Managing Learners

A Learner record must exist for each person you want to track training progress for in Quality Basics: Training. Learner records are either created automatically by the system or created manually depending on whether the Learner is also a Vault user. Both Vault Admins and Training Admins can create and manage Learners.

About Learners

The following Learner types are available:

  • Existing Vault Users: Learners who are existing Vault users. When you create a new Vault Quality Basics user, Vault automatically creates a Learner record for the user. Vault copies all shared fields from the User record to the Learner record. Because Learner and User records are connected, when you update a shared field on one record, Vault updates it on the corresponding record. Learners who are existing Vault users with the appropriate security profile can access training functionality in Quality Basics: Training.
  • External Learners: Learners who are not Vault users. You can manually create an external Learner record for someone who is not a Vault user, for example, an external contractor who needs to review a Training Requirement. You can make training content available outside of Vault and track an external Learner’s training completion using Facilitated Training, which helps to ensure that external Learners are automatically assigned the correct training assignments.

The following limitations apply to Learner records:

  • You cannot remove a User record from a Learner record once the Learner is associated with Learner Roles.
  • You cannot reference the same User record in multiple Learner records.
  • You cannot change a User record on a Learner record to another User record if the Learner has Training Assignment records.

Manager Access

You can add each Learner’s Manager to their Learner record if it was not copied from their User record. This allows the Learner’s manager to access the Learner’s training progress on the My Team tab. In addition, if a training requirement requires verification, Vault sends the manager a verification task for the manager to verify that the training was completed as expected.

Creating External Learners

Complete the following steps to create an external Learner record for a person who is not a Vault user:

  1. Navigate to Training Admin > Learners & Assignments > Learners.
  2. On the All Learners page, click Create.
  3. On the Create Learner page, select Person is not a Vault user.
  4. Enter the Learner’s First Name and Last Name.
  5. Optional: Enter the Learner’s Email, Organization, Language, Locale, and Timezone.
  6. Click Save. Vault saves the external Learner in the Eligible state.

Editing Existing Learner Information

Complete the following steps to edit an existing Learner record:

  1. Navigate to Training Admin > Learners & Assignments > Learners.
  2. On the All Learners page, click the Name of the Learner you want to edit.
  3. On the Learner page for the selected Learner, click Edit.
  4. Edit the necessary information and click Save. Vault saves your changes. If you edited any fields shared with a User record, Vault updates the corresponding User record.

Managing Learner Eligibility

When you manually create a new Learner, or when Vault automatically creates a new Learner when a User is created, the Learner is automatically assigned the Eligible status. Eligible Learners can be assigned training tasks and can access any training that has been assigned to them. If a Learner cannot complete training assignments (for example, when the Learner is on extended leave), you can change their status to Ineligible. Ineligible Learners cannot be assigned new training tasks or access their assigned training; however, their learning activity remains in Vault for reporting purposes.

When a Learner’s associated User record is set to Inactive (for example, when the user has left the company), Vault automatically updates their Learner record to Ineligible.

Complete the following steps to change a Learner’s eligibility:

  1. Navigate to Training Admin > Learners & Assignments > Learners.
  2. On the All Learners page, click the Name to open the Learner page of the Learner whose eligibility you want to change.
  3. To change a Learner to Ineligible, select Mark as Ineligible from the Workflow Actions menu, and click Yes in the confirmation dialog to confirm that you want to change the eligibility. Vault changes the Learner to Ineligible.
  4. To change a Learner back to Eligible, select Mark as Eligible from the Workflow Actions menu, and click Yes in the confirmation dialog to confirm that you want to change the eligibility. Vault changes the Learner to Eligible.

Viewing User Record Status

The Learners page in the Learners & Assignments tab displays the status of the User record associated with each Learner. The following statuses are displayed in the Associated User Status column:

  • Active User: A green circle icon () is displayed for Learners with an Active User record.
  • Inactive User: A red circle icon () is displayed for Learners with an Inactive User record.
  • No User: A white circle icon () is displayed for external Learners without an associated User record.