Create and manage training cohorts

A cohort is a named group of learners moving through a course together: the unit you enroll, email, and report on. Live workshops are cohorts too, managed by their facilitator.

Before you start

You need the admin role (or training-admin access). Cohorts live under Manage → Admin → Cohorts. Facilitators can open the cohort page for their own workshops.

Create a cohort

1. Open Admin → Cohorts and select the option to create a new cohort.
2. Choose the course and name the cohort. Names like “4 Stages, Sales Q3” make reporting legible later.
3. Add enrollments. Each enrollment consumes a license seat. See Manage license seats.

To rename a cohort later, select its title on the cohort page, type the new name, and press Enter.

See where everyone is

The Participants table has one row per person. Columns appear only where the course has that step: Progress (pre-work / course), Change plan, Assessment (self / external), Raters (responded / asked), the course’s toolkit, Feedback, and Last email. Progress shows pre-work and the course as one bar, with a line underneath saying where the person is, such as Pre-work done or Course 40%. For a course with no pre-work, the column is Course.

• Use the filters above the table, such as Falling behind, Not started, Assessment incomplete, No change plan, or Email bounced, to narrow the list. Not started lists everyone with no course progress yet. Search by name or email.
• Select a row to open that person’s panel: their enrollment, assessment takes and raters, active behaviors for the course’s skill, toolkit use, and progress lesson by lesson.
• Select Manage participants to add or remove people.
• Select More actions (the ⋯ button), then Export cohort participants, for a CSV of the table’s columns plus each person’s enrollment details.

When the course’s assessment invites raters, More actions also holds Auto-invite raters and Nudge raters who haven’t responded. See Invite and remind raters for a cohort.

Nudge learners who haven’t finished

More actions also holds Nudge incomplete learners, with a count of the people it reaches. It groups the cohort by where each person stopped: Haven’t started, Started, not finished, and Finished, no plan (only when the course asks for a behavior plan). Each group gets the email for its step. Select Preview email to see the subject and message, open a group to see who’s in it, and untick any group you want to leave out.

To nudge one person, open the menu on their row and choose Nudge to start, Nudge to finish, or Nudge for plan. The menu shows when that email last reached them. If the cohort has that email turned off, the option is greyed out and says so.

Report cards and nudges

Below the table, cards summarize the cohort for each part of the course it covers: Assessment, Behavior change, Toolkit, and Feedback. Each card’s footer counts who hasn’t done the thing yet. Select See who to list them, then Nudge one person or Nudge all to send each a one-click reminder email. The list shows who was nudged in the last week, so you don’t nudge twice.

View report on a card opens the full report filtered to this cohort. It needs your organization’s Insights plan. See Use skill insights. The Behavior change card keeps cohorts under four people private, as the report does.

Report across all your cohorts

The Cohorts list under Admin → Cohorts reports on every cohort that matches your filters at once.

• The learning funnel at the top follows learners from Enrolled to Started learning, Submitted a behavior plan, and Finished learning, as shares of everyone enrolled. The plan step only counts cohorts whose course asks for a plan, and is left out when none do.
• Each drop-off between steps, such as 12 haven’t started, opens a nudge for exactly those people, grouped by cohort, with when the email last reached each one. Untick anyone you want to leave out, then select Nudge (the button shows how many people will get it). People in a cohort that has that email turned off are left out, and the dialog tells you how many.
• Each cohort row shows Started, Average progress, and Finished.
• Select Filter to narrow by Skill, Modality (Workshop or On-demand course), date range (including This year and Last year), or facilitator. Clear filters resets them. The funnel, the list, and the participant export all follow the same filters.

This view is for admins. Facilitators see only their own cohorts, without the funnel.

Automated reminder emails

Beyond the enrollment email, self-paced cohorts send two automated reminders. A Start Reminder goes to anyone who hasn’t opened the course, beginning two days after the cohort start date and repeating every three days. A Progress Reminder goes to anyone who started but hasn’t finished, beginning five days after the cohort start date and repeating every five days. Both stop as soon as a learner completes the course, and both stop automatically 14 days after the cohort start date.

You can turn any of these emails off on the Emails step when you create or edit a cohort. The Enrollment email also accepts a Custom Note. Timing and frequency of the automatic sends are fixed and can’t be changed from the admin panel.

You are not limited to the automatic schedule. From the Email flow card on the cohort page you can Resend any of these emails at any time, including after the 14-day window has closed. A cohort-wide resend automatically goes only to the people the email applies to. Resending the Start Reminder reaches only learners who still haven’t opened the course.

Someone added to a cohort after the automatic reminders have already fired gets the Enrollment email, but not the automatic start or progress reminders. Use Resend from Email flow, or a nudge, if they still need one.

These reminders are for training cohorts. Survey reminder cadence is separate. See Send reminders.

Delete a cohort

Admin tools at the foot of the cohort page holds Delete cohort. It can’t be undone. To combine two cohorts instead, contact the LeaderFactor Solutions Team at support@leaderfactor.com.