A course is to be understood as a container that can be filled with any number of contents. These can be web-based trainings, PDF documents or a classroom event. This concept allows you to administer all learning formats such as blended learning, pure e-learning offers or classic classroom training.
Course Contents
For the filling of a course, you can access all contents available in the content management. In addition, the system also allows new content to be created during course creation and optionally made available to other users. The structure of courses can be freely defined with the help of folders. Confirmation requests prevent unwanted changes to content or updates to exercises.
Forums
Each training measure can be supplemented by forums in the Learning Suite. These are available to the learners during the entire duration of the measure or only on defined dates.
Learning Logic and Scheduling
With the help of learning logic, access to course modules can be made dependent on pre-defined conditions. For example, a WBT may only be opened after an entry test has been successfully completed. Course modules can also be scheduled, i.e. only activated from a certain point in time. In addition, it is also possible to link the completion or non-completion of a learning object to messages that are sent to Supervisors, for example.
Course Booking and Approval Processes
imc Learning Suite supports a wide range of booking types including waiting list management. Multi-level approval workflows can be realised with the help of personalised e-mail notifications. These multiple approval workflows can be freely configured in a separate manager, and reasons for denial or approval can be defined for each approval level. All processes can be carried out for individual learners or groups of learners.
If “Multi-approval” is selected as the enrolment type, the specific workflow must be selected in a separate metatag.
Below are the options for course booking for each course:
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Self-enrolment
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Self-enrolment with notification of the admin
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Self-enrolment with confirmation of the course admin
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Self-Enrolment with confirmation of the supervisor and finalising by course admin
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Enrolment request with the direct enrolment by the supervisor
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Third-party registration
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Third-party registration with confirmation by learner
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Multi approval workflow
Booking Forms
When learners book a course, booking forms can be displayed to check, correct, or complete their personal details.
Different sets of booking forms for each available booking type can be further differentiated per training provider. For example, the IT department might request different data for its courses than the sales department does for its courses. Examples of this are a desired hotel or the shoe size, so that shoes can be prepared accordingly for the safety training.
Entered data can be checked and analysed by the course administrator in the participant administration or course management of the course. For example, it can be set whether the data is saved and reused or whether the data is only valid once.
Prerequisites
To support the long-term planning of learning materials and courses, it is possible to define a status that must be adhered to as a prerequisite for course booking. This allows learners to enrol for subsequent courses, for example, depending on their enrolment status (enrolled, in progress, passed/completed). A deadline can be set by which the prerequisite must be fulfilled.
If the learner does not fulfil the prerequisites within a defined period, automatic cancellation can be activated. To prevent a course that is a mandatory prerequisite for another course from being cancelled by the learner, a restriction on cancellation can be configured.
For a better and faster finding of the courses or course templates being marked as prerequisites can be differentiated by identification codes. Based on a configuration of displaying the identification codes on courses/template level, if this is defined, then they will be displayed and available for the learners/supervisors.
Participant Management
In the participant management of a course, the participant list can be viewed, and the status of participants can be edited:
– Prebook, add, rebook, or cancel attendees.
– Start or end the course manually for individual participants or groups of participants.
– Book resources for participants, such as hotel rooms.
In addition, participants can be contacted quickly and easily via the mail function.
Seat limitations
The seat limitation can assist in restricting specific users or user groups when it comes to course and learning paths bookings. In a separate manager, it can be defined whether users with particular user attributes or entire group structures are considered for the limitation. The limitation defined here can then be applied to course templates, courses, learning path templates, or learning paths, where this restriction takes effect.
A seat limitation is created and managed in the Seat Limitation Manager and assigned to a course via the meta tag Seat Limitation (ID: 11988).
A column called Seat limitation is available in the Course Manager. It displays the current seat occupancy in the format x/y seats (e.g., 7/10 seats), where x = occupied seats and y = maximum seats configured. If the course has no seat limitation assigned, the column displays an empty value. When overbooking has occurred, the column reflects the overbooked count (e.g., 6/2 seats).
The column data is included in Excel exports when the column is enabled.
A search filter called Seat limitation is available in the Course Manager.
Search filters
The filter appears as a selection box listing all previously created seat limitations. When a seat limitation is selected, only courses with that seat limitation assigned are displayed in the result list.
Details Section — Seat Limitations per Group
When a course with a seat limitation is selected in the Course Manager, the Details section displays a per-group/attribute breakdown of seat occupancy.
Each group or attribute linked to the seat limitation is listed with its current and maximum seat count:
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Tutor group — 4/5 seats -
Learner group — 3/4 seats
Attributes and filters assigned to the seat limitation are also counted toward the total.
If the course has no seat limitation configured, no seat limitation information is shown in the Details section.
When an active overbooking exists, an additional section appears below "Seat limitations per group/attribute", named “Seat limitation overbooked by“ and displays the last person who performed the overbooking and the number of overbooked seats. This section is only visible when there is an active overbooking. Once the number of participants drops back within the configured limit, the section is hidden.
Overbooking (Overruling the Seat Limitation)
Users with Execute and Participant Administration rights can overrule the seat limitation in the backend to enroll additional learners beyond the configured limit.
Course Cancellation
In course management, you can define when and to what extent it is possible to cancel a course. Furthermore, one can define whether cancellation costs are incurred. Email notifications for these processes can be defined.
– Self-cancellation.
– Course participant can cancel course himself/herself.
– Cancellation request.
– Course participant can make a cancellation request to the administrator.
– Cancellation by supervisor.
– Course participant cannot cancel course himself/herself.
– Cancellation by admin.
– Neither student nor supervisor can cancel course.
In addition, it is possible to specify until when cancellation of the course is permitted. A due date can either be set with reference to the course start/ end date or as an absolute date, up to which a course can be cancelled. Cancellation fees can be provided at course type level and overwritten at course template or course level.
It is also possible to trigger cancellation using the learning logic. Course participants are automatically cancelled using settings in the learning logic, for example, if they have failed a test three times.
If cancellation request is chosen, no direct cancellation is executed. An Email is sent to the course administrator containing the course object ID, user name and user ID, so that the course administrator directly know which user wants to be cancelled from which course. The course administrator now has to do the cancellation manually.
Self-Service Cancellation for Reserved Courses
Learners and supervisors can cancel course enrolments in "Reserved". When the client-level setting "Reserve course bookings are cancellable" is enabled (Clients Manager → Edit Client → Settings), a Cancel Reservation button becomes available on the course description, syllabus view, and learning status pages. This applies to both date-dependent and duration-of-use courses and covers users with either "Reserved on Participant List" or "Reserved on Waiting List" status. Upon confirmation, the user's status transitions from "Reserved" to "Cancelled." The system respects all existing cancellation type configurations — self-cancellation, cancellation request, cancellation by supervisor, and cancellation by administrator — as well as any cancellation period restrictions defined on the course. Supervisors can also perform the cancellation on behalf of their staff from the My Staff area. This option is deactivated by default and must be explicitly enabled per client.
Import of Courses and Learning History
Existing courses with the corresponding learning history can be imported from other systems via CSV files. imc Learning Suite supports numerous data mapping options to import data from a variety of different sources, from different clients into a variety of different environments.