LMS

 

LMS - Zoho People's Learning Management System

Training is an essential part of an employee's journey. Training at regular intervals helps an employee refine their skills and aids in overall growth and development in the organization. It is also an important HR function that every organization needs to facilitate. Using Zoho People's training module, both self-paced and blended learning types of training can be conducted. 

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What is LMS?

Learning Management System (LMS) in Zoho People is an online platform to facilitate different types of courses and chart out specific learning plans for your employees.

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Why is it useful?

LMS promotes continuous learning in your organization, even while your employees work remotely. A carefully designed learning plan can aid employees in their career progression.

Introduction

Self-paced learning courses allow the employee to learn at their own pace in such a way that they can move forward from one subject to the next based on how much they have understood.

Self-paced courses use files or links that are uploaded as course materials. There are no trainers involved. For example, a course on learning the basics of fire safety can be a self-paced course.

The learner can read through the course materials and watch videos that illustrate the salient aspects.

Blended learning courses, on the other hand, can have a combination of instructor-led training as well as some self-learning components.

Blended learning commonly concludes with an assessment where the learner is evaluated for successfully completing the course. For example, a course on the basics of MS Excel can be a blended learning course where there is a need for a trainer to interact, give examples, and evaluate the learners through an assessment at the end of the course.

E-Materials refer to the online manuals that you can create to instruct the employees of your organization. You can add files, links, videos, and documents, as E-Materials and let your employees access them any time. Unlike the other course types, E-Materials do not have a definite pace or completion. They can be used for knowledge sharing within your organization, or as reference materials for your employees. Notes can be added to describe and substantiate the materials shared.

Courses can be created, categorized, and published to the employees of your organization who can benefit from enrolling into them. Colleagues can suggest courses to their teammates, and managers can also enroll their reportees in courses they feel will improve their proficiency level.

The training module is also integrated with the performance module. The skill sets of an employee are taken as a basis to associate relevant courses to them. This helps managers suggest appropriate courses to their reportees and employees to opt for courses that will improve specific skills.

Glossary of terms and roles 

Self-paced learning: Type of learning where the learner moves from one subject to the next based on how much they have understood. The content can be any reading material or tutorials that do not involve a trainer.

Blended learning: A combination of classroom and self-paced online training facilitated by a trainer. Commonly concludes with an assessment. 

E-Materials: Online Manuals or reference materials to instruct employees. It does not involve course completion and no trainer is required.

Course: A set of modules on a particular subject that a learner can enroll in.

Module: A subdivision of a course, which can be made up of one or more sessions. 

Session: Subset of module where an interactive class is conducted either in a classroom or online.

Batch: Enrolled learners who are grouped together and learn together in a blended learning course. A course can have multiple batches.

File: Reference material that is given for the learner to learn from in both self-paced and blended learning courses.

Link: A website link given as reading material for the learner to read up and understand the concept or topic covered in the course.

Test: A means of assessing the learner by giving questions on the topic covered in the course. Tests are held only for blended learning courses.

Assignment: A written task given on a topic related to the one covered in the course to gauge how much the learner has understood.

Lock/Unlock settings: Locking refers to restricting access to a file, session or module until a specific date. Unlock means that it is always accessible.

Roles

Trainer: The facilitator of the course. Specific trainers are tagged to each session of a course.

Learner: The user who has enrolled in the course. 

Manager: The manager of the learner. The manager can also enroll the reportees into a course.

Course admin: The administrator who is responsible for a particular course.

Admin:  The administrator of the training module.

General flow of setting up a course in LMS

First, the account settings must be configured and customized according to the needs of the organization.

Settings

General

To access LMS Settings, Go To LMS > Settings. Configure LMS related settings that affect all courses throughout LMS. Use the various tabs on the right section to view other sections of settings.

In the General page of settings, enable the type of courses that your organizations will feature. you can also enable course sharing and enable or disable automatic email notifications. 

Manage Permissions

Manage Permissions page helps you control key permissions for managing Courses and Learning Plans. You can choose between Single or Multiple permission mode. Specify permissions for creation, sharing, and moderation.

Single mode, simplifies permissions and allows for using the same permissions across Courses (Self Based, Blended), Learning Plan, & E-Material.

Multiple mode, allows fine-tuning permissions, permissions have to be set individually for Self Based Courses, Blended Courses, Learning Plan, & E-Material creation, sharing, and moderation. For example, you can allow all users to create courses, but restrict Learning Plan to HR Managers (in addition to default using the multiple mode).

By default, the Administrators can create courses, however if you would like to authorize other users, such as Trainers, or Team leads, you can do so by clicking the Add button

You can also control sharing of courses, and moderation authorization. If moderation permission is set at Required then, The course trainer or Admin must approve the moderation request before it can be published. 

Grading - Settings

Select the type of grading systems you want to allow for your courses. Only the grading systems enabled here will be allowed as a selectable choices for the courses you create in the future.


 

Learn more about Grading in LMS.

Feature policies - Settings

Settings for various additional features available in the training module can be configured here. These settings apply to all the courses.

Feedback - Settings

Giving and receiving feedback is essential for the success of a course. All settings related to feedback can be set here.

Feedback can be given by —If you want only the manager or the learner to be able to give feedback, select Manager orLearnerIf you want both to be able to give feedback, enable Both (Manager and Learner).

Feedback can be given — If feedback can be given anytime, select Anytime. If feedback can be given only after the course is completed, select After course completion.

Feedback can be applied to— If feedback can be given only to the trainer, select Trainer. If feedback can be given only about the course, select Course. If feedback can be given for both the trainer and course, select Both (Trainer and Course).

Discussions - Settings

During a course, discussions can help clarify many questions and help the learner to grasp content faster. 
Configure who can start a discussion. If you would like to allow only the course admin to initiate a discussion during a training course, select Course adminthe same goes for Trainer and Learner.  You can select more than one option here.

Reports - Settings

Configure who can view reports — If only admin or the trainer can view reports, select either Admin or Trainer. If both the admin and trainer can view reports, enable both.

Notifications - Settings

Enable auto triggered email notifications for significant actions in LMS, enable or disable notifications for course related events such as new course published, or an email to notify the reporting managers that their learners have completed a course, etc. Notifications are listed under 4 titles as listed below:

  • Course notifications
  • Module notifications
  • Discussion notifications
  • Learning Plan notifications

To enable email notifications for LMS features go to LMS > Settings (General Tab) > Enable Notification emails for courses checkbox (under Additional Options) and click Save.
Once enabled and saved, you will see a new tab on the right side labelled Notifications. 

Now that notifications are enabled, the required automatic email notifications can be enabled or disabled as required.

Categories - Settings

Courses can be put into different categories. These categories can be created here based on your organization's need. Some default categories that have already been created include General, Human Resources, and Sales. You can use, edit, or delete these as needed. 

Create category — Click the + icon to create a new category.

Edit existing categories if you want to modify the name.

Delete categories that are not applicable or relevant to your organization.

Creating a course

To create a new course:

  1. Click on My Courses from your dashboard.
  2. Click the + icon and select Course from the dropdown.

  1. Enter a name for the course. 

  1. Select the type of course: Self-paced learning ,Blended learning or E-Material.
  2. Click Create.

Course settings for self-paced, blended learning courses and e-materials

All settings related to the course can be configured under course settings. To access the settings of a particular course,

  1. Go to Course Catalog.
  2. Click on the ellipsis icon of the course.
  3. Click Settings.

Course settings for self-paced learning courses

Basics 

All the basic details of the course—name, duration, course admin, and more, can be configured here. 

Name — Give an appropriate name for the course that gives a clear notion about the subject covered.

Type — The selected type of course (Self-paced or Blended) will be auto-filled here. 

Category — Select a relevant category that will make it easy for the learner to search for the course. 

Duration — Give the approximate time taken to complete the course.

Course code — Provide a unique code that is representative of the course. 

Description — Give details on the course, which will be displayed in the course card.

Course admin — Assign a course admin who will manage this course.

Sharable URL — Give a URL link of the course that can be shared with others.

Learning Objectives

These settings clarify at whom this course is aimed — the level at which the learner must be to enroll in the course (Prerequisite skills), the proficiency level that they will gain once they have completed the course (Skills you will acquire). More than one skill set can be added by clicking + Skill Set.

 

Applicable to

In this section, you can define the group that your courses apply to using rules. You can create more than one rule and each rule will be applied independently when all its conditions are met.

The applicable group can be defined based on the following criteria: Role, Location, Department, Designation, User, Group and Experience.

 

Use case

You have created a course on employee retention strategies, due to rising attrition rates in the Delhi office of your organization. You would like the course to be attended by both, experienced HR professionals, and managers in the Delhi office who are facing this issue.

Let us see how to configure our applicable group:

Rule 1: All employees in the HR department with 2 or more years of experience.

Rule 2: All employees with the Manager role in the Delhi location.

Put together, the course will apply to all HR employees with 2 or more years of experience and to all managers in Delhi. Both the required criteria are satisfied.

Branding 

Select an appropriate image that represents the course. Upload relevant course introductory files as needed. 

Permissions 

Set the required permissions for enrollment, unenrollment and for completion.

Grade configuration

Select the grading system you want to apply for the course and select other related settings for it.

Certificates

Course Certificates can be created and used to reward learners who complete a course. In Zoho People's LMS, you can create and customize certificates from a variety of pre-designed templates and grant them to the members of the course after successful completion.

To create a certificate for a course,

  1. Go to Course Settings of the specific course, and then to the Certificates tab.

  1. Click Create Certificate.
  2. Select the template you want to use.

  1. Drag and drop fields to customize the certificate.

  1. Click Preview to view before sharing and make any changes if required.
  2. Click Proceed.
  3. Click Use as default template under the ellipsis icon, if you want this template to be applied as the default template for all self paced courses.
  4. Click Publish to make the certificate viewable to all learners once they have completed the course.

 

Once the learner completes the course, they will be able to download the certificate from the course overview.

Admins can also download the learner's certificate, under the Members tab. To download the certificate of a learner, click the ellipsis icon beside the learner's name, and click Download Certificate.

Course settings for Blended learning courses

Basics 

All the basic details of the course—name, duration, course admin, and more—can be configured here.

 

Name — Give an appropriate name for the course that gives a clear notion about the subject covered. 

Type — blended learning will be auto-filled as the course type here.

Category — Select a relevant category that will make it easy for the learner to search for the course. 

Duration — Give the approximate time taken to complete the course.

Course code — Provide a unique code that is representative of the course.

Description — Give details on the course, which will be displayed in the course card.

Course admin — Assign a course admin who will manage this course.

Sharable URL — Provide a URL link of the course that can be copied and shared with others.

Learning Objectives

These settings clarify at whom the course is aimed — the level at which the learner must be to enroll in the course (Prerequisite skills), the proficiency level that they will gain once they have completed the course (Skills you will acquire).  More than one skill can be added by clicking + Skill Set.

Manage Batches 

At least one batch must be created for a course to get published. You can create a batch that occurs once or create multiple batches using the batch scheduler.

If you want to create a one-time batch, select Single Instance.

  1. Enter the name of the batch.
  2. Select the start and end date of the batch.
  3. Select the location.
  4. Enter the minimum and maximum capacity of the batch.
  5. If you want to cancel the batch if the minimum capacity is not met within a certain number of days, enable the option and enter the number of days.
  6. If you want to Allow waitlisting if maximum capacity is met, enable it.
  7. Click Save.

Batch Scheduler

To create multiple batches that run at defined intervals using a batch scheduler, select Multiple Instances.

The batch scheduler helps you facilitate the courses that you want to run on a periodical basis without having to create every batch manually.

 

  1. Enter the batch name, suffix and sequential reference of the batch. If you want the batches to be labeled 1, 2, 3, and so on, select Numbers from the drop-down. If you want it to be date specific, select the applicable format.
  2. Select the location.
  3. Select the start and end date under Effective From and Until.
  4. Enter how many days in advance the batch should be created, under Batch create date. Criteria date refers to the days selected under Repeat Frequency.
  5. Under Repeat Frequency, select Weekly, Monthly or Yearly , then enter the required details under the selected option.
  6. Under Clone, select Do not clone, Modules or Modules and Members, then enter the corresponding details for the selected option.
  7. Click Save.

Use Case

Let's say you are conducting a company-wide course on professional etiquette every alternate Wednesdays starting in the month of January until end of May. You will need to run the course in batches to accommodate all the employees in your organization. Let's take a look at how to configure this using the batch scheduler, without having to create multiple batches manually.

Repeat Frequency

Batches recur based on the criteria set under repeat frequency. Under each option, the criteria you can apply will vary.

Weekly

Monthly

Yearly

Cloning batches

You have the option to clone existing batches and elements within those batches. If you want to use the same configuration that exists in another batch, use the cloning option to save time. Based on the option you choose, the settings will vary.

Do not clone

Cloning Modules

Cloning Modules and Members

Applicable to

In this section, you can define the group that your courses apply to using rules. You can create more than one rule and each rule will be applied independently when all its conditions are met.

The applicable group can be defined based on the following criteria: Role, Location, Department, Designation, User, Group and Experience.

Use case

You have created a course on employee retention strategies, due to rising attrition rates in the Delhi office of your organization. You would like the course to be attended by both, experienced HR professionals, and managers in the Delhi office who are facing this issue.

Let us see how to configure our applicable group:

Rule 1: All employees in the HR department with 2 or more years of experience.

Rule 2: All employees with the Manager role in the Delhi location.

Put together, the course will apply to all HR employees with 2 or more years of experience and to all managers in Delhi. Both the required criteria are satisfied.

Branding 

Select an appropriate image that represents the course. Upload relevant course introductory files as needed. 

 

Permissions 

Set the required permissions for enrollment, unenrollment and completion.

Grade configuration

Select the grading system you want to apply for the course and select other related settings for it.

Certificates

Course Certificates can be created and used to reward learners who complete a course. In Zoho People's LMS, you can create and customize certificates from a variety of pre-designed templates and grant them to the members of the course after successful completion.

To create a certificate for a course,

  1. Go to Course Settings of the specific course, and then to the Certificates tab.

  1. Click Create Certificate.
  2. Select the template you want to use.

  1. Drag and drop fields to customize the certificate.

  1. Click Preview to view before sharing and make any changes if required.
  2. Click Proceed.
  3. Click Use as default template under the ellipsis icon, if you want this template to be applied as the default template for all blended learning courses.
  4. Click Publish to make the certificate viewable to all learners once they have completed the course.

Once the learner completes the course, they will be able to download the certificate from the course overview.

Course settings for E-Materials

Basics

All the basic details of the course—name, duration, course admin, and more can be configured here.

Name — Give an appropriate name for the course that gives a clear notion about the subject covered.

Type — The selected type of course (Self-paced or Blended) will be auto-filled here.

Category — Select a relevant category that will make it easy for the learner to search for the course.

Duration — Give the approximate time taken to complete the course.

Description — Give details on the course, which will be displayed in the course card.

Sharable URL — Give a URL link of the course that can be shared with others.

Pre course activities – These are a set of activities that are given to the learner before beginning the course.

Post course activties – These are a set of activities that are given to the learner after completing a course.

 

Branding

Select an appropriate image that represents the course. Upload relevant course introductory files as needed.

Pre course activities

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What are pre course activities?
These are a set of activities that are given to the learner before beginning a course.

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Why is it useful?
These activities, help the trainer and learner understand the current proficiency level of the learner. They also prepare the learner for what to expect in the course.

Pre course test

A preliminary test can be held before the start of a course. Individual tests can be tailored for each specific course.

The test can be included within the grade calculation of the course or be given independently. If included within the overall grade calculation, the test becomes mandatory.

To include a test as part of the course, go to the course settings of the specific course.

  1. Go to the Pre course activities tab.

  1. Enable Test.
  2. Select a category if you want to include the test as part of the overall grade calculation. If a category is selected, then the test becomes mandatory.
  3. If you do not want to make the test mandatory, then no category needs to be selected.
  4. Add a test.
  5. Click Save.

Once a learner completes this test, they will be able to access the course. Learn more from the employee's perspective.

Post course activities

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What are post course activities?
These are a set of activities that are given to the learner after completing a course.

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Why is it useful?
These activities help the trainer and learner understand the proficiency level of the learner after completing the course.

Post course test

A test can be held after completing a course. Individual tests can be tailored for each specific course.

The test can be included within the grade calculation of the course or be given independently. If included within the overall grade calculation, the test becomes mandatory.

To include a test as part of the course, go to the course settings of the specific course.

  1. Go to the Post course activities tab.

  1. Enable Test.
  2. Select a category if you want to include the test as part of the overall grade calculation. If a category is selected, then the test becomes mandatory.
  3. If you do not want to make the test mandatory, then no category needs to be selected.
  4. Add the test.
  5. Select when to begin the test.
  6. Click Save.

Note: Grade configuration must be selected for grade category to be included in pre course and post course tests.

Once the learner completes the course, they will be able to view this test. Learn more from the employee's perspective.

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Usecase Soft Skill training for employees

An organization wants to conduct a soft skill training course for employees. They want to evaluate the employees in three phases - based on current proficiency, during course, and based on learning from the course. The overall score is derived from the individual weightage assigned to each category.

The first step is to add the course and enable grade configuration. The grade configuration can be done as follows:

After adding the course,

In the course settings section, go to the pre course activities tab.

  1. Enable Test.
  2. Select the appropriate grade category for this test. The course will automatically become mandatory.
  3. Add a test.
  4. Click Save.
  5. Next, go to Post course activities tab.

  1. Enable Test .
  2. Select the appropriate grade category for this test. The course will automatically become mandatory.
  3. Add a test.
  4. Select when the test is to begin.
  5. Click Save.

After completing all 3 phases, the overall grade will be calculated for each learner.

Cloning a course

If you want to create an identical course to an existing one, use the clone option under the ellipsis icon of the existing course.

  1. Select the batch from the drop-down if it is a blended learning course.
  2. Select the components you want to clone - Overview, Modules and Members.
  3. Click Clone.

Now the cloned course will be available in the My Courses and Course Catalog space where you can rename it as per your need.

Course overview

All courses created will be listed in the course catalog, as well as the description that is given while configuring the course settings. To create modules or sessions, or to perform other related actions, click on the course and go to course overview.

Course overview for Self-paced courses

The course overview details all the different sections of the course. Here is where you will be able to create modules, add files and links, add new members, have discussions, and share feedback. Simply click on the specific course to navigate to the course overview.

Adding a module 

To publish a course, it is imperative to first create a module for your course. 

To add a new module:

  1. Click on the Module tab.
  2. Click Add Module.

  1. Give the module a name and duration.
  2. Define the module lock settings.

  1. You can also add relevant files, links , online and offline tests by clicking the + icon. All the files uploaded for the courses can be viewed under the Files tab.

  • To add members to the course, go to the Members tab.
  • To add quick notes, go to the Notes tab. All your existing notes will also be accessible here. 
  • To begin a new discussion, go to the Discussion tab and click Start a discussion.
  • To share feedback, go to the Feedback tab. 

Course overview for Blended learning courses

Adding a module 

Once a batch or multiple batches have been created, it is imperative to create a module for your course.

To add a new module for a Blended learning course:

  1. Click Add Module.
  2. Give a name and duration.

  1. Select the Module Lock settings.

  1. You can also add relevant files, links, sessions, assignments, and tests by clicking the + icon. All the files uploaded for the courses can be viewed under the Files tab.
  • To add members to the course, go to the Members tab.
  • To add quick notes, go to the Notes tab. All your existing notes will also be accessible here. 
  • To begin a new discussion, go to the Discussion tab and click Start a discussion.
  • To share feedback, go to the Feedback tab. 

Based on the type of course created, the following features can be added within the course modules.

For Self Paced courses:

File
Link
Online Test
Offline Test
Content

For Blended Courses:

File
Link
Session
Assignment
Offline Test
Online Test
Content

Course Overview for E-Resources

Adding a module

To publish a course, it is imperative to first create a module for your course.

To add a new module,

  • Click on the Module tab.
  • Click Add Module.
  • Give the module a name and duration.
  • You can add relevant files, links or videos as part of E-Resources by clicking the + icon.All the files uploaded for the courses can be viewed under the Files tab.
  • To add quick notes, go to the Notes tab. All your existing notes will also be accessible here.

Course reports 

This section gives you a variety of reports that will help you analyze the success of a course. Insights can be drawn from reports on courses, trainers, and learners.

Course reports can be accessed by going to LMS > Reports (under Options), select Courses.

This is an example of a course-based report called Course type report. In this report, we can view the total number of courses under each course type. There are reports available for location-wise and grade-wise distribution. 

 

This is an example of a trainer-based report called Trainer location report. Here you can view the distribution of trainers by location. Reports on ratings, categories, and hours spent for trainers are also available. 

This is an example of a learner-based report called Student location report. Here you can view the distribution of learners by location. Reports on ratings, categories, and hours spent for learners are also available.

Approvals 

When the learner does not have permission to join courses, they can send a request to their manager, who will either approve or deny the request. All pending approvals can be managed under Options > Approvals.

Associated Content

A consolidated view of all your notes, feedback, discussion and training calendar can be viewed under Associated Content. 

Calendar

The calendar helps you keep track of the courses attended as well as the upcoming ones, so you don't miss anything.

Notes

You can get a consolidated view of all notes from various courses here. Click Add Note to add a note from this space.

  • Change the color of your notes by clicking the palette icon in the top right corner.
  • Add attachments by clicking the attachment icon in the top right corner.
  • Your notes are auto-saved as you type.

Discussions

You get a consolidated view of discussions from various courses here. Discussions can be used to engage in large group discussions or hold private discussions by selecting one or a few members. Only the added members can view and participate in the discussion. Even a course admin who is not added to the discussion cannot access it.

To begin a new discussion,

  1. Click Start a new discussion in the top right corner.
  2. Provide a Title for the discussion.

  1. Select the applicable course this discussion is for, under Course name.
  2. Select the applicable batch under Batch name for a blended learning course.
  3. Select the members who are part of this discussions, under Members. All members will be selected by default. For a private discussion, select Specific members  and include them from the dropdown.
  4. Enter a description about the discussion.
  5. Click Start.

Click Delete beside the added member if you want to remove them from the discussion.

A discussion can also be started from within a specific course, under the Discussions tab. Learn more about Discussion settings under Account settings.

Use case: Trainer having a discussion with the learner about their progress in the course. 

First, enable the trainer to initiate a discussion.

  1. Navigate to LMS > Options > Settings.

  1. Go to Feature policies.
  2. Go to the Discussions section andselectTrainer for Who can start a discussion.
  3. Click Save.

Next, the trainer must start the discussion and must only add the specific learner.

  1. Navigate to LMS > Associated Content > Discussions.
  2. Click Start a discussion.

  1. Provide a name for the discussion under Title.
  2. Select the course the discussion is centered around, under Course name.
  3. Select the specific learner this discussion is for, from the dropdown under Members.
  4. Provide a discussion to explain what this discussion is for.
  5. Click Submit.

Feedback

You can get a consolidated view of all the feedback received for courses and trainers here. Click on a specific star rating of a course for a detailed view. 

Learn more about Feedback settings.

Resources 

A consolidated view of all files and other resources, trainers, room and your team can be viewed under Resources. 

Content Management

All files and other resources that have been added in courses can be viewed from this space.

Trainers

To be able to tag trainers in sessions with ease, you must first add the respective employees who are going to be trainers. 

To add a trainer,  click Add Trainer.

Rooms

Add all the training rooms of your organization so they can be easily tagged while creating a session. 

To add a training room, click Add Room.

  1. Enter a name for the room.

  1. Upload a representative image of the room.
  2. Enter the maximum Capacity.
  3. Enter the Location of the room.
  4. Select the facilities that are available in the room. 

Adding a facility

To add additional facilities in the rooms that may be available in your organization, 

  1. Click on the + icon beside Add Room.
  2. Click + Add Facility.
  3. Enter the name of the facility you want to add. 

My Team

The My Team space in LMS gives the manager a quick and complete view of their reportees, with a snapshot of their skill sets, competencies, and courses attended.

For a manager to view their My Team space,

  1. Go to LMS > Resources > My Team.

  1. All the reportees will be displayed. Click on a specific reportee to get detailed information.

There are many quick actions a manager can make from the My Team space:

  • Suggest courses for reportees.
  • Enroll reportees in a course.
  • Unenroll reportees from a course.
  • View a list of courses attended by the reportee.
  • View a list of the reportee's competencies.

Note:A manager will be able to enroll or unenroll their reportee only if permissions are enabled under course settings.

 

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