The Admin mode is an AI assistant built into the Sana Learn Manage suite. It’s the third persona-based agent in the Sana Learn ecosystem, alongside the Tutor mode and Edit mode, and it helps you automate bulk admin tasks using natural language.
Admin mode helps L&D teams do more with the same headcount. By turning multi‑step workflows into a single natural language request, it cuts the minutes spent on repetitive tasks like assigning users, creating sessions, marking attendance, or fixing enrollment rules. That means each admin can support more learners and programs, and previously “too time‑consuming” tasks – like attendance reconciliation or data clean‑up – become realistic to do.
Introduction to Admin mode
What can Admin mode do?
Manual administrative tasks can be repetitive and time-consuming. Admin mode is here to help you work faster, handling complex operations in seconds. Instead of navigating multiple menus and endless clicks, you simply type your request and Admin mode takes care of the rest.
Moreover, thanks to its integration with the Sana Help Center, Admin mode can answer questions about:
How a feature works.
Whether a specific action or setup is supported.
How to do something within the Manage suite.
As an administrator, you can use Admin mode to perform the following actions:
Area | What it can do |
Courses | Manage the full lifecycle of courses: search, view details, edit titles/descriptions/visibility, delete, move to teamspaces, manage content attributes, and turn AI Tutor on or off for self-paced courses. |
Programs | Design structured learning journeys by creating programs and enrolling users or groups into them. |
Assignments | Assign and unassign users to courses, adjust or clear due dates, send reminder emails to keep learners on track, and reset course progress when someone needs to start over. |
Users | Find and manage learner access by searching, activating, or deactivating users. |
User groups | Search and manage user groups: create manual groups, build smart groups with dynamic filters, update membership and names, and delete groups that are no longer needed. |
Teamspaces | Search for existing teamspaces, create new ones, update their members, visibility and names, and delete teamspaces that are no longer needed. |
Live sessions | Create, update, and delete live sessions within live courses, including details like time, title, participants, facilitators, and meeting tool. Admin mode can also update attendance for live sessions when you provide the session, users, and each user’s attendance status. |
In-Person events & sessions | Create and update in‑person events and sessions, mark attendance for participants, and delete events or sessions that are no longer needed. |
Certificates | Search for certificates, create certificates (with validity periods, linked to courses/programs), update certificates, delete certificates. |
Insights & reporting | Query platform data (completions, progress, attendance, and more), visualize results as charts and tables, including cross-tabulated summaries that compare one measure across two dimensions. Also build and manage Insights dashboards directly: create, find, or rename dashboards, and add, update, move, or remove widgets. |
Notification troubleshooting | Check which notifications were sent, queued, skipped, failed, or scheduled for learners across email, Slack, Teams, and SMS. Admin mode can also explain why a notification was skipped, such as when a learner has turned off a notification or already completed the content. |
Content attributes | Search and apply content attributes or categories to courses and programs. |
How does Admin mode work?
Admin mode is available to administrators and group administrators under Manage in the global sidebar. You do not need to configure any special settings; simply look for the chat interface where you can delegate tasks.
To get started:
Navigate to Manage > Admin mode.
Type 'What can you do?' or click on 'Show me a list of everything you can help with' to receive an up-to-date list of all actions Admin mode currently supports in your organization,
or...Describe the task you want to complete (e.g., 'Assign all users in the Sales group to the New Hire Compliance course').
Review Admin mode's proposed action and confirm it.
Admin mode also keeps drafts separate by conversation, so you can switch between conversations without losing the message you were drafting in each one. When Admin mode proposes changes to course or program descriptions, the approval card shows formatted text, making it easier to review exactly what will be updated before you confirm.
Best practices
Follow these best practices when working with Admin mode:
Be specific: use @ to mention the exact course, user, or group you want Admin mode to act on. This helps Admin mode identify the right entity faster and reduces the need for follow-up questions. If @ is not available for what you need, provide exact names whenever possible. |
Combine tasks in one request: Admin mode can handle multiple independent actions at the same time - for example, searching for users and courses simultaneously. Bundling related tasks in one message makes the workflow faster. |
Use insights to inform actions: before assigning users or sending reminders, ask Admin mode to pull a progress or completion report first. This helps ensure you're targeting the right people with the right actions. |
Ask for structured summaries: when exploring patterns in reporting data, ask Admin mode to build a table. Specify the dimensions you want as rows and columns, plus the measure you want to analyze. This works best with two dimensions and one measure. |
Confirm details before bulk actions: double-check the course name, group, or user list before accepting actions. |
Use cases
Example questions Admin mode can answer:
“Who is overdue on mandatory training?”
“Which courses have the lowest completion rates?”
“Which teams are falling behind on their learning goals?”
“Which courses haven’t been used in the last 6 months?”
“Which due-date reminders are scheduled for today?”
Example actions Admin mode can take:
“Assign @Intro to Manage course to all new hires.”
“Send reminders to everyone that has not completed the course.”
“Schedule a live session this week.”
“Reset progress for this cohort.”
“Create a table showing monthly completions by department”
"Turn on AI Tutor for this self-paced course"
“Show me the completion rate for @Leadership Essentials for @Managers EMEA.”
"Move the headcount widget to the top."
Bulk scheduling
Easily schedule sessions for entire teams, locations, or cohorts at once, instead of managing events one at a time.
Compliance training tracking
For mandatory compliance courses, Admin mode can analyze completion data across the organization, identify users who are overdue, and send targeted reminders and escalations – all directly from the chat, without opening another tool.
Notification troubleshooting
Admins and group admins can use Admin mode to investigate notification delivery without contacting Sana support.
For example, you can ask whether a learner received an assignment email, who was notified about a course or program, which reminders are queued, and which notifications failed. Admin mode covers email, Slack, Teams, and SMS notifications.
For skipped notifications, Admin mode gives a plain-language reason. For example, a learner may have turned off email notifications or already completed the content.
📝 Note: Sent means Sana handed the message to the email or chat provider. It doesn’t confirm that the message reached the learner’s inbox.
Notification data is available for 90 days after processing. Admin mode can’t answer questions about notifications older than that.
Certificate management
When you launch a new training programme, Admin mode can create certificates, attach them to the right courses or programs, and verify that the correct learners are enrolled, so that everyone who completes the training automatically receives formal recognition.
FAQ
Who can access Admin mode?
Administrators have complete access to Admin mode. Group Admins can access Admin mode only to the extent of their granted permissions, limited to the specific groups, programs, and reports assigned to them.
How do permissions work in Admin mode?
Admin mode mirrors your user permissions. This means the agent can only see and do what you already have permission to see and do in the platform.
What can Admin mode do?
The list of supported actions will evolve as we add new capabilities. You can check what's currently available at any time by asking Admin mode, "What can you do?"
Can I attach a file in Admin mode chat?
Yes, you can attach CSV or XLSX files directly in the Admin mode chat. The agent will analyze the file to suggest actions within your existing permissions, for example bulk assignments, bulk deactivations, attendance imports, or progress resets. You will always be asked to review and confirm any proposed actions before they are executed.
Can Admin mode check who has not completed a specific course?
Yes. Admin mode can query the Insights platform to pull a list of users who have been assigned to a course but have not completed it yet. You can also ask Admin mode to send them a reminder email.
Can I mention a specific course, user, or group in Admin mode?
Yes. Type @ while writing your request to open a picker for courses, users, and groups. Select an item to insert it as a chip, so Admin mode uses the exact entity you selected.
Can Admin mode create courses or edit course content?
No, creating new courses and editing content must be done through Sana Create. However, once a course is published, Admin mode can help you manage it by updating its metadata, assigning users, attaching certificates, setting attributes, and moving it to a teamspace.