Overview
Craft's OJL Tracker makes it easy to organize, monitor, and support learners through a feature called cohorts. Whether you're launching a new apprenticeship program or expanding an existing one, cohorts allow you to group learners logically—by region, supervisor, program phase, or any category that supports your model. In this article, you’ll learn:
- What cohorts are and why they matter
- How to create a Facilitator role
- How to create and manage a cohort in Craft's OJL Tracker
What Is a Cohort?
A cohort in Craft's OJL Tracker is a customizable group of learners that allows program administrators and facilitators to organize participants into logical units. Cohorts make it easier to:
- Monitor progress
- Assign facilitators
- Streamline reporting and oversight
- Provide tailored support across locations or program tracks
For example, you may group learners by mentor, employer, or instructional site to reflect real-world supervision structures.
Who sees what?
Facilitators only see learners in their assigned cohort, ensuring privacy and clarity of oversight. Admins, however, can view and manage all cohorts across a program. For more information regarding roles within Craft's OJL Tracker, please see our User Roles and Permissions article.
How to Create a Facilitator Role
Facilitators are essential members of your learning ecosystem. They’re typically mentors or supervisors who help guide a group of learners, tracking progress but not evaluating assignments or approving activities.
Steps to Create a Facilitator
Step 1: Navigate to the People page.
Step 2: Click the Add button.
Step 3: Enter the facilitator’s full name.
Step 4: Input their email address.
Step 5: From the role dropdown, select Facilitator.
Step 6: Click Create Account to finalize the role setup.
How to Create and Manage a Cohort
Craft's OJL Tracker allows you to create cohorts directly from your dashboard. You can customize each cohort with a name, description, learners, and one or more facilitators.
Creating a New Cohort
Step 1: Click Cohorts from the left-hand navigation bar.
Step 2: In the upper-right corner, click Create.
Step 3: Click the three dots next to your newly created cohort name, then Rename to rename your cohort.
Step 4: You can also add a description to clarify its purpose.
Adding Learners to a Cohort
Step 1: Click the Add button under the learner section.
Step 2: Select one or more learners to include.
Step 3: Click Add, then Finish to save changes.
Assigning a Facilitator to the Cohort
Step 1: Click the Add button under the facilitator section.
Step 2: Select your facilitator from the list.
Step 3: Click Add, then Finish.
Managing Cohort Changes
Craft's OJL Tracker provides flexibility to update cohorts as learners join, graduate, or switch tracks.
- To remove a learner, click the minus (-) button next to their name.
- To archive a cohort, click Options > Archive.
- Archived cohorts will appear under the Archive tab and can be unarchived anytime.