There are a variety of ways to allocate learning to users. This can be done via Groups, which allocates learning to all members of the group en masse, or manually one course at a time to individual learners. This guide will focus on how to allocate courses via Groups.
There are two methods for allocating via Groups depending on what you need to achieve:
- Allocate a single course to multiple groups
- Add multiple courses to a single group
Allocating a Single Course to Multiple Groups
From the Admin Dashboard, select the Allocations tile.
From here you will be able to see all the courses available to allocate along with a breakdown of available and used licences.
For each course, you will see the following information stamps:
- Domain Available - Number of licences remaining to allocate for your Enable LMS domain.
- Domain Available - Number of licences remaining to allocate for your Enable LMS domain.
- Awaiting Licence - Number of licences allocated in excess of the number of licences purchased. Learners will not be able to access these licences until additional licences have been purchased.
- Used - Number of licences allocated and accessed by learners. This includes both 'In Progress' and 'Completed' courses.
Select the course you wish to allocate to learners by clicking on the course from the list.
You will now see the usage for the course listed again at the top of the page, along with the option to Request More Licences if you wish to purchase additional licences for this course and the option to Preview the course prior to allocating the course to learners.
You can see any groups that this course has already been allocated to along with the allocation method and Licences Used count.
To allocate this course to new groups click Create Group Allocation.
Depending on your access and system settings you may see the following lightbox. If so, select Groups and click Next.
Search for and select the groups that need to be allocated the course and click Next.
Alternatively, you can select all groups in the system using the Select All button.
Note, if you have searched before ticking Select All this will still select all groups in the system and not just those appearing in search results.
The next step allows you to limit the number of licences used within each group selected if you wish to do so. If you do not need to limit the number of licences per group, leave the Unlimited box ticked.
The following step gives you options on how you would like the course to allocate the selected groups. If you select 'Automatically' you will then be given the option to email the learners an email to inform them that they have a new course to be completed on their learner record. Select the Send email on allocation tick-box if you would like the learners to be informed via email.
The following step allows you to add a Start Date to your course if you wish. If you leave this option blank, the course will allocate immediately. You can also add a deadline to the course and deadline reminders if you wish. Please note if you add a deadline to a course, the LMS admin/s will be notified via email if this course hasn't been completed in the designated time and is now overdue. Once happy with your selections, select Create Allocation.
Allocating Multiple Courses to a Single Group
From the Admin Dashboard, select the Groups tile.
Select the Group you wish to allocate training to.
From here select Learn Allocations. You will now see all courses currently allocated to the Group, along with a snapshot of licence activity and allocation method.
For each course you will see the following information stamps:
- Domain Available = Number of licences within the System remaining available to allocate.
- Group Available = Number of licences within the Group remaining available to allocate.
- Not Started = Number of licences allocated within the Group but not yet accessed.
- Awaiting Licence = Number of licences allocated within the Group in excess of the number of licences purchased. Learners will not be able to access these licences until additional licences have been purchased.
- Used = Number of licences allocated within the Group and accessed by learners. This includes both 'In Progress' and 'Completed' courses.
To add more courses to the Group, select Add Modules.
Search for courses you wish to allocate to the Group and tick those that you require or tick the Select All Modules option at the bottom of the list if you wish to add all modules available in the domain into that group. Select Next to continue.
The next lightbox allows you to limit the number of licences for each course used within the Group if you wish to do so. If you do not need to limit the number of licences per Group, leave the Unlimited box ticked and select Next.
The following lightbox gives you options on how you would like the courses to allocate the Group. You can select:
- Manual allows Group Admins to select any specific group members to allocate the learning to.
- Automatically gives the module to all group members. You can select to give this module again to those who have not started, currently in progress and completed if required.
- User self-enrol will make the course appear on the 'Available Learning' page for the learner to request. If you select this, you can set it so that LMS Admins are required to approve any learning a member has requested.
Additional Settings
If Automatic or User Self-Enrol is selected, you can also set when the module is given to the members by setting a start date or time.
You can also set 'Only Assessments Mandatory' for any allocations if they contain assessments. This can be used for refresher training where you only want to ensure your learners knowledge is up to date.
Deadlines
You can set a deadline for any learning. Please note if you add a deadline to a course, the LMS admin/s will be notified via email if a learner hasn't completed a course in the designated time and is now overdue. You can select the following options:
- No Deadline: Learners will have unlimited time to complete the module.
- Absolute Deadline: Set a date and time for when the module will need to completed by. Once the deadline date reaches the module will no longer be allocated automatically or available for self-enrol. You can also check 'Set to Manual' at Deadline Date. This will convert the allocation settings to Manual and any new users will not receive this module.
- Relative Deadline: Set a period of time for the module to be completed by from the date of allocation. For example, you might give a member ten weeks or three weeks to complete the learning from the date they were allocated it.
Reminders
If you have set a deadline, you can use reminders to encourage your group members to complete the learning. These will be sent to any users who have not yet started or are currently in progress with the module.
Adding a Deadline Reminder:
- Select 'Add Reminder', this will populate the list with a blank reminder.
- Set the time before deadline you wish the reminder to be sent by entering a number value and the period of time (minutes, hours, days or weeks).
- You can enter a reminder message which will be sent.
- If you wish for this reminder to be sent as an email, select 'Send as Email'
You can add multiple reminders as you require them.