Admin Guide

Running a Cohort

A cohort is one dated run of a course template: a trainer, a class, graded work, and a certificate at the end.

Creating a cohort

Manage Cohorts → create. Pick the template, then set the run's own details: Title, Tagline, Course Overview, Start Date and End Date. The template's trainer and assistants come across and can be changed for this run.

Creating the cohort copies the template's content into it Modules, lessons, quizzes, assignments, study materials and discussions are all duplicated into the cohort at the moment you create it. From then on the two are independent: editing the template does not change a running class, and fixing a typo inside a cohort does not fix it for the next intake. Fix both, or fix the template and start a fresh cohort.

Status is worked out from the dates

Status	When
Upcoming	The start date is still in the future.
Ongoing	The start date has passed and the end date has not.
Completed	The end date has passed — or you marked it complete.

You do not set Upcoming or Ongoing by hand; move the dates and the status follows.

Who gets in: the enrolment types

Setting	Effect
Open	Students join freely. Applying enrols them on the spot.
Manual	Applying puts them on the Applicant List as pending; you Enroll or Reject each one. You can also add students directly.
Closed	Nobody can apply. Only an administrator can add students.

Cohort Size caps the class — "the maximum number of students allowed in this cohort". A student who withdraws or is rejected can apply again later.

The cohort panel

Opening a cohort gives you six tabs, plus health and attention widgets across the top that surface the class's overall progress, overdue work and anything waiting on you.

Tab	What you do there
General Information	The cohort's own title, tagline, overview and dates.
Student List	Everyone enrolled, with progress, status and last-active date. Open a student for their individual performance.
Applicant List	Only on a Manual cohort — the pending queue, with Enroll and Reject.
Assignments	Each assignment with its due date and marks, and the route into grading submissions.
Quizzes	Attempts per quiz, including the written answers that need marking by hand.
Announcements	Messages to the class — see below.
Settings	Enrolment, navigation and discussion controls, and Archive Cohort.

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The cohort panel

Screenshot from a demo admin account: an ongoing cohort at /lms/cohorts/{id}/view, on the Student List tab, with the health and needs-attention widgets visible above it. Seed 6–10 students at varying progress (some near complete, one not started, one overdue) so the widgets have something to report — an empty class photographs as an empty table. Fabricated demo tenant only. App viewport only, 1520px wide.

Save as: admin-guide__learning__cohorts__shot1.png

Cohort settings

Setting	Effect
Cohort Size	Maximum number of students allowed in this cohort.
Enrollment Type	Open, Manual or Closed, as above.
Course Navigation	On: students can open any lesson, assignment or quiz without finishing what comes before. Off: content unlocks in order. Turn it on for reference-style courses, off where the sequence matters.
Discussion Notifications	Students are notified when someone replies to their comment.
Comment Likes	Allows liking and disliking comments in discussions.

Announcements

Announcements go to the class with a chosen Audience, and can be sent in-app, by email, or both. You can schedule one for a future date and time; a scheduled announcement only reaches students — and only appears on their dashboard — once its send time passes.

Grading

Self-marking quiz questions grade themselves. Everything else lands in the trainer's queue.

Assignments — open a submission, read or download the uploaded files, enter a Grade against the assignment's Total Marks, and save. The Passing Marks decide whether it reads Pass or Fail. Grades can be edited afterwards.
Quizzes — choice questions show as Correct or Incorrect automatically; short-answer and paragraph questions are marked by hand on the attempt.
Both assignment submissions and quiz attempts can be exported for moderation or record-keeping.

Completion and certificates

A student completes the course when every piece of its content is complete — and the system rechecks that after every grade you enter. Completion issues a certificate with its own certificate number and issue date.

A regrade can take a completion back Because completion is reconciled after each grade, lowering a mark so the student falls below the bar revokes the completion and the certificate. Raising it again restores the same certificate, keeping its original issue date and its share link — so a mis-keyed grade corrected a minute later costs the student neither their link nor the PDF they already downloaded. Still worth knowing before you edit a grade on a finished class.

A student who has left the company still has their completion reconciled correctly, but is not sent a notification about a course they can no longer reach.

Certificate sharing is the student's decision

A learner can publish their certificate to a public link — the sort of thing that goes on a CV or a professional profile — and anyone with the link can view and download it without logging in.

Only the certificate holder can turn sharing on Not administrators, not the trainer. Sharing publishes a person's name on a page anyone can open, so it is theirs to decide. Turning sharing off breaks the old link immediately, and switching it back on mints a brand new address — the old one never works again. Tell a learner that before they print the link on anything.

Archiving and restoring

Archive Cohort retires a finished class. It takes the whole cohort out of the way in one piece — students, content, submissions, grades, certificates, discussions and announcements — and Restore brings back exactly that set, not anything you had deleted individually while the cohort was live. Archive rather than delete: the grades and certificates are the record that someone was trained.

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Grading an assignment submission

Screenshot from a demo admin account: the assignment grading panel for one submission — the student's uploaded file(s), the grade entry against Total Marks, and the Pass/Fail badge driven by Passing Marks. Ideally with the submissions list beside it showing a mix of Graded and Pending. Needs a seeded cohort with real submissions. Fabricated demo tenant only. App viewport only, 1520px wide.

Save as: admin-guide__learning__cohorts__shot2.png

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Running a cohort end to end (7–8 min)

Two accounts side by side, admin and learner. Admin creates a Manual cohort from a template and sets the dates; learner browses cohorts and applies; admin enrols them from the Applicant List and posts an announcement; learner works through a lesson and submits an assignment; admin grades it; learner sees the certificate and turns on sharing, opening the public link in a logged-out window. Close on the admin editing the grade downward to show the completion being revoked, then restoring it — that is the behaviour that surprises people.

Save as: admin-guide__learning__cohorts__vid1.mp4

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