Platform query
Can I assign more than one ‘Approving Manager’ to a user?
Multiple approving managers can be added to the learner but please beware that every approving manager will receive email notifications of resource requests.
Can I assign more than one ‘Group’ to a user?
Multiple groups can be added such as business unit, function, team etc. It is built this way in order to cater for different organisation hierarchies and allow admins to segment data by different groups.
Why I cannot find a particular user?
Search for the full employee name or email address. Otherwise, you won't get any results.
Note: Our search engine is unable to find a result for incomplete information in the search bar.
How can I unarchive a user?
If you need to unarchive a user, or if the user is a returning employee and you cannot add the user, is because you are using an email account that is archived. On those occasions, please reach us via Intercom and we are more than happy to help you with your request.
Where can I export a report of all the learners on the platform?
At the moment we can pull this for you, but our product team is working on improving the in-platform reporting for you. In the meantime, if there's any data you need, please let us know via Intercom or you can reach out to our Customer Success Team.
Would it be possible to add a bulk approver?
Yes, its possible via csv upload.
Some of our users are unable to submit a request for a specific resource — could you please advise why this might be happening?
This could occur for a few reasons, such as:
The resource has been deactivated.
The resource is restricted to your organisation.
The resource is not available to users in a specific region.
Can accounts be unarchived in bulk?
Currently, we don’t have a system to unarchive accounts in bulk. However, we can assist you with unarchiving accounts manually. Please reach out to our support team, and we’ll be happy to help!
I’m unable to create an account for our new or returning user.
For creating a new account, please ensure the email address is unique and not already used by another colleague, as our system will detect if an email is already registered.
As for returning users, even if a user’s account has been archived, their work email remains registered in our system, which prevents creating a new account with the same email address. To resolve this, we can assist you in unarchiving their account.
Managing requests
Who approves the request of a user with multiple ‘Approving Managers’?
There is no current process to limit a particular approving manager from approving a request so it will happen on a ‘first come, first approved’ basis.
What happens to requests when a budget is removed?
Pending Requests
Nothing will happen. Approvers cannot approve the request until a new budget is added to the learner.
Approved Requests but not fulfilled
Requests will be fulfilled as usual. If for whatever reason the request needs to be cancelled, you should reach out to our team via Intercom. The possibility of cancellation will be dependent on whether the request has already been purchased or not.
Is it possible to set up particular users to have auto-approval for their learning budgets?
At the moment that is not possible. We can only set the "auto-approval" for the whole organization. It is not possible to set it to particular users. For more information about auto-approval thresholds, please check this article
Why I'm unable to approve the request?
This could be due to one of the following reasons:
You are not assigned as the user’s approver.
The request exceeds the user’s available learning budget.
Fulfillment has been paused for your organization due to reasons such as unpaid invoices, being in a churning stage, etc."
Managing Budgets
When would I need to top up a user’s budget?
You would top up a user’s budget if they have made a request that exceeds their budget but you and their manager agreed they should have access to this resource. Please note the request will not go to our fulfilment team for purchasing until the top-up and approval has been made.
Am I able to transfer part of my personal learning budget to a teammate or another user?
It’s not possible to transfer a portion of your learning budget to another user. Only users with 'admin access rights' can issue a top-up to someone else, and the amount will be deducted from organization learning credit.
When would I need to deduct a user’s budget?
Admins may deduct a user’s learning budget for internal reasons (e.g., a mistake in the allocated budget). Additionally, a deduction would occur if a learning resource has been purchased for the user outside of Learnerbly and recorded through your internal expense processes.
When should I archive a user vs. remove their budget?
If a user is in their notice period or for some reason and you would like them to continue having access to their Learnerbly account but without spending any more budget, then we recommend to remove their budget. Archiving a user’s account will prevent them from accessing the platform and using their learning budget.
When a user gets archived, what happens to their budget?
When a user's account is archived, their remaining budget remains active, but the user will be unable to access the platform or use the budget. If the remaining budget is deactivated, it will be returned to your organization’s Learning Credit balance. We only deduct actual spending from your company’s Learning Credits, so unspent budgets do not result in any loss.
Playlists
Who can make playlists?
Anyone in your organisation can make a playlist. We believe that everyone has a role to play in learning!
Can I add resources to someone else's playlist?
No, only the owner of playlist can add resources in the playlist.
Who can see my playlist?
By default, playlists are private. You can change the playlist’s privacy by clicking the toggle button.
Can I make my playlist private or share it with specific people?
Yes, you can change a playlist’s privacy by clicking the toggle button when creating the playlist.
Can I add our own internal content to playlists?
We're looking into how we can make your internal content more discoverable to your team. We'll let you know when this functionality is available!
I'd like to edit my playlist.
If you're the author of the playlist, then you can let us know what you'd like to edit your playlist via Intercom. Go to your playlist page and click Edit. Let us know what you'd like to change, such as removing a resource or changing the description or resource notes. When we make those changes, we'll let you know!
How do I delete a playlist I've created?
If you're the author of the playlist, then you can let us know if you'd like to delete your playlist via Intercom. Go to your playlist page and click Delete. We've prewritten your message for you, so all you need to do is hit send and we'll take care of the rest.