Employee Training Management for Office 365 Configuration

This guide assumes that you have already added the Employee Training Management for Office 365 add-in to your SharePoint online site. If not, please follow the Installation Guide.

Prepare configuration

First you have to click on the Employee Training Management for Office 365 add-in in site contents.

Click on the app in site contents

Now you have to click on ‘Prepare this site now’. This will create all columns, content types, lists and pages needed. This can take a few minutes.

Prepare site to use Employee Training Management for Office 365

Basic configurations

After preparing the add-in, you have to complete the basic configurations.

E-mail settings

First you have to configure the e-mail settings.

Configure E-Mail settings

  1. Do not send invitations: Invitation will not be sent to attendees and organizers
  2. Send invitations and handle status replies: Invitations will be sent to attendees and organizers. Configure the e-mail alias and display name that is used to send invitations.
    Configure E-Mail settings: Send invitations and handle status replies
  3. Send invitations, handle status replies, check availability and book resources: This option will also check the availability of Exchange resources, book Exchange resources and send invitations to attendees and organizers. If you use this option, you have to consent that the account gets access to Exchange resources. Learn more…
    Configure E-Mail settings: Send invitations, handle status replies, check availability and book resources

Attendees

Configure if you want to send e-mail invitations to attendees, instructors and organizers. If you want to send invitations to other users, groups or contacts, you have to create the columns in the Scheduled Training Events list first.

You can also configure if you want to forward status replies to the instructor or organizer. Here you can also use different columns, but you have to create them first in the Scheduled Training Events list.

Send invitation to attendees and organizers and forward status reply

Resources

This section is only available if you use ‘Send invitations, handle status replies, check availability and book resources’ in the E-mail settings. Select the rooms and equipment mailboxes you want to allow organizers to book when scheduling an event. Also configure if you want to update the location column with the value of the selected Exchange room(s).

You can also configure if you automatically want to check the availability of an Exchange room before adding the event.

Book Exchange resources and check availability

Enrollment Management

Event organizers can decide per event if they want to enable a waiting list. In this section you can configure, if users should receive a tentative invitation and if users from the waiting list should be enrolled automatically if someone cancels.

Here you can also decide if users should be able to cancel enrollments and if you want to delete or retain cancelled enrollments.

If content approval is enabled in the enrollment list, you can decide if you want to allow users to overbook free seats and if enrollments can still be approved after the enrollment deadline.

Configure enrollment management settings

External Sharing

Organizers can share events when External Sharing is enabled and share anonymous access links with external users. External users can enroll with their e-mail address.

External Sharing

Learn more about External sharing

E-Mail Templates

Configure e-mail templates for invitations and cancellations. Use {column} placeholders to include their current value. You can use the column title or the internal column name. E.g. {EventDate} or {Start Time} is the same. You can configure different templates for attendees, users on the waiting list, organizers and other user columns that you have configured in the Attendees section.

Configure e-mail templates

Click on Save to save the settings. This can take a few seconds.

To go back to the SharePoint site, click on ‘Back to Site’ or on one of the items below.

Go back to the SharePoint site

Lists, additional columns, views, pages and permissions

The add-in created the following lists:

  • Training Catalog: Contains instructor-led training and exam templates and self-paced training and online exams.
  • Curriculums: Contains curriculums that can be used to bundle courses and exams from the training catalog.
  • Scheduled Training Events: Contains the actual training events. Training events can be created directly in this list or based on an instructor-led training or exam template from the training catalog.
  • Enrollments in Courses and Exams: Contains all enrollments to courses & exams and scheduled training events.
  • Instructors: Use this list to add information about internal and external instructors.
  • Learners: Contains all learners.
  • Primary skills: In the Primary Skills list you can maintain primary skills covered in training events.
  • User E-Mail Templates for Employee Training: List of user defined e-mail templates.
  • Promoted Links for Employee Training: Contains links that are visible as tiles in the Employee Training Management overview.

Go back to the SharePoint site

The lists are SharePoint standard lists with some additional functionalities, this means you can configure them as any other SharePoint list. You can change permissions, create additional columns, create or change views, create pages and add the lists as web parts, etc.

Pages

The add-in already created some pages that are used to display relevant information to learners, managers, instructors and organizers.

  1. Welcome to the Employee Training Management: Displays tiles for learners, managers, instructors and organizers. If you want to change the links, use the ‘Promoted Links for Employee Training’ list. You can also make this page the site’s homepage.
    Welcome to Employee Training Management
  2. For Learners: Displays the current user’s achievements, upcoming events and active self-paced training. Users can also browse courses & exams and upcoming training events and enroll themselves using the ‘Browse courses & exams and upcoming training events’ link on the right.
  3. For Managers: Displays achievements and pending enrollment in the current user’s team. This view also displays all learners that are in the current user’s team and all available curriculums. A manager can be configured per learner.
  4. For Instructors: Displays courses & exams and scheduled training events where the current user is the instructor and also displays the enrolled attendees and pending achievements.
  5. For Organizers: Allows organizers to create curriculums, courses & exams and training events and manage learners. Also provides links to manage primary skills, instructors and e-mail templates.

The 4 areas and the welcome page are examples, an inspiration how to design landing pages for your audiences. Feel free to change them, change their content and provide the information your users need.

Permissions

By default all users (members, visitors and owners) have permissions to view all lists and items create by the add-in. In the enrollment, achievement and learner list, all users also have the permission to add items. This is necessary to allow users to enroll themselves in curriculums, courses & exams and scheduled training events.