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Organization Admin Quick Start Guide

This guide is designed for Organisational Administrators who manage learners, learning groups, and semesters on Kubicle. It walks through the key areas of the platform and shows how to set up, assign, and monitor learning effectively.

 

1. Platform Overview

After logging in, administrators have access to the following main areas from the left-hand navigation:

Platform

  • Insights – organisation-wide learning analytics

  • Learning Groups – manage cohorts and assigned semesters

  • Manage Learners – view, filter, and contact learners

  • Licensing – manage active licences

  • Exports – download learner and progress data

  • Semester Library – browse and create reusable semester templates

2. Create or Select a Semester Template

Semester templates define what learners study and how long they have to complete it.

Access the Semester Template Library

  1. Go to Semester Library

  2. Browse:

    • Kubicle Semesters (pre-built)

    • Custom Semesters (created by your organisation)

Create a New Semester Template

  1. Click Create New Semester Template

  2. Select subjects, courses, and learning goals

  3. Set duration, pacing, and milestones

  4. Save the template for reuse across learning groups

💡 Templates allow consistent rollouts across multiple cohorts.

 

3. Create a Learning Group

Learning Groups define who is learning together and how they experience content.

Steps

  1. Go to Learning Groups

  2. Click Create Learning Group

  3. Enter:

    • Learning Group name

    • Country

    • Learning experience:

      • Directed Learning (recommended)

      • Independent Learning

Configure Learning Rules

You can optionally:

  • Require Skill Checks before courses

  • Require learners to complete one semester before starting the next

  • Require exam passes for course completion

  • Enforce minimum lesson viewing thresholds

Click Update Learning Group to save.

 

4. Assign a Semester to a Learning Group

  1. Open a Learning Group

  2. Click Create New Semester

  3. Choose a semester template

  4. Set:

    • Start date

    • End date

    • Milestone deadlines

  5. Publish the semester

Learners in the group are automatically enrolled.

 

5. Monitor Learner Progress (Leaderboards)

Each Learning Group includes a Leaderboard showing real-time progress.

You can view:

  • Semester status (Not Started, Behind Schedule, On Schedule, Ahead of Schedule)

  • Course completion

  • Exam pass rates

  • Last login activity

You can switch between Semester 1, 2, or 3 tabs to review historical or upcoming learning.

6. Use Insights for Organisation-Wide Analytics

The Insights dashboard provides a high-level view across your organisation.

Key metrics include:

  • Courses completed

  • Semesters completed

  • Learning hours

  • CPD/CPE credits gained

  • Skill transformation by subject

  • Completions over time

Insights can be filtered by date range and learning group.

 

7. Manage Learners

Go to Manage Learners to view all learners in your organisation.

You can filter learners by:

  • Current Semester Status

  • Learning Group

  • Last Login

  • Licence Status

From here, admins can:

  • Review individual learner status

  • Export learner data

  • Send learner check-in messages

8. Send Learner Check-In Messages

Learner Check-Ins allow you to email learners based on progress or activity.

Steps

  1. Apply filters in Manage Learners

  2. Click Send Learner Check-Ins

  3. Review the recipient summary

  4. Customise:

    • Sender

    • Subject

    • Message

  5. Optionally include progress reports

  6. Preview and send

These messages are ideal for re-engaging inactive learners or supporting those behind schedule.

 

9. Support Learners with Calendar Syncing

Learners can sync semester milestones to their calendars via:

  • Google Calendar

  • Microsoft Outlook

  • Manual iCal subscription

Calendar syncing is available:

  • From the learner’s semester view

  • From Settings → Calendar

10. Track Achievements

Admins and learners can view:

  • Course certificates

  • Programme diplomas

  • CPD/CPE credits earned

Achievements are accessible from the Achievements section.

Best Practices for Administrators

  • Use Directed Learning for structured programmes

  • Reuse Semester Templates to maintain consistency

  • Monitor progress weekly using Leaderboards

  • Use Check-Ins strategically, not excessively

  • Review Insights monthly for organisation-wide trends