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 | Unclaimed Invites How many Users you've sent invites to, who are not yet active (have not logged in). | Active Users |
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 reviewed 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.
❗It's important to remember: Although Skills are rated between 1 - 5, Users can have a No Rating status for a Skill. This means the Skill has been assigned to the User before any rating has been given.
This occurs when a Skill has been added to a Job Role, then that same role assigned to the User. For example...
James has a Job Role of Junior Sales Executive
He has a Level 3 in Communication
His Manager adds Negotiation as a Skill to his Job Role
James views his Skills page and will see Negotiation under the Required Skills section.
It's at this point, James must either rate the Skill for himself, or request his Manager to provide one, to change the rating from No Rating to somewhere between 1-5.
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. |
Check out our video tutorial below.
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