Improved handling of archived modules in Training Structures

We have improved how Training Structures handle archived modules.

When a SCORM or Module Builder module is archived, any restrictions referencing that module are automatically removed, preventing invalid or blank restrictions from remaining in the structure.

Why this Matters

Archiving a module could previously leave behind broken restrictions, making Training Structures harder to update and maintain.

This update removes that friction and helps keep Training Structures valid and easy to manage.

Key Benefits

• Automatic clean-up: Restrictions linked to archived modules are removed automatically
• Easier updates: No need to manually fix broken or blank restrictions
• More reliable behaviour: Training Structures remain valid after module changes

Improved Appraisal Question setup

We have improved how additional information settings work when configuring appraisal questions.

The Additional information mandatory for manager setting is now only available when Show additional text field is enabled. If the additional text field is switched off, the mandatory setting is also switched off automatically.

Why this Matters

Reviewers could previously be blocked from completing appraisals if a mandatory additional information field was enabled but the field itself was not visible.

This update helps prevent invalid appraisal question setups and makes configuration clearer.

Key Benefits

• Clearer setup: Mandatory additional information is only available when the text field is visible
• Fewer blockers: Reviewers are not blocked by mandatory fields they cannot complete
• More reliable configuration: Invalid combinations are prevented automatically

Training Calendar in L&D menu for read-only users

We have made the Training Calendar visible in the L&D menu for users with read-only access.

Users with the appropriate permission can now access the Training Calendar through normal navigation, with read-only functionality applied.

Why this Matters

Users with read-only access could previously only access the Training Calendar via a direct link, making the feature harder to find and use.

Adding it to the L&D menu improves visibility and aligns it with how other features are accessed.

Key Benefits

• Improved visibility: Training Calendar is accessible from the L&D menu
• Consistent navigation: Aligns with how other features are accessed
• Appropriate access: Users have read-only functionality as expected

Restricted SCORM modules in Collections

Restricted SCORM modules can now be included in Collections, allowing organisations to include them where appropriate while maintaining strict permission controls.

Only users with the correct permission can view and add restricted SCORM modules when building Collections. Collections that contain restricted modules can only be assigned by users with the required permission. Collections containing restricted modules are not available for use within Training Structures.

Why this Matters

Restricted SCORM modules were previously excluded from Collections, limiting how organisations could structure and assign learning. This update provides greater flexibility while ensuring that access to restricted content remains tightly controlled.

Key Benefits

• Controlled visibility: Restricted SCORM modules are only visible to users with the appropriate permission when building Collections.
• Restricted assignment: Collections containing restricted modules can only be assigned by users with the required permission.
• Flexible learning design: Restricted modules can now be included in Collections where appropriate.
• Protected structure rules: Collections containing restricted modules are not available for use within Training Structures.

Notifications – Improved email safeguards

Consistent safeguards have been introduced across Flow email notifications to ensure emails are only sent to valid recipients.

These safeguards prevent emails from being sent to users who are inactive, marked as leavers, or belong to companies that are not yet active. The checks are applied consistently across key notification flows to ensure reliable and appropriate communication.

Why this Matters

Some notification flows did not previously validate recipient status before sending emails, which could result in notifications being sent to users who were no longer active or should not receive communication.

This update ensures that email notifications are only sent when both the recipient and their company are in a valid state, improving data accuracy and preventing unnecessary or inappropriate emails.

Key Benefits

• Accurate targeting: Emails are only sent to active users who are valid recipients.
• Reduced unnecessary emails: Notifications are no longer sent to leavers or inactive users.
• Consistent safeguards: Validation checks are applied across key notification flows, including Noticeboard, Appraisals, Workbooks, and Goals.

Authentication – Improved session handling for OS users

Session handling has been improved for users signed in via OS authentication.

Why this Matters

Users signed in via OS authentication could previously be redirected to the Flow login page when their Flow session expired, even if their OS session was still valid. This could result in users being prompted to log in again before being redirected back through OS.

This update improves how session timeouts are handled, ensuring users are directed through the correct authentication flow.

Key Benefits

• Improved login flow: Users are directed through the correct authentication path when their session expires.
• Reduced unnecessary prompts: Unnecessary or repeated login prompts are avoided when users are already authenticated via OS.
• Smoother experience: Reduces friction when returning to Flow after a period of inactivity.

Reporting – Active modules in the Compliance report

Only active modules are now available for selection within the Compliance report.

Retired modules are no longer displayed in the module selection, preventing them from being selected where no learner data would be returned.

Why this Matters

Retired modules could previously be selected in the Compliance report, even though they did not return any learner data. This could result in empty reports despite filters being applied.

Key Benefits

• Accurate filtering: Only active modules are available for selection, ensuring reports return relevant data.
• Clearer reporting: Prevents empty results caused by selecting retired modules.
• Improved usability: Makes it easier to select valid modules when configuring Compliance reports.

Flexible Goals

We have introduced Flexible Goals, allowing organisations to choose whether goals must be signed off and locked before progress tracking begins.

A new “Sign off” toggle is now available within Goal templates:

• When enabled, goals must be signed off and are locked before progress tracking begins (current behaviour).

• When disabled, progress tracking can begin immediately and objectives and tasks remain editable throughout the goal lifecycle.

Why this Matters

Previously, goals had to be signed off and locked before progress tracking could begin, and once locked, objectives and tasks could not be edited. This made it difficult to refine goals as priorities evolved.

Flexible Goals allow organisations to choose a more adaptable approach where goals can continue to evolve while progress is being tracked.

Key Benefits

• Flexible goal editing: Learners and managers can update objectives and tasks throughout the goal lifecycle.
• Configurable goal behaviour: Organisations can choose whether goals require sign-off and locking before progress tracking begins.
• Collaborative goal management: Goals can be refined over time as work evolves.
• Protected completed work: Objectives or tasks marked as 100% complete cannot be edited or deleted.

Training Calendar – Read-only access for Training Managers

We have introduced a new read-only permission for Training Managers within the Training Calendar.

Users with this permission can view training sessions without being able to create, edit, or delete them.

Only sessions marked as “Include in read only” will be visible, and access will respect existing branch visibility rules. This means users will only see sessions relevant to the branches they have access to.

Why this Matters

Some organisations require visibility of scheduled training without granting permission to manage calendar activity. This update allows oversight of upcoming sessions while maintaining control over who can make changes.

Key Benefits

• Controlled calendar access: Users can view training sessions without being able to modify them.
• Targeted session visibility: Read-only users will only see sessions marked as “Include in read only.”
• Branch-aware viewing: The calendar view will respect existing branch visibility rules, ensuring users only see sessions relevant to the branches they have access to.

Insights – Configurable weekly email day

We have introduced the ability to configure which day of the week the Insights email is sent for each company.

The email is triggered in the morning of the selected day, allowing delivery to align with each organisation’s operational review cycle.

This setting is managed by Mapal and is not available directly within the platform. To update the delivery day, please contact your representative.

Why this Matters

Organisations review performance data at different points in the week. Configurable delivery ensures Insights emails arrive at the most relevant time.

Key Benefits

• Company-level configuration: The delivery day for Insights emails can be set individually for each company.
• Better alignment with operations: Insights can be delivered on the day that best fits each company’s reporting or review cycle.
• No change to existing behaviour: The default delivery day will remain Tuesday unless updated.

Collections – Archived Noticeboard items removed

Archived Noticeboard items are now fully removed from Collections.

When a Noticeboard item is archived, it is no longer included in Collection templates or learner Collections.

Why this Matters

Previously, archived Noticeboard items could remain in Collections, affecting item counts and preventing completion.

Key Benefits

• Accurate Collection counts: Archived items are excluded from totals.
• No blocked completions: Learners can complete Collections without archived items interfering.
• Consistent behaviour: Archived items are removed from templates and learner assignments.

Job Title Filtering for Challenges

A new Job Title filter has been added to Challenge configuration, allowing Challenges to be targeted to specific job titles.

When one or more job titles are selected, only learners with matching job titles will be able to see and access the Challenge. 

This works alongside existing filters such as brand and availability dates.

Why this Matters

Challenges can now be aligned more closely to relevant roles, helping ensure learners are presented with content that is appropriate to them. This supports a more tailored and engaging learning experience.

Key Benefits

• Targeted visibility: Challenges are displayed only to learners with relevant job titles.
• Improved relevance: Learners are presented with content aligned to their role.
• Flexible configuration: Job Title filtering works alongside existing brand and date settings.

Improved Collection Behaviour for Brand-Filtered Challenges

We now ensure that when a Challenge becomes unavailable due to brand filter updates, it is removed from learner Collections and no longer impacts completion.

Why this Matters

Previously, Challenges that became unavailable due to brand changes were hidden from learners but still counted towards Collection completion.

This could result in learners being unable to complete a Collection due to items they could no longer access.

Key Benefits

• Accurate Collection structure: Item counts now reflect only accessible Challenges.
• Reliable completion logic: Hidden Challenges no longer count towards Collection completion.
• Unblocked completion: Learners can complete Collections without being held up by inaccessible Challenges.

SCORM Modules – Restricted assignment controls

We now support marking SCORM modules as Restricted, along with new permissions to control who can assign them.

Restricted modules can only be assigned by users with the appropriate permission and are hidden from other users in Assign Learning.

Why this Matters

Some SCORM modules are subject to licensing or usage limits and require controlled distribution.

Previously, all modules could be assigned by any user with access, making it difficult to manage restricted or paid content appropriately.

Key Benefits

• Controlled distribution: Restricted modules can only be assigned by authorised users.
• Improved governance: Licensed content is managed more securely.
• Clear visibility rules: Restricted modules are hidden from users without permission in Assign Learning.

Reporting Levels – OS category group updates

We now ensure that when category group names are updated in OS, the corresponding reporting level names in Flow are updated automatically.

Why this Matters

Previously, updates to category group names in OS were not reflected in Flow, resulting in inconsistencies between platforms.

Reporting is now aligned across systems, supporting clearer data interpretation.

Key Benefits

• Consistent naming: Reporting level names remain aligned between OS and Flow.
• Improved clarity: Reporting reflects the latest category group structure.
• Reduced manual effort: No need to manage or reconcile naming differences across systems.

Emails – Improved French localisation

We now ensure that attendance statuses and date formats are displayed correctly in French across system emails.

Attendance types such as booked and cancelled are now translated where applicable, and dates no longer include English suffixes.

Why this Matters

Previously, some emails included untranslated attendance statuses or English date formatting.

This update ensures a more consistent and fully localised experience for French users.

Key Benefits

• Improved localisation: Attendance statuses are displayed in the correct language.
• Consistent formatting: Dates are presented without English suffixes.
• Enhanced clarity: Emails reflect a fully localised experience.

Knowledge Checks – Completed Dates

The Completed Date is now available for Knowledge Checks and is visible across key learner and management pages.

What’s changed

The Completed Date is now displayed in:

Why this Matters

Previously, there was no visible Completed Date for Knowledge Checks, making it difficult to confirm when a Knowledge Check had been completed. The addition of this field provides clearer tracking and improves overall transparency of completion data.

Key Benefits

• Clear completion tracking: Each Knowledge Check now displays a visible Completed Date.
• Greater transparency: Completion data is consistently surfaced across learner, management and reporting views.
• Efficient review: The Completed Date column is sortable for easier analysis.

Workbook answers report

A new Workbook answers report is now available, allowing users to download a CSV export of learner responses and workbook progress data for external analysis.

Why this Matters

Previously, there was no way to extract detailed Workbook answer data from Flow MS. This made it time-consuming for users to analyse learner responses, track progress or carry out deeper reporting. The new report provides direct access to structured Workbook answer data in a format suitable for further analysis.

Key Benefits

• Detailed answer visibility: Access to learner responses across all Workbook question types in a single export.
• Improved reporting capability: Enables deeper analysis of Workbook performance and learner progress outside Flow MS.
• Structured data export: One row per learner response, making the file easy to manipulate and report on.

Collections – Handling of unpublished Explore Learning items

When an Explore Learning item is unpublished, it is now fully removed from Collections and no longer impacts learner progress.

Why this Matters

Previously, unpublished Explore Learning items were removed from Collection templates but remained in Collections already assigned to learners.

This could result in blank content appearing in Mapal One and learners being unable to complete a Collection due to inactive items.

Key Benefits

• Accurate Collection structure: Item counts now reflect only active content.
• Improved learner experience: Learners no longer see blank or inactive items.
• Unblocked completion: Collections can now be completed without being held up by unpublished content.

SSO – Permitted email domain configuration

The ability to define permitted email domains has been introduced as part of an operator’s SSO configuration.

Why this Matters

Previously, there was no mechanism to restrict SSO identifier validation by email domain. This meant operators could not control which email domains were accepted as valid identifiers during the SSO process.

Permitted domain configuration allows tighter control over authentication rules at operator level.

Key Benefits

• Improved access control: Operators can restrict SSO access to approved email domains.
• Enhanced security configuration: Greater flexibility in defining authentication rules per operator.
• Operator-level control: Domain rules can be configured individually for each SSO setup.

AI Appraisal Creation

AI-powered Appraisal creation is now live for customers with AI and Appraisals enabled.

When creating a new Appraisal, users can choose to build content manually or generate it using AI. After completing the initial setup (such as appraisal name and sign-off settings), AI can generate a structured appraisal from a prompt.

The AI will create:

• Appraisal sections
• Questions within each section
• Appropriate question types
• Suggested answer options for select and multi-select questions

Generated content can be fully edited, and users can regenerate the appraisal if they wish to start again.

Why this Matters

Creating structured appraisals can be time-consuming. AI Appraisal Creation accelerates the process by generating a complete draft based on a simple prompt, while still giving users full control to refine and customise the final content.

Key Benefits

• Faster setup: Generate a structured appraisal in seconds from a short prompt.
• Complete draft content: Sections, questions and answer options are created automatically.
• Full control retained: Edit, refine or regenerate content at any time.

Noticeboard – Subcategory order alignment with Mapal One

The configured order of Noticeboard subcategories set in Flow MS is now sent to Mapal One. Subcategories will display in Mapal One in the same order as defined in Flow.

Why this Matters

Flow MS is the configuration source for Noticeboard categories and subcategories. Previously, the configured subcategory order was not passed to Mapal One, meaning the display order in Mapal One did not match the order defined in Flow.

Key Benefits

• Aligned configuration and display: Subcategories now appear in Mapal One in the same order as configured in Flow.
• Single source of truth: The structure defined in Flow MS is consistently reflected in Mapal One.
• Improved platform consistency: Noticeboard organisation is now aligned across both systems.

Goals – Edit due date on assigned Goals

Flow MS users can now update the due date of an assigned Goal directly from the learner profile. The Due Date field is now editable, allowing users to select a new date and save the change.

Why this Matters

Goal deadlines may need to be adjusted due to operational changes, learner availability, or revised expectations. Previously, assigned Goal due dates could not be amended once set. This enhancement allows due dates to be amended without additional administration.

Key Benefits

• Flexible deadline management: Due dates on assigned Goals can be updated when required.
• Improved administrative control: Managers and administrators can amend deadlines directly within the learner profile.
• Streamlined workflow: Changes can be made quickly using a built-in date picker.

Noticeboard – Library visibility for items assigned via Collections

Noticeboard items that are included within a Collection will now appear in the Mapal One Library once the learner has read them. The item will continue to appear within its Collection and will also become accessible as a standalone Noticeboard item in the Library.

If the same Noticeboard item is included in multiple assigned Collections, it will appear in the Library once it has been read in any one of them.

Why this Matters

Noticeboard content can be assigned directly or as part of a Collection. This update ensures that, once read, Noticeboard items are accessible in a consistent way within the Mapal One Library, regardless of how they were assigned.

Key Benefits

• Improved content accessibility: Read Noticeboard items are available in the Library even when assigned via Collections.
• Consistent learner experience: Noticeboard content behaves the same way once read, whether assigned directly or through a Collection.
• Reduced duplication impact: Items included in multiple Collections only need to be read once to appear in the Library.

Competences – learner comments on self-ratings

Learner comments added during self-ratings are now available in Mapal One and surfaced in Flow MS. Managers and training admins can view written context alongside learner self-assessments wherever learner self-ratings are shown, including the Competence Summary report and the Learner Profile.

Why this Matters

Learner self-ratings often benefit from additional context. Making learner comments visible helps managers and admins better understand the reasoning behind a self-assessment and supports more meaningful review conversations.

Key Benefits

• Richer review context: Learner self-ratings are now accompanied by optional comments.
• Improved visibility: Learner comments are visible in both reporting and individual learner profiles.
• Clear separation of perspectives: Learner comments remain clearly distinguished from manager ratings.

OS user status synchronisation improvements

User activation and deactivation handling from OS has been improved in Flow, ensuring user status is reflected accurately and consistently across all relevant OS events.

Why this Matters

User status can be triggered by different OS events. Aligning Flow’s behaviour with these events ensures user status remains accurate and avoids unintended deactivation.

Key Benefits

• More reliable syncing: User activation and deactivation are now handled consistently.
• Clear source of truth: For OS-source companies, user status is driven directly by OS.
• Reduced unintended deactivation: Users are no longer deactivated in Flow solely due to trainee leaver status when OS remains active.

OS permission profile synchronisation

Permission profiles in Flow now accurately reflect the permissions configured on the corresponding OS User Profiles for OS-source companies. OS-controlled permissions are read directly from OS and applied in Flow.

Why this Matters

For OS-source companies, permissions are managed in OS but surfaced in Flow. Aligning these ensures permissions are represented accurately and consistently across systems.

Key Benefits

• Consistent permission representation: Permission profiles in Flow reflect OS configuration.
• Clear source of truth: OS remains authoritative for OS-controlled permissions.
• Accurate user access: User permissions are applied and updated automatically.