Admin user guide

This guide provides quick links to key articles for admins working in Form LMS. Use these resources to manage users, courses, events, and reporting.

Contents

• Getting started
• User management
• Trainer management
• Course management
• Event management
• Site admin functions
• Organisation structure
• Self-registration
• Automation
• Reporting

Getting started

Roles and permissions

Understand the different roles in Form (Admin, Manager, Learner) and what each role can access within a workspace.

User management

Invite users

Invite learners to the workspace by assigning roles, organisation units, and groups. You can also enrol them on courses during the invitation process.

Edit users

Edit user accounts to update profile details, assign the Manager role, or change organisation unit and group memberships.

Bulk actions

Perform actions on multiple users at once. This includes bulk inviting, adding users to groups, archiving profiles, reactivating profiles, and exporting user data.

External records: add to user history

Add external training records to a learner's history. This tracks training completed outside Form and can trigger workflows.

Archive a user profile

Remove a user's access from the workspace while keeping their data and history.

User history for admins

View a learner's complete training history, including course enrolments, completions, event bookings, and external records.

Trainer management

Manage trainers

Manage trainer details, availability, and workspace permissions for scheduling face-to-face and virtual sessions.

Invite trainers to Form

Invite a trainer to your Form workspace.

Course management

Create or copy a course

Create new courses from scratch or copy existing courses to use as a template for similar training.

Edit a course

Edit course details, add content (SCORM modules or events), and configure certificates, feedback forms, and enrolment settings.

Enrol learners on a course

Enrol learners on courses using filters to select users from organisation units or groups.

Withdraw learners from a course

Withdraw learners from courses based on their enrolment status, organisation units, or groups.

Manage enrolment requests

Review and approve or reject enrolment requests for courses set to conditional enrolment.

Share and unshare a course

Share courses with other workspaces or unshare them to control where courses are available.

Event management

About events

Understand how the event booking system works for scheduling face-to-face and virtual training sessions.

Create an event

Set up events with session settings, booking limits, cancellation options, and default trainers and venues.

Create an event session

Schedule sessions for events. Specify dates, times, locations, and trainers for face-to-face or virtual delivery.

Create backdated sessions

Create backdated sessions to record learner attendance for past events.

Book learners onto an event

Book learners onto event sessions. Select users individually, by groups, or by organisation units.

View session bookings

View all current bookings for a session. See spaces taken and available, and identify how bookings were made.

Cancel a session

Cancel sessions and either remove all bookings or copy bookings to another session in the same event.

Use the event calendar

View all upcoming sessions in daily, weekly, or monthly calendar views. Filter by events, venues, rooms, and trainers.

Site admin functions

Invite and edit site admins or trainers

Invite site admins with access to all workspaces. Invite trainers who facilitate sessions but do not need full admin access.

Create venues and rooms

Set up venues and rooms with addresses, capacity, contact details, and images for face-to-face training sessions.

Organisation structure

About organisation units

Understand how organisation units create hierarchical structures for grouping users and targeting training.

Create an organisation unit

Set up hierarchical organisation units to group users by departments, teams, or other structures.

Assign a user to an organisation unit

Add users to organisation units to organise them within your structure and target training.

Create a group

Create groups to identify users by roles or other characteristics across organisation unit boundaries.

Self-registration

About self-registration

Self-registration keys let users sign up to Form themselves, saving admin time.

Create a self-registration key

Generate self-registration keys to share with users. Control organisation unit and group access through key settings.

Automation

Create auto-enrolments

Set up rules to automatically enrol users on courses based on their organisation unit or group membership.

Create workflows (automatic re-enrolments)

Configure workflows to automatically re-enrol learners after course completion or enrol them on follow-up courses.

Reporting

About reports

Understand the difference between dashboard reports and the report builder for analysing training data.

Create a course completion report

Build custom reports showing learner completion data with configurable columns and filters.

Create a module completion report

Build reports showing module-level completion data within courses, with detailed learner information.

Create an event bookings report

Build reports showing event booking data, including sessions, locations, trainers, and attendee details.

View a report

Access and review reports that have been created. Filter and export data as needed.

Schedule a report

Set up reports to run on a schedule (daily, weekly, monthly) and send them by email to specified recipients.

Dashboard reports

View pre-configured charts showing learning activity, course completions, and system usage.