As an Academy Administrator, Training Manager, or Manager with the relevant permission enabled (Bulk Complete Training), you are able to mark courses/learning paths as completed for multiple users at once.
To find the Mark as Complete page:
In the left navigation, make sure you are in the Team Workspace.
When in the Team Workspace, select Self-Paced Training and then select Mark As Complete.
Individual/Advanced Completion
First, select if you want to assign a Course or a Learning Path. Once you decide click on the relevant tab. The process you will follow from this point on is the same for a Course or a Learning Path.
Use the search bar to find the training you want to mark as 'complete' for the users. Once you find it, click on its name to select it.
Select the users you want to mark as 'complete' on this training. You have two different options. You can select individuals (By person) or create parameters (By criteria).
By Person
To find individuals, use the search field and drop-down filter menus. In order to select an individual, simply click the Plus symbol next to their name in the left-hand column. The user will then appear in the right-hand 'selected' column. To remove an individual from the list, click the Minus symbol.
After selecting all appropriate individuals, you can choose to force an email notification to let the individuals know.
For learning paths, you can choose how completion is applied by selecting one of the following options:
- Only learning path – marks just the learning path as completed.
- Learning path and courses – marks both the learning path and all its courses as completed.
Simply select the appropriate radio button based on your preference.
Lastly, select Mark as Completed.
By Criteria
You can select to mark users as 'completed' based on their job and location. To do so, under By Criteria, select the specific job. Then, select both the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed.
You can also further filter the users based on custom fields that you have set up for your Academy by clicking the Choose Additional Fields drop-down.
Additionally, you can choose to combine two different groups of users. You can read more on how to combine two user groups here: Combining (un)assignment rules
After you have applied all the needed filters and selections, the number of individuals affected will appear below.
For learning paths, you can choose how completion is applied by selecting one of the following options:
- Only learning path – marks just the learning path as completed.
- Learning path and courses – marks both the learning path and all its courses as completed.
Simply select the appropriate radio button based on your preference.
After building the rule, you can choose to force an email notification to let the individuals know.
Once you have selected the users that you want to mark as 'completed' click on the Mark as Completed button to complete the process.
Template Completion
If you are an Admin, a Training Manager (with the required permission granted by an Admin to complete training on behalf of users), or a user assigned to a job that includes the Bulk Complete Training permission, you can mark training as completed in bulk by using the available completion templates.
Note: The Reporting and Complete Training permissions must also be enabled in order for the Bulk Complete Training permission to become available for selection.
Use the Courses_Mass_Assignments_Completions template to mark courses as completed for multiple users.
Use the Curricula_Mass_Assignments_Completions template to mark Learning Paths as completed for multiple users.
To use these templates, navigate to the Mark as Complete page. In the corresponding Courses and Learning Paths tabs, you will find the Download Template and Upload File options, which allow you to download the appropriate template, fill it out, and upload it to apply the completions in bulk.
First, select if you want to mark a Course or a Learning Path as 'complete'. Click on the relevant tab and click on the Download Template button.
In the template that you have downloaded, fill in all of the relevant information (such as Course Id, User Id, Completion date, etc.). You can use this template to assign users to a training, mark users as complete by admin, or add/update due dates.
To mark a course or Learning path as 'completed by admin' you must fill in the below required fields:
1) A unique identifier for each user. This can be the Schoox User ID, Email address, or External ID. Ensure that the selected field contains unique values for every user.
- At least one of the three identifiers is required. While you may populate all three fields, this is not mandatory.
- Any row containing an invalid User ID and/or External ID will be fully rejected, even if a valid email address is included.
2) A Course/Learning Path ID for each Course/Learning Path you need to assign. You can find this by populating a Course/Learning Path Report on the Report Builder, or by checking the course's/learning Path's URL.
3) Ensure the Mark As Completed field includes the "Y" value.
4) For Learning paths, you must also complete the “Mark Courses As Completed” column. Enter:
- "N" if you want to mark only the Learning path as completed
- "Y" if you want both the Learning path and its associated courses marked as completed
If this field is left blank, the courses within the Learning path will not be marked as completed.
Once you have filled in the template with the users and training, click on the Upload button and add your template. The process will begin shortly.
Tips
- The template can be used only for current records and completions, not for any past completions.
- You cannot reset the progress of a user through this template.
- Deactivated members cannot be marked as completed through the template.
- If a completion date is not added, the completion date will reflect the day that the template will be uploaded.
- When using the template, its format should not be changed. No rows or columns should be added or deleted. If the template's format is changed you will not able to upload it.
- Admins cannot mark themselves as completed. If an admin tries to upload a mass assignment file with themselves in there, and they set a course to Mark As Completed with a given completion date, nothing will happen to their completion records for this course.
- When using the template, ensure that archived courses and archived learning paths are not included.
- Due dates cannot be set in the past.
When marking a course as completed for a user through this functionality, please note that the associated lectures within the course will not automatically be marked as completed "by admin", nor will their attempt counts increase. To record lecture completion as "by admin", you will need to click the wrench icon next to each lecture and select Mark as completed.
However, even after performing this action, the attempt count will not increase. The Attempts column reflects the actual number of times the user personally opened and completed the lecture. This process also applies to Learning paths and the courses included within them.
Additionally, if the users you are attempting to mark as completed already have an active completion, you will not be able to mark them as 'completed'. This typically occurs when a lecture or course was added to a course or Learning path while the Maintain Progress setting was set to No, resulting in an active completion with reduced progress.