Skip to main content

How to understand your Users page

Managing Users and checking their learning insights can be mastered with the Users page.

Ryan Collier avatar
Written by Ryan Collier
Updated this week

To gain a wider understanding of the number of members within your organisation, see who your subject-matter experts are, and have clean control over their Org User Roles, study this article, to get started with the Users page...

Users page

Go to Dashboard > Users. At the top of the page, there are four summary cards representing:

Total Seats

The number of invitations that have been sent out to Users.

Available Seats
The number of seats you have available for sending User invites.

Unclaimed Invites How many Users you've sent invites to, who are not yet active (have not logged in).

Active Users
The number of Users who've logged in at least once.

From your list of active Users, click the three-dot option next to a User's name. This allows you to...

  • Edit - a User's Name, Job role, Group(s) and Org User Role

Note✨: You won't be able to edit the Email Address field: this can be done by the User via My Profile > Settings tab, if they have been added manually and not via HRIS.

  • Message - contact this User directly.

  • Delete - permanently remove the User.

  • Deactivate - deactivate the User (you'll still be able to view their sub-page for data tracking).

  • Add to Group - add the User to one or multiple Groups at once.

  • Add Skills - add newly gained Skills and remove any you've previously added to the User, that may no longer be relevant.

If you want to make changes for multiple Users at once, select the checkbox in the Name column, to activate these bulk actions...

  • Delete Users - permanently delete these Users.

  • Message Users - Managers can send a direct message to this User.

  • Re-Send Invites - send another batch of welcome emails to Users yet to onboard.

  • Deactivate Users - deactivate Users (you'll still be able to view their sub-pages for data tracking).

  • Add Users to Group - add multiple Users to the same Group(s).

  • Change Org User Role - update the role for all selected Users.

  • Add Skills - ensure all the right Skills for multiple Users within a team, are added.

  • Add Reports To - understand who is responsible for providing updates to - and receiving feedback from - another team member.

Note: points to remember...

  • If you're adding new Users to your workspace, manually by invite or bulk CSV upload, and you forget to add their Start Date, you won't be able to add it once they've joined.

  • Users added via your HRIS or SFTP file, will have the tag, next to their username. You will be able to complete these same options, except to Delete or Deactivate them.

  • If a User is deleted directly from your HRIS/SFTP, they won't be deleted from your workspace, but will be deactivated.

The data table is home to columns that showcase a range of useful data points, but some stand-outs include...

  • Total Skills - the number of complete Skills a User holds.

  • Focus Skills - the set of Skills a User is specifically working on improving, as part of their Job role.

Tip💡: Take the number of Total Skills a User has, paired with how many of those are Focus Skills. If both of these are high, it suggests that the User is potentially looking to take on a bigger role, or upskill to focus on a specific part of the business.

For example...

  • Mary-Anne has 12 Total Skills

  • 6 of these are Focus Skills (for the year)

  • Managers may want to speak with Mary-Anne about joining the XYZ team (based on the Skills she is studying)

  • User Status - this shows as one of the following three:

    • Invited - Users who've received the Welcome email but have never logged in (no action taken since receiving it)

    • Active - Users who have logged in at least once.

    • Deactivated - Users who've been deactivated - with no seat in your workspace - and therefore cannot access it.

Note: By default, the All option will be used for the User Status column, when visiting the Users page. If you wish to see a specific status, you will need to apply the filter.

  • Last Active - the latest tangible action taken by a User, e.g, opening content, clicking on a notification, making a request, hitting the back/forward browser buttons, etc. This column will be updated every 30 mins, from when the User's last activity was done. For example...

    • User opens a Course at 10am

    • Last Active shows 10am

    • User sends a direct message at 10.22am

    • Last Active still shows 10am until 10.30am, at which point it show 10.22am

Both of the above columns can also be found on the Group's sub-page and Rewards sub-page (including filters).

Note✨: If a User stays logged in, but takes no tangible action on the workspace, it will not log them, and their timestamp won't update in the column.

Tip💡: You may want to use the Last Active column to identify Users who have shown consistency - learning, sharing and making requests. This could be an indicator of Users who are becoming Experts in a subject-matter, or are worthy of becoming Authors.

Export a full list of all your Users or use our Filters and Columns to create a custom report.

Users Sub-page

Deep dive into specific individuals to see insight into how they are performing:

  • Learning History - see all the content they have been assigned to, what they have completed and when, plus any tags that have been added by their Manager.

Admins/Managers will be able to view any Logged Learning from within the Group's Learning History tab. To learn more about Log Learning, check out: How to use Log Learning.

Note: The Completed summary card will display the recorded value to the nearest whole number, meaning...

  • Completion % equals 0.5 or more, it will be rounded up to 1% on the summary card.

  • Completion % equals 0.4 or less, it will be rounded down to 0%.

So for example:

  • 296 content items are assigned to User A

  • Only 2 have been completed so far

  • Calculation: 2/296 x 100 = 0.68%

  • Summary Card will show 1%

Or with larger numbers:

  • 300 content items are assigned to User B

  • 67 have been completed so far

  • Calculation: 67/300 x 100 = 22.3%

  • Summary Card will show 22%

  • Assessments - see all the Assessments they have been assigned to, the ratio of completed/assigned, % passed, average result (%) and % marked.

  • Achievements - our one-stop-shop to see all of a Users achievements! Find all pending and achieved Badges and Certificates here.

  • Skills - see all the Skills a User has, whether they have been endorsed and by whom. Managers and Admins will be able to add a Skill to a User here, by selecting the Add Skills button.

    • Managers may find the following columns useful for reviewing their User's Skill progress:

      • Focus Skills - same as on the main Users page.

      • Number of Reviews - the number of unique Reviews given across all of their Skills collectively. This is helpful for identifying which Users are engaging with their knowledge development.

Note✨: Managers and Admins can Review their team members from the User sub-page. Find out more in our article: How to Review your team member's Skills.

Note : Don't forget these points to remember:

  • For SCORM Courses, progress shown is based on the completion of the entire SCORM course, including passing any knowledge checks (if a pass mark has been set on the SCORM side).

  • To enhance loading times across your organisation's learning space - giving you a greater user experience - we have removed the sorting option on a select few columns.

  • You'll also be able to view the sub-page for deactivated Users, easing the compliance reporting process. The sub-page will behave the same as that of an active User, except:

    • Updates made to content for active Users, won't be reflected on the insights for deactivated Users.

      • Deleted content - the content and data for the deactivated User, will still appear in their Learning History

      • Updated content (e.g., lesson added) - this won't be updated for deactivated Users.

      • Completion Status and Progress won't change for deactivated Users, if content is updated.

    • There will be a red "Deactivated" icon as a reminder

Last Active: Where both Active + Invited Users are recorded for reporting

In the table below, you'll find the values across the various Dashboard pages and data tables, where either only Active Users are calculated, or both Active and Invite Users are calculated. This relates to things such as Course assignment count, adding Users to Groups, adding Skills, and Course completion (during data migration).

Dashboard page or feature

Summary Card

Data Table Column

Users page

Active Users

User Status = Active (User has logged in from their invite)

Dashboard Main page

Active Users

- No table present -

Group page

Active Users

Group Members = Active + Invited

Group Sub-page

Users = Active + Invited

Name = Active + Invited

Group Learning History

-

Assignees = (Active + engaged users)

Group learning history Subpage

-

Users = Active + Invited

Job role Main page

1) Users = Active + Invited

2) Active Users

Users = Active + Invited

Job role sub page

-

Username = Active + Invited

Content main page

-

Assignees = Active + Invited

Content subpage

User = Active + Invited

-

Bookings main page

-

Bookings = Active + Invited

Bookings subpage

1) Enrolled Users = Active + Invited

2) Active Enrolled Users

-

Assessment Main page

-

Users = Active Users

Assessment Subpage

Users = Active + Invited

Skill Main page

-

Users = Active + Invited

Skill Sub page

-

Users = Active + Invited

Budget Main page

-

Users = Active + Invited

Channel

Followers = Active

Exported reports

User Status column = Active + Deactivated+ Invited.

Users who've never logged in will show "-" in the Last Active column

Check out our video tutorial below.

You may also be interested in:

Did this answer your question?