Share courses and sessions in open access via the catalog

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There are 2 ways for your learners to attend courses and sessions: 

  1. Being signed up to a session
  2. Or browsing courses and sessions which are in open access via the catalog

The catalog allows learners to view resources that interest them, without being enrolled in a training session by the L&D team.

 

  


 

Customize the catalog

Customize the catalog

To edit your training catalog:

  1. On the Homepage, click Catalog

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  2. Go to Settings

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Add Topics

Topics allow you to center your courses or sessions around general ideas. 

To create a topic:

  1. From the Homepage, hover over My Workspace and click Settings

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  2. In the settings, click Keywords > Topics 

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  3. Click (+) to create a topic

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  4. Fill in the name of the topic and click SAVE

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To feature a topic in the catalog:

  1. On the Homepage, click Catalog

    Google_Chrome_2019-02-04_15-56-28_2x.png

  2. Go to Settings

    Google_Chrome_2019-02-04_15-58-29_2x.png

  3. Scroll down to the Displayed Topics section, and click (+)

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  4. Select the topic and click CONFIRM

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Disable the catalog

By default, the catalog is activated on your platform.

To deactivate it (or reactivate it):

  1. On the Homepage, click Catalog

    Google_Chrome_2019-02-04_15-56-28_2x.png

  2. Go to Settings

    Google_Chrome_2019-02-04_15-58-29_2x.png

  3. Un-tick the Catalog option

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Share content in the catalog

Access to the catalog is managed via groups. You can decide what learners see in the catalog based on the groups they are part of.

Share courses in the catalog

Please note: you can only make courses available in the catalog if you have subscribed to the 360Learning Starter or User-Pack pricing plans.

To add a course to a group's catalog:

  1. In the top bar, click Training programs

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  2. In the left sidebar, click COURSES and select a course

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  3. In the course edition mode, click GENERAL SETTINGS

    Google_Chrome_2019-02-04_16-58-39_2x.png

  4. Scroll down to the Share your course section, and click (+) Group

    Google_Chrome_2019-02-04_17-17-38_2x.png

  5. Select the group(s) and click CONFIRM

    Teampaper_Snap_2019-02-04_17-22-22_2x.png

 

Share sessions in the catalog

The catalog allows you to share sessions in open access

  1. In the top bar, click Training Programs

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  2. In the left sidebar, click PROGRAMS

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  3. Click on a program

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    Note: you can only add a session in the catalog. Make sure the program you want to add has a running session.

  4. In the Session box, click on a running session

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  5. Scroll down to the Advanced options, and click on the button Screen_Shot_2017-05-02_at_17.01.21.png next to Catalog

    Google_Chrome_2019-01-16_14-30-55_2x.png

  6. Select the groups

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  7. At the bottom, click CONFIRM
For more information: you can find out more on program advanced options here.

 

Add requirements for content in the catalog

Please note: requirements only apply to courses and sessions in the catalog. They won't apply to assigned programs.

 

Add course requirements 

  1. In the top bar, click Training Programs

    Google_Chrome_2019-04-09_10-49-07_2x.png

  2. In the left sidebar, click COURSES and select a course

    Google_Chrome_2019-02-04_16-55-15_2x.png

  3. In the course edition mode, click GENERAL SETTINGS

    Google_Chrome_2019-02-04_16-58-39_2x.png

  4. Scroll down to the Share your course section, and add requirements

    Google_Chrome_2019-02-04_17-46-52_2x.png

 

Add sessions requirements

To add requirements to a session:

  1. In the top bar, click Training Programs

    Google_Chrome_2019-04-09_10-49-07_2x.png

  2. In the left sidebar, click PROGRAMS

    Google_Chrome_2019-01-15_09-23-14_2x.png

  3. Click on a program

    Google_Chrome_2019-01-15_12-23-21_2x.png

    Note: you can only add a session of a program in the catalog. Make sure the program you want to add has a running session.

  4. In the Session box, click on a running session

    Google_Chrome_2019-01-15_12-25-02_2x.png

  5. Scroll down to the Advanced options, and add requirements

    Google_Chrome_2019-02-04_17-51-39_2x.png

 

Validate registration requests for a session

By definition, your learning catalog is the place where learners can sign up for programs in open access. 

However, you may want to control their access to the training. 

You can set up a validation workflow for sessions in open access that lets you control requests! 

  1. In the top bar, click Training Programs

    Google_Chrome_2019-04-09_10-49-07_2x.png

  2. In the left sidebar, click PROGRAMS

    Google_Chrome_2019-01-15_09-23-14_2x.png

  3. Click on a program

    Google_Chrome_2019-01-15_12-23-21_2x.png

  4. In the Session box, click on a running session

    Google_Chrome_2019-01-15_12-25-02_2x.png

  5. Scroll down to the Advanced options, and tick "Require validation of open access registrations"

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  6. Select the users who will perform the validation (they can be Instructors or managers)

 

Once the validation is set up:

  1. Learners who wish to take the sessionb will have to send in a request

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  2. Instructors/Managers will receive a notification. Please note: requests will be sent over to program Instructors in case learners don't have a manager, should you have selected requests to be handled by managers. 

    Teampaper_Snap_2019-01-21_17-53-31_2x.png

  3. You will be able to validate or decline the request

    Teampaper_Snap_2019-01-21_18-09-19_2x.png

    Please note: you can also manage validation requests direction from the Dashboard > Validations > Registration requests menu. 

 

Set up a waitlist for a session

Via the catalog, learners can take sessions in open access. This means that they don't need to be enrolled by a member of the L&D team to start the session.

To help you better manage your audience, you can decide on a maximum number of seats per session.

To create a waitlist:

  1. Go to the session's settings and open the Advanced Options menu
  2. Tick Limit the number of seats for open registration
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  3. Choose the number of seats and click SAVE

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Once the waitlist is up:

  1. Learners can sign up to the session as long as there are remaining seats
  2. Once the class is full, learners who wish to enroll will be put on a waitlist via the session page
  3. You can access this waitlist from the Session Settings:

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A seat becomes available:

  • When a learner completes the session
  • When a learner opts out of the waitlist. The seat will go to the next person on the list (on a first come, first served basis)

You can manage the waitlist from the session settings: 

  1. From the Dashboard, go to the session settings 
  2. In the top menu, check the waitlists' details

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  3. By clicking the details you can:
    • Email members of the waitlist 
    • Assign them to another session

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