In some situations, the user performs an action that you, as an administrator or manager, still need to review. For example, when the user wants to follow a learning activity from the Library that requires approval, or when the user has uploaded a certificate from an external exam. In such cases, an (automatic) request is submitted by the user. The administrator or manager can then review this request.
Where can I review the requests?
As an administrator, you can find requests via the menu on the left side of the screen. You can either select “Approval” directly, or navigate to “Insights” and then to “Approvals”.
Managers can find requests via “Insights” in the top navigation bar, and then select the “Approvals” tab.
What types of requests are there?
Library requests: For some learning activities from the Library, users must request approval before they can get started. These requests appear on the "Approvals" page. By clicking the check mark or the cross at the end of the row, you can approve or reject the request. When rejecting a library request, you can optionally provide a reason. This reason will be included in the email to the user.
Library requests can be approved by both a manager and an administrator. In the basic settings, you can define who reviews Library requests for your academy.
Reviewing submitted assignments: When a user has submitted an assignment, it will appear on the "Approvals" page. At the end of the row, you’ll see an eye icon. Clicking this takes you to the page where you can review the assignment. Here, you can download the submitted file, provide feedback, assign a score, and approve or reject the assignment. If you reject the assignment, you can choose to give the user a resubmission opportunity by enabling the toggle next to “Resubmit assignment”.
For each submitted assignment, you define who is responsible for the review: the administrator, the manager, or a specific reviewer.
Reviewing a qualification inventory: When a user has completed a qualification inventory, the manager or administrator can view and evaluate it. By clicking the eye icon at the end of the row, you can see which qualifications are being granted and/or removed. You can approve or reject them, and optionally add a comment. This reason will be included in the email to the user. Upon approval, the qualifications will be added to and/or removed from the user's profile.
Both the administrator and the manager can see the qualification inventory that need to be reviewed.
Reviewing certificates: When a user uploads a certificate – for example, for an external exam or a qualification – the administrator or manager can view and evaluate it. By clicking the eye icon at the end of the row, you’ll be taken to the screen where you can download the certificate. Using the check mark or cross at the end of the row, you can approve or reject the certificate. When rejecting a certificate, you can optionally provide a reason. This reason will be included in the email to the user.
Both the administrator and the manager can see the certificate that needs to be reviewed.
Reviewing portfolio items: When a user adds a portfolio item, they can choose to have it reviewed. An approved portfolio item counts as a fully completed learning activity, for example in reports. By clicking the eye icon at the end of the row, you’ll be taken to the screen where you can view the portfolio item:
you can view and, if necessary, edit the title, completion date, and type of learning activity
you can view and, if necessary, edit the study time
you can download the uploaded document
if the user has added a comment, it will be visible here
optionally, provide an explanation for approving or rejecting the portfolio item. This will be included in the email to the user
approve or reject the portfolio item
Both the administrator and the manager can see the portfolio item that needs to be reviewed.
Tip!
Using the status filter located at the top right corner of the approvals overview, you can filter by all, open, approved, and rejected approvals.