This document consists of Help to create course modules, instances and courses for Administrator role.

Authors create courses. Learners can take up the courses and Administrators can track the performance of learners based on course consumption.


Administrators can view the courses created by authors and perform some activities as explained in this section. You can create unique learning programs with a predefined set of courses for learners.

Create multiple instances of courses

You can create multiple instances of a course.

  1. Click Courses from the left pane.
  2. Click the course name in the tiles list of courses.
  3. Click Instances from the left pane.
  4. Click Add New Instance on the upper-right corner of the course information. A new instance of the course is displayed.
  5. Click the highlighted blue colored text on the new instance to modify the course values such as instance name, seats allotted, feedback, and badge. After making the changes, click the tick mark adjacent to modified value to save the changes. Click X mark to cancel the changes.
Create multiple instances of courses
Create multiple instances of courses


To map the course with the instance, click Modules.

For the chosen instance, from the drop-down, select the delivery type. You can map the instance to a delivery type. If you do not do this mapping, the default delivery type is taken for the instance.


By default, one instance is created automatically for the course. You cannot delete this course instance.

Deadline for an instance

Completion Deadline

This is a deadline by which a learner is expected to complete the training.

Enrollment Deadline

This is the date by which a learner is expected to enroll into a learning object in case of self enrollment.

Unenrollment Deadline

You can choose to restrict unenrolment by learner himself by having an unenrollment deadline.


Admin can decide to have completion deadlines for a course or learning program based on requirements. However, it is recommended to have one for Classroom/ Virtual classroom based trainings.

Completion, Enrollment and Unenrollment deadline
A. Completion Deadline B. Enrollment Deadline C. Unenrollment Deadline 

Retire, delete or copy course instances

  1. Click Courses from the left pane and click the course name in the tiles list of courses.
  2. Click Instances from the left pane.
    A list of all instances for the course is displayed in three tabs: All, Active and Retired. Use Sortby and choose the available options from the drop-down list to sort the list of instances.
  3. Click the drop-down arrow at the upper-right corner of an instance.
Click the drop-down at the upper-right corner of an instance
Click the drop-down at the upper-right corner of an instance
  1. As shown in the above snapshot, Click Retire instance to retire the instance. At this state, the course instance moves into inactive mode. You can click the drop-down from the instance, and select Reopen instance to bring the course instance back to active mode.
  2. Click Delete instance if you want to delete a course instance. The course instance is permanently deleted from the course.
  3. To copy the instance URL, click Copy Instance URL.

Configure instance default settings

You can configure the default settings to be applied for all the instances by clicking Instance Defaults at the left pane. However, you can modify each of the instance settings anytime later.

Only badges, L1 and L3 feedback can be set as course instance defaults.

Course moderation

Whenever an author adds, updates, or deletes modules and republishes a course, all the administrators receive notification about the same. As an administrator, you can then view the changes, compare the old and new content by clicking on the View Changes link, and either approve or reject the changes accordingly. 

See the following screenshot with a notification that the author has republished a course:

Administrator notification on course updates
Administrator notification on course updates

Click on the notification to view the changes the author has made to the course. Then, either approve or reject the changes made by the author. If you choose to approve, the course will be republished. If you reject the updates, the previous version of the course will continue to exist. In either case, a notification is sent to the author.

Approve or reject the updates to the course
Approve or reject the updates to the course

If there are multiple authors who are updating the same course, the latest or the last performed change will reflect in the administrator's notification. You can then approve or reject the latest changes.


To enable Course Moderation, click Settings > General. Select the Course Moderation check box to enable this feature.

Add L1 and L3 feedback

You can add L1 and L3 feedback options while you create the courses:

  1. Click Courses at the left pane after you log in as Administrator. List of all the courses appears on the right side page.
  2. Click the course tile for which you want to add L1 or L3 feedback
  3. Click instance default at the left pane.
  4. Click the circle on toggle button adjacent to L1 or L3 feedback to enable it.
  5. Add the L3 feedback question in the text area below L3 Question.

Add descriptive questions for L1 and L3 feeedback

As part of Captivate Prime November release, an option to add descriptive questions has been provided. Administrators have an option to add these questions to learners. This provision is in addition to the default set of questions provided by Captivate Prime. You can also make them mandatory if required by choosing the option below the question. 

You can add two descriptive questions for L1 feedback and one descriptive question for L3 feedback. 

Once you enable L1 feedback, you can view the options as shown in the following snapshot. 


If you want the questionnaire to appear to the learner immediately after course completion, you can choose the option accordingly.

A sample output of the L1 questionnaire is provided below for your reference. Learners can view the questionnaire in the below format. Test-1 and Test-2 are the descriptive questions. 


Once you enable the L3 feedback, you can view the options as shown in the below snapshot: 


Question 2 is the descriptive question for L3 feedback. You can make it mandatory by clicking the option accordingly below the question. 

A sample output of the L3 questionnaire is provided below for your reference. Learners can view the questionnaire in the below format. 

L3 output

Set up L1 and L3 feedback questionnaire

You can set up L1 and L3 feedback questionnaire and also set reminders at the account level. 

  1. Click Settings and then Feedback on the left pane after you log in as Administrator.
    Feedback settings page appears with two tabs: L1 Feedback and L3 Feedback.
    L1 Feedback tab consists of a list of default L1 feedback questionnaire for class room and self-paced courses along with reminder settings. In L3 Feedback tab, you can view L3 feedback default statement and reminder settings.

  2. Click Edit on the upper-right corner of the page, to modify the existing questionnaire.
    In L1 Feedback tab, you can enable/disable each question by clicking the Yes/No toggle button.
    In L3 Feedback tab, you can modify the default feedback statement.
    Click Add New Reminder at the bottom of the page and choose when to send the reminders.

  3. Click Save at the upper-right corner of the page.

In L1 feedback, you can see two sets of questionnaire along with a default question. First set of questionnaire refers to self paced courses which can also be used for activity based courses. Second set of questionnaire can be used for Class room and virtual class room type of courses.

Viewing courses

As an administrator, you can view a list of all available courses.   Click Courses on the left pane to view the list of courses with search and filter options. You can also view the course effectiveness percentage for each course on the course thumbnails.

You can retire a course after the course is consumed by learners or when you want to hold up any particular course after publishing it. You can retire a course only when it is in a published state. List of all the retired courses can be viewed by clicking the Retired tab.

View quiz scores

  1. Click course name on the course thumbnail.
  2. Click Quiz Score on the left pane.

You can view the quiz scores of any particular course based on user name or based on each question. Choose By User or By Question tabs accordingly.

Choose the instance type from the drop-down list to view the scores based on each instance of the course.

Manage learners list for a course

  1. Click course name on the course thumbnail.
  2. From the left pane, click Learners.
Manage learners for a course
Manage learners for a course

You can perform the following actions from the Learners page:

  • Select the Learner you want to remove, and click Actions > Remove.
  • Select the Learner whose attendance you want to mark, and click Actions > Mark Complete.

To allow learners to reset a module and consume the module again, click Reset. From the pop-up dialog box, click Yes to confirm the Reset. Modules that have been completed cannot be reset. Only failed or incomplete modules can be reset.

You can also export the learners list in an excel sheet. To export the learners list, click Actions > Export.

If there are multiple instances for a course, the learners list in excel is provided in each tab separately. The learners list consists of learner name, status and selection criteria. Learners status can be Not started, or In progress, or Completed

View L1 and L3 feedback

You can view the L1 feedback provided by learners for a course and the L3 feedback provided by Managers for learners.

  1. Click any course tile in the Courses list.
  2. Click L1 Feedback or L3 Feedback on the left pane to view the feedback received.
  3. Select the instance from the drop-down list to view the feedback for that particular instance.

Preview courses

Administrator can preview courses by clicking the Preview as learner option while viewing the course modules.

  1. Click Courses on the left pane after you log in as an administrator.
  2. Click any course tile from the list of courses on the page.
  3. Click Preview as learner from the left pane and click the module name on the page to preview the course module in the player.

Course effectiveness

Course effectiveness is evaluated to understand the usefulness of a course to the learner. It is a combination of results from learner feedback on the course content, the course quiz results for a learner and the manager’s feedback evaluating a learner based on learnings from the course.

Administrator can view the course effectiveness rating on the course thumbnails as shown in the below snapshot. You can see the rating for this course as 100.


The course effectiveness rating value is arrived considering L1, L2 & L3 feedback values. To view the breakup of each feedback, click the course effectiveness value. A pop-up appears as shown below.


In this sample snapshot, 1 out 1 users received all the three feedbacks, hence the score is 100/100. From this table, you can understand that if any of the three feedbacks (L1, L2 and L3 )are not provided for a course, there is a negative impact on the overall effectiveness. Click the down-arrow at the lower-right corner of the pop-up to view how course effectiveness calculations are done.


As per the pie-chart shown above, more weightage is given to L3 feedback from manager.

Searching courses and learning programs

Adobe Captivate Prime makes it easier for you to find the courses/learning programs of your choice quickly. You can search for your courses in two ways:

  1. Using Search field. Click search icon displayed at the upper-right corner. A search field appears. Type the course name or any keywords associated with your courses to locate your courses/learning programs. You can also search using predefined tags like Captivate, C, Java, and HTML. Tags are searchable inside Search field, which means the tags are displayed in search field as you type.
  2. By filtering list of courses/learning programs using the filters. You can filter the courses by state such as All, published, draft, and Retired. In Administrator mode, draft filter does not appear.

You can search based on competencies by clicking Competencies and choosing them. As an admin you can sort the courses in four ways, to better locate your required course. Click Sort By and choose alphabetical ascending order, alphabetical descending order, course updated date, or effectiveness of courses:


You can sort learning programs in three ways: alphabetical ascending order, alphabetical descending order and based on updated date.

Enrolling learners


You can follow the same steps to enroll learners into course, learning program and certifications. Managers can also enroll learners under him using the following steps.

Administrator enrolls some learners to mandatory courses as per organization requirements:

  1. Hover your mouse on any published course tiles and click Enroll learners.
    Alternatively, click any published course tile and click learners on the left pane. A page appears with a list of learners. Click Enroll.
    Enroll learners dialog appears.
  2. Select the instance from the select instance drop-down. The drop-down lists all instances including active, retired, and expired instances.

Admin can remove any registered learners of a course by clicking the drop-down arrow on learners page and by clicking Actions > Remove.

Enroll learner
Enroll learner


Select the user groups and individual learners (using email id or name) that you wish to include. Add all user groups in an intersection under the same set. To add another user group in union, use a new inclusion set.

Select the user groups and individual learners (using email id or name) that you wish to exclude. Add all user groups in an intersection under the same set. To add another user group in a union, use a new inclusion set.

User Email ID

Copy-paste Email IDs of Learners you want to enroll, separated by semi-colons, commas or line spacing. Use the Validate Email Ids option to validate the entries. All invalid entries would appear marked in red. Remove or correct those entries and proceed by clicking on Proceed.

User Email id
User Email id

The summary dialogue box appears with the number of users from inclusion set, exclusion set and users already enrolled in the course instance.

Summary dialogue box
Summary dialogue box

Search for enrolled users

Search for enrolled users on the Learning Object's Learner section using type-ahead search. Using type-ahead search, you can progressively search for enrolled users using name, email id, and uuid.

Search enrolled users

This type of search is also sometimes known as auto-complete, incremental search, search-as-you-type, inline search, or instant search.

As you type for a learner or a user group in the search field, one of more matches for the search term(s) are found and immediately presented to you.

The process allows you to find what you are looking for in a much faster and less cumbersome way than executing a number of searches in a row.

Learners or user groups across all instances display after a search. For every learner, the instance in which the learner is enrolled displays in the Instance column.

Search result
Search result

Using type-ahead look up, you can:

  • View all users, irrespective of instances, who are enrolled.
  • View all user groups that have one or more enrolled users.


After a search is executed, you cannot filter learners by instances. The option to select an instance from the Select Instance drop-down list is disabled.


In addition, using the search results, you can choose a learner or user group, and perform the following actions: 

  • Unenroll
  • Mark completion
  • Reset module


While performing a search,  the option Unenroll > Bulk in the  Actions drop-down list is disabled for the  Course/Learning Program.


Share QR code with learners to enroll, complete or both

Administrators in Adobe Captivate prime can share the QR codes with learners to quickly enroll into the course. The three different QR codes are used to mark the ‘enrollment’, ‘completion’ or ‘enrollment & completion’ of a course.

Learners can simply use the Adobe Captivate Prime device app to scan the respective QR code.

To download the QR code, do the following:

  1. Click Courses from Learning section in the left navigation panel.

  2. Select a course > view course.

  3. Click Instances > More > QR code.

    More options
    More options
  4. Enable QR code and then click the 'Enroll', 'Complete', and 'Enroll and Complete' download icons to download a pdf containing the QR code for each. The admin can then share the QR code with learners.

    QR code to enroll, complete and enroll&complete courses
    QR code to enroll, complete and enroll&complete courses

Course life cycle

A typical course life cycle looks as follows:

Draft –When an author completes creating a course and saving it. At this state, course is not available yet for learners. You can delete a course at this state.

Published –When an author completes publishing a course. At this state, the course is available for learners to enroll.

Retired – After publishing a course, an author can move it to a retired state if he doesn’t want the course to appear in course catalog for learners. You can re-publish or delete a course at this state.

Deleted – A course under deleted state is when it is removed completely from the Adobe Captivate Prime application. Courses can be deleted by authors only when they are in draft state. You can also delete courses from retired state. 


Notification settings

As an Administrator you can adjust the notification settings. For more information, see Notifications.

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