What is Learner Status?

On the Learner Status page, control which of your users can be reported on (and therefore count towards your contracted learner limit).

How to get to Learner Status

Access the Learner Status page in the Data menu near the top right corner of your screen: 

Using the Learner Status Page

The Learner Status page features multiple sections that allow you to see how your learners are allocated and control the status for each of your learners:

Overview Section

The Overview section shows the number of licensed learners allowed for your organization as stated by your agreement with Watershed and how close you are to hitting that number.

• The Licensed number shows the number of licensed learners allowed for your organization as stated by your agreement with Watershed. If this number does not look correct to you, let us know and we can get you in touch with our sales team.
• The Usage percentage shows how close you are getting to reaching your licensed learner number (or how far over your licensed learner number you are). It's calculated by dividing the number of licensed learners allowed for your organization by the number of actual learners you have in your organization.

Your Learners Section

Your Learners shows the actual number of active, inactive, and archived learners in your organization:

• Active learners will be included in every part of your account, including reports, Data Search, and Your Organization.
• Inactive learners will not be included in any part of your account other than the Learner Status page. This includes reports, Data Search, and Your Organization. You cannot download inactive learners' data.
• Archived learners will not be included in any part of your account other than the Learner Status page. This includes reports, Data Search, and Your Organization. You can download archived learners' data only from this page.

Search Section

The Search section allows you to search for individuals and groups to see their status or change their status. You can also download archived learners' data from the Search section:

Switch between searching for learners and groups with the menu next to the search bar: 

Use the filter menu to the right of the search bar to control whether you're searching for Inactive, Active, or Archived learners/groups:

If you want to change the status of learners/groups, first select the learner/groups with the check box next to their name:

Use the menu at the top right corner to change their status: 

  Please note: Any person in a group that is archived or inactive will be marked as archived or inactive respectively. Inactive status takes priority over archived status which takes priority over active status.

• The Status column shows the current status for the learner/group
• The Name column shows the name of the learner/group
• The Personas column shows the number of personas associated with the learner.

   Related: What is the difference between a person and a persona?

• The Groups column shows the number of groups the person is a member of.

Downloading Archived Learners' Data

On the Learner Status page, you can download individual archived learners' data.

 Only Global Admins can access the Learner Status page.

In the Search section, make sure you're searching for archived people by using the two menus next to the search bar. Choose to search for People in the people/groups menu and Archived in the status menu:

Use the search bar to find the archived person's data you'd like to download. Click the download button next to the person to download their data: