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: Pre-work, Course, Change plan, Assessment (self / external), Raters (responded / asked), the course’s toolkit, Feedback, and Last email.

• Use the filters above the table, such as Falling behind, Not started, Assessment incomplete, No change plan, or Email bounced, to narrow the list. 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.

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.

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 [email protected].