Administering engagements on a course

An engagement is one person’s relationship with one course — whether they have started, how far they are, what they scored. The Admin tab on a course is where you see all of them and correct the ones that are wrong.

Where it is

Open the course and choose the Admin tab. It needs the manage-engagements permission, so an administrator who can see the course may not see this tab.

What the table tells you

Each row is a Learner, with the status, how far through they are, which attempt they are on, their score and when they started.

Two columns are worth explaining:

• Version completed — which version of the course they finished. This is how you tell whether somebody’s completion predates a change, and it is what a retake requirement compares against.
• Credited courses — completions elsewhere that counted towards this one, from the prior-completion credit on a learning path.

On a narrower window, Started, Score and Attempt are the first columns hidden to make room, and Credited courses goes after them. The count at the end of the header row names what is hidden; widen the window or export the table to see them. See How lists fit your screen.

Correcting a record

1. Open the three-dot menu at the end of the row.
2. Under Change status, choose Mark as passed, Mark as completed, Mark as failed or Mark as in progress. The status the learner already has is left out.
3. Update learner status opens with the Current status and New status. Enter a Score (%) where the course is assessed and you are marking the learner passed or completed.
4. Add Notes explaining why. They are required when the new status is worse than the old one, and you are warned that a certificate already issued will be withdrawn.

The note matters more than it looks. You are overriding what the system observed, and the note is the only record of why anybody should believe the new value.

A few rules the form will hold you to:

• A score must be between 0 and 100.
• Some statuses require a score, and you cannot save without one.
• An abandoned engagement cannot be edited. Its record is closed, and the way forward is a fresh attempt rather than a correction.

Completing a course that has a post-course sign-off

Where the course has a post-course step — an attestation or an observed sign-off — marking somebody complete does not skip it. Their content counts as finished and the course is held under Awaiting sign-off, exactly as if they had finished it themselves, until the step is done.

That is deliberate. A sign-off is somebody’s record that the learner can do the job safely, and nobody should be able to create one by editing a status. If the person who should sign is unavailable, reassign the sign-off from Live workflows, or record it on their behalf from Approvals. See Sign off a learner’s competency.

The engagement shows what is outstanding and, once released, how: Signed off, Requirement withdrawn, or for imported history Imported with sign-off or Imported, no sign-off. An attempt a signatory did not sign off shows as failed and Not signed off; the learner takes the course again in a new attempt.

To see a recorded sign-off, or why someone was not signed off, open the engagement’s actions menu and choose View sign-off. It shows the outcome, who observed the learner and when, who recorded it and whether that was on the observer’s behalf, and the notes. You need the Manage course engagements permission.

Photos, videos and other evidence are never shown in that window. They are on the sign-off form, and if you are allowed to see them — you recorded the sign-off, or your role can Override form responses — the window has Open sign-off form. The form opens read-only; choose Open file on the evidence to view or download it.

Screenshot missingengagement-view-sign-off

The View sign-off window opened from a learner's engagement row on a course's Admin tab, showing the Signed off status, Observed by, Observed on, Recorded by, Recorded on the observer's behalf: Yes, and the notes.

Expected at src/assets/screenshots/guides/administer-engagements-on-a-course/engagement-view-sign-off.png

Viewing a learner’s records from the Admin tab

The Records group in the row’s three-dot menu opens what the attempt holds:

• View attestation — the statement the learner signed, where the course asks for one
• View sign-off — see the section above
• View certificate — the certificate the attempt earned
• SCORM diagnostics — on SCORM courses, what the course reported, for working out why progress or a score has not come through

Each appears only where the attempt has one.

Giving somebody another go at a course

There is no restart on the Admin tab. A learner who has finished starts again from the course themselves, with Restart course or Retake course, within any attempt limit the course has. Correcting a status is not a way to give somebody another go; it overwrites the result they have.

Removing an engagement

Delete, at the bottom of the row’s menu, removes the record entirely. To remove several at once, tick their rows and choose Delete selected. Either way you confirm Delete engagement record first, and the deletion takes the learner’s module progress and answers with it. The warning at the top of the tab, Admin only: manage course engagements, is about this. Deleting needs the same Manage course engagements permission as the tab itself, whether you delete one record or several.

There is no way of deleting that keeps the history, so it is for a record that should never have existed — a test run, somebody enrolled by mistake — rather than for a result you disagree with. For those, correct the status and leave a note.

Getting the data out, and in

Export takes the table as it is filtered.

Bringing completions in from elsewhere is the mirror image, and it lives in the library rather than here: Import, then Engagement.