Manage Training Tab (Admin Users)

As an administrator of your organisation's online training account, the Manage Training tab is the main page for managing your individual staff’s training courses and offers an overview of their training status. On this page you can:

Send out and configure training course invites and reminders, understand the training progress of your staff through on-screen and Excel reports, view your organisation's training credits and purchase additional training course credits, and access  learners' course certificates.

Although we will cover most of the features on the Manage Training page, we have created a separate article for instructions on sending out course invites and reminders, as this process is quite detailed. Please refer to the Sending out Course Invites and Articles in our knowledge base for more information.

Key Functions of the Manage Training Tab

Course Drop-Down Box

1. On the Manage Training page, you will see the course drop-down box. From this box, select the course you would like to view details for.  

Training Status of Users

On the Manage Training page, you will see a table displaying a list of all your users. This table records the status of each user's training progress. You will need to ensure that the Report drop-down box on the Manage Training page is selected to View All Users first.

In the user table you will be able to see the following metrics:

• Started On column: Shows when a user started their training. If this column is blank, the user has not started their training yet.
• Passed On column: Indicates the date when a user completed their training and passed the course.
• Expires On column: Shows the date when the user's course certificate expires, indicating the need to renew their training.
• Result column: Displays the percentage score the user achieved on the final assessment.
• Certificate Symbol: Allows you to view or print an individual's certificate.
  

There is also a column for Refresh. The date in this column indicates when the user completed their refresh training. You can find out more about refresher training in the next section.

Refresher Training

Refresher training courses are offered when customers have a license for their safeguarding training.

As part of this licence, we offer condensed versions of the original courses called refresher courses. Organisations often ask their users to take these refresher courses at regular intervals, usually annually and before certificate expiry dates. These refresher courses include updated content to reflect any new statutory guidance. When this has been set up for an organisation, a circular two-arrow symbol will appear when a user completes the shorter version of the course (the refresher) as a column in the user table. However users are normally given the option to retake the full updated course or just take the shorter updated refresher version. This indicates to the admin that the user has completed the refresher training, and a new date will appear in the Refresh column to show when the training was completed. In the Additional Functionality section, we explain how you can set a date for users to take refresher courses for their users.

Allow Anyone to Use Credits/Enable/Disable Access

The Allow Anyone to Use Credits drop-down box setting lets you control who can take specific courses. This is useful if you have purchased different courses and need to assign them to specific individuals.

• If this setting is set to Yes, online training courses are available to everyone by default. You can then deny access to specific people. This option is standard for most courses, and then you can disable access to some individuals if required.
  

         To do this:

1. Ensure that you have selected the correct course in the Course drop-down box.
   
   
2. Set the Allow Anyone to Use Credits drop-down box to Yes. This allows all users to access the selected course.
   
3. To disable access for specific users, check the relevant checkbox in the Disable Access column in the users table next to the person you want to restrict access.  

• If the setting is set to No, online course access is disabled for all staff. You can then enable access for specific individuals. This is often used for advanced courses such as the Food Hygiene Level 3 course or the Designated Safeguarding Lead course, the setting is No by default. This ensures that only a select group of individuals with certain roles or responsibilities can only access these courses. You must explicitly enable access for users who need to take these courses. 

1. Hit the Save button.
   

You can use a similar approach as the steps above when the Allow Anyone to User Credits drop-down box is set to No. Obviously in this case you need to enable access to the users you want to give course access, by checking the relevant checkbox in the Enable Access column in the user table next to the person you want to enable access to.

Buy More Credits Button

When you buy a course, you receive a credit, which allows one person to take the course. If you need more staff to take the training, you can buy additional credits using the Buy More Credits button on the Manage Training page. To do this:

1. Ensure that the correct course is selected in the Course drop-down Box.
   
2. Click the Buy More Credits button. This will take you to the basket.
   
3. In the basket, you can adjust the quantity of credits by clicking on Update.
   
4. Once you have the desired number of credits, click on Checkout to complete your purchase.
   

Moving Course Credits between Different Courses

You may decide to move some of your training credits to a different course if you have purchased too many or changed your mind and want to use the credits elsewhere. The LMS can handle this transfer and alert you to any credit price differences, including how many credits you will receive for the new courses you want after the transaction. Just to let you know, you may lose some credits if the transfer price is not equivalent. You may not have enough credits to complete the transaction and the system will let you know. To do this: 

1. On the Manage Training page, from the More Actions drop-down box select Move credits to another course.
   
2. Click the Go button.
   
3. Choose the number of credits you want to move and which course you want to move them to.
   
4. Click on the Move button.

Training Status Reports

You can view a range of reports to see the status of your users' training. This is especially useful if you have a considerable number of users. These reports can be seen on-screen or sent to you as an Excel spreadsheet via email.

You can view the following onscreen reports:

1. View users that have passed a course and the users that have passed by date
   
2. Users that have not taken a course (those users that have been granted access and not started a course)
   
3. Users that are currently taking a course (those that have been granted access and have started a course but not passed).
   
4. Users who are ready to retake their training (this includes users whose course have expired and users whose course are above to expire within 30 days). 
   
5. Users that training have expired and users training that has expired by date.
   
6. Users who have not responded to automated reminders.
   

The report data works in conjunction with the Allow Anyone to Use Credit setting and the Enable/Disable Access setting. Depending on the status of these options, then people will be included in the training totals or not.

You can also be emailed an Excel report that matches the selected on-screen report.

To generate and send these reports to yourself: 

1. Ensure the specific report will be displayed in the user table.
2. If you want to send this specific report as an Excel spreadsheet to your email inbox, from the More Actions drop-down box, select the option Email the currently selected course report. 
   
3. Hit the Go button.
   

Further reports

You can also receive an Excel report that is emailed to you of all of the training that has been undertaken (across all courses).  This can be done by:

1. From the More Actions drop-down box, Select: Email a report of all training for all courses.
2. Click on the Go button.  A copy of the report will be emailed to you.
   

You can also receive an Excel report via email for yourself by following the steps above of:

1. A summary report of staff response to questions.
   
2. Report of incorrect responses  to questions.
   

Training Credits 

When you purchase an online course, it will equate to one training credit. The credits are not allocated to individuals and can be used as see fit. A credit remains available until a user starts the course. Once a user starts a course, one credit is used. If someone accidentally starts a course, please contact us to have the credit restored so you can reallocate it. You can ask a user to retake a course that they have already completed and its certificate is still in date by resetting it (this feature is described in more detail in the Additional Functionality section). This will involve using a training credit.

You can see your training credits for each course on the Manage Training page.  

To view your available credits:

1. Ensure the Manage Training page, in the Course Drop-Down Box select the course you would like to view details for.
   
2. You will see a grey box that shows you the current status of your training credit and the total number of credits available.

The Display Only Users Containing the Word search box is a good way to search for specific information, such as the name of a user in the user table. However, this box will only display if there are enough users, as searching with a small number of contacts does not require a search mechanism. Please remember to press the Save button to save any changes made during your search.

The Refresh button will restore any information that has been amended, provided you haven't pressed the Save button.

 

Certificates

Users will find a copy of their own own certificates, after completing and passing a course, in their training account under the Certificates tab on the Learning Management System (LMS) Dashboard. They will also be sent a PDF copy of the certificate via email. 

The administrator can also get a copy of the Users' certificate on the Manage Training page by clicking on the certificate icon in the blank header column in the Users next to the Refresh column.

An admin can also get a copy of users' certificates sent to them via email.  This can be done by:

1. In the table of listed users, select the users you would like to receive a copy of their certificate by checking the relevant checkbox in the Select column. You can select all users by clicking on the checkbox in the header of the Select column, which automatically selects all users in the list.  
   
2. Then from the More Actions drop-down list select Email me a copy of the certificate for the selected users.
   
3. Then hit Go.

A certificate will no longer be available on the LMS once the course expiry date has passed. 

You can also add an expiry date of a certificate from another organisation. This is useful for ensuring the admin is aware of any upcoming course expiry dates, even for training that has been completed through another provider.

1. On the Manage Training page, in the table of listed users, select the user you for whom you want to add the expiry date by checking the relevant checkbox in the Select column.
   
2. From the More Actions drop-down box, select the Certificate Expiry Date and add the relevant details.
   
3. Click Add Certificate
   

Additional Functionality on the Manage Training Page

Request for a user to retake a course that has not expired

 

You can ask a user to retake a course that they have already completed and for which the course certificate is still valid. This can be useful if you want them to refresh their knowledge of the content. Please note: Resetting a course to enable a user to retake it will use a training credit. The user will need to complete the entire course again, including the final assessment and will be issued a new certificate. The new certificate expiry date will reflect the new date of the recent course completion. When the user next logs in, they just need to click on the course name to retake it.

To reset a course:

1. On the Manage Training page, in the table of listed users, select the user you want to reset the course for by checking on the relevant checkbox in the Select column.
   
2. From the More Actions drop-down box, select Reset the course for the selected users so that they can retake it.
3. Click the Go button.
   
4. You can now manually tell the user to retake the course or you can use the Email Users button on the Manage Training page to send the new login details and course details. 

If you make a mistake you can remove the course reset for the selected user, proving the user has not started the course. To do this:

1. On the Manage Training page, in the table of listed users, select the user you want to remove the course reset for by checking on the relevant checkbox in the Select column.
   
2. From the More Actions drop-down box, select.
3. Click the Go button.

Delete users (this function can also be performed on the Manage Organisation page)

You can delete users on the Manage Training page, which is the easiest way to quickly delete multiple users. You may want to ensure that the Report drop-down box on the Manage Training page is selected to View All Users first. To do this:

1. On the Manage Training page, in the table of listed users, select the user you want to delete by checking the relevant checkbox in the Select column.
   
2. From the More Actions drop-down box, select Delete the selected users.
   
3. Click the Go button.
   

Resetting User Passwords (this function can also be performed on the Manage Organisation page)

You can change several users' password at one time. This is useful when you want to set multiple users' passwords to the same administrator password. You may want to ensure that the Report drop-down box on the Manage Training page is selected to View All Users first.

To do this:

1. On the Manage Training page, in the table of listed users, select the users for whose passwords you want to change by checking the relevant checkbox in the Select column.
   
2. From the More Actions drop-down box, select the Change the password for the selected users.
   
3. Click the Go button.
   
4. Enter the new temporary password into the box and then click the  Reset Passwords button.
   
5. You can manually relay the new password to the relevant users, or you can use the Email Users button on the Manage Training page to send the new login details and course details. 
   
   For more details on how to configure the Email Users emails, refer to the knowledge base article Sending out Course Invites and Reminders. 

Setting a Refresh Date for Users to take Refresher/Repeat Full courses before their Course Expiry Date

We have already explained when users should take refresher courses and what they include. To set a refresh date for users to take you can follow these steps:

1. On the Manage Training page, in the Report drop-down box select: View users who have passed the course (by date).
2. In the table of listed users, check the boxes in the Select column for the users who need to take the refresher course.
3. From the More Actions drop-down box, select: Set the Refresh date for selected users.
   
4. Click the Go button.
   

Enter the refresh start date. As a guideline, this is often set one year after the user completed the original course.

A date will then be recorded in the refresher column, and the training will be reset for the selected users so they can retake it. The pass date, expiry date, and certificate will still be retained until the refresher training is completed.

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