Learning paths and programs
Creating and managing learning programs
Overview
Learning Programs allow you to bundle multiple training activities (courses, assessments, surveys) into structured learning paths. This guide will walk you through creating, configuring, and publishing programs that your employees can access through the learning portal.
Creating a new program
Step-by-step instructions
Open the Records toolkit and then click on the Programs tile under the Programs and Periods heading.
Click on the Add New Program link at the top of the page.
Fill in the required information:
Add a Code for the Program (required) - Enter a unique identifier
Add a Name for the Program (required) - Enter a clear, descriptive name
Add a Description for the Program (optional) - Add additional details
Click the Save button
💡 Tip: Use clear, consistent naming conventions for program codes to make them easy to find and manage later.
Adding program achievements
An Achievement can be granted to a learner when they have successfully completed a Program.
Setting up a program achievement
Access the Program Outline Page
Navigate to the Program Outline page for your program
Look for the Recognition card
Add the Achievement
Select the achievement in the Achievement field in the Recognition card
If the Achievement you want to add is not on the list, the achievement still needs to be created. Refer to Create New Achievement Template
Create New Achievement (if needed):
Add the Achievement Name - What learners will see when they earn it
Add Achievement Type - Select the appropriate category
Select Certificate Layout if you want to grant learners a certificate at the end of the Program
Click the Add Achievement button
Adding tasks to your program
On the Program Outline page, in the Tasks card, administrators can add the different tasks that will form part of the Program.
How to add tasks
Click on the Edit Tasks button in the Tasks card
Add each task by selecting the checkbox next to the task
Click the Save button once all tasks have been selected
There are many different task types available:
Assessments
Only Published Assessment Forms in Assessment Banks can be selected
When selecting the checkbox next to the Assessment Bank, a list of all the Published Assessment Forms in that bank will be available for selection
Select the checkbox next to each Assessment Form that needs to be included in the Program
Multiple Assessment Forms can be added to one Program
Standalone Achievements
Please note: Adding a Standalone Achievement will not include its related activity.
If the Achievement you want to add to the Program is not listed, the achievement still needs to be created. For details, refer to Create New Achievement Template
Courses
Only Courses with a Gradebook attached will be available to select
Logbooks
Available for selection when adding tasks to programs
Surveys
Available for selection when adding tasks to programs
After you have added all your tasks to the program, click the Save button.
Adding a program summary
In the Content tab on the Program Outline page, administrators can add a Summary for the program that will be displayed on the Portal.
How to add a summary
Navigate to the Program Outline page
Click on the Content tab
Add your program summary in the provided field
This summary will be visible to learners on the Portal
Publishing your program
After the Program is created, you need to Publish the Program to the Portal for users to access.
Adding a program icon or image
Program Icon:
Add the Font Awesome Icon HTML code in the Program Icon field
Program Image:
Click on the magnifying glass (🔍) icon next to the Upload New Program Image field
Select the image you want to use for the portal tile
Publishing the program to the learning portal
Configure Portal Settings:
In the Web Portal field, select your Portal URL
Select the Web Folder where the Program needs to be published to
Click on the plus icon (➕) next to the Web Page field to create the page URL
Complete Publication:
The Program is now Published to the portal
Click the Save button
Task ordering
Administrators can determine in what order the selected Program Tasks appear on the portal to learners.
How to set the task ordering:
Under the Publication tab, click the Task Ordering tab
Review the order of the tasks in the Program
If you need to change the order, click on the Reorder button
Drag and drop each task in the required order
Click the Save button once completed
Setting up email notifications
Administrators can configure Progress Stalled and Progress Completed notifications.
Progress Stalled Notifications
Stalled notifications can be setup to send reminders to Learners and Administrators to complete the Program they started.
Available Notification Options:
Send to Learner:
The stalled notification is sent to the Learner once they started the Program, but no progress has been made after a set amount of days
Send to Administrator:
The stalled notification is sent to an Administrator to advise that a learner started the Program, but no progress has been recorded after a set amount of days
Days Without Task Completion:
This is the number of days a learner can go without completing a task before the program is considered stalled
Reminder Limit:
This is the maximum number of reminder notifications to send to a learner who is stalled
Progress Completed Notifications
Once a learner has completed a Program, notifications can be sent to the Learner and Administrator to advise that they have completed the Program.
Available Notification Options:
Send to Learner:
Add the notification you want to send to the Learner once they have completed the Program
Send to Administrator:
Add a notification if you want to let an Administrator know when a Learner has completed the Program
Send On Completion of this Task:
An administrator can select the task in the Program that is considered the last task that needs to be completed to consider the Program as Done
Saving Notifications
After notifications have been added, click the Save button.
Enrolling learners
Learners need to be enrolled in a Program before they will be able to see any of the associated program Tasks. Here are the basic steps in the enrollment process:
Access Enrollments
On the Program Outline page, go to the Enrollments tab
Click on the Add Learners button
Add Participants
Search for the Learner or Group that you want to enroll in the Program
Once selected, click on the Add button
Confirmation
The Learner or Group that was selected will be enrolled into the Program and can access the Program on the Portal
Tracking learner progress
Under the Achievements tab, administrators will be able to see all learners that completed the Program and that were granted the Program Achievement.
Viewing Achievement Data
Navigate to your program's Program Outline page
Click the Achievements tab
Review the list of learners who have completed the program
See when achievements were granted to each learner
This information is useful for:
Compliance Reporting: Track mandatory training completion
Performance Reviews: Document employee development
Program Evaluation: Assess completion rates and program effectiveness
Important notes and reminders
Assessment Requirements: Only Published Assessment Forms in Assessment Banks can be selected for programs
Course Requirements: Only Courses with a Gradebook attached will be available to select
Standalone Achievements: Adding a Standalone Achievement will not include its related activity
Enrollment Requirement: Learners must be enrolled in a Program before they can see any associated program Tasks
Publication Requirement: Programs must be published to the Portal before learners can access them
For additional support creating programs, contact your system administrator or browse the help center.
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