As a Manager you can define user access to an active course either when activating the course or by editing the active course. Navigate to the Access tab where you can add users according to their role and permission level.
There are three different permissions types you can assign to people - Learner, Facilitator and Coach.
Adding individual users
Adding people is easy. Simply select the role you want to add a person to and enter their email address (and first and surname if a new user).
When adding a learner, if you want them to have the same dates as the rest of the class then leave the date blank. If you want them to have their own dates, then you can use our new individual opening dates feature to change their start date here (all their due dates and end date will then flow through from the relative dates set under the dates tab).
Note: This feature is new. Under the first release this feature works for learners, however individual dates can’t be changed without re-adding the learner and won’t be available for facilitators to see.They also won’t be captured accurately in insights. We will be working on enhancing this feature early in the new year. Currently individual opening dates can only be set when adding learners one by one. It cannot be done via bulk upload, by copying from an existing class or via the API.
If you have multiple people to add you can use our import option. Simply:
- Select the permission type you want to add a person to e.g. facilitator, learner, coach.
- Select Import file
- Download the template provided (you can also download the example for reference).
- Fill in the First/Last names and email address fields for the people you want to add.
- Save then upload the file.
Note: Person ID and Read-only fields (only currently available on bulk upload and when not using relative dates) are not mandatory fields. You can fill these fields in if you want to populate the ID fields and set the Read-Only access for the learner/s.
You can also add these fields to an individual learner by clicking on their name once added to the class.
Copying users from another course
If you want to add all learners, facilitators or coaches from another course, you can do this too by selecting copy from another course. You can copy from past, upcoming or current courses.
Once you add a user to a course there will be a status against their account. There are five possible statuses, they are:
- Will be added when course is activated (in green)
- Added to course
- Account creation pending
- Invite sent
- Invite accepted
Statuses are updated as follows:
When you add a user to a course that is an existing user, before course activation:
Will be added when course is activated (in green)
Then after you activate:
Added to course
When you add a user to a course that is an existing user, after activation:
Will be added when course is updated (in green)
Then after you update:
Added to course
When you add a new user to a course before OR after activation::
Account creation pending
Then after they create an account and log in:
When you resend an email invite to ANY user with any existing status:
Then after they reset their password and log in again:
Read only access
You can also choose to make the course read only, meaning learners will be able to access the course content but won't be able to complete any activities or submit assessments. You can do this by turning the read only toggle from NO to YES at the top of the Access tab.
Once you activate the course an email will be sent to everyone added to the course.