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.
The 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 enrolment 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 the Admin Mode do?
Manual administrative tasks can be repetitive and time‑consuming. The Admin Mode is here to help you execute your work faster, handling complex operations in seconds. Instead of navigating through multiple menus and endless clicks, you simply type your request and the Admin Mode takes care of the rest.
As an administrator, you can use the 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, and manage content attributes. |
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. |
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, skills, assessments, feedback, certificates, and more), visualize results as charts and tables |
Content Attributes | Search and apply content attributes or categories to courses and programs |
How does the Admin Mode work?
Admin Mode is available 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 > Agent.
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 the Admin Mode currently supports in your organisation,
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.
Best practices
Follow these best practices when working with the Admin Mode:
Be specific: Provide exact course, user, or program names when possible. The more precise you are, the faster the Admin Mode can find the right content. |
Combine tasks in one request: The 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 the Admin Mode to pull a progress or completion report first. This helps ensure you're targeting the right people with the right actions. |
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?”
Example actions Admin Mode can take
“Assign this 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”
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, the Admin Mode can analyse completion data across the organisation, identify users who are overdue, and send targeted reminders and escalations – all directly from the chat, without opening another tool.
Certificate management
When you launch a new training programme, the Admin Mode can create certificates, attach them to the right courses or programmes, 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?
Only administrators can access the Admin Mode.
How do permissions work in the Admin Mode?
The 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 the 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 the Admin Mode, "What can you do?"
Can the Admin Mode check who has not completed a specific course?
Yes. The 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 the Admin Mode to send them a reminder email.
Can the 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, the Admin Mode can help you manage it by updating its metadata, assigning users, attaching certificates, setting attributes, and moving it to a Teamspace.