Learning content · How-to guide

Learner management

Control learner access, requests, progress, and completion records.

Learner management in Kokobi covers access to courses and collections, invitation and request workflows, SCORM attempt progress, and completion records.

Learners and Connections#

A learner account is separate from its connection to a learning resource. One learner can have:

Direct access to one or more courses.
Access to courses inherited through a collection.
Connections to resources from different organizations.
Pending invitations or access requests.

This distinction lets you remove access to one course without deleting the learner's account or unrelated connections.

Add Learners#

You can connect learners from a course or collection:

Open the resource in Admin.
Open Learners.
Select Add new > Learner.
Enter one or more email addresses.
Choose whether Kokobi should send the invitation email.

You can also copy the resource's public join link and send it through your own system. The link accepts an existing invitation; otherwise, it lets the learner submit an access request.

Invitation and Request States#

Connections record both how access started and its current state.

Type	Meaning
Invite	An administrator invited the learner.
Request	The learner asked to join.

Status	Meaning
Pending	Waiting for the learner or administrator to respond.
Accepted	The learner can access the resource.
Rejected	The invitation or request was declined.
Disconnected or removed	Access is no longer active.

Use the Invitations and Requests views to keep pending access separate from active learners. Requests can be accepted or rejected individually.

Organization Learner View#

Open Admin > Learners for a consolidated view across the active organization. From there you can review:

Active learners and their connected resources.
Pending invitations.
Pending access requests.
Whether access comes from a course or collection.

Course and collection learner tabs provide the same workflows scoped to one resource.

Progress and Completion#

For a course, Kokobi stores SCORM attempts with:

Status: not-started, in-progress, completed, passed, or failed.
Score values when the package supplies them.
Start, update, and completion timestamps.
The SCORM runtime data required to resume the attempt.

For a collection, Kokobi derives progress from its courses and reports total, started, and completed course counts. See SCORM 1.2 and 2004 for how module data becomes a course status.

After a terminal attempt, learners can download a certificate. Kokobi treats completed, passed, and failed as terminal, so check the attempt status before using a certificate as proof of success. Administrators can resend a course completion email only when the attempt satisfies the course's completion rule.

Preview or Impersonate a Learner#

Authorized administrators have two support tools:

Preview progress opens a learner's course using their saved attempt data in a read-only administrative preview.
Impersonate creates a learner-scoped session so an administrator can inspect the learner portal as that user.

Use impersonation only for support and troubleshooting. Stop the impersonation session as soon as the investigation is complete.

Remove Access#

Removing a learner from a course removes that course connection. Removing a learner from a collection removes the collection connection and its inherited access path.

Before removing access, check whether the learner also has direct course access or access through another collection. Removing one connection does not necessarily remove every path to the course.

Actions are limited by organization roles and resource permissions. See Organizations for the permission model.