Employee Training Management for Office 365 User Guide for classic SharePoint sites

Applies to: Employee Training Management for Office 365/SharePoint online
Other versions: View the version for SharePoint on premise (SP2010, SP2013, SP2016, SP2019)

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For configuration instructions please refer to the Employee Training Management for Office 365 Configuration.

For installation instructions please refer to the Employee Training Management for Office 365 Installation.

The following user guide explains how to use the Employee Training Management in a classic SharePoint site. If you use the new SharePoint experience please refer to the Employee Training Management User Guide for modern SharePoint sites.

In this article:

If you open a SharePoint site where Employee Training Management for Office 365 is installed, you’ll see the following areas:

• For Learners
• For Managers
• For Instructors
• For Organizers

What areas you can use depends on your permissions.

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. This user guide explains the features based on the initial pages and configuration.

For Organizers

In the Organizer area you can manage learners, courses & exams, curriculums, scheduled training events, enrollments and achievements.

Curriculums, Courses & Exams and Scheduled Training Events

On the left hand side you can create Curriculums, Courses & exams and Scheduled training events

A curriculum can be used to bundle multiple courses and exams. For a learner or manager it’s easier and faster to enroll in a curriculum than in all the courses and exams it contains.

In courses & exams you can create 4 types of training:

1. Instructor-led Training Template – let’s you provide a template for a class room training or online training held by an instructor. Once created, learners can enroll in and you can schedule a training event from this template.
2. Classroom Exam Template – let’s you provide a template for an exam. Learners can enroll in and you can schedule an event from this template.
3. Self-paced Training – let’s you provide any sort of content for self-paced training. Learners can enroll in.
4. Online Exam – let’s you provide an online-exam or quiz. Learners can enroll in.

Once you have created courses & exams, create curriculums to bundle them to make enrolling in easier.

The scheduled training events calendar let’s you create events where learners can enroll in. You can also schedule an event from a course or exam template.

• To schedule an event double-click the calendar to launch the new-form. Enter a Title, start time, end time and an enrollment deadline.
• To schedule an event from a template for an instructor-led training or a classroom exam in courses & exams above, select or display the template and click the Schedule Training Event action in the Item-ribbon. This creates a new event containing all data prepared in the template.

Once enrolled in an event, learners will receive an e-mail meeting request in Outlook. They can accept the request to save the date in their calendar or decline to cancel the enrollment.

Create a curriculum

In the curriculum section, click on ‘new item’, enter the title of the curriculum, select the included courses & exams and enter a description.

Create a new course or exam

In the courses & exams section you can create new self-paced courses & exams or add new templates for instructor-led training events & classroom exams.

Click on ‘new item’, select the type of training and enter the required information.

Depending on the type you have to enter different information.

If you create an Instructor-led Training Template or Classroom Exam Template you can then schedule a training event from this template.

If you create a Self-paced Training or Online Exam, also include hyperlinks to the training materials like videos, documents, quizzes or other e-learning content.

Create a training event

In the training events section you can create events directly or you can use an existing template for instructor-led training or classroom exams.

To create an event directly in the calendar, select a day, click on ‘+Add’ and enter the required information.

To schedule an event from an existing template, select or open the template in the ‘Courses & Exams’ section, click on ‘Schedule a Training Event’ and enter the missing information like Location, Start Time, End Time, Enrollment Deadline, etc.

The new event will now show up in the Scheduled Training Events calendar.

Manage learners

For each enrolled user the app automatically creates an item in the learner list. You can of course also add learners manually, configure a manager and assign curriculums.

To add new learners, click on ‘new item’ in the learners section and enter the required information.

First you can select the type, if you want to use user accounts or email address and full names (for external users), enter the learner(s), configure a manager and you can already assign a curriculum.

Lean more about how to add users to the learner list automatically

Assign a curriculum

For existing learners you can edit the learner and assign a curriculum or you can select multiple learners and use ‘Assign curriculum’.

This creates an enrollment for each course or exam that is part of the curriculum.

Enroll learners

Instead of assigning a curriculum, you can also enroll learners in a course or exam or a scheduled training event using the ‘Enroll’ option.

You can enroll users using the user account or with email address and full name. You can also enter multiple users or SharePoint groups if you want to enroll all group members. They also don’t have to exist in the learner list, the learner item will be created automatically.

View learner

If you click on a learner to view all details including pending and completed achievements.

Copy enrollment link

You can also select one or multiple curriculums, courses and exams or scheduled events, copy the enrollment link and send it to other users via e-mail or post it on your website or intranet.

If users click on the link, the enrollment form will show up.

Send E-Mail

It’s also possible to send various e-mails to attendees, organizers and other users.

This opens a form that allows you to select the recipients (participants, organizers or others), an e-mail template that you want to use or you can also enter subject and body directly. Instead of selecting participants, organizers or other user columns, you can also enter e-mail addresses or distribution groups directly.

Manage Enrollments

To view enrolled users, open or select one or multiple curriculums, courses or exams or scheduled training events and click on ‘Manage Enrollments’.

This will display a list of enrolled users.

If you select one or more enrollments, you can update the achievement or cancel the enrollment.

Add interested learners

If you open a training event that has been scheduled from an Instructor-led Training Template or Classroom Exam Template you’ll see if there are people interested in this event. This will show all enrolled learners from the template. You can click on ‘Add all’ to add all people to the event, or you can click on the number of people to view the people first, select them and click on Add selected person(s).

The added users will now receive an e-mail invitation.

Manage instructors

In the instructor list you can add instructors with a user account or email address. You can also enter additional contact information here.

Instructors can now be selected when creating courses & exams or scheduled training events. Instructors with a user account can view their courses & exams, scheduled training events and all enrollments in the instructor area.

Manage primary skills

In the primary skill view you can enter skills that can be selected when creating courses & exams or scheduled training events. Skills can help users to find recommended courses or courses they are interested in and managers to find learners with specific skills.

Manage e-mail templates

You can configure various e-mail templates using the ‘User E-Mail Templates’ list. First enter a title and define if the template is valid for Scheduled Training Events, Training Catalog or Curriculums. This will give you a list of available placeholder that you can use in the email template. You can use {WebURL}, {ListURL}, {ItemURL}, {EnrollURL} and any column in the selected list(s).

You can use these templates to send invitations, save the date notifications or a link to a feedback form.

For Learners

View achievements, upcoming training events and active self-paced training

In the Learner area you can view your pending and completed achievements, upcoming training events and active self-paced training. You can also browse courses & exams and upcoming training events to find and register for recommended or interesting training content.

Choose upcoming training events

If you have been enrolled in an Instructor-led Training Template or Classroom Exam Template, and not in an already scheduled event, the enrollment will show up as ‘Waiting for event’. If upcoming events are available, they are visible in the upcoming events column. You can choose an event, click on it and enroll.

You’ll now receive an e-mail invitation, the enrollment will show up as enrolled and the selected event in the Event column.

The event will now also show up in your upcoming events.

If you want to choose a different event, you have to cancel the enrollment first.

Cancel enrollments

You can cancel the enrollment in SharePoint if you click on the enrollment and use ‘Cancel Enrollment’…

…or you can decline the invitation or the event in your email client.

After declining you’ll receive another email including a link to cancel the enrollment.

If you cancel the enrollment, you’ll receive a cancellation email as well.

Update achievement

If you want to update an achievement, click on ‘Pending’, …

…set it as achieved, enter the date achieved and date expires if necessary. You can also upload a certificate here, if required.

Enroll in courses you are interested in

To enroll in courses or scheduled training events, click on ‘Browse courses & exams and upcoming training events’…

…select a curriculum, a course or exam or a schedule event and click on enrolled.

You can also select multiple courses and enroll.

If you enroll in a scheduled training event you’ll also receive an email invitation that you can accept directly in your email client.

If the event has reached its maximum number of enrollments and the waiting list is enabled, you can also sign up for the waiting list.

If you sign up for the waiting list, you’ll also receive an invitation with a tentative event. If a place becomes available, you’ll receive a new invitation with the busy event.

Add achievement for ad-hoc training

If you have completed self-paced training that has not been assigned to you and isn’t available in courses & exams, click new item below and add the achievement yourself.

Enroll as an external user

It’s possible to share training events to allow external users to enroll in events using an anonymous access link.
How to allow external users to enroll in training events

For Managers

In the manager area you can view all learners in your team and their achievements. You can also view pending enrollments, if content approval is necessary and curriculums available for you and your team. If you don’t see all your team members here, please contact the administrator and make sure you are configured as their manager.

View your team member’s achievements

You can view pending and completed achievements of your team members.

You can also click on a learner to view all details including pending and completed achievements.

Update your team members’ achievements

You can also update the achievements of your team members by selecting the achievement(s) in the view and clicking on ‘Update Achievement’.

Assign a curriculum to your team members

To assign a curriculum to your team members, select the team members in the learner view and click on ‘Assign Curriculum’.

You can also select a curriculum in the list of available curriculums, click on ‘Enroll’ and enter the learners in the enrollment form.

Enroll team members in scheduled training events and courses & exams

To enroll team members in scheduled training events and courses & exams that is not part of their curriculum, browse courses & exams and upcoming events and enroll them. 

Add achievements for ad-hoc training

If team members completed self-paced training that have not been assigned to them and are not available in courses & exams, click new item below and add the achievements for your team members.

Approve pending enrollments

If content approval is configured for enrollments, you’ll see pending enrollments of your team members in your manager area. Select the enrollments and use ‘Approve/Reject’ to approve the enrollments.

For Instructors

In the instructor area you can view courses & exams and scheduled training events where you’re the instructor. You can also see attendees in your upcoming and recent events and pending achievements that you can update.

View attendees in upcoming events

You can get a list of attendees per event in the Attendees in upcoming events view.

View attendees in recent events

You can also view attendees in recent events and use this view to update the achievements for those who attended the training event.

View and update pending achievements

You can also use the pending achievements view to update achievements. This view display all pending achievements to self-paced training where you’re instructor.