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Create and manage learning journeys

Create, configure, and manage journeys, including late sign-ups, event registration, and participant settings

Updated this week

The learning journey feature gives you the opportunity to create learning paths, events and materials in a coherent flow. In this way, you can combine self-learning phases with events and additional materials and specify a logical sequence in the processing of learning paths and materials.

Who can use this feature?

  • Available for users with role Access Manager, Author, Curation Admin, Owner.
    Learn more about roles and permissions here.

  • Available on All Plans

  • Available on Desktop

Accessing the journey overview

To access the journey overview page, click on the Journeys entry in the main navigation on the left side of the screen.

The journey overview page displays a table listing all existing journeys. The table includes the following columns:

  • Title: The name of the journey.

  • Status: Options include Draft, Scheduled, In Progress, Completed, or Cancelled.

  • Date: The start and end date of the journey.

  • Sign-ups: The number of people registered for the journey.

  • Created by: The user who created the journey.

  • Created on: The date the journey was created.

Use the search field above the journey table to search for journeys by title.

Journey overview table

Creating a new journey

To create a new journey, follow these steps:

  1. Click the + Journey button located at the top right of the journey overview page.

  2. In the dialog window, fill in the following fields:

    • Title (required)

    • Language

    • Start and end date

  3. Click Create journey to add the journey to the overview. The journey will initially have a status of Draft.

Create journey modal

Editing journey details

To edit the details of a journey, follow these steps:

  1. Click on one entry in the journey overview table to open the journey detail page.

  2. In the Details section of the General tab, you can modify the following attributes:

    • Journey title

    • Language

    • Journey host

    • Short description

    • Full description

  3. In the Schedule section, adjust the start and end dates as needed.

Journey details page

Editing journey steps

To manage the steps within a journey, follow these steps:

  1. Click on one entry in the journey overview table to open the journey detail page.

  2. In the Steps section of the General tab, click Edit to open the editor.

  3. Use the buttons to add a learning path, event, or material. Each option opens a modal window where you can select the relevant items.

  4. Click on a step to open the sidebar and adjust settings:

    • Set completion date: Enable the toggle to select a completion date within the journey's timeframe.

    • Set as optional: Mark the step as optional if it is not mandatory for all learners.

  5. Click Save to apply your changes.

Tip: Use drag-and-drop to rearrange steps in the desired order.

Note: When setting completion dates, ensure they fall within the journey's start and end dates. If dates are adjusted such that a completion date is no longer valid, the journey cannot be published. A warning will appear, and adjustments must be made before publishing.

Note: Learning paths and events are automatically shared with all participants in the learning journey. Access is granted to all users who are registered.

Steps editor

Managing journey access

To manage access to a journey, follow these steps:

  1. Navigate to the Access tab on the journey detail page and click on Edit.

  2. Choose to share the journey with the entire organization or select specific teams or users.

  3. Click Save to apply your changes.

Tip: Use the journey link provided to share the event with others. Users with access will be directed to the journey detail page if they click the link. Users without access will be directed to the journey overview page for learners.

Access tab

Viewing sign-ups

The sign-up tab provides an overview of all users registered for a journey. The table includes the following columns:

  • User: Displays the username, email address, and profile picture.

  • Progress: Shows a progress bar indicating how far the user has advanced in the journey, represented as a percentage of completed elements.

  • Signed up on: Indicates the date the user registered for the journey.

  • Signed up by: Shows whether the user signed up themselves or was added by an admin.

Above the table, a search field allows you to search through the sign-up table.

Sign-ups tab

Exporting sign-up data

To export sign-up data as a CSV file, click on the Export list button in the Sign-ups tab of the journey details page. The exported data includes the user's name, email address, and the date they signed up.

Adding users to a journey

In the Sign-ups tab of the journey details page, Owners can add users to a journey using the following steps:

  1. Click on Add users to open a modal screen where you can select users to add.

  2. You have several options:

    • Add all users of your organization.

    • Add all users from a specific team or multiple teams.

    • Add individual users.

  3. Click on Add users to confirm your selection. A modal screen will appear to confirm the addition of users.

Note: If the journey is in the future, users will be notified via email and platform notification. If the journey is in the past, users will not be notified.

Add users modal

Removing users from a journey

To remove a user from a journey, follow these steps in the Sign-ups tab of the journey details page:

  1. Hover over the user in the sign-up table. A trash icon will appear.

  2. Click on the trash icon. A modal window will open.

  3. Click on Remove user to confirm. If the journey is not in the past, the user will be notified of their removal.

Note: When a user is given access to a journey, they automatically gain access to all components of the journey, including learning paths, events, and materials. Removing a user from the journey will also remove their access to these components unless access is granted separately outside the learning journey.

Configuring journey settings

In the Settings tab of the journey details page, various configurations for the learning journey can be made:

  • Set a participant limit: Use the toggle to set a maximum number of participants for the journey.

  • Automatic event registration: Enable this option to automatically register all journey participants for events that are part of the journey. If an event lies in the past, users added via automatic registration will be enrolled, but emails and calendar invites will not be sent.

  • Allow late sign-ups: Enable this option to allow users to register for the journey after it has started. By default, late sign-ups are disabled (shown as No late sign up possible) under Participant settings in the Settings tab.

Settings tab

Late sign-ups: behavior and edge cases

When late sign-ups are allowed, keep the following in mind:

  • Learner warning: When a user signs up late, the journey page displays a note that the journey has already started and some steps may have been missed.

  • Events: If Automatic event registration is enabled for the journey, late sign-ups are automatically added to all journey events, including past events.

  • Emails & calendar: Emails and calendar invites are not sent for past events when users are added after the event ended. This applies to both automatic event registration and manual admin additions.

  • Mandatory events: If a mandatory event was missed, the learner might not be able to complete all steps. An admin can retrospectively confirm attendance if the user actually attended.

  • Journeys without mandatory steps or without events: No conflicts arise.

Note: Late sign-ups can result in missed deadlines or mandatory steps. For journeys with events, use the participants list and event attendance confirmation to resolve conflicts if needed.

Adding a cover image

To add a cover image for the journey, follow these steps on the journey details page:

  1. Click on Edit image located in the right section of the page.

  2. Select an image to upload.

  3. Click on Update image to save the changes.

Publishing a journey

After configuring all relevant journey details and settings, click on the Schedule journey button at the top right of the page to publish the journey. Ensure that a title, description, and all learning journey steps are correctly configured and within the start and end dates. If not, a popup will appear with a warning message.

Cancelling a journey

To cancel a journey that is in progress:

  1. Click on Cancel journey located at the top right of the page.

  2. Select a cancellation reason. Choose from Not enough participants or provide a custom reason.

  3. Click on Cancel journey to confirm. The status of the event will change to canceled.

Note: You cannot cancel events that have already been completed.

Deleting a journey

To delete a journey:

  1. Hover over a journey entry in the overview table. A trash icon will appear.

  2. Click on the trash icon. A modal window will open.

  3. Click on Delete journey to confirm.

Note: Only journeys in draft or canceled mode can be deleted. Journeys with status in progress or completed journeys cannot be deleted.

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