in regardless of their progress status.
IMPORTANT: This action deletes the learner's previous enrolment history for the topic or pathway. To create a new enrolment while retaining the learner's history, use the 'Retake knowledge' action.
Retake knowledge - creates a new enrolment for the learner in a topic or pathway they're already enrolled in, regardless of their progress status, while retaining their enrolment history against the topic or pathway. To create a new enrolment without retaining the learner's history, use the 'Reset knowledge' action.
Prevent recertification - Changes a learner's 'Recertify' setting for a topic or pathway they're already enrolled in from 'Yes' (the default setting) to 'No'. This means that the learner will not be required to retake the topic or pathway if periodic recertification is required for the topic or pathway. If the learner is not already enrolled in the topic or pathway, use the 'Enrol' action first.
Allow recertification - Changes a learner's 'Recertify' setting for a topic or pathway they're already enrolled in from 'No' to 'Yes'. This means that the learner will be required to retake the topic or pathway if periodic recertification is required for the topic or pathway (please note: the default setting for this option is 'Yes', so this action works when the default has been changed). If the learner is not already enrolled in the topic or pathway, use the 'Enrol' action first.
Once you've selected the desired action, a confirmation popup will appear. After confirming, the system will attempt to apply the action to the selected knowledge items.
A follow-up popup will display the outcome, including how many enrolments were successfully updated. If no updates were made (e.g. if the action’s requirements weren't met), the count will show 0.
Other methods of managing enrolments
There are also other options for managing enrolments which may be suitable if you are looking to perform bulk actions for multiple users or knowledge at once. For more information, click here.