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Dynamics 365 training plan: who learns what, and when
A Dynamics 365 training plan decides who learns the new system, in what order, and how you will know they can do their job on day one. It starts long before go-live with the core team, moves on to super users who will teach others, and ends with short sessions for every end user close to the switch. Written early, the plan also shows which processes are still undecided.
Updated
Why a Dynamics 365 training plan belongs in the project plan
Training is often booked as a block of sessions in the last two weeks. By then the budget is tight, the system is still changing and users learn screens that move again before go-live. A plan written at the start ties each audience to a project milestone, so learning follows the build instead of chasing it.
It also gives the project a test. If a trainer cannot explain how a process works in the new system, that process is not finished. Preparing the material finds these gaps while there is still time to fix them, which is cheaper than finding them on the first day of live trading.
Audiences in a Dynamics 365 training plan
How to build the plan step by step
- 1
List roles, not people
Group users by what they do, such as accounts payable, warehouse picking or inside sales. Each role gets its own learning path.
- 2
Write the task list per role
For each role, list the tasks done every week. These become the lessons, and later the checks at the end.
- 3
Choose formats
Mix short live sessions, recorded walkthroughs and written task guides with screenshots. Use Microsoft Learn for product basics, so sessions can focus on your own processes.
- 4
Prepare a training environment
Copy a sandbox with realistic data and give each trainee their own records to work on, so exercises do not collide.
- 5
Train the super users first
They help deliver end-user sessions and become the first point of help after go-live.
- 6
Schedule end users last
Run their sessions close to go-live, and keep the sandbox open so people can practise again in their own time.
How to check the training worked
- ✓Each user completes their core tasks in the sandbox without help before they get access to production.
- ✓Super users log the questions asked in the first weeks, which shows where a guide or session needs repeating.
- ✓Support tickets after go-live are grouped by topic, and a cluster on one process means retraining, not only a fix.
Keeping the plan alive after go-live
Dynamics 365 cloud apps receive regular updates from Microsoft, so the screens your users know will change over time. Give someone the job of reading the release plans and updating the guides. Our guide to the Dynamics 365 upgrade process shows how updates fit into the year.
New starters need the same role path as the first group, so keep the material in a shared place rather than in one trainer's head. A short refresher before each major update also stops users from logging new screens as faults.
Questions about a Dynamics 365 training plan
How long should end-user training take?
It depends on the role. A manager who only approves invoices may need under an hour, while an accounts payable clerk or warehouse lead may need several sessions. Size each role from its task list rather than giving everyone the same day.
Is Microsoft Learn enough on its own?
Microsoft Learn is a good free base for how the product works. It cannot teach your own processes, number series, approval rules or reports, which is what users ask about on day one.
Should we record the sessions?
Yes, once the system is close to final. Short recordings per task are easier to replace after a change than one long recording of a whole session.
Talk to us about your project.
Tell us what you run today and what has to change. A senior consultant replies with a written next step.