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Batch Management

Vundemodugula Sowmya

Last edited 11 days ago by Vundemodugula Sowmya.

The Batch Management module allows Training Admin’s to create, configure, and manage learner batches efficiently. It serves as the central hub for organizing training groups, assigning trainers, mapping curriculums, and monitoring learner progress.

1.1 Create a Batch

Go to Training Admin → Admin Module → Batch Management.

On the Batch Management dashboard, click the + icon at the bottom-right corner to create a new batch.

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1.2 Provide Batch Details

Batch Name – provide a unique name for the batch.

Active Days – select the days the batch will be active.

Note: Active days must align with the curriculum days.

Example: If you select Monday and Tuesday as active days but the curriculum does not include Monday, It will throw an error while mapping the curriculum to the batch.

Start Date and End Date – specify the duration of the batch.

Trainer and Co-Trainer -

You can assign only one lead trainer.

You can add multiple co-trainers.

QC Members –

Multiple QC members can be added.

Role Selection – when assigning a trainer, co-trainer, or QC member:

A drop-down list will display available users.

Names are shown based on access levels in the platform.

If a user does not have the required access, their name will not appear.

Time zone – select the appropriate time zone.

Location – optional field.

Batch Type – select one of the available types:

PEP (Pre-Eligibility Program)

EIB (Employee/Engineering in billing)

HTD (Hire-Train-Deploy)

WFT (Workforce Transformation)

Batch Format – choose one of three tracks:

Instructor Assisted – trainer support is available, but the batch can continue even without the trainer. Learners can progress independently with trainer assistance as needed.

Instructor Led – fully dependent on the trainer. Sessions and learning require trainer presence.

Platform Led – self-paced learning with no trainer or live sessions.

Then, click on create a batch.

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When creating a batch with Platform-Led delivery, the Curriculum Expiry field is enabled.

Users can enter the expiry duration in weeks.

The curriculum will automatically expire once the duration ends.

The expiry countdown begins from the day the learner starts the curriculum.

1.3 Batch Overview

1.3.1 Mapping Curriculum to a Batch

Once the batch is created, click Map Curriculum to assign a curriculum.

You can search curriculums by: Name, Batch Type, Source

Curriculum Sources:

Dynamic – AI-generated curriculum.

Manual – Human-created curriculum.

Select the desired curriculum and click Proceed to map it to the batch.

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1.3.2 Overview of the Assigned Curriculum

Once a curriculum is assigned to a batch, the Overview tab displays a summary of the assigned curriculum. From this view, you can see all the skills included in the curriculum.

Unmap Curriculum : Using the Unmap button available in the Overview tab, you can unmap the curriculum from the batch.

Note: Once the curriculum is unmapped from the batch, all user progress will be permanently lost and cannot be retrieved.

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Skill-Based Progress

The Skill-Based Progress section displays the progress of each skill in percentage format. Only the skills that are attached to the curriculum will be shown.

What is Skill-Based Progress?

Skill-based progress is calculated based on user activity completion for each skill.

Example: If all users in the batch complete all activities mapped to a particular skill, the skill progress will be displayed as 100%.

Below the skill progress section, activity cards are displayed. These cards highlight key activities, and the total count represents the total number of activities assigned to the curriculum.

Goal-Based Progress

The Goal-Based Progress section shows the overall progress of the batch.

Progress is displayed in a graphical view for all skills.

When you hover over a skill in the graph, it displays the percentage completion and current status of that skill.

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1.3.3 Manage People in a Batch

Inside the batch page, go to the People tab.

There are two sections: Learners and Trainers.

Under Learners: All learners in the batch will be listed.

Steps to add a learner:

Click Add Learner.

Enter the learner’s email ID.

Click Save.

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Click on Trainer to view the Trainer, Co-Trainers, and QC Members.

Trainer and Co-Trainers are displayed in one field:

The first person listed is always the Lead Trainer.

The Co-Trainers appear below the trainer.

QC Members are displayed separately under the QC Members field.

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1.3.4 Batch Configuration

The Batch Configuration page allows administrators to manage and update key settings related to a specific batch. It provides flexibility to adjust trainer assignments, modify scheduling parameters, control content visibility, and define advanced options that support batch operations and learner experience.

Basic Settings

In this section, you can edit the basic configuration of the batch:

Trainer / Co-Trainer / QC Member – Update or replace assigned personnel as needed.

Time Zone – Change the time zone of the batch to match the learners’ or trainers’ region.

Start Date and End Date – Modify the batch duration if training timelines are extended or rescheduled.

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Note: The batch start date and end date should always match the Salesforce (SF) start and end dates if the batch was created in SF.

Content Access Control

This section allows administrators to control how learners access their content:

Future Content Visibility – Choose whether learners can view upcoming content in advance by selecting Yes or No.

Default Day View / Calendar View – Set the default view for learners when they open their curriculum.

Day View – Displays daily activities.

Calendar View – Displays the monthly schedule.

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Advanced Settings

The Advanced Settings section allows users to configure the Workspace, Attendance Tracking, and Conference settings for a batch.

IDE Platform :

Users can configure the IDE platform for the batch.

Supported IDE options:

In-Platform (default)

VS Code

A Cloud Environment Variables field is available for configuration.

b. Attendance Configuration

Attendance tracking can be enabled and customized based on batch requirements.

Enable Attendance: Default value is No.

Attendance Mode – Defines how attendance is tracked:

Manual Mode – Attendance is marked manually.

Activity-Wise Mode – Attendance is tracked based on activity completion in the batch curriculum.

Session Type:

Single Session – Attendance is recorded once for the entire day.

Default Attendance Status:

Default value is Present.

If attendance is not marked by end of day, the system automatically applies the default status.

Learner Self Check-In:

A checkbox allows learners to mark their own attendance when enabled.

Automated Attendance Email Report:

Default value is No.

When enabled, an attendance report is sent at 11:59 PM (batch time zone).

Trainers assigned to the batch automatically receive the email.

Additional email recipients can be configured.

c. Conference Configuration:

Conference settings allow Teams meeting links to be configured for batches.

Enable Conference:

Default value is No.

Once enabled:

Add a Teams meeting link and click Validate.

The link is saved only after successful validation.

Manage Conference Links:

Delete option is available to remove a link from the batch.

If multiple links exist within the same cohort, one link can be marked as Default.

Show All Recordings checkbox:

When enabled, all recordings are uploaded to the curriculum.

Associate Management:

Show Dropped Associates checkbox:

When enabled, dropped associates appear in the batch list in a greyed-out state for easy identification.

Default value is Unchecked.

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Saving Configuration

After making updates:

Click Update to apply changes immediately.

The updated configuration will reflect across all learner and trainer interfaces for that batch.

1.3.5 Archiving or Deleting a Batch

To Archive a batch, click the Archive button (top-right corner inside the batch page).

To Delete a batch, click the Delete option (also in the top-right corner).

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1.4 Batch Management Dashboard

The Batch Management Dashboard displays:

Active Batches

Archived Batches

Unmapped Batches

Overall Batches

You can view batches under each category by clicking on the respective field.

A search bar is available in each section to quickly find a batch by name.

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Users can filter batches based on Batch Type and Batch Format.

Users can sort batches to easily locate the required batch.

A Sync button is available to manually sync batches from SF to Evolv. In addition to this, batches are automatically synced at scheduled intervals. If a batch needs to be reflected in Evolv immediately, the manual sync option can be used.

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