Managing learners in a batch means organizing and keeping track of all the students in a group. This helps teachers see how each learner is doing and gives support when needed. When learners are managed well, teachers can give out tasks, check attendance, and see how everyone is performing easily.

It also helps teachers notice if someone needs extra help and provide it on time. Managing learners in batches makes the work easier for teachers and helps avoid confusion. It creates a friendly environment where learners can work together. In this way, every learner gets attention and the support they need to learn well.

Through this guide, we will walk you through the process of managing the learner section in a batch for the curriculum.

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Prerequisite

Before proceeding, please read the “Batches Overview” document. It provides the necessary steps for setting up your course structure, which is required before adding a batch.

Learner List View

In this section, we will discuss the key learner details, including their attendance, progress, and actions that can be taken for each learner. Understanding this table is essential for managing individual learner data and making informed decisions about their progress and next steps in the course.

Refer to the following table to understand more about the learner list view.

Learners Filter Dropdown

The different learner statuses in a batch help educators track and manage learners' progress. You can filter the Learners’ status based on All Learners, Admitted, Leave, Completed, Free Enrolled, and Archived. Understanding these categories is essential for learner management, ensuring you can take appropriate actions based on their current status.

Refer to the following table to understand more about the learners' filter dropdown.

Learner Search Bar

The search bar allows educators to find specific learners by searching their name, email, or mobile number. This helps streamline the process of locating individual learners in a large batch, making it easier to manage and track their progress, attendance, and other relevant details.

Carefully follow the instructions below that will guide you on how to efficiently use the learners’ search bar in your organization’s online learning platform.

Click on the learners’ search bar and type in a learner’s name in it:

Subject Search Dropdown

This dropdown filter allows educators to filter and view learner details specific to a chosen subject or course. Hence, it becomes easier for educators to manage and track progress across different curriculum areas.

Actions Dropdown

The actions dropdown allows educators to export admitted learners, issue certificates, and change the batch available for efficient administrative management. Understanding how to use these options helps streamline tasks like record-keeping, certification, and batch adjustments.

Refer to the following table to understand more about the actions dropdown.

Exporting All Admitted Learners

Exporting all admitted learners helps you collect and save learner information in a file outside the system. This makes it easier to look at the data, share it with others, and keep a record for future use. By exporting, you can quickly access all the learner details whenever you need them.

Carefully follow the instructions below that will guide you on how to efficiently export all admitted learners in your organization’s online learning platform.

Click on the “Actions” dropdown and click on the “Exporting All Admitted learners” option.

Issuing Certificates

Giving certificates to learners shows that they have completed a course and learned new skills. Certificates help learners feel proud of their work and give proof of what they have achieved. This can also help them get better job chances. Giving certificates encourages learners to keep learning and stay motivated.

Carefully follow the instructions below that will guide you on how to efficiently issue certificates to the learners in your organization’s online learning platform.

Step 1: Click on the “Actions” dropdown, then click on the “Issue Certificate” option.

Step 2: While issuing the certificates, you'll need to enter certificate details as illustrated in the table below. Then click the “Proceed” button.

Step 3: Select the specific learners by checking the tick boxes against every learner and click on the “Issue Certificate” button at the bottom right corner of the screen.

Changing Batches

Changing learners’ batches means moving students into different groups. This helps keep the groups organized based on how fast they learn, their timing, or the courses they take. It makes managing the students easier and helps teachers communicate better with each group.

Here are 2 different methods to change the learners’ batches.

Method I: Change the Selected Learner’s Batch

Step 1: Select the learners whose batch you want to change, click on the “Actions” dropdown, then click on the “Change Batch” option.

Step 2: Select the batch from the dropdown list then click on the “Change Batch” button.

Method II: Import the Learner’s File

This feature enables educators to quickly upload a list of learners using a file to further change their batch. This simplifies the enrollment process by bulk-adding learners to the system with minimal effort. Here’s how you can do it:

Step 1: Select the “Import From File” box, click on the “Upload a CSV File (.csv)” area, then choose a “.csv” from your device.

Step 2: Select the batch where you want to change the learner’s batch then click on the “Change Batch” button.

Actions

The 3-dot action list allows educators to manage learners in a batch, with options to view profiles, show schedules, reset passwords, or archive learners. Understanding this feature helps to maintain smooth administrative control over learner details and actions.

Refer to the following table to understand more about the 3-dot action list.

You can view learners’ profiles, view their schedules, reset their passwords, and archive learners by following the instructions explained below.

View Profile

To see a learner’s profile, go to the learner’s section and click on the learner you want to check. Looking at the learner’s profile shows you how they are doing in their courses and how active they are. This helps you support them better and keep track of their progress easily.

Carefully follow the instructions below that will guide you on how to efficiently view the learners’ profiles in your organization’s online learning platform.

Step 1: Click on the 3-dots icon next to the learner whose profile you want to view and click on the “View Profile” option.

Step 2: After clicking on the “View Profile” option, a new window will appear on the screen where you may analyze or make changes, then click on the “Update Profile” button at the end of the page.

Step 3: After clicking on the “Update Profile” button, a success message will appear on the top of your screen, as shown in the image below.

Show Schedule

To see the learners' schedule, you can look at a clear list of their upcoming classes, activities, and important dates. Viewing the schedule helps you know when to attend each class on time. It also makes managing your time easier and helps teachers or staff keep track of how learners are doing.

Carefully follow the instructions below that will guide you on how to efficiently view the learners’ schedule in your organization’s online learning platform.

Click on the 3-dots icon next to the learner whose profile you want to view, then click on the “View Profile” option.

Whenever a session is added to the batch, it will appear in this schedule calendar.

Reset Password

If a learner forgets their password or thinks someone else might be using their account, they need to reset their password. Resetting the password helps keep their account safe and secure. It also makes sure they can log in and continue learning without any problems. This way, learners protect their personal information and have a smooth learning experience.

Carefully follow the instructions below that will guide you on how to efficiently reset the learners’ passwords in your organization’s online learning platform.

Step 1: Click on the 3-dots icon next to the learner whose profile you want to view and click on the “Reset Password” option.

Step 2: Enter a new password, confirm the password by entering it again, then click on the “Reset Password” button.

Step 3: After clicking on the “Reset Password” button, a success message will appear on the top of your screen, as shown in the image below.

Archive a Learner

Archiving a learner means moving them out of the active list when they are no longer learning or have finished their course. This helps keep your learner list clean and organized. You can still keep their information safe for later use without deleting it. Archiving makes it easier to focus on learners who are currently active.

Carefully follow the instructions below that will guide you on how to efficiently archive a learner in your organization’s online learning platform.

Click on the 3-dots icon next to the learner whose profile you want to view, click on the “Archive” option, then click on the “Archived Learner” option in the confirmation box.

If you have any queries, please feel free to reach out to us at support@edmingle.com. We will be happy to help you! :)