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Managing your Learning Paths

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Gilles Benyon-Bell
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Learning Paths

Learning Paths is Administrate’s feature for designing and creating a learning journey for your students. You can build these journeys using modules, which can be anything from an Administrate Event to anything outside the application, such as a field trip or a one-to-one meeting. Through this, Learning Paths can cater for a wide variety of training programs.

In addition to being able to create flexible and varied learning journeys, you’ll have full visibility and transparency when tracking your students’ progress. You can mark modules as being completed quickly and be able to see in an instant where they stand in their learning journey.

You can also have specific Achievements and Certificates for your Learning Paths. Please contact our support team if you require Learning Path certificates as these will require their own templates. 

Learning Paths can be utilized in various ways:

  • Internal Training Programmes to onboard new staff
  • Courses that have minimum credits to finish from a wide number of possible routes, e.g. university or college courses
  • Custom-built education and learning paths

You can access Learning Paths through your Events menu. Permissions to use Learning Paths may also be defined for each Administrate User.


You can access Learning Paths through your Events menu.

Please ensure your URL ends with /ux/learning_paths/ to use the most up-to-date, supported version.

 

Why?

We built Learning Paths for training departments and training companies so you can:

  • Sell/provide bundles of courses
  • Sell/provide bundles of events
  • Define learning journeys for your students
  • Easily report on the progress of students
  • Run with external learning objectives (e.g. books, VILT links or other electronic resources)
  • Increase visibility

 

How Will It Be Used?

  • Training Companies will use Learning Paths as a tool for marketing, bundling, and to “increase the stickiness” of their offerings. They’ll want to sell both individual courses and paths. This’ll replace Compound Events and Courses in the legacy system.
  • Training Departments will use Learning Paths to define, measure, and evaluate their training of various job roles. A good example is Administrate: Software Engineers will have a job-specific Path, different from Account Managers, but all roles will go through a common onboarding path to learn about our company, our values, and our products.
  • All Customers: Students can access information about the Path they’re on, and the courses they’re taking, via the LMS. The LMS will become a student portal for all students to access, whether they’re taking an online course, or not. This is a fundamental shift from how we previously operated - now students have a meaningful, modern, and tangible connection with their training provider.

 

Workflow

The standard workflow involved in Learning Paths is:

  1. Create a Path, using Objectives
  2. Assign Students to the Path
  3. Start the Assignment
  4. Edit & Track Progress

 

Paths

Paths are the actual journeys that you create. Once you load up your Learning Paths screen, all your available Paths (that is, your Learning Path records) will be displayed.

 
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The main screen of Learning Paths, displaying all your created Paths.

 

Create a Path

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Main screen when creating a Learning Path
Add Paths by clicking the Create Learning Path  button in the top right

To create a Path:

  1. Click on the Create Learning Path  button on the main Learning Paths screen
  2. Give your Path a name: this will be displayed on the main Learning Path screen
  3. In the Description field, give a brief account of what the Path is for: this will also be displayed on the main Learning Paths screen
  4. Select an Achievement Type (optional)
  5. Select Featured Portals (optional)
    1. Used to set the Learning path as Featured. Featured Learning Paths are displayed on the top of the Catalog (see Weblink & LMS) and are indicated with a featured label.
  6. Chose a Status
  7. Choose the Progression Type, either Serial or Grouped. For more information on what this means, see below.
  8. Choose the Learning Categories it applies to
    1. This enables better searching if selling online or better searching if connected to a catalog in your LMS
  9. Enforce Objective Order - if checked this means the student will be forced to complete each objective in order
  10. Require Event selection for Course Objectives - when checked, any Course objectives must be filled in with specific Events before the registration can be created by users in the TMS and bookers in WebLink or registration Portals. Note, this applies directly to the Learning Path and does not apply to any nested Paths, which can be configured independently.
  11. Learning Path Images - Images can be added to Learning Paths and they will be displayed on Weblink. A maximum of four images will be displayed on Weblink.
  12. Custom Fields - These are set up in the control panel and will apply to all your Learning Paths.
  13. Add an Objective (note you won’t be able to save the Path without having at least one Objective)
  14. Repeat the previous step until you are finished creating your Path
  15. Click Save

Serial or Grouped

Learning paths can be marked as either Serial or Grouped.

A Serial path is used when you intend for the Learner to complete all of the objectives within the path.

A Grouped path is used when you want to give the Learner a number of options. When selecting Grouped, you will also need to configure "Required to Complete". This indicates how many of the Objectives the Learner must complete in order to pass the Learning Path.

 

Objectives

To create a learning journey for your student, they’ll be comprised of modules. In Administrate, these are known as Objectives. Objectives can be added in the following forms:

Add New Objective

To add an Objective, you must be in a Path (either creating a new one, or editing an existing one), and click on the box called Add Objective

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Add Objectives: What students should complete for the Path

This will open up a new dialogue box to add a new Objective:

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Add Objectives: What Students should complete

 

Course

Add your Administrate Courses as Objectives in your Learning Paths.

The Courses here are the Course Templates defined in your Administrate instance.

To add a Course Objective:

  1. Select the Type: Course
  2. Select the Course Template in the drop-down (start typing the name to help filter the results)
  3. Click OK to save this Objective

When a student is signed up to a Path with a Course Objective, you’ll be able to register the student onto an Event from that Course

 

Event

Event-based Objectives allow you to select a pre-defined event and add it to the path. This is a great way to bundle up specific events into a package. 

  1. Select Course as the Type
  2. Chose the Course Template associated with the event
  3. Check the Automatically register onto Event box
  4. Choose your event from the drop-down
    • You can filter by location and start date to make it easier to find your event
  5. Click OK

Screen_Shot_2020-03-19_at_12.13.27_PM.png

 

External

External Objectives are for anything and everything outside the other available Objectives. It may help to think of this as a Custom Objective: you can make this Objective anything you wish.

Examples:

  • Tutorial sessions
  • 1-2-1 meetings
  • A written assignment to be submitted

To add an External Objective:

  1. Select the Type: External
  2. Give the External Objective a Name
  3. Write a description for your Objective: this is entirely up to what you require the Objective to be
    1. Note: You can use Hyperlinks here to link out to external material such as discussion forums or other reading
  4. Click OK to save this Objective
Screen_Shot_2020-03-19_at_12.06.52_PM.png 
Screen showing how to add an External Objective

Path

If you have already created Learning Paths, you can recall them to be an Objective. This is useful for combining Paths together and nesting Paths within Paths - for example, you may have a General OnBoarding path which you want to combine with a department-specific path.

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Example of using a nested Parallel Path in a Serial Path

To add a Path Objective:

  1. Select the Type: Path
  2. Select the existing Path in the drop-down (start typing the name of the path to help filter the results)
  3. Click OK to save this Objective

Screen_Shot_2020-03-19_at_12.15.31_PM.png

 
Once you have added all your objectives, click Submit
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Financials

It may be that you are using Learning Paths as a way to sell bundles of Events. If this is the case you will want to add Prices. To do this, go to the Financial tab and select ‘Add Price’.

When adding a Price, as with other parts of the system, you will need to specify a Region, Currency, Price Level & Amount. This will allow the system to deal with permissions, suggesting the correct pre-defined Price when registering a Student, and knowing what to display on the website.

Screen_Shot_2020-03-19_at_12.22.26_PM.png 

 

Personnel

Under the personnel tab, you have the ability to add Account Associations to your Learning Paths. A good example here is if you have Partners or Sponsors set up in the system and you want to say that the Sponsor resells a Path or Course on your behalf you can set it here. You are then able to report easily on which Associations are set on which Paths.

 

Register Students

Once you are happy with your Path (you have added the Objectives and Prices you wish to add) then you can start registering Students. Please note that you will not be able to modify the Path Objectives after having registered your first Student. This is because any changes will impact registered Students’ Progress.

  1. Click Add Learner
  2. Select your Contact (it must already exist in the CRM)
  3. If selling - check the box named I want to sell this path to this student
    • If not selling - uncheck the box named I want to sell this path to this student and then click OK to complete the registration
  4. Select the Region
  5. Select the Currency
  6. Select the Price Level
  7. Select the Amount
    • Note: It will pull through the default price, but you can change the amount from the published price you set up on the previous Financial Tab.
  8. Click OK

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Register Students onto an Event from a Course-Based Path

If you have created a course-based path, you need to assign the students to the events they will be attending. This can be done by an Admin person in the TMS or by the student themselves if you are using our latest Student Portal.

You are prompted to do this when adding a new learner onto a Course based path, but it is not mandatory as you can do it at a later date or let the student self-register.

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To register on the TMS after adding a student

  1. Click on the Learners tab
  2. Click on the Learner
  3. Click on the Course
    1. In the modal, you will see all Events under that Course available
  4. Click Select next to the event you want the student registered onto

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An example below of a student registering themselves onto an event from a Course Objective on a Path in our latest Student Portal.

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Editing Learning Paths

Learning paths can only be edited when there are no learners assigned to them.

 

Track Student Progress

Once you have added a Student, you will be able to view their Progress. Here you can cancel the student from the path and track their progress throughout the path.

  1. Click on the Learners Tab
  2. Click anywhere on the student
  3. On the following screen, you can see how many objectives are complete
  4. You can also click on Options to view their Account, Contact, or Registration record

The Progress Info Bar

  • The total number of objectives is calculated as the following:
    • Serial Learning Paths: The total objectives is the total number of objectives assigned to the Learner.
    • Grouped Learning Paths: The total objectives is the number of objectives needed to complete the Learning Path
    • Nested Learning Paths are counted as a single Objective that is either complete or not

Screenshot_2023-02-22_at_16.23.06.png

 

Canceling a Student from a Path

  1. Click on the Learners Tab
  2. Click on the 3 dots to the right of the student 
  3. Click Cancel Student
  4. Click OK
 

Using Learning Paths on Sales Opportunities

If you want to add a Learning Path to a Sales Opportunity:

  1. Open your opportunity
  2. Scroll to the Interests section
  3. Click Add Interest
  4. Click Learning Path

The available fields are

Location You can filter by location of the events within your Learning Path to make it easier to find
Start Date You can filter by the start date of the events within your Learning Path. In this case, the start date is taken as the earliest event start date on the Path.
Learning Path Choose from your previously created Learning Paths
Price This is taken from the Learning Path Pricing
Price (Override) You can override the price of the Opportunity so you’re not restricted by predefined Learning Path Pricing
Quantity The number of students you wish to register on the Path

Note: If this is an event-based path, once you win the opportunity, it will register the students onto all the relevant events.

Permissions

You can assign Learning Path permissions for your Administrate Users, through their User Role. These can be found in the Events section of the Permissions list.

 

FAQ

Is it possible to re-order objectives on a learning path?
If you have learners on your path, please do not attempt to reorder the objectives in the Path. However, if you are still in draft mode, or do not have any learners on it, you can delete your objectives and re-add them in the order you prefer.

 

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