Overview

As an administrator, you have unique access to courses and course settings. This article will cover the various course features that are specific to the Administrator role.

The business platform uses the term 'course', and the academia platform uses the term 'class'. The terms 'course' and 'class' are interchangeable in this article. 

Accessing the course list 

1. Click Courses from the primary navigation menu.
   
2. Click List from the fly-out menu.

1. The total number of courses is listed on the Courses tab. There are 146 courses in the business in the example screenshot below.
   
2. You can click on a course name to access the course.
   
3. The style of the course - such as Blended, Instructor, Micro course, or Self paced - is shown in the Style column.
   
4. Icons display to indicate additional course information in the Info column. Icons indicate course features such as access codes, course games, skills, and more. You can hover over the icon to see a description of the icon.
   
5. The primary instructor is listed in the Instructor column.
   
6. The number of active learners is listed in the Active learner column. You can click the number of active learners to view a list of active learners for the course.
   
7. The number of learners that have completed the course is listed in the Completed column. You can click the number of Completed learners to view a list of learners who have completed the course.
   
8. The Published column indicates if the course is published to the course catalog.

To search for a course in the list:

1. Click the Search  icon.
   
2. Enter a search term. 
   
1. The list will automatically display results based on the search term.

To filter the list:

1. Click on the Filter icon.
   
2. Click New filter...
   

1. Click the first drop-down list to choose a field for the filter.
   
1. The list of available fields includes Categories, Course code, Description, Name, Style, Finished, Organization, Section code, and more.
   
2. Click the second drop-down menu to select a condition.
   
1. Filters can have different conditions, such as contains, equals, and in.
   
3. In the text box, enter the filtering term. 
   
1. The filter will automatically filter the list.

1. Click the + button.
   

1. Click the X icon on an individual filter.
   

1. Click the Save  icon to save your filters for future use.
   

1. Click on the Filter icon.
   
2. Click New filter...
3. Select Finished from the first drop-down.
   
4. Select yes from the second drop-down.
   

1. Click the X icon to the right of the filters.
   

To view the course catalog:

1. Click the Catalog button.
   

1. Click the Archived tab. 
   

Exporting scores and grades

To export course scores or grades:

1. Click Courses from the primary navigation menu.
   
2. Click List from the fly-out menu.
3. Select the checkbox for any course whose scores you want to export
4. Click Export scores.
   
1. Academia platform users will select Export grades.

The Export scores pop-up displays:

1. Select Export to XLS to download an XLS file that will display as an easy to read spreadsheet.
   
2. Select Export to CSV to download a CSV file.
   
1. If you select Export to CSV, you can choose which items you would like to include in the export (screenshot below). 

Deleting courses

To delete courses:

Before the course is deleted, you will be asked to confirm the action.

1. Click Confirm to delete the course(s).
   

If you delete a course, all of its assessments and scores are also deleted.

1. Click the Deleted tab.
   
2. Select any courses you want to restore.
   
3. Click Restore.
   

Publish and unpublish courses

As an administrator you can publish multiple courses to the catalog at once.

1. Click Courses from the primary navigation menu.
   
2. Click List from the fly-out menu.
3. Select the checkbox for any course you want to publish.
4. Click Publish.

You can also unpublish courses in bulk.

1. Select the checkbox for any course you want to unpublish.
2. Click Unpublish.

Lock and unlock courses

As an administrator, you can unlock multiple courses at once. 

Locked courses are indicated with the lock icon.

Course templates

To see all course templates:

1. Click Courses from the primary navigation menu.
   
2. Click List from the fly-out menu.
3. Click the Templates tab.

1. Select a template from the list.
   
2. Click Delete.
   

Default course settings

There are several default course settings that can be configured. You can override enrollment options for copied courses, and you can specify a default course whose settings are used when adding a new course or template. 

1. Click Admin from the primary navigation menu.
   
2. Click Courses from the fly-out menu.
   

1. Check Default new course copies to Unlimited Active Learners and 0 Max Seats to remove the ability for instructors to change open enrollment settings, max active learners, and max seats when copying courses.
   
2. If you would like to define a course or template whose settings will be used for Default course settings, click Add in the Default course settings section.
   
1. The defined settings are used when creating new courses, when importing a course, and also in the case of SIS sync. This is useful if you would like all new courses on your site to have specific settings for enrollment, category weightings, enabled features, and more. 
   

1. Select a course that will provide the default course settings.
   
2. Click Submit.
   

1. Click Edit to edit the course.
   
2. Click Clear to remove the course. 
   

Custom course fields

Custom course fields allow you to extend the fields related to a course. You can add any kind of custom field you want, such as 'Target audience' or a tracking number related to another system. To add custom course fields:

1. Enter the name of the new custom field.
   
2. Click Save.
   

You can add multiple custom fields. To modify custom fields:

1. Click the Edit  icon to edit a custom field.
   
2. Select a custom field and click Delete to delete a custom field. 
   

After adding the custom field(s), you can edit the value for individual courses (such as adding a target audience). To edit the custom field value for a course:

1. Access the course.
   
2. Click Admin from the course navigation menu.
   
3. Click Basics from the fly-out menu.
   
4. Click Edit in the Custom fields section.
   
5. Enter the values for the field(s).
   
6. Click Save.

If you add values to custom course fields, the values will be available as variables in rule actions. For example, the course field "Target audience" would be available as the field @course_target_audience (@course_ + the name of the field in lowercase with spaces replaced with underscores). Custom fields are also automatically included in the list of fields available when creating a PDF certificate.

Archiving courses

Archiving courses is a great option for courses that are no longer active. Archived courses do not show up on the list of active courses, but you can still access their modules, assessments, and grades. To archive a course:

When you archive a course, the following will happen based on its style:

• If the course is instructor-led, blended, or a micro-course, it will be moved automatically to the Completed area for learners (shown in the screenshot below).
  

• For self-paced courses, archiving marks the course as finished and removes it from the view of learners who haven’t completed it. To prevent learners from losing access, try to avoid archiving self-paced courses that still have active participants.
  

1. Click Courses from the primary navigation menu.
   
2. Click List from the fly-out menu.
   
3. Click the Archived tab.
   
4. Select the course(s) you want to reactive.
5. Click Unarchive.
   

You can allow learners that have completed a course to access it after the course has been archived.

1. Access the course.
   
2. Click Admin from the course navigation menu.
   
3. Click More from the fly-out menu.
   
4. You can select or deselect the Allow learners to access the course if the course is archived checkbox based on your preference.
   
1. Note that this option is enabled by default.
   

You also have access to view the completed, archived courses of learners. To view their archived courses:

1. Click Users from the primary navigation menu.
   
2. Click Learners from the fly-out menu.
   
3. Click the number in the Completed column.
   
4. A list of courses the learner has completed will display, including archived courses.

Importing courses

To learn how to import courses from a CSV (comma-separated value) file, visit the Import article.