Audience management allows site-wide user groups to be populated manually or dynamically using unlimited combinations of rules built on supplied HR data, user completion records, and other collected user metrics. The feature also allows each group to be assigned to a limitless number of courses, programs, and certifications. Audiences are especially powerful when used with HR Import. With both features enabled, your organisation’s enrolments throughout your learning catalogue will be automatically updated based on your regular HR feed and the extensive range of business rules you define.
You can use these groups to enrol learners in particular courses, programs, and certifications. There are two types of groups:
(This video is taken from the Audiences course on the Totara Academy, where you can access more resources and learning materials - including other videos).
Set the Start date and End date.
Setting a Start date and End date only affects Dynamic audience types.
Set the Start date and End date.
If a Start date or End date is specified, audience members will not be automatically updated prior to the start date or after the end date. However, if audience rules are updated, regardless of the specified time, this will cause the membership to be updated.
Selecting the Rule Set tab allows you to set rules which define the membership of the audience group. Rules are set up in groups called Rule Sets. A rule set can have multiple rules and you can include multiple rule sets for each audience group.
Automatically update membership
These options change the way that membership of the audience is updated based on when a user meets the audience rules. The configuration of these settings define when a user should be added to or removed from audience membership.
You can configure this based on the following checkbox options:
|Unselecting both options will freeze membership until either (or both) of the options are changed.|
This setting determines how the audience rules will behave if you define more than one rule set. It is based on the logical AND and OR operators.
Note that each rule set has its own separate logical operator to indicate the relationship between the rules within that rule set.
User profile: You can use the fields from the user profile to add users to the audience e.g. Username, ID number, Language preference, Country and any user profile custom fields.
Textarea custom fields are not supported due to performance implications and search complexity e.g. images can be uploaded, HTML input, etc.
System Access: Use the First login date or Last login date to add a user to the audience group.
Values in field
Rule: Before a selected date of 2 Jan 2017
Current date is 5 Jan
Before the previous 2 days
Rule: Within the previous 2 days
Current date is 1 Jan 2017
Rule: Within the upcoming 2 days
Rule: After the upcoming 2 days
It is possible to create new learning plans for audience members. The learning plan template can be chosen and whether the template will be created as a draft or already approved. It is also possible to prevent new templates being created if the user has already got a learning plan based on the selected template.
Choose to Automatically create a new learning plan for every new user who becomes a member of this audience if new users who are dynamically added to the audience should also have a learning plan created automatically.
If the Exclude users who setting has have an existing, automatically created plan based on this template set, automatic creation of learning plans will not be available.
If a user is removed from the audience any created learning plans will remain.
Once you have setup goals on your Totara Learn site, you can then assign these to a particular audience. This means that everyone in that audience will be given the goal to achieve.
To assign a goal to an audience:
You can assign system roles to an Audience. This means that the role assigned will apply to all members of that audience in the system context i.e. across the whole site. You can read more about System roles on the Roles page.
To assign a system role to an audience:
An existing audience group can be duplicated. This allows you to use the rules and enrolled learning list to create another audience group.
Nested audiences allow you to base a dynamic audience on one or more other audiences using the Audience member rule. This appears under the Audience heading in the normal Add rule dropdown menu.
If you had Audience 1 consisting of users A, B and C and Audience 2 consisting of users C, D and E you could create a new audience:
Rule: Member of 'Audience 1', 'Audience 2' (select multiple in the dialog).
This would give you an audience with users A, B, C, D and E.
Or you could create two separate rules (within a single rule set):
Rule 1: Member of 'Audience 1'.
Rule 2: Member of 'Audience 2'.
This would require the user to be in both audiences, so the new audience would only match user C.
If you have an audience that users other rules, and you want to add the members from one (or more audiences) to that group you would do it like this:
Rule 1: User is a Manager.
Rule 2: Member of Audience 'Audience 1'.
This one would give you every manager in your site, plus the users in audience 1 (whether they are a manager or not).
If you want to exclude an audience even if they meet the other criteria, you need to use 'AND' between rules and the 'NOT' operator in the rule:
Rule 1: User is a Manager.
Rule 2: NOT a Member of Audience 'Audience 1'.
This would give you every manager, except the managers in Audience 1.
If you need something more complex it may be possible using rule sets to put together sets of rules, and/or multiple levels of nested audiences.
When a site has a large number of audiences, keywords can be entered into the Search box to search for or filter all of the available audiences including category audiences.
Audience global settings allows you to set the global alert options used for audiences.
Learn more and try it for yourself in the Audiences course on the Totara Academy.
The Totara Academy has a whole course dedicated to using Audiences in Totara Learn. Here you can learn more on how to use audiences, see best practice, and give it a go yourself.