Viewing All Training Users

The Users tab provides a centralized interface for viewing, searching, and managing all learners with training assignments across courses and learning paths. This comprehensive user management view enables administrators to monitor learner populations, filter by assignment status, access individual learner details, and perform administrative actions that support effective training program oversight and learner engagement.

The Users tab consolidates learner information from across the Training Module, offering administrators a unified perspective on training participation, progress tracking, and assignment management that complements course-specific and learning path-specific user views.

Requirements

To view training users, users must be assigned a security role with one of the following permissions:

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

Users Tab Overview

The Users tab displays all learners who have been assigned to courses or learning paths, have requested training access, are pending quiz marking or other administrative actions, have completed training programs, or have incomplete assignments. The interface provides filtering, searching, and sorting capabilities that help administrators locate specific learners and understand training participation patterns across organizational populations.

Accessing the Users Tab

1. Navigate to the Training module from your portal navigation menu
2. Select the Users tab in the primary navigation bar
3. The Users page opens displaying learners filtered by the default status tab
4. The page shows learner information organized in columns with search and filtering capabilities

Users Tab Layout

Status Filter Tabs: Horizontal tabs at the top of the user list that filter learners by assignment status:

• Assigned
• Requests
• Pending
• Completed
• Incomplete

Search Functionality: Search field enabling keyword-based filtering of learners by name, email, or other identifying characteristics

User List Table: Structured table displaying learner information with columns showing relevant data for each status filter

User Actions: Dropdown menus or action buttons beside each learner enabling administrative operations like assignment management, due date extensions, or user removal

Page Controls: Pagination or scrolling interfaces for navigating large learner populations that exceed single-page display capacity

User Status Filters

Status filter tabs organize learners into categories based on their current relationship with courses and learning paths, enabling administrators to focus on specific learner populations requiring attention or analysis.

Assigned Status Tab

The Assigned tab displays learners currently enrolled in courses or learning paths who are actively working through training content or have upcoming completion deadlines.

Learners appearing in Assigned status:

• Users assigned to courses who have not yet started training content
• Users actively working through course lessons, chapters, and assessments
• Users assigned to learning paths with courses in progress
• Users with upcoming due dates who have not yet completed training requirements
• Users assigned to courses or learning paths regardless of actual engagement level

Use cases for Assigned tab:

• Monitor overall training enrollment and program participation levels
• Identify learners approaching due dates requiring reminders or support
• Track assignment creation results after bulk enrollment operations
• Review active learner populations for capacity planning or resource allocation
• Generate current enrollment reports for stakeholder communication

Requests Status Tab

The Requests tab displays learners who have submitted enrollment requests for courses or learning paths awaiting administrator approval or rejection.

Learners appearing in Requests status:

• Users who clicked "Request" buttons for courses with self-registration disabled
• Users awaiting approval for learning path enrollment
• Users whose requests have not yet been processed by any administrator
• Users requesting access to courses or learning paths visible through sharing options

Use cases for Requests tab:

• Process pending enrollment requests to maintain responsive training delivery
• Identify training demand patterns and popular courses or learning paths
• Verify that request approval workflows function appropriately
• Monitor request processing timeliness and administrative responsiveness
• Evaluate whether frequently requested courses should enable self-registration

Pending Status Tab

The Pending tab displays learners who have submitted quizzes requiring manual marking, uploaded files awaiting review, or encountered other conditions requiring administrator action before progress can continue.

Learners appearing in Pending status:

• Users who submitted quizzes containing free text questions requiring instructor marking
• Users who uploaded files for assessment awaiting administrative review
• Users awaiting instructor comments or feedback on submissions
• Users whose progress is blocked pending administrative actions

Use cases for Pending tab:

• Identify quizzes requiring marking to maintain learner momentum and completion timelines
• Monitor marking workload and distribute assessment review tasks across administrators
• Track assessment processing timeliness to ensure responsive learner feedback
• Identify bottlenecks where pending actions slow learner progression
• Prioritize marking based on due dates, compliance requirements, or learner needs

Completed Status Tab

The Completed tab displays learners who successfully finished courses or learning paths, meeting all completion requirements including passmarks, lesson progression, and assessment criteria.

Learners appearing in Completed status:

• Users who achieved passing scores on all required quizzes within courses
• Users who completed all lessons and chapters in assigned courses
• Users who finished all constituent courses within learning paths
• Users who downloaded completion certificates (certificate downloads do not affect completion status)
• Users whose assignments transitioned from Assigned to Completed upon meeting all requirements

Use cases for Completed tab:

• Generate completion reports for compliance documentation or stakeholder communication
• Identify successful learners for recognition, advancement opportunities, or reward programs
• Track completion rates and program effectiveness metrics
• Verify certification achievement for credential issuance or advancement approvals
• Analyze time-to-complete patterns to inform future program duration estimates

Incomplete Status Tab

The Incomplete tab displays learners who did not complete courses or learning paths within specified timeframes, failed to achieve required passing scores, or had assignments marked as incomplete due to administrative actions or policy violations.

Learners appearing in Incomplete status:

• Users who exceeded due dates without completing courses or learning paths
• Users who failed quizzes without achieving required passmarks after exhausting allowed attempts
• Users who abandoned training without finishing required lessons or assessments
• Users whose assignments were administratively marked incomplete for policy reasons
• Users affected by automatic failure policies when reassignment settings are not enabled

Use cases for Incomplete tab:

• Identify learners requiring intervention, support, or follow-up communication
• Determine whether to reassign courses for additional completion attempts
• Analyze failure patterns to identify content improvements or support need opportunities
• Track incomplete rates as program effectiveness indicators
• Generate reports on learners not meeting training requirements for performance management

User Information Columns

The Users tab displays learner information in structured columns that provide relevant data based on the selected status filter. Column content varies across status tabs to show information appropriate for each learner category.

Common Columns Across Status Tabs

User Name:

• Displays learner's full name as configured in user profile
• Functions as clickable link to detailed user information page
• Enables quick access to comprehensive learner training history and progress details

Email:

• Shows learner's primary email address for communication and identification
• Enables administrators to contact learners directly about training matters
• Supports verification of correct user identity before administrative actions

Organization/Account:

• Displays organizational affiliation, company name, or account association
• Helps administrators identify learners' business units, partner organizations, or customer accounts
• Supports filtering and management of learners by organizational segment

Status-Specific Columns

Assigned Tab Columns:

Course/Learning Path Name:

• Shows names of courses or learning paths assigned to learners
• Displays as clickable links to course or learning path detail pages
• Enables quick navigation to training content for review or management

Progress Percentage:

• Displays completion percentage for courses or learning paths in progress
• Calculates based on completed lessons, chapters, and assessments versus total requirements
• Provides at-a-glance view of learner advancement through training content

Start Date:

• Shows date when learner was assigned to course or learning path
• Helps administrators understand how long learners have been enrolled
• Supports analysis of time-to-complete patterns and engagement timelines

Due Date:

• Displays deadline for course or learning path completion if configured
• Highlights approaching deadlines requiring learner reminders or support
• Enables identification of overdue assignments when due dates have passed

Status Indicators:

• May display additional status information like "Not Started," "In Progress," or "Overdue"
• Provides quick visual cues about learner engagement and progress state
• Helps prioritize administrative attention for learners requiring intervention

Requests Tab Columns:

Requested Course/Learning Path:

• Shows training programs learners have requested access to
• Displays as links to course or learning path pages for review before approval decisions
• Enables administrators to verify program appropriateness before granting access

Request Date:

• Displays when learners submitted enrollment requests
• Helps prioritize request processing based on submission timing
• Supports analysis of request processing timeliness and responsiveness

Pending Tab Columns:

Course Name:

• Shows courses containing quizzes or assessments requiring marking
• Links to course pages for accessing quiz marking interfaces
• Enables quick navigation to pending assessment review workflows

Quiz/Assessment Name:

• Displays specific quizzes awaiting instructor marking
• Identifies which assessments require administrative attention
• Helps prioritize marking workload across multiple pending submissions

Submission Date:

• Shows when learners submitted quizzes or assessments for review
• Supports prioritization of marking based on submission timing
• Enables tracking of marking turnaround times and learner wait periods

Completed Tab Columns:

Course/Learning Path Name:

• Shows completed training programs
• Links to course or learning path pages for reviewing completion details
• Enables verification of completion status and requirements met

Completion Date:

• Displays when learners finished courses or learning paths
• Supports compliance reporting and certification documentation
• Enables analysis of completion timelines and program duration patterns

Score/Results:

• Shows quiz scores, assessment results, or overall performance metrics
• Provides insight into learner mastery and training effectiveness
• Identifies high performers or learners barely meeting minimum requirements

Certificate Status:

• Indicates whether completion certificates were downloaded or issued
• May display links to certificate downloads or regeneration options
• Supports verification of credential distribution to qualified learners

Incomplete Tab Columns:

Course/Learning Path Name:

• Shows training programs not completed successfully
• Links to course or learning path pages for reviewing failure details
• Enables investigation of incomplete reasons and remediation planning

Status Reason:

• Indicates why assignments are marked incomplete (failed, overdue, abandoned)
• Provides context for administrative follow-up or reassignment decisions
• Helps identify patterns in incomplete causes requiring program adjustments

Last Activity Date:

• Shows when learners last accessed training content or submitted assessments
• Helps determine engagement level and abandonment timing
• Supports decisions about whether to contact learners or remove inactive assignments

Searching and Filtering Users

Search and filter capabilities enable administrators to locate specific learners or learner groups quickly within large training populations, supporting efficient user management and targeted administrative actions.

Using the Search Function

1. Locate the search field at the top of the Users tab interface
2. Enter search terms including:
   • Learner names (first name, last name, or full name)
   • Email addresses or partial email addresses
   • Organization names or account identifiers
   • Other searchable user attributes configured in your system
3. The user list filters dynamically as you type, displaying only matching learners
4. Clear the search field to restore the complete user list for the selected status tab

Search best practices:

• Use partial names or email addresses for broader matching when exact spelling is uncertain
• Search within specific status tabs to narrow results to relevant learner populations
• Combine search with status filters to find learners in specific situations (e.g., search for "Smith" in Pending tab to find all Smith users awaiting marking)
• Clear previous searches before starting new ones to avoid unintended filter combinations

Filtering by Status Tabs

1. Click status filter tabs (Assigned, Requests, Pending, Completed, Incomplete) to display different learner populations
2. Status filters replace the displayed user list entirely—only learners matching the selected status appear
3. Navigate between status tabs to view different aspects of training participation
4. Use status filters in combination with search to find specific learners in specific situations

Status filter strategies:

• Start with Assigned tab for general enrollment overview and active learner monitoring
• Check Requests tab regularly to maintain responsive enrollment approval workflows
• Review Pending tab frequently to ensure timely quiz marking and assessment feedback
• Use Completed tab for generating completion reports and identifying successful learners
• Analyze Incomplete tab to identify learners requiring intervention or remediation

Sorting User Lists

Many Users tab implementations support column sorting to reorder learner lists based on specific data fields:

1. Click column headers to sort by that column's data
2. Click again to reverse sort order (ascending to descending or vice versa)
3. Common sortable columns include:
   • User names for alphabetical organization
   • Progress percentages for identifying most or least advanced learners
   • Due dates for prioritizing approaching deadlines
   • Completion dates for chronological completion analysis
   • Request or submission dates for processing prioritization

Sorting use cases:

• Sort by due date to identify learners with approaching or overdue completion deadlines
• Sort by progress percentage to find learners making minimal progress requiring support
• Sort by completion date to identify most recent achievements for recognition
• Sort by request date to process oldest requests first for fairness and responsiveness

User Actions Menu

Each learner entry in the Users tab includes an actions dropdown menu or action buttons that provide access to administrative operations for managing individual user assignments and training participation.

Available Actions

Assign Course/Learning Path:

• Opens assignment interface for enrolling users in additional training programs
• Enables adding supplementary courses or learning paths to existing enrollments
• Supports progressive training deployment and skill development pathways

Extend Due Date:

• Opens due date modification interface for adjusting completion deadlines
• Enables accommodation of learner needs, extenuating circumstances, or program changes
• See "Extending Due Dates" section in "Managing Users in the Training Module" for detailed workflows

Mark Quiz/Assessment:

• Opens quiz marking interface for pending assessments requiring manual review
• Enables instructor feedback, scoring, and file upload review
• Available only for learners in Pending status with submissions requiring marking

Delete/Remove:

• Removes users from course or learning path assignments
• Revokes training access and deletes active enrollments
• See "Removing Users from Courses and Learning Paths" section for detailed workflows and considerations

View Details:

• Opens detailed user training history page showing all assignments and progress
• Provides comprehensive view of learner's complete training participation
• Enables deep investigation of individual learner situations

Approve/Reject (Requests Tab):

• Approves enrollment requests to assign learners to requested courses or learning paths
• Rejects requests to deny access and remove from pending queue
• See "Managing Course Requests" section for detailed request processing workflows

Using Action Menus

1. Locate the actions dropdown menu or action buttons beside the learner's name
2. Click the dropdown arrow or actions button to display available operations
3. Select the desired action from the menu options
4. Complete the action workflow in dialogs or pages that appear
5. Verify action completion by reviewing updated user status or assignment information

Action menu best practices:

• Verify user identity before performing administrative actions to prevent errors
• Use appropriate actions for learner situations—extend due dates rather than removing users when accommodation is appropriate
• Document action rationale when performing actions with compliance or audit implications
• Communicate with learners when actions affect their training access or requirements
• Review action results to ensure intended outcomes were achieved

Best Practices and Recommendations

Effective User List Navigation

Establish review routines: Schedule regular Users tab reviews to monitor training participation, process requests, and identify learners requiring support

Use status filters strategically: Navigate between status tabs systematically to ensure all learner populations receive appropriate administrative attention

Leverage search efficiently: Use search functionality to locate specific learners quickly rather than scrolling through large population lists

Monitor multiple metrics: Review user counts across status tabs to understand overall training program health and participation patterns

Prioritize attention: Focus administrative effort on Requests and Pending tabs requiring timely action before reviewing Assigned and Completed populations

User Data Analysis

Track status distribution: Monitor how learners are distributed across status tabs to identify program effectiveness and potential issues

Identify completion trends: Analyze completed learners to understand which programs are successful and which require improvement

Investigate incomplete patterns: Review incomplete learners systematically to identify content gaps, support needs, or program design flaws

Monitor request volumes: Track request quantities and approval rates to understand training demand and inform self-registration decisions

Analyze progress rates: Review assigned learners' progress percentages to identify engagement levels and potential abandonment risks

Proactive Learner Support

Identify at-risk learners: Use progress percentages and last activity dates to find learners who have stalled or are at risk of not completing

Reach out proactively: Contact learners showing low progress or approaching due dates to offer support and remove obstacles

Process actions promptly: Handle requests, quiz marking, and other pending actions quickly to maintain learner momentum and engagement

Celebrate achievements: Recognize completed learners to motivate continued training participation and demonstrate program value

Follow up on incomplete: Contact incomplete learners to understand barriers, offer remediation, or reassign training when appropriate

Administrative Efficiency

Batch similar actions: When possible, process multiple related actions simultaneously (approving multiple requests, marking multiple quizzes) to reduce overhead

Use consistent workflows: Establish standard procedures for common actions to improve efficiency and ensure consistent treatment across learners

Leverage sorting and filtering: Combine status filters, search, and sorting to create focused work queues for specific administrative tasks

Document unusual situations: Maintain notes about special circumstances affecting learners to support continuity when different administrators interact with same learners

Coordinate with teams: Share Users tab insights with instructors, managers, or support teams to ensure comprehensive learner support

Data Quality and Accuracy

Verify before acting: Confirm learner identity and assignment accuracy before performing administrative actions that affect training access

Keep information current: Ensure learner profiles contain accurate contact information, organizational affiliations, and other relevant data

Clean up duplicates: Identify and resolve duplicate user records that fragment training history or complicate reporting

Monitor data consistency: Review user information for inconsistencies that may indicate data quality issues requiring correction

Update organizational affiliations: Keep account associations current as organizational structures evolve and learners change roles or companies

Reporting and Communication

Extract user lists: Use Users tab data to generate reports for stakeholders about training participation and completion rates

Share completion achievements: Communicate successful completions from Completed tab to managers, teams, or organization-wide for recognition

Escalate support needs: Identify learners requiring intervention from Incomplete or low-progress populations and coordinate support with appropriate teams

Inform content developers: Share insights about completion patterns, incomplete reasons, and learner struggles with course creators for content improvement

Document trends: Track changes in user status distributions over time to understand program evolution and effectiveness

Troubleshooting Tips

Users Not Appearing in Expected Status Tabs

Verify filter selection: Confirm you have the correct status tab selected for the learners you're trying to find

Check assignment status: Review whether learners actually have the status you expect—completed learners won't appear in Assigned tab

Review permissions: Verify you have appropriate access to view all users based on your security role permissions

Consider course sharing: Users assigned to courses you don't have access to may not appear in your Users tab view

Refresh the page: Reload the Users tab to ensure you're viewing the most current data

Search Not Finding Expected Users

Verify spelling: Check search term spelling and try variations (first name only, last name only, partial names)

Clear previous filters: Ensure previous searches or status filters aren't limiting results unexpectedly

Check user profile data: Verify the user profile contains the searchable information you're using (name spelling, email address)

Try broader terms: Use partial search terms to match more broadly when exact searches fail

Search across status tabs: Try searching in different status tabs if learners may be in unexpected categories

User Information Appears Incorrect

Verify user profile: Check the user's profile information to ensure data is entered correctly in the system

Review recent actions: Confirm recent administrative actions haven't inadvertently affected user status or assignments

Check for duplicate records: Identify whether multiple user records exist that may be causing confusion

Validate data sources: If user information syncs from external systems, verify integration is functioning correctly

Contact system administrators: Report persistent data accuracy issues to technical teams for investigation

Actions Not Available for Users

Confirm appropriate status: Verify learners are in correct status for the action you want to perform (can't extend due dates for completed users)

Check permissions: Ensure your security role includes permissions required for the administrative action

Review action eligibility: Some actions may be restricted based on learner state, course settings, or organizational policies

Verify course status: Actions on courses may require courses to be Published or have specific settings enabled

Look for error messages: Read any displayed error messages that may explain why actions are unavailable

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