Audiences (Totara)

This article focuses on creating and managing user audiences.

TOPICS


audience1  Audiences

Audiences allow you to group users at a system-wide level. 

Creating audiences can allow site administrators to automatically assign members to: 

  • Enrolment in courses, programs, and certifications
  • Visibility in courses, programs, and certifications
  • Access to learning plan templates or pre-existing learning plans
  • Company goals
  • System-level access rights

Set or Dynamic Audiences

You can manager audience membership through two ways:

Set Audience: Allows you to determine membership through manually managing users.

Dynamic Audience: Allows you to determine membership through creating various rule sets.

With rule sets, you can have one or many conditions that a user must meet to remain a member of a particular audience. Membership of an audience will be updated on a scheduled task, and any learning enrolments will be affected by whether or not the user is a member.

Visible and Enrolled Learning

For members of a particular audience, you can select the courses, programs, or certifications that users will be able to see.

Additionally, you can enrol users automatically to their learning by adding necessary courses, programs, or certifications in the 'Enrolled Learning' tab. 

Learning Plans

If you have a template for how users should select their own learning, how managers should select their staff's learning, or even which components (courses, competencies, objectives, or programs) should be implemented, you can assign a Default Learning Plan template to a particular audience so that they can follow the same model. 

Audience-Based Visibility

A common example of using audiences is to provide resources, like courses or dashboards, to specific sets of learners. 

This can also be applied to top menu navigation items and activities in a course. This can provide a unique experience for different groups of users.

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plus-1  Creating a Set Audience

Step 1: Create an Audience

1.  Go to Site Administration > Audiences to access the 'Audiences' page. 

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2.  Click on the 'Add New Audience' tab. 

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3.  Add the name of your new audience group in the 'Name' field. 

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4.  Leave the 'Context level' field set to System. This will ensure that this particular audience group appears at a system-wide level. 

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5.  Add an appropriate Audience ID in the 'Audience ID' field if you would like to upload users through HR Import using a CSV text file. 

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6.  In the 'Type' drop down menu, select Set. 

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7.  If necessary, you can enable both a Start date and an End date for your audience. 

Enabling a start date for your audience will result in members being unable to access dashboards until this date.

Enabling an end date for your audience will result in members being unable to access dashboards after this date. 

addnewaudiencestartandenddate

8. In the 'Alerts' drop-down menu, select which members of the audience receive notifications.

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Do not send alerts: Alerts will not be sent to members when they are added or removed from this audience.

Send alerts to affected members only: Allows you to only send notifications to audience group members affected by changes in the membership of the audience.

Send alerts to all members: Sends all alerts to all audience group members. 

9.  Once you are complete, click Save Changes at the bottom of the page.

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Step 2: Assigning Audiences to Membership

1.  Search or browse the list of potential users in the right-hand column. 

2.  Select your desired user(s) and click Add. The user(s) will then appear in the current users column. 

3.  If you would like to remove members from from your audience group, select your desired user(s) from the list of current users in the left-hand column, and click Remove. 

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4.  Click the 'Back to audiences' button to return to the audience management page. 

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group-1  Creating a Dynamic Audience

Step 1: Create an Audience

1.  Go to Site Administration > Audiences to access the 'Audiences' page. 

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2.  Click on the 'Add New Audience' tab. 

addnewaudiencetab

3.  Add the name of your new audience group in the 'Name' field. 

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4.  Leave the 'Context level' field set to System. This will ensure that this particular audience group appears at a system-wide level. 

addnewaudiencecontext

5.  Add an appropriate Audience ID in the 'Audience ID' field if you would like to upload users using a CSV text file. 

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6.  In the 'Type' drop-down menu, select Dynamic

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7.  If necessary, you can enable both a Start date and an End date for your audience. 

Enabling a start date for your audience will result in members being unable to access dashboards until this date. This will also result in audience members not being automatically updated until this date. 

Enabling an end date for your audience will result in members being unable to access dashboards after this date. This will also result in audience members not being automatically updated after this date. 

addnewaudiencestartandenddate

8.  In the Alerts drop-down menu, select which members of the audience receive notifications.

addnewaudiencealerts

Do not send alerts: Alerts will not be sent to members when they are added or removed from this audience.

Send alerts to affected members only: Allows you to only send notifications to audience group members affected by changes in the membership of the audience.

Send alerts to all members: Sends all alerts to all audience group members. 

9.  Once you are complete, click Save Changes at the bottom of the page. 

addnewaudiencesavechanges

Step 2: Adding Rules and Rule Sets

1.  To start defining the rules of your new audience membership, click on the 'Rule Sets' tab. 

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2.  The 'Automatically update membership' section allows you to determine how user membership is updated in the system. 

Selecting the 'Make a user a member when they meet rule sets criteria' checkbox ensures that users are automatically added once they meet the following criteria. Otherwise, users would need to be manually included.

Selecting the 'Remove a user's membership when they no longer meet the rule sets criteria' checkbox ensures that members will be removed once they no longer meet the criteria. Examples include a user being promoted to a new position, or moving to a new department. Otherwise, users would retain access to audience courses, and would need to be manually removed. 

audienceautomaticallyupdatemembership

3.  The 'Membership setting between every rule set' section allows you to determine the strictness of audience membership based on rule sets.

Selecting the 'AND (members are in every rule set)' option ensures that users are admitted if they meet the criteria for every rule set. 

Selecting the 'OR (members are in any rule set)' option ensures that users are admitted if they meet the criteria for any of the possible rule sets. 

audiencemembershipsettingbetweeneveryruleset

Example: Adding A Position Rule Set

1.  Scroll down and expand the 'Add a Rule Set' section. 

2.  In the 'Add Rule' drop-down menu, select Positions under the 'All Job Assignments' header.

3.  In the 'Add Positions' menu, select the following positions that you would like to include in your audience. 

In the 'Equal To' drop-down menu, you can select whether or not positions equal to the ones selected are also included in the audience.

In the 'Don't include children' drop-down menu, you can select whether or not the children positions of selected parent positions are also included in the audience.

audiencerulesetsaddpositionmenu

4. Once you are complete, click Save. This rule will then appear in the "Ruleset #1" section. 

audienceruleset#1

5.  If this is the only rule that you are creating for this particular audience, click Approve Changes in the upper portion of your screen to enable the audience. 

audiencerulesetapprovechanges

Example: Adding an Organisation Rule Set

1. Scroll down and expand the 'Add a Rule Set' section. 

2.  In the 'Add Rule' drop-down menu, select Organisations under the 'All Job Assignments' header.

3.  In the 'Add Organisations' menu, select the following organisations that you would like to include in your audience. 

In the 'Equal To' drop-down menu, you can select whether or not organisations equal to the ones selected are also included in the audience.

In the 'Don't include children' drop-down menu, you can select whether or not the children organisations of selected parent organisations are also included in the audience.

audiencerulesetaddorganisationmenu

4. Once you are complete, click Save. This rule will then appear in the "Ruleset #1" section. 

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5.  If this is the only rule that you are creating for this particular audience, click Approve Changes in the upper portion of your screen to enable the audience. 

audiencerulesetapprovechanges

important-1  NOTE

You can also remove a user's membership from a particular audience if they do not match the criteria anymore. This might occur if a user is certified, is active and not suspended, or holds a position or belongs to an organisation. 

This can be configured in the 'Rule Sets' tab under the 'Automatically update membership' section. 

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online-course-2  Adding Courses for Your Audience

1.  From the 'Enrolled Learning' tab, begin adding the types of learning that you would like your audience to be enrolled in. This can be in the form of courses, programs, or certifications.

addnewaudienceenrolledlearningtab

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2.  Once you have completed adding all of your desired learning, all users of the 'Members' section of your audience will automatically be enrolled into these selected learning options. 

3.  If you have audience-based visibility set up, then you will need to add the same courses in the 'Visible Learning' tab. 

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