User Management - Overview
  • 17 Nov 2019
  • 5 Minutes To Read
  • Print
  • Share
  • Dark

User Management - Overview

  • Print
  • Share
  • Dark

Microsoft Community Training Management portal allows administrators an easy way to delegate/automate administrative tasks like user onboarding, course enrollment, etc. and empower the ground level facilitators/trainers to drive engagement and adoption of the learning program across your training audience.

All the user management functionalities are stacked together in a single panel under the Users Tab – a one-stop-shop for administrators to manage users and course enrollments on the management portal. From the users tab, administrators can add users and assign administrative roles, create groups, assign courses, track progress and much more.


In this article, you will learn how to use the management portal capabilities to create and manage your users and facilitate effective training administration.

Types of Users

In Microsoft Community Training platform, there are two types of users - a Learner and an Administrator.

Learner is the default role assigned to any user added to the platform. Learners will be able to view and consume courses uploaded by the administrators on the training portal. While accessing the training content, learners can use discussion forum to add/share comments with others and stay informed on the important updates sent by the trainers.

Administrators are the users who can access the management portal on the platform and are responsible responsibile for managing and delivering the training program.

There are four types of administrator on the platform (i.e. Organization Admininstrator, Category Administrator, Course Administrator and Group Administrator) each responsible for performing specific activities on the management portal. Administrators can create groups and courses, add users and assign courses, track progress and drive course completion via announcements to users and make other users as administrators on the platform.

For more details, please visit the user personas and management portal overview article.

Create groups and add users

Groups are a way to help you organize your learners depending on the orgainzation structure and the needs of your training program. Groups make user management easy via bulk user onboarding and automatic enrollment.

For example, let's say there is an organization in South Africa which has employees located across the country who are required to be trained and upskilled regularly.

  • To effectively manage and train their geographically disributed workforce, organization can decide to create group based on their office locations such as Cape Town, Johannesburg, Port Elizbeth, etc.
  • Another way to manage and organize workforce would be based on the roles and departments such Sales, Marketing, Human Resources, Operations, etc.

Organizations can use groups to manage different types of learners on the portal and automate user enollment to the groups based on the skills required, user location, functional domains, role etc. For example, you can create groups and set rules to automatically add users to the group whenever they sign up on the platform.

Alternatively, organization can also manually add users to the group at once.

Manage course enrollment for group users

Group admininstrator can leverage the group functionality on the platform to automate course enrollment for learners in the group. For any group on the management portal, admininstrator can pre-assign course from the content library and automate course enrollment for existing and new participants in the group.

For example, let's say organization has created a group for the Sales team and added all the sales employees to the group. Now, a group administrator (aka Sales Manager) can pre-assign the mandatory sales trainings for the group so that any new sales employee signing up on the portal will be automatically enrolled to those courses.

Tracking learner progress and drive course completion

Organization can use group to not only delegate and automate administrative tasks like user onboarding and course enrollment but also tracking learners progress and send reminders to drive engagement and course completion.

Group administrator on the portal can leverage group analytics to monitor progress of the group participants and send announcements and reminders to drive course completion. In the following sections, you will learn more about these features:

Send announcement

Whenever new courses are assigned to the users, automatic notifications are sent by the system to the learners. Apart from this, group administrator can send announcements to the whole group or specific set of learners in the group and inform them about important updates, event or action they need to perform.

For example, let's say there are set of learners in a group who have not finished the complaince training which needs to be completed in a week's time. In such scenarios, group administrators can send a reminder to the learners to complete the training and get certification.

Tracking learning progress

Management portal provides real-time analytics and reports to track learners progress and course completion of the assigned courses for the group participants. Groups administrators can view and download learners report card to monitor progress and measure performance for the assigned courses. For more details, see this article.

Steps to add users and assign courses on the portal

Microsoft Community Training platform provides specific set of features to help administrator with activities such as adding learners, creating groups and and assigning courses. Given below are the simple steps to get started with user management on the management portal:

  1. Create groups on the management portal
    Here are the detailed steps on how to create a new group in the portal.

  2. Add learners to the newly created group
    Here are the detailed steps to how to add users to the group.

  3. Assign courses to the group participants
    Here are the detailed steps to assign courses to the group users.

  4. Send announcement and reminders to the group participants
    Here are the detailed steps to send announcements to the group users.

Best Practices to manage users on the portal

  1. Create groups on the platform based on learner's location, designation, department, role, etc. and add group administrators to delegate user onboarding and automate course enrollment

  2. Use bulk upload users functionlaity to quickly import your existing users list and organize them into different groups

  3. Set rules to automate user enollment to the group and reduce the burden of administrator tasks on your trainers

  4. Have very limited number of Organization Administrators on the portal. This is because Organization Administrators can read and modify everything on the platform.

Was This Article Helpful?