Making updates to a Track

How to modify the staff members of configurations of a Track in KickUp Learning

Fred Shaykis avatar
Written by Fred Shaykis
Updated over a week ago

Tracks help you monitor progress toward professional learning participation objectives for staff at your organization. Select the staff members and learning opportunities in a track using the Edit view. See this article for instructions on creating a new track from scratch; this article contains information on what you can do with a track once it's been set up.

The ability to make changes to a track is tied to the Manage Tracks permission in KickUp. If you believe you should have access to this functionality but do not, please contact your KickUp Learning system administrator or your KickUp Client Success Manager, or ask for help using the in-app chat.

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Track Edit view

To edit an existing track, locate the track from the Tracks page. If you don't see the track you want, use the search bar or scroll through the pages. Use the three-dot action menu and select Edit.

If you are already looking at the View of the track that you want to modify, click the Edit button in the top right corner.

Once in the Edit view, you will see a screen with editable fields for Track name, Description, and two tabs below - Staff members and Opportunities.

To change the track's name or description, make the desired changes and click Save. To cancel your changes, click Cancel.

Unlike the name and description fields, which must be saved to update, changes you make to Staff members or Opportunities will be automatically saved once made.

Modifying staff members on a track

Adding Staff to a track

Scroll down to the table and click the Add button. You can either search for the staff member(s) you'd like to add or paste in staff email addresses. Click the bar to toggle between these two modes of adding staff.

See this article for an in-depth explanation of how to add staff to a track.

Removing staff from a track

From either the Add staff members modal or from the Staff members tab, click the trash icon to remove a person, group or attribute from the track.

Removing staff from a track will not change their user access, attendance status, or do anything else aside from removing them from the list of staff on the track.

Adding and modifying Blocks and Learning opportunities

To modify blocks or learning opportunities in the track, navigate to the Opportunities tab from the Edit view of a track.

Creating new Blocks

Blocks serve as the containers for learning opportunities in a track, and they help specify requirements for staff participation in related professional learning opportunities.

Click Create new block to create a new block. Then, give your block a name.

Setting a block's Requirement setting

Every block must have a Requirement setting specified for the completion of learning opportunities within this block. The options for this setting are:

  • All opportunities: Use this option when the expectation is that staff should complete all of the learning opportunities in the block

  • Some opportunities: Use this option when the expectation is that staff will complete a subset of the learning opportunities in the block. For this requirement setting, you'll have to enter a positive number under Quantity required - which represents the number of learning opportunities staff will have to complete to fulfill the block requirement

  • No opportunities: Use this option when there are no expectations for staff to complete the learning opportunities in the block

Click Create to save the updated block settings or Cancel to cancel the changes.

Locating a block's Learning opportunities

To see the learning opportunities already in a block, click on a block's header to expand the view of opportunities in that block.

You can also use the search bar to search for a specific opportunity by name or to search by a collection's name to see already-added opportunities that are associated with a specific collection.

Adding Learning opportunities to a block

To add a learning opportunity to a block, click Add opportunity on the block to which you'd like to add the learning opportunity. Then, search for a learning opportunity in any of these ways:

  • By opportunity name

  • Using keywords from the opportunity's location, description, facilitator, or metadata tags (search behavior parallels the search in the Browse Events view)

  • By pasting the URL (link) to the learning opportunity

  • By opportunity ID, accessible in the Opportunities and Records tables

Click on one or more learning opportunities you want to add to the block. Clicking on a learning opportunity will check its checkbox and increase the counts displayed in the top right below the search bar and on the Add items button.

Use Select all to select all of the learning opportunities that have been loaded in the scrollable search results.

Once you're done selecting items for a given search term, click the Add items button.

From there, you can enter another search term to continue adding learning opportunities to the block.

Once you are done adding learning opportunities, click Done, X, or anywhere outside the modal to return to the track's Edit view.

Removing Learning opportunities from a block

To remove a learning opportunity from a block, click on the block in which the learning opportunity is located to expand it. Then, click the trash can icon next to the learning opportunity you'd like to remove.

This will only remove the learning opportunity from the specific block within a specific track, and will not impact when or how the learning opportunity is shown anywhere else in KickUp.

Deleting a Block

Deleting a block will remove the block and opportunities within it from the track. When a block is deleted, learning opportunities are only removed in the context of the specific block within a specific track - there is no impact on when or how the learning opportunity shows up elsewhere in KickUp.

To delete a block, use the three-dot action menu and select Delete. Then, click Yes, Delete to confirm.

Deleting a block cannot be undone. If you delete a block and want to reverse the change, you will have re-create the block and re-add the learning opportunities.

Setting up permissions

To update who has permission to view or edit a track, navigate to the Permissions tab from the Edit view of a track.

Click Grant permission to start selecting users who should have access to the track. You can search for users by name or by email, and can add more than one at a time.

Once you've selected which users you want to grant access to, you can select whether they should have permission of Can view track, where they will be able to see β€” but not edit β€” the track, or of Can edit track, where they will be both edit and view the track.

Viewing your work

You must be in View mode to see the changes to the track from a track viewer's perspective. To get to view mode from edit mode, click View in the top right or the Back button in the top left.

Tip: It can be helpful to see the changes to a track's viewing experience while you are making edits. To accomplish this, open the Edit view in one window or tab and View mode in another. If you have a larger screen, you can look at these views side-by-side and see the impact of the changes you're making in real-time - though you may have to refresh the page for certain updates to be reflected in your view of the track.

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