Summary
Make a smooth transition to the LearnUpon platform, so your learner records move with a minimum of fuss and are easy to pick up and carry on. Keep your enrollment histories together with current courses.
This feature is available depending on your LearnUpon plan.
Contact your Implementation Consultant or Customer Success Manager to discuss.
To make this transition happen, you need to prepare your enrollment data for the move. Areas to check and prepare include:
- live vs archived data - understand where your records will show in LearnUpon and how you will access them
- enrollment statuses - LearnUpon takes a single overall status per course based on your migration data
- certificates, credits and gamification - ensure your courses are linked correctly to certificates, and you have not set the certificates to expire
- date formats - make sure your enrollment dates use the correct format, so they migrate to LearnUpon accurately
- ILTs - make sure everyone can attend migrated sessions
- reminder emails - turned off for migration
- duplicate enrollments - in case you've started enrolling existing users in LearnUpon courses
- licensed courses - ensure you have enough licenses for migrated courses
- costs - be aware of LearnUpon's approach to portal and sub-portal migrations
Alongside this document, LearnUpon provides a template for you to indicate the data you want to migrate.
Migrating data: required preparation steps
LearnUpon views your course completion data and identifies it as in one of two states: Live or Archived.
Live data
Live data migrates into the application, is available from the dashboard screens, and is available for reports. You can access it the same way you access any new data you create after your migration.
Live data includes:
- any enrollments completed within the past 2 years, from the date of file import
- any enrollments with Not Started or In Progress statuses
Archived data
Archived data - records of past courses for your users, sometimes called historic data - migrates into the application, in a separate (non-live) data store. This completion data is only accessible for reporting purposes. For learners, this data is accessible in their training history downloads.
These records don't contribute to users' Courses Completed shown on their dashboard, and don't generate new badges in LearnUpon.
Admins access archived data from the Reports page, using Training History option. See the screenshot example that follows.
LearnUpon enables the Training History option on request. If you cannot see the option, contact the Support team to enable it for you.
Archived data includes:
- enrollments with completion dates from more than 2 years ago. For example, if you migrate data in January 2020, any completion data that is older than January 2018 is archived.
- of those courses from more than 2 years ago, completed course enrollments only
Archived data: conditions to consider
Archived data is retrievable but is subject to some limitations, which you will want to know about. LearnUpon advisors can help you plan to manage your archived data, to reflect your learners' historic courses accurately.
- Recertification rules do not apply to archived data. In particular, if your recertification period is longer than 2 years, the rules do not "pick up" past courses in the archive.
- Learning Path enrollments do not include archived data. For example, if a learner completed courses more than 2 years ago, then these completions would not be recorded in Learning Path enrollments. This condition implies the learner will need to complete the courses again in the “live” system.
Enrollment statuses
When LearnUpon migrates your data, the application sets the overall enrollment status only. The application draws the setting for each user enrollment from your migration CSV file.
LearnUpon does not migrate statuses for modules (units within a course) or learning paths (a training sequence made up of courses).
Options of the overall enrollment status include:
- Not Started
- In Progress
- Completed
- Passed
- Failed
LearnUpon sets the status of most modules within each course enrollment to Not Completed.
To migrate ILTs from another LMS to Live Learning, LearnUpon sets the ILT statuses based on the course status, rather than the status of the individual ILT session:
- where courses are Completed, Passed or Failed, all ILTs in the course are set as Completed
- where courses are Not Started or In Progress, all ILTs in the course are set as Not Registered
These migration statuses ensure LearnUpon doesn’t take up ILT capacity by re-enrolling learners on ILTs they’ve already completed.
Note: discuss these ILT statuses with your Implementation Consultant to understand how they affect your reports.
Enrollment status types, in detail
Completed, Passed, or Failed (the "completed" statuses): apply only where an enrollment is fully complete, with no sections of the course still In Progress.
- Completed: applies where an enrollment does not contain an overall number score. Used for a course with no exam modules, where completed is a successful course result
- Passed or Failed: applies where an enrollment does contain an overall number score. Used for a course which contains exam modules, which a learner passed or failed
For migration:
- ensure that any enrollments that carry a score have an enrollment status of only Passed or Failed. A Completed status alone will result in the file being rejected
- have no more than one non-completed status per user per course. For example, a user cannot enroll on a course twice, and have both Not Started and In Progress statuses on the course. If this happens in your file, LearnUpon processes the first row and skips the second row
Certificates, credits and gamification
For migration, you need to create and import the required certificates and link to the appropriate courses within LearnUpon.
By default, only one certificate is awarded, where you are migrating awards. Courses cannot have more than one certificate associated with them. Only course data with a completed or passed status is awarded a certificate.
Warning: ensure that your certificate expiry rule is not set, (recommended option) or: if you typically re-enroll users automatically after expiry, mark your calendar for the re-enroll date. Make sure that the content in the course is ready for them.
Any migrated data, that is awarded your certificates, is included in the automatic re-enrollment rules. Migrations with multiple completions for the same learner and course creates multiple enrollments for that learner if you enable recertification rules.
Enable any credits for your courses that you award. Any enrollments migrated as completed or passed automatically receive these credits.
Add any gamification badges to your courses which you want awarded. If you use gamification, tell LearnUpon before you start migration. Badges and points cannot be awarded retrospectively after migration is complete.
Enrollment dates and times: format for success
For migration, LearnUpon requires you provide your enrollment dates as d/m/yyyy: day and month value zero-padding is optional.
In other words, use one of these day-month-year date formats. See March 1st 2018 example:
- dd/mm/yyyy, or 01/03/2018
- d/m/yyyy, or 1/3/2018
- d/mm/yyyy, or 1/03/2018
- dd/m/yyyy, or 01/3/2018
For migration purposes LearnUpon sets a couple of default times, to minimize the disruption to the dates of your courses:
- the course created at time is set to 00.00:00 on the date you provide
- the course completion time is set to 11.00:00 UTC (sometimes called GMT) on the date you provide
For most customers, the course date stays the same. Customers in the Pacific Islands may need to offset by one day, to ensure the migrated course date is accurate.
Tip: check with an online time and date calculator to see if you need to adjust your course dates.
LearnUpon is not responsible for content outside this site.
If you need to change your dates, make date changes in a series of steps:
- Adjust to a day-month-year format such as dd/mm/yyyy, as widely used in the UK. March 1st is written as 01/03/2018
- If your local timezone is several hours ahead of UTC, you likely want to roll back a day on your date
- Remove timestamps or times in your date columns, and provide date only
If you have any doubts about the format of your enrollment dates, let your LearnUpon Implementation Consultant or Success manager know: they'll be glad to help.
Enrollment date sequencing
Tip: provide Enrollment Completion date only.
For migration, only the Enrollment Completion date is required for a course. Enrollment Created and Enrollment Started dates are optional.
If you include the dates for Enrollment Created, Enrollment Started and Enrollment Completion they must appear in the correct date order. Incorrect date sequencing will block your migration import, until you correct the source file.
Instructor-Led Training (ILT) modules: get everyone into the session
Note: from January 2023, LearnUpon no longer migrates customers to its legacy ILT modules. If required, discuss how to migrate ILTs to Live Learning with your Implementation Consultant.
You can migrate ILTs from a previous LMS to Live Learning training and sessions.
When you migrate ILTs, LearnUpon does not record the session attendance, only the course status.
To migrate ILTs, you must set the attendance maximum to cover the number of learners you are migrating.
In Live Learning you set limits on the number of attendees at the session level. See Live Learning: create and edit sessions.
LearnUpon recommends that either:
- the training allows a waitlist
- the sessions have a maximum capacity high enough to accommodate all migrated enrollments
Warning: If you have more attendees than places, LearnUpon cannot process enrollments once the session reaches maximum capacity.
Disable course reminders, to avoid surprise emails
As part of the migration script, LearnUpon temporarily disables course enrollment emails and course completion emails, so you do not unintentionally enroll users on courses from their course history.
When you prepare courses for migration, LearnUpon advises you to disable all reminder notifications on all courses. LearnUpon supports 4 types of reminders:
- enrollment reminders
- due date reminders
- overdue reminders
- ILT reminders
This is a precaution, to prevent an admin unintentionally enabling reminders, and sending inaccurate emails during your migration process.
Avoid duplicating existing enrollments (aka I’ve already created some enrollments for my learners…)
It is perfectly OK to create enrollments.
Be aware: LearnUpon's migration creates the enrollments you supply in your file. The migration does not update your existing enrollments, but sits alongside them.
To avoid duplication of enrollments, either:
- remove duplicate enrollments from your file
OR
- unenroll your learner from these enrollments prior to the migration
Migrating licensed courses
You can migrate enrollment history for licensed courses, no problem. Licensed courses are potentially limited by the number of enrollments you can create under that course/license. Make sure there are enough enrollments available for that course before proceeding with the migration.
Note: if you migrate records to a licensed course, you need enough licenses available for the migrated records. Those records count towards "licenses used" for that course.
Cost
There are costs and limits associated with Enrollment migration data. One migration is considered one data-set migrated to one portal.
If you plan to migrate data to more than one portal:
- LearnUpon treats additional portals as separate training history migration projects/imports. You need to provide separate files for additional portals
- You may incur additional costs for migrating training history to multiple portals
Speak to your Implementation Consultant or Customer Success Manager before beginning your migration about these costs, and how they apply to your current plan.