AdminDefinitions, paths & steps

The definition is the structural template behind a cycle. It holds the paths a user can take and the steps they'll complete.

Open the definition

Click Manage Definition on any cycle row. The definition editor opens as a full-screen modal.

Definition → Tree view. Paths sit in the centre column; steps fan out to the right. Click any card to edit it.

Two views toggle in the toolbar:

• Tree — a visual layout of paths and their steps. Best for understanding flow and adding/reordering items.
• Tables — flat tables of all paths and all steps. Best for bulk edits and seeing details like Required, Prerequisites, and assigned Roles.

Tables view: see everything at a glance

Switch to Tables when you need to scan many paths or steps at once.

Definition → Tables view. The Paths table shows which path is default; the Steps table shows every step with its membership and gating flags.

• Paths table columns: Name, Default (one path is marked with a star), Steps, Enrollments.
• Steps table columns: Title, Paths (a step can live on more than one path), Content count, Required, Prerequisites, Roles.

Configure a path

Click Edit on a path to open the path editor — two tabs: Path and Path Conditions.

Path tab. Name, description, and a default flag — users are assigned to the default path when they enrol unless conditions override that.

Path Conditions tab. Hide a path from users whose enrollment context doesn't match — useful when different roles or cohorts should see different tracks.

Path Conditions let you control path visibility based on enrollment context — values populated by form submissions earlier in the program. For example: only show an advanced path to users whose form submission set their experience level to Senior.

Configure a step

Click Edit on a step. The editor opens with tabs covering everything from content to sign-off.

Step tab — basics & content

Step tab. Title and description are rich-text editors; below them you pick the content this step delivers and set a Required toggle for completion gating.

• Step Title and Step Description — both are rich-text editors with multi-language support. The title and description you write here become the header at the top of the step in the user view, shown consistently across every content type. The description toolbar also offers collapsible definitions — turn a word into a link that reveals an explanation beneath the sentence.
• Content — pick the content item this step delivers (Static Content, Video, Quiz, Activities, Learning Portfolio, etc.). A step can carry multiple content rows. Each content row has a Required toggle.

One header per step

You no longer set a separate title and description on each content module. The step's title and description render once, as the step header, above whatever content the step delivers.

What makes a step required

A step counts as required when it has at least one required content item. A step with no content (an information-only step) is treated as optional. Required steps drive the program's progress bar and completion — optional steps don't.

Access tab — who sees it and when

Access tab. Limit a step to specific roles, allow read-only viewing for others, and require completion of earlier steps.

• Role Access — restrict the step to certain roles (Member, Reviewer, etc.). Drag to set the order if ordering is enforced.
• Allow read-only view for non-assigned roles — others can see the step but can't act on it.
• Prerequisites — other steps that must be completed first.

Mentorship tab — require review

Mentorship tab. When enabled, every content item in this step must be approved by a mentor before completion.

Step Conditions tab — automatic status

Step Conditions tab. Auto-set a step's status (e.g. Exempt) when enrollment context values match.

Useful for skipping steps that don't apply — e.g. mark the New Hire Orientation step as Exempt for anyone whose context says they've been with the org > 1 year.

Sign-off Chain tab — multi-stage approval

Sign-off Chain tab. Define an ordered list of roles that must each sign off after the user finishes the step.

The chain runs top-to-bottom: the first role signs off, then the second, and so on. Leave it empty to skip sign-off entirely.

Share definitions across cycles

When you create next year's cycle, point it at the same definition. Changes you make to that definition apply to both cycles. Want to evolve the structure without touching the live cohort? Duplicate the definition first, then attach the copy to the new cycle.

Configure a Learning Portfolio step's suggested goals

When a step delivers a Learning Portfolio content that has suggested goals enabled, a Suggested Goals Configuration section appears beneath that content in the Step tab. This is where you decide which competency ratings generate suggested goals for the user — a suggested goal is created automatically when a learner rates a competency at or below a threshold on a Competency Rating step.

The Competency Rating step can live in the same program and cycle as this Learning Portfolio step, or in a different program and cycle — for example, a self-assessment program whose results feed a separate development-planning program.

Step tab → Content → Suggested Goals Configuration. Each source row points at the competency-rating step whose low ratings generate goals.

Expand the section and add one or more source rows. Each row defines:

• Program — the program containing the competency-rating step. Choose Current Program to use this same program, or pick another program (the list is limited to programs in the same portal that have competency-rating steps).
• Cycle — the cycle of that program the rating belongs to. Current Cycle is offered only when Program is Current Program; choosing a different program requires picking a specific cycle.
• Competency Rating Step — the step within the chosen program/cycle whose ratings are evaluated.
• Rating Scale — the scale that step rates against.
• Suggest goals at these rating values — the scale values that count as "at or below threshold". A rating at any of these values creates a suggested goal for the matching competency.

The suggested goal's name and description come from the competency's own suggested-goal title and description, and its competency is the one that was rated low — so these are filled in for the user and shown read-only on their side (see working on a suggested goal). Whether these suggested goals are automatically assigned to the user is set by the Required toggle on the Learning Portfolio content itself.

Either order works

A suggested goal is created whether the user completes the competency-rating step before or after they open the portfolio step — SkilSure backfills from an already-completed rating when the portfolio is opened, and pushes new goals when a rating is completed later.

Duplicate a definition

Duplicating gives you a working copy of an entire structure — every path, step, step order and schedule, content attachment, role assignment, prerequisite and mentorship setting. Use it when you want to evolve next year's structure without touching the definition your current cohort is enrolled under.

There are two ways in. From a cycle — described below — the copy is also selected for that cycle, which is what you want when you're setting the cycle up. From the Program Definitions tab the copy is simply created and left unattached, which is what you want when you're building a structure ahead of time.

Open Create New Cycle, or Edit on an existing cycle row, and pick the definition you want to copy. A duplicate button sits to the right of the Definition selector.

Edit Program Cycle → Definition. New definition starts an empty structure; the button beside the selector copies the one already chosen.

Click it and name the copy. The name is prefilled with Copy of the original — replace it with whatever you'll actually call this structure.

Duplicate Program Definition. The copy is created as soon as you confirm, and is then selected for the cycle you're editing.

Click Duplicate and the new definition is created and selected in the form. Open Manage Definition on the cycle afterwards to edit the copy — the original is untouched.

What the copy does and doesn't include

Copied	Not copied
Paths, and which steps sit on each	Cycles — the copy starts attached to nothing
Steps, their order, and release/due scheduling	Enrollments and any learner progress or submissions
Content attachments on each step	The content items themselves, apart from a path-choice step — see below
Step role access, prerequisites, conditions
Mentorship settings and review steps

Content items are shared, not copied

The copy gets its own attachments to content, but both definitions point at the same content items. Editing a piece of content — including a Learning Portfolio's completion rules and periods — changes it for every definition that uses it, including the live one. To change content for the new structure only, duplicate that content in Content Management → Contents and attach the copy.

One exception: a step that lets learners choose a path

The list of paths such a step offers belongs to the definition it was set up for, so sharing it would leave learners on the copy with no paths to choose from and no way past that step. The copy gets its own path-choice content, pointing at its own paths. That one piece of content is therefore not shared — editing it on the copy won't affect the original, or the other way round.

Saving re-points a cycle that already has users

Duplicating only selects the copy in the form — the cycle moves onto it when you click Save changes. If that cycle already has enrolled users, their progress was recorded against the original definition's paths and steps, so switching makes their work appear to be missing. The dialog warns you when the cycle has enrolled users. To build next year's structure, attach the copy to a new cycle instead.

See and manage every definition

Programs → open a program → Program Definitions lists every definition in your organisation, not just the ones this program uses. Definitions are shared — one can sit behind cycles in several programs — so the list is the same whichever program you opened. Think of it as the definitions manager that happens to live on the program page.

Programs → Edit program → Program Definitions. Search, choose columns and page through the list; each row carries its own actions.

Each row tells you what the definition touches before you change anything:

Column	What it counts
Program Definition Name	The name, in your language
Programs	Every program running this definition, listed by name
Cycles	Every cycle using it, across all those programs
Enrollments	Learners enrolled through it
Paths	Paths in the structure
Steps	Steps placed on a path — a step that sits on no path isn't counted, because no learner can reach it

Deleted cycles are ignored throughout, so the counts match what you can actually see elsewhere.

Row actions

• Rename — change the name without opening the builder. It edits the name in your own language and leaves the other languages alone.
• Edit — opens the same builder as Manage Definition on a cycle row.
• Duplicate — makes a standalone copy, exactly as Duplicate a definition above describes.
• Delete — hides the definition. Only available when nothing is using it.

Deleting is reversible

Deleting a definition hides it rather than destroying it. Its paths, steps and content stay exactly as they were, and anyone already enrolled carries on unaffected — they keep their steps, their layout and their progress.

Delete is only offered when the definition has no cycles and no enrolled learners. When it isn't available, hover the greyed-out button and it tells you why — "Attached to 2 cycles.", "In use by 3 enrollments." or "Attached to a deleted cycle." That last one catches a definition whose only cycle was itself deleted: restoring that cycle would otherwise bring back a cycle pointing at a definition no picker offers.

To see what you've hidden, open the filter icon, choose Only deleted records and apply.

The Deleted filter. A hidden definition offers only Restore — it can't be renamed, edited or duplicated while hidden.

Who can delete

Deleting hides a definition from every picker in the organisation, so it's limited to the Super Admin and Admin roles. Tenant Admin can do everything else here — including restoring a definition someone else hid — but can't delete one. This is per role rather than per person: someone who holds Admin as well as Tenant Admin can still delete.