Learner files
Maintain internal and external learner profiles, identifiers, background, education, work experience, years of service, position, qualifications, approved documents, learning history, tracks, and status.
Learning administration
Create a dependable learning record before training activity begins.
BaseCamp gives learning teams a structured way to manage internal employees, external trainees, instructors, providers, organizational context, access, applications, approvals, and registration. The result is a reliable foundation for every later course, examination, assessment, certificate, and report.
Selected schools, universities, and organizations working with White Mountain Technologies.
Overview
Treat learner administration as an operational record, not a mailing list
Learning operations depend on knowing who the learner is, how the learner relates to the organization, which learning applies, who can approve participation, and what history should be retained. A name and email address are not enough when training is linked to employment, role, location, specialization, compliance, promotion, vendor relationships, or external participation. Where relevant to the approved data model, the record can also retain work permits or other employment and participation documents required by the organization.
BaseCamp can maintain structured learner files covering personal and professional information, identifiers, background, education, experience, years of service, position, qualifications, learning tracks, completed activity, and relevant history. Internal employees and external trainees can be distinguished while still using consistent processes and reporting.
The same administrative foundation supports instructor and vendor files. Organizations can retain instructor specializations and performance history, connect external instructors to approved providers, and maintain vendor-related courses, materials, and historical information. Domains, groups, communities, role-based permissions, privileged content, and activity logs help ensure that each participant sees and performs only what is appropriate.
Connected process
Move from identity and eligibility to approved enrollment
A controlled sequence helps learning teams avoid registrations that cannot later be justified or reported correctly.
- 01
Establish the person or organization
Create or synchronize the learner, instructor, vendor, manager, or administrator record with the approved identifiers and relationships.
- 02
Assign context and access
Place users within relevant hierarchy, domain, group, community, role, specialization, location, or population structures.
- 03
Receive an application or request
Capture interest from eligible internal or external users, including supporting information required for review.
- 04
Review and approve
Apply manager, supervisor, administrator, prerequisite, priority, capacity, or policy decisions according to the learning process.
- 05
Register and confirm
Enroll the learner into the selected course or examination offering and issue clear status, timing, access, and preparation information.
- 06
Preserve history
Retain approved participation, withdrawal, attendance, result, certificate, communication, and administrative history for future reference.
Capabilities
Administrative capabilities that keep learning records usable
The goal is not to collect every possible field; it is to maintain the information needed to operate learning responsibly.
Instructor files
Record internal and provider instructors, specializations, availability context, assigned activity, evaluations, and historical performance.
Vendor files
Maintain training providers, contacts, instructors, courses, materials, agreements, performance references, and approved status.
Domains, groups, and communities
Organize users for access, communication, collaboration, targeting, common interests, or operational responsibility.
Privileged access and logs
Control sensitive examinations, data, and actions; separate responsibilities; and retain appropriate system activity records.
Admission, approval, and registration
Manage applications, internal or external eligibility, review, approval, priority, capacity, enrollment, and confirmation.
Governance
Define authoritative sources and accountability for people data
Administrative accuracy depends on ownership, synchronization, privacy, retention, and exception handling.
Identity ownership
Specify whether employee, external learner, instructor, and vendor identities originate in HR, identity management, BaseCamp, or another approved source.
Eligibility ownership
Assign responsibility for mandatory populations, prerequisites, managerial approval, external admission, exceptions, and enrollment priority.
Privacy and access
Limit personal, employment, result, and provider information to authorized roles and review privileged access regularly.
Lifecycle and retention
Define activation, suspension, departure, archival, re-entry, duplicate resolution, and retention rules for each population.
Implementation readiness
Prepare the administrative foundation before opening registration
The first reliable learner journey should be tested from identity creation through confirmed enrollment and historical reporting.
Map populations
Identify employee, executive, manager, external trainee, instructor, vendor, and administrator populations and their source systems.
Define the record
Agree required fields, identifiers, statuses, hierarchy links, privacy classification, history, and ownership.
Configure access and approvals
Set roles, domains, groups, communities, privileged content, application paths, approvals, and exception handling.
Clean and load data
Deduplicate records, reconcile identifiers, verify relationships, and load only approved information.
Test complete enrollment
Validate application, eligibility, review, approval, capacity, registration, notification, cancellation, and reporting scenarios.
Operational value
A stronger foundation for every learning process that follows
When people and access are governed consistently, delivery, assessment, certification, communication, and analytics become easier to trust.
One learner history
Bring registrations, attendance, results, completed learning, qualifications, and certificates into a coherent record.
Clear responsibility
Separate learner, manager, instructor, provider, administrator, and reviewer actions according to approved roles.
Better targeting
Use hierarchy, role, domain, group, community, specialization, and status to deliver relevant learning to the right audience.
Frequently asked questions
Questions about learning administration
Can BaseCamp manage people who are not employees?
Yes. External trainees, applicants, instructors, and vendor-related users can be maintained separately from employees while participating in approved learning processes.
Can managers approve registrations?
Yes. Approval paths can include managers, supervisors, learning administrators, or other authorized reviewers according to the process and configuration.
Can access be limited to specific examinations or sensitive information?
Yes. Privileged access and role-based permissions can restrict content, records, and actions to authorized users.
Can learner information be synchronized with an HR system?
Yes. Integration can be designed around approved interfaces and ownership rules so relevant identity, employment, organizational, or status data is exchanged responsibly.
Can domains, groups, and communities be used for communication as well as access?
Yes. They can support targeting, collaboration, shared interests, learning populations, and communication, subject to the agreed design.
How should duplicate learner records be handled?
The implementation should define authoritative identifiers, duplicate-detection rules, controlled merge or correction procedures, and ownership of historical reconciliation.
Plan the next step
Build the learner and access foundation your training operation can trust.
Review populations, records, hierarchy, security, applications, approvals, registration, data sources, and migration requirements with WMT.