Managing Users in the Training Module

Managing users in the Training Module encompasses assigning learners to courses and learning paths, processing enrollment requests, extending due dates to accommodate learner needs, removing users from training programs, and monitoring learner progress across the training environment. Effective user management ensures learners have timely access to required training, receive appropriate support throughout their learning journeys, and complete certification requirements aligned with organizational objectives.

The user management workflow integrates assignment capabilities, request processing interfaces, progress tracking tools, and administrative actions that support responsive training delivery. Administrators can manage users through multiple interfaces including the centralized Users tab, individual course and learning path pages, and Dashboard widgets that highlight pending administrative actions requiring attention.

Requirements

To manage users in the Training Module, users must be assigned a security role with one of the following permissions:

Administrator System Role
Access Level: Training Manager, Manage Course Assignments

User Management Overview

Training Module user management operates through several complementary interfaces that provide different perspectives on learner assignments, progress, and administrative needs:

Users Tab: Centralized interface displaying all learners with training assignments, supporting bulk user operations, and providing comprehensive filtering by assignment status

Course-specific management: User management capabilities within individual course pages enabling course-focused assignment and progress monitoring

Learning path-specific management: User management within learning path pages supporting program-level assignment and multi-course progress tracking

Dashboard widgets: Quick-access interfaces for processing requests, marking quizzes, and performing common user management tasks without navigating to dedicated management pages

Multiple management pathways: Most user management actions can be performed through multiple interfaces—administrators choose workflows that align with their current context and administrative tasks

Assigning Users to Courses

Course assignment creates enrollments that provide learners with access to training content, establish due dates and completion requirements, and initiate progress tracking. Assignments can target individual users, user groups, or security roles for flexible training deployment across organizational populations.

Assignment Methods Overview

Training administrators can assign users to courses through three primary interfaces:

Method 1 - Users Tab Assignment: Centralized assignment interface for enrolling users in courses from the main Users tab, supporting bulk operations and cross-course assignment

Method 2 - Course-Specific Assignment: Assignment workflows within individual course pages, enabling course-focused user management during content development or program updates

Method 3 - Dashboard Quick Links: Rapid assignment through Dashboard Assign Users button, providing streamlined workflows for common assignment tasks

All assignment methods create equivalent enrollments—method selection depends on administrator workflow preferences and current task context.

Assigning Users from the Users Tab

Navigate to the Training module and select the Users tab
Click the Assign New button in the upper portion of the page
An assignment dialog or page appears with user selection interface
Search for users by name, email, or other identifying criteria using the search field
Select individual users by clicking checkboxes beside their names
Select multiple users simultaneously for bulk course assignment
Click Next or Continue to proceed to course selection
In the Course field, search for and select courses you want to assign to selected users
Add multiple courses to assign users to several training programs simultaneously
Review selected users and courses to verify assignment accuracy
Click Assign to create the course assignments
The system processes assignments and sends enrollment notifications to assigned learners
Assigned users appear in the course's Users tab with Assigned status

Assigning Users from Course Pages

Navigate to the Training module and select the Courses tab
Click the name of the course to open the Course Details page
Select the Users tab within the course
Click Assign New or Assign Users button
Search for and select users to assign using the user selection interface
Click checkboxes beside user names to select multiple learners simultaneously
Click Assign to create the course assignments
Selected users receive enrollment notifications and gain access to course content
Newly assigned users appear in the course's Users tab

Alternative course assignment method:

Navigate to the Users tab in the main Training module
Click on an individual user's name to open their user detail page
Click Assign Course button on the user's page
Select courses to assign in the course selection interface
Click Assign to enroll the user in selected courses

Assigning Users from Dashboard

Navigate to the Training module Dashboard
Locate the Quick Links section
Click Assign Users button
The assignment interface opens displaying user and course selection options
Search for and select users to assign
Search for and select courses for assignment
Click Assign to create enrollments
The system processes assignments and returns to Dashboard

Assignment Considerations and Limitations

Licensing constraints:

Maximum assignment limit: 10,000 users can be assigned to courses simultaneously in a single assignment operation
Employee training licenses and community licenses are tracked separately
Verify license availability before large-scale assignments to prevent license exhaustion
License consumption occurs at assignment time—removing assignments frees licenses for reuse

Assignment notifications:

Assigned users receive automatic email notifications informing them of course enrollment
Notification emails include course names, due dates if configured, and links to access training content
Notification settings are controlled in Training Module Settings under General tab
Disable notifications temporarily if bulk assignments should not trigger immediate learner communication

Compliance course restrictions:

Compliance courses cannot be manually reassigned by course administrators to learners
Automatic course reassignments occur before compliance expiry based on configured notification periods
See "Configuring Compliance Settings" for compliance-specific assignment management

Assignment prerequisites:

Courses must be Published before user assignment—Draft courses cannot be assigned to learners
Verify course content is complete and ready for learner access before assignment
Ensure course sharing options allow assigned users to access content after enrollment

Assigning Users to Learning Paths

Learning path assignment enrolls learners in comprehensive multi-course training programs through single administrative actions. Assigning users to learning paths automatically creates individual course assignments for all courses within the learning path, simplifying program deployment and ensuring learners receive complete training sequences.

Learning Path Assignment Process

Navigate to the Training module and select the Learning Paths tab
Click the name of the learning path to open the Learning Path Details page
Select the Users tab within the learning path
Click Assign New or Assign Users button
Search for and select users to assign using the user selection interface
Select individual users or multiple learners simultaneously for bulk enrollment
Click Assign to create the learning path assignment
The system processes the learning path assignment and automatically creates individual assignments for all courses within the learning path
Assigned users receive enrollment notifications for the learning path
Users appear in the learning path's Users tab and in individual course Users tabs for all constituent courses

Alternative learning path assignment method:

Navigate to the Users tab in the main Training module
Click Assign New button
Select users to assign
In the course selection field, browse or search for learning paths (learning paths appear alongside individual courses)
Select the desired learning path
Click Assign to enroll users in the complete program

Learning Path Assignment Behavior

Automatic course assignments:

Learning path assignment immediately creates individual course assignments for every course within the learning path
Learners receive access to all courses simultaneously upon learning path assignment
Individual course assignments function identically to direct course assignments—learners can start any course in the sequence based on course settings

Progress tracking:

Learning path progress calculates based on individual course completion within the program
Learners must complete all courses in the learning path to achieve learning path completion
Individual course progress and learning path overall progress are tracked separately
Progress percentages update automatically as learners complete courses within the learning path

Licensing implications:

Learning path assignment consumes one assignment per course within the learning path
A learning path containing five courses consumes five course assignment licenses per assigned learner
Verify sufficient license availability before large-scale learning path assignments
License tracking displays separate counts for employee and community licenses

Assignment restrictions:

Learning paths must be Published before user assignment
All courses within learning paths must be Published—Draft courses prevent learning path assignment
Users cannot be assigned to empty learning paths without course content

Managing Course Requests

Learners can request access to courses and learning paths when self-registration is disabled, creating approval workflows that allow administrators to verify qualifications, manage capacity, or validate prerequisites before granting training access. Request management enables controlled enrollment while supporting learner autonomy in identifying relevant training opportunities.

Request Sources and Visibility

Request triggers:

Learners browse course catalogs or learning path listings
When self-registration is disabled, learners see "Request" buttons instead of "Enroll" buttons
Clicking Request submits enrollment requests to administrators for approval
Requests appear in multiple administrative interfaces for processing

Request visibility locations:

Dashboard New Requests widget: Displays pending requests requiring attention on the main Dashboard
Course Users tab: Shows requests specific to individual courses under Requests sub-tab
Learning Path Users tab: Displays requests for learning path enrollment
Users tab: Shows all requests submitted by individual learners organized by user

Processing Requests Through Dashboard

Navigate to the Training module Dashboard
Locate the New Requests widget displaying pending course and learning path requests
Review request details including learner names and requested courses or learning paths
Click the checkmark button beside a request to approve and assign the learner
Click the X button beside a request to reject and delete the request
Approved learners receive enrollment notifications and gain immediate access to requested training
Rejected requests are removed from pending queues without notification—administrators should communicate rejection reasons separately if needed

Processing Requests Through Course Pages

Navigate to the Courses tab and select the course with pending requests
Click the Users tab within the course
Select the Requests sub-tab displaying learners who requested the course
Locate the learner whose request you want to process
Click the arrow or actions dropdown beside the learner's name
Select Assign to approve the request and enroll the learner in the course
Select Delete to reject the request and remove it from the pending queue
Approved learners receive enrollment notifications and appear in the course's Assigned users list

Processing Requests Through Learning Path Pages

Navigate to the Learning Paths tab and select the learning path with pending requests
Click the Users tab within the learning path
Select the Requests sub-tab displaying learners who requested the learning path
Locate the learner whose request you want to process
Click the arrow or actions dropdown beside the learner's name
Select Assign to approve the request and enroll the learner in the learning path and all constituent courses
Select Delete to reject the request and remove it from the pending queue

Processing Requests Through Users Tab

Navigate to the main Users tab in the Training module
Click on the name of the user whose requests you want to process
Select the Requests tab on the user's detail page
Review all pending requests submitted by this user across courses and learning paths
Under the Actions column, click the arrow button for the request you want to process
Select Assign to approve the request and enroll the user
Select Delete to reject the request

Request Processing Best Practices

Timely processing: Process requests promptly to maintain learner engagement and training program momentum—delayed approvals reduce learner motivation and may cause learners to abandon training initiatives

Clear approval criteria: Establish and communicate clear approval criteria to ensure consistent decision-making across administrators and transparent workflows for learners

Communicate decisions: When rejecting requests, contact learners separately to explain rejection reasons and suggest alternative training paths or prerequisite requirements they should complete first

Monitor patterns: Track request volumes and approval rates to identify training demand trends, content gaps, or opportunities to enable self-registration for frequently requested courses

Bulk processing: When possible, process multiple related requests simultaneously to reduce administrative overhead and provide consistent access to learner cohorts

Extending Due Dates

Due date extensions accommodate learner scheduling needs, extenuating circumstances, or program adjustments by modifying course and learning path completion deadlines. Extensions maintain training program integrity while providing flexibility that supports learner success and completion rates.

When to Extend Due Dates

Individual learner circumstances:

Personal or family emergencies requiring temporary suspension of training activities
Workload spikes or project commitments temporarily limiting training time availability
Technical issues preventing course access during original due date periods
Learning pace variations requiring additional time for content comprehension

Organizational factors:

System outages or technical problems affecting learner access to training platforms
Course content updates or corrections requiring learners to review modified materials
Organizational restructuring or role changes affecting training priorities
Revised training timelines based on business needs or compliance requirement changes

Program adjustments:

Extending due dates for entire learner cohorts when programs require additional time
Accommodating holiday periods or organizational events affecting training availability
Adjusting timelines when prerequisite courses experience delays affecting dependent programs

Extending Due Dates Through Course Pages

Navigate to the Courses tab and select the course requiring due date extension
Click the Users tab within the course
Locate the learner requiring a due date extension in the appropriate status tab (typically Assigned)
Click on the learner's name to open their assignment detail view
Click Extend Due Date button
A date selection interface appears
Select the new due date using the date picker
Click Update to apply the due date extension
The system updates the learner's course assignment with the new due date
The learner may receive notification of the due date change depending on notification settings

Extending Due Dates Through Learning Path Pages

Navigate to the Learning Paths tab and select the learning path requiring due date extension
Click the Users tab within the learning path
Locate the learner requiring a due date extension
Click on the learner's name to access assignment details
Click Extend Due Date button
Select the new due date for learning path completion
Click Update to apply the extension
The learning path due date updates—individual course due dates within the learning path may also adjust

Extending Due Dates Through Users Tab

Navigate to the main Users tab in the Training module
Click on the user's name to open their user detail page
Locate the course or learning path requiring due date extension in the user's assignment list
Click on the course or learning path name to access assignment details
Click Extend Due Date button
Select the new due date
Click Update to apply the extension

Due Date Extension Considerations

Extension scope:

Course due date extensions affect only the specific course assignment—they do not automatically extend related courses or learning paths
Learning path due date extensions may affect overall program completion expectations but individual course due dates may remain unchanged
Consider whether multiple related courses require coordinated due date extensions

Compliance implications:

Extending due dates for compliance courses may affect compliance expiration dates and recertification timelines
Verify that extensions maintain compliance with regulatory requirements or certification standards
Document extension rationale for compliance audit purposes

Communication:

Inform learners when due dates are extended so they can adjust their training schedules
Explain extension reasons to maintain accountability while providing flexibility
Set clear expectations about whether further extensions will be available

Extension tracking:

Monitor which learners frequently require extensions to identify support needs or program design issues
Use extension patterns to evaluate whether original due date timelines are realistic
Consider adjusting base due date periods if extensions become routine across learner populations

Removing Users from Courses and Learning Paths

User removal deletes course or learning path assignments when learners no longer require training access, organizational changes necessitate assignment cancellation, or administrative corrections are needed. Removal immediately revokes course access while preserving historical completion records for learners who already finished programs.

When to Remove Users

Organizational changes:

Employee departures, role changes, or transfers making training no longer relevant
Partner disengagement or tier changes affecting certification requirements
Customer contract completions or service level changes eliminating training access

Administrative corrections:

Incorrect assignments created through bulk operations or data errors
Duplicate assignments requiring cleanup
Assignment reversals when learners were enrolled in wrong courses or learning paths

Program access changes:

Learners voluntarily withdrawing from training programs
Resource capacity management requiring enrollment reduction
Policy changes eliminating training requirements for specific populations

Performance management:

Removing learners who have not engaged with training after extended periods
Administrative enforcement actions based on organizational policies

Removing Users from Courses

Navigate to the Users tab in the main Training module
Select the appropriate status tab for the user you want to remove:
- Assigned: Users currently enrolled and working through courses
- Pending: Users with quiz submissions awaiting marking or other pending states
- Completed: Users who successfully finished courses
- Incomplete: Users who failed courses or did not complete within deadlines
Locate the user in the selected status tab
In the Actions column next to the user's name, click the dropdown menu
Select Delete from the action options
A confirmation dialog may appear asking you to confirm user removal
Click Confirm or Delete to proceed with removal
The user is immediately removed from the course assignment
The user no longer appears in the course's Users tab
The user loses access to course content, although historical completion records may be preserved

Alternative removal method through course pages:

Navigate to the Courses tab and select the course
Click the Users tab within the course
Select the appropriate status tab containing the user to remove
Click the dropdown menu in the Actions column beside the user
Select Delete to remove the user from the course

Removing Users from Learning Paths

Navigate to the Learning Paths tab and select the learning path
Click the Users tab within the learning path
Select the appropriate status tab containing the user to remove
In the Actions column, click the dropdown menu beside the user's name
Select Delete to remove the user from the learning path
Confirm the removal action if prompted
The system removes the user from the learning path and all constituent course assignments

Alternative removal method through Users tab:

Navigate to the main Users tab
Select the user to remove from learning paths
Locate learning path assignments in the user's assignment list
Click the Actions dropdown for the learning path assignment
Select Delete to remove the user from the learning path

User Removal Impacts

Access revocation:

Removed users immediately lose access to course content, lessons, and assessments
Users can no longer view course materials or continue working through assignments
Course or learning path disappears from the user's assigned training list

Progress preservation:

Removal does not delete historical completion records for users who finished courses
Completed course records may remain in reporting systems for historical tracking
Quiz responses and assessment results may be preserved in administrative records

License recovery:

Removing users frees course assignment licenses for reassignment to other learners
License counts update immediately upon user removal
Recovered licenses become available for new assignments

No automatic notification:

Users do not automatically receive notifications when removed from courses or learning paths
Administrators should communicate removal reasons separately if learner notification is appropriate
Users discover removal when attempting to access training content and finding assignments no longer present

Removal Best Practices

Verify before removing: Confirm user identity and assignment accuracy before removal to prevent accidental deletion of active enrollments

Communicate appropriately: Notify users when removing them from training programs if removal affects their employment, certification status, or professional development plans

Document removal reasons: Maintain records of why users were removed to support audit requirements and organizational policy enforcement

Consider alternatives: Before removing users, consider whether due date extensions, assignment pauses, or other accommodations better serve organizational and learner needs

Bulk removal planning: When removing multiple users simultaneously, coordinate removals systematically to ensure consistent application of policies and appropriate stakeholder communication

Viewing User Progress

User progress monitoring enables administrators to track learner advancement through courses and learning paths, identify learners requiring support, and evaluate training program effectiveness across organizational populations.

Progress Tracking Interfaces

Users tab status filters:

Assigned: Displays users currently enrolled and working through training
Requests: Shows users awaiting approval for course or learning path access
Pending: Lists users with quiz submissions requiring marking or other pending actions
Completed: Shows users who successfully finished courses or learning paths
Incomplete: Displays users who failed courses or did not complete within deadlines

Individual user detail pages:

Click user names in any Users tab to open detailed progress views
Review complete training history including all course assignments and learning paths
View progress percentages, completion dates, and assignment statuses
Access quiz results, assessment scores, and completion certificates

Course and learning path Users tabs:

View all users assigned to specific courses or learning paths
Monitor completion rates and identify learners at various progress stages
Access learner-specific information within course or learning path contexts

Dashboard and Reports:

Use Dashboard Activity Report chart to track overall completion trends
Access detailed reports for comprehensive analytics on learner progress and program effectiveness
Export progress data for external analysis and stakeholder reporting

Best Practices and Recommendations

Strategic Assignment Planning

Target assignments precisely: Use user groups and security roles to assign training to appropriate populations rather than assigning individually when serving large learner groups

Verify readiness: Ensure courses and learning paths are complete, published, and thoroughly tested before assigning to learners

Communicate expectations: Inform learners about training requirements, due dates, and completion importance when making assignments

Monitor license availability: Track license consumption to prevent exhaustion during large-scale assignment operations

Coordinate timing: Schedule assignments to align with organizational onboarding, product launches, or compliance deadlines

Efficient Request Processing

Process promptly: Review and respond to requests within 24-48 hours to maintain learner engagement and demonstrate responsive training administration

Establish criteria: Develop clear, documented approval criteria that support consistent decision-making across administrators

Communicate decisions: Explain rejection reasons and suggest alternative paths when denying requests to support learner development

Enable self-registration strategically: Consider enabling self-registration for frequently requested courses to reduce administrative overhead

Monitor patterns: Track request volumes to identify training demand and inform future program development

Flexible Due Date Management

Grant extensions proactively: Offer extensions before learners miss deadlines when circumstances clearly warrant accommodation

Communicate changes: Notify learners promptly when extending due dates and explain whether further extensions may be available

Document extensions: Maintain records of extension rationale for compliance documentation and policy consistency

Review patterns: Analyze extension frequency to determine whether base due date periods are realistic

Balance flexibility with accountability: Provide reasonable accommodations while maintaining program integrity and completion expectations

Thoughtful User Removal

Verify necessity: Confirm that removal is appropriate before deleting assignments—consider alternatives that preserve learning opportunities

Preserve records: When possible, maintain historical completion records even after removing active assignments for reporting continuity

Communicate appropriately: Notify affected learners when removal impacts their training requirements or certification status

Recover licenses efficiently: Use user removal to free licenses for reassignment during capacity constraints

Document decisions: Record removal rationale to support policy enforcement and administrative continuity

Progress Monitoring Excellence

Review regularly: Schedule consistent progress reviews to identify learners requiring support or intervention

Identify patterns: Analyze completion rates, time-to-complete, and drop-off points to inform program improvements

Support struggling learners: Proactively contact learners showing stalled progress to offer assistance and remove obstacles

Celebrate achievements: Recognize completion milestones to motivate continued engagement and demonstrate training value

Use data for improvement: Leverage progress analytics to refine course content, adjust due dates, and optimize training programs

Troubleshooting Tips

Users Cannot Be Assigned

Verify course publication status: Ensure courses are Published—Draft courses cannot be assigned to learners

Check license availability: Confirm sufficient licenses remain available for assignment operations

Review permission levels: Verify you have Manage Course Assignments permissions required for user assignment

Validate user accounts: Ensure target users have active accounts and appropriate portal access

Requests Not Appearing

Confirm self-registration is disabled: Requests only generate when self-registration is turned off—enabled self-registration allows direct enrollment without requests

Verify sharing options: Ensure learners can see courses or learning paths through sharing settings before they can submit requests

Check request processing: Verify requests weren't already processed by other administrators

Review permission settings: Confirm you have appropriate permissions to view and process requests for the course or learning path

Due Date Extensions Not Applying

Verify save action: Ensure you clicked Update or Save after selecting new due dates

Check assignment status: Verify learner still has active assignment—completed or removed assignments cannot have due dates extended

Review compliance settings: Compliance-controlled due dates may have restrictions on manual extensions

Confirm permission levels: Verify you have appropriate management permissions to modify due dates

User Removal Issues

Check for learning path dependencies: Users cannot be removed from courses that are part of active learning path assignments—remove from learning path first

Verify selection accuracy: Ensure you selected the correct user and assignment for removal

Review permission requirements: Confirm you have Manage Course Assignments permissions required for user removal

Clear pending actions: Users with pending quiz marking or other actions may require resolution before removal

Video: managing users in courses

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