Compliance Overview
The compliance module allows the administrator to complete a number of created courses within a program and upon successfully completing a program, the learner may receive a certificate of completion. Throughout their program journey a set number of notifications can be triggered as reminders and these can be sent to the learner.
The learner is able to view programs and courses that the administrator has enrolled them in, view their progress in the programs and courses required to complete and view and download their certificate once their program is completed.
It is important to remember that certain actions require the cron to be activated before they are implemented. These actions include the sending of notifications to learners, create program completion records, remove course completions and enrol users in program courses especially when using cohorts.
List of Programs
On the menu, when Programs is selected, a list of programs will display and information regarding each program will be displayed. The information includes:
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At the Top of the page is a button that allows the user to Add new programs and at the bottom of the page, there is information that informs the administrator of the current page that is being viewed plus navigation buttons to move around the pages.
Sorting is available on this page and throughout all other pages by selecting the appropriate name in the name title and is displayed in either ascending or descending order.
For example, Learners can be sorted by clicking on the Learners label to display Learners in either ascending or descending order.
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Ascending |
Descending |
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Navigation between pages provides administrators to access more information than is available on the current page. The following examples are the most commonly used navigation styles that are used throughout the program to view and access data.
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1. First page 2. Previous page 3. Page selector 4. Next page 5. Last page |
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1. First page 2. Page selector 3. Last page |
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1. First page 2. Previous page 3. Page selector 4. Next page 5. Last page |
Add a Program
The Add a program button allows the administrator to create and provide a Program name that will contain a number of courses and provide the administrator the means to give a brief description of the purpose of the program and any other important or useful information.
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To add a program select the ‘Add program’ button |
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Program Details
When you Edit a program, the Details tab will display and on this page there are a number of options available to the administrator.
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To edit a program select the ‘Pencil’ button |
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The first of these options is that the Program can be in one of the stages of their lifecycle as displayed below. The lifecycle stage includes a program being in either Draft, Published, Hidden, Archived or Expired.
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Draft |
The Program is being created and is being set up by the administrator and is not available to Learners until published. |
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Published |
The Learners are only able to see and complete courses if the program is in Published mode and the learner is enrolled in one of the programs set up by the administrator. |
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Hidden |
The Program can be selected to be Hidden from Learners for various reasons as determined by the administrator. |
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Archived |
The Program can be selected to be Archived once the Program is no longer required for Learners to complete. |
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Expired |
The Program has expired based upon the date used in the Timeline field for ‘Compliance expiry date’. |
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Program name |
The Program name can be changed from the Program name entered at the Add program option from the List Programs page |
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Program image |
A graphic can be inserted for the Learners to view from their Programs tiles |
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Description |
The Program description can be changed from the Program description entered at the Add program option from the List Programs page |
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External Reference (if applicable) |
The External Reference is an optional reference to third party programs. |
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Graphic |
The graph displays the progress of where the Learners are positioned in the program in relation to their courses. These include: Not Stated, In Progress, Completed or Expired. |
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Will this program need to be repeated on a regular basis? |
Select whether the program is going to be repeated on a regular basis with the same Learners. |
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Will the program be completed when all of the program courses are complete, or when a certain number of points have been obtained? |
The first option allows administrators to set the program to complete when the users have finished all their courses. The second option is based on course points and the Learner must reach a certain number of points to complete their program. The Points field will display if the button ‘Points obtained’ is selected |
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Required points for program completion. [The Points field will display if the button ‘Points obtained’ is selected] |
Only numbers without decimals are accepted in this field. |
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Certification ID |
Certificates that have been created are available from the drop down menu to issue to the Learners once they have completed their program |
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Manage Certificates |
Administrators are able to either create new certificates or edit existing certificates by selecting this link. |
Courses
Courses that have been created by the Administrator in Learnbook are able to be bundled up into Programs for the Learner to complete. Depending on the option selected on the Details tab (Program courses or Points obtained) will depend on the number of fields available.
For documentation on how to create courses visit the following link: https://support.ecreators.com.au/hc/en-us/articles/360000413535-How-to-create-a-course)
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Pathway: System administration > Courses > Add a new course |
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Courses must have conditions set by the administrator to indicate that courses have a completion setting. |
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Program courses |
The available fields that can be used to either add, search or edit a course include:
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Points obtained |
The available fields that can be used to either add, search or edit a course include:
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Optional |
Courses that are identified as Optional means that the completion of the course does not contribute to the completion of the program |
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Required |
Courses that are identified as Required means that the completion of the course is necessary to the completion of the program |
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Points |
Each course has a Points value assigned by the administrator |
Program courses screen
Add
To add a course, select the Add course button and from the drop down menu select the Course name, Completion type: Optional or Required.
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To add a course select the ‘Add course’ button |
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Search
To search for a course, begin typing into the Courses or the Completion type field and if the letters that you typed match the course name or the completion type the course(s) will be displayed for the administrator to select.
The administrator will recognise a search is activated by a filter button appearing that can be selected to clear the search and then display all the courses within the program.
Edit
To edit a course, select the pencil next to the course in the Remove/Edit column required to be edited, enter the new details and then select the Update button to accept the changes or Cancel to ignore any edits.
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To edit a course select the ‘Pencil’ button |
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Delete
To delete a course, select the cross in the coloured circle in the Remove/Edit column next to the course that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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To delete a course select the Remove button |
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Confirmation whether to proceed with the deletion |
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Required Points obtained screen
Add
To add a course, select the Add course button and from the drop down menu select the Course name, Completion type: (Optional or Required) and Points required for the course.
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To add a course select the ‘Add course’ button |
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Search
To search for a course, begin typing into the Courses, the Completion type or Points field and if the letters or numbers for points that you typed match the course name, the completion type or the points the course(s) will be displayed for the administrator to select.
The administrator will recognise a search is activated by a filter button appearing that can be selected to clear the search and then display all the courses within the program.
Edit
To edit a course, select the pencil next to the course in the Remove/Edit column required to be edited, enter the new details and then select the Update button to accept the changes or Cancel to ignore any edits.
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To edit a course select the ‘Pencil’ button |
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Delete
To delete a course, select the cross in the coloured circle in the Remove/Edit column next to the course that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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To delete a course select the Remove button |
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Confirm whether to proceed with the deletion |
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Timelines
Timelines are divided into two sections and these two sections are based on the Start and end date type.
The administrator can select either Fixed date or Relative to user enrolment date to select the timeline for their Learners to complete their program.
Timeline Definitions
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Fixed date |
Training start date |
The Date that the training commences |
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Training end date |
The Date that the training ends |
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Compliance expiry date |
The Date that the Compliancy expires |
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Relative to user enrolment date |
Grace period (days) |
The days given to a learner before training commences |
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Training period (days) |
The days given to a learner for training in the Program |
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Certification period (days) |
The number of days after training that the user is certified before recommencing training (see figure xxx) |
Fixed date
There are three fields that require the administrator to add in suitable dates. These include:
- Training start date
- Training end date
- Compliance expiry date
Rules regarding dates include the training end date must not be before the training start date or the compliance expiry date can not be before the start date.
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If the administrator has entered the Fixed dates and saved their dates, selecting the Relative to user enrolment date will clear the dates that were entered. |
Relative to user enrolment date
There are three fields that require the administrator to add in suitable dates. These include:
- Grace period (days)
- Training period (days)
- Certification period (days)
The number of days is required in all three fields and these days can be either entered manually by the administrator or there are controls at the end of each field that allows for the days to be either advanced or reduced as required.
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If the administrator has entered the Relative to user enrolment days and saved these days, selecting the Fixed date will clear the days that were entered. |
The general flow of the timeline that may be used by administrators is outlined below incorporating the notifications that can be used at the relevant checkpoints towards a learner being fully compliant.
Notifications
Notifications are sent to Learners via an email at various stages of their progress towards being compliant and currently there are ten notification reasons that are available for the administrator to either add or edit.
Add
To create a new notification, select the Add notification button and the following information needs to be either selected or added.
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To add a notification select the ‘Add notification’ button |
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Notification type |
There are ten available reasons that can be selected for notification and these include:
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Days from/to event |
The administrator is able to add the number of days from and to the event as when notifications may be sent. Currently, this field is not available for the following notifications (On enrolment, On training start date, On training end date (program not completed) or On compliance expiry date). |
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Subject |
The subject (similar to the subject found in an email) of the notification can be entered in this field. |
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Notification body |
The message of the email is entered in this field with the ability to use tools to format, style, use the appropriate links and field tags to customise the message to be sent to the Learner. The field tags that can be used to personalise the notification to be sent to a learner include: [[firstname]], [[lastname]], [[username]], [[programname]], [[programdescription]], [[programstartdate]], [[programenddate]], [[certificationexpirydate]], [[siteurl]]. |
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Only a maximum of ten reasons can be used in any one program and only each reason is able to be used once. |
Search
To search for a notification, begin typing into any of the available fields, and if the letters or numbers for days from/to event that you typed match the notification, then the notification will be displayed for the administrator to select.
The administrator will recognise a search is activated by a filter button appearing that can be selected to clear the search and then display all the notifications within the program.
Edit
To edit a notification, select the pencil next to the notification in the Remove/Edit column required to be edited, enter the new details and then select the Update button to accept the changes or Cancel to ignore any edits.
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To edit a notification select the ‘Pencil’ button |
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Delete
To delete a notification, select the cross in the coloured circle in the Remove/Edit column next to the notification that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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To delete a notification select the Remove button |
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Confirm whether to proceed with the deletion |
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Organisational Unit
The administrator may decide to use the Organisational Unit as a method of enrolling individuals assigned to either Organisational Units or Roles within a company into courses within a Program.
For documentation on how to create Organisational Units and Roles visit the following link:
https://support.ecreators.com.au/hc/en-us/articles/360001389556-Organisational-Unit-Overview
Add
To add either Organisational Units or Roles, both need to be already added into the Learnbook program for the administrator to select. If Organisational Units or Roles are already available, select the 'Add org unit / role' button and from the drop down, select either the Organisational Units or Roles required and then select the Update button.
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To add Organisational Units or Roles select the ‘Add org unit / role’ button |
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Administrators can either Add individuals from:
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Delete
To delete either Organisational Units or Roles, select the cross in the coloured circle in the Remove column next to the either Organisational Units or Roles that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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To delete either Organisational Units or Roles select the Remove button |
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Confirm whether to proceed with the deletion |
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Cohorts
Cohorts are a group of Learners that are setup by the administrator and these cohorts can be used to complete courses within a Program.
For documentation on how to create cohorts visit the following link: https://support.ecreators.com.au/hc/en-us/articles/360000417155-How-to-create-an-advanced-cohort
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Pathway: System administration > Users > Cohorts |
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The cohorts will not automatically appear as individual Learners in the Learners tab until the Cron has been activated. The Cron by default activates randomly at 15 min intervals, so potentially this may mean a half an hour wait before seeing the Learners in the Learners tab. |
Add
To add cohorts, the cohorts need to be already added into the Learnbook program for the administrator to select. If cohorts are already available, select the Add cohort button and from the drop down, select the group of students required and then select the Update button.
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To add a cohort select the ‘Add cohort’ button |
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Delete
To delete cohorts, select the cross in the coloured circle in the Remove column next to the cohort that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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To delete a cohort select the Remove button |
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Confirm whether to proceed with the deletion |
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A system generated cohort sync will automatically add or remove learners from the course |
Learners
Individual learners may be added to the Program using the Learners page but if there are groups of students that need to be added, use the Cohort option.
On the Learner page, the administrator will be able to see the Learners name, Status (Not started, In progress, Completed), Enrolment type and the Date completed (only available to those that have completed all the available courses)
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Manual Enrolment |
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Org Unit Enrolment | |
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Role Enrolment | |
Add
To add a learner, select the Add learner button and from the drop down menu select the learners name from the drop down menu, status (Not started, In progress, Completed) and Date completed (only available to those that have completed all the available courses)
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To add a learner select the ‘Add learner’ button |
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Search
To search for a learner, begin typing into the Learners field and if the letters that you typed match the learners name, the learner will be displayed for the administrator to select.
The administrator will recognise a search is activated by a filter button appearing that can be selected to clear the search and then display all the learners within the program.
Edit
To edit a learner, select the pencil next to the learner in the Remove/Edit column required to be edited, enter the new details and then select the Update button to accept the changes or Cancel to ignore any edits.
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To edit a learner select the ‘Pencil’ button |
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Delete
To delete a learner, select the cross in the coloured circle in the Remove/Edit column next to the learner that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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To delete a learner select the Remove button |
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Confirm whether to proceed with the deletion |
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Manage Certificates
Selecting certificates from the Main Menu allows an administrator to either edit, duplicate, delete or add certificates so that certificates may be issued to learners that have completed a set of courses within a program.
The certificates that have been created by the administrator may be used for multiple Programs but there is only one certificate that can be issued per Program to signify a learner has reached a level of compliancy.
Add
To add a certificate, select the Create template button and this will display a form where the administrator is able to enter a certificate name, enter the dimensions of the certificate (height, width, left & right margins) and provide elements to the certificate.
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To add a template select the ‘Create template’ button |
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The elements that you are able to include in your certificate are fields that will be used when certificates are issued and these fields are listed and displayed in the following table.
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Background Image: An image to use as the certificate background (MUST be placed first, as it will overlay every other element. Border: A border around the certificate Category Name: Name of the course category Code: Certificate code Course Name: Name of the completed course Date: The date the course was completed Date Range: The date range of the course Digital Signature: A digitally applied signature Grade: Grade student achieved Grade item name: The name of the item that was graded Image: An image can be uploaded onto the certificate Program External ID: The id number from the program list Program Name: The name of the Program QR code: A digitally applied barcode Student Name: The name of the student awarded the certificate Teacher Name: The name of the teacher awarding the certificate Text: Custom text User Field: A user's profile field (Address, email, etc.) User Picture: The user's profile picture |
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Edit
To edit a certificate, select the Edit icon next to the certificate name and the administrator will be able to modify the settings to the element of the certificate and depending on which element is selected to be edited will depend on the fields that can be edited. For example, editing the Background image will include the following fields to be changed: Element name, Image and the ability to Upload image.
Editing a certificate will allow the administrator to rename an element’s name (eg Background image) by selecting the pencil icon, editing the element by selecting the cog, deleting the element by selecting the bin or moving the elements up or down by selecting the arrows.
If elements need to be repositioned in the certificate, select the link ‘Reposition elements’
If elements need to be repositioned in the certificate, select the link ‘Reposition elements’ and the administrator will be able to move any of the elements into their appropriate position. Once completed, the administrator is able to select either ‘Save and close’, ‘Save and continue’ or ‘Cancel’.
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If any of the elements disappear from view while repositioning, change the elements order as the background image will most likely be covering all your subsequent elements and while designing the certificate, all elements need to be above your background image. |
Duplicate
To duplicate a certificate, select the Duplicate icon next to the certificate that needs to be duplicated. Once this button has been activated, the administrator will be asked to confirm that the certificate is to be duplicated or to cancel the duplication. If the duplication is confirmed, a copy of the certificate will be created with the words ‘duplicate’ in brackets next to the name of the certificate.
Delete
To delete a certificate, select the Bin icon next to the certificate that needs to be deleted. Once this button has been activated, the administrator has the option to continue with the deletion or to cancel the deletion.
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Deleting a certificate will have implications for both administrators and learners. 1. The certificates will be permanently deleted and this can not be reversed 2. All learners that have had certificates will no longer have access to their certificates since it will be removed from the Program |
Reports
Reports are able to be accessed by selecting Reports from the Main Menu and administrators are able to track and view the progress of Learners. There are four tabs that can be found on this page and these include:
- Compliance Chart
- Compliance Summary
- User Progress
- Program Progress
Compliance Chart
The Compliance chart page displays a pie graph that displays as a percentage of learners that are non compliant against those that are compliant and provides information to administrators that requires Learners to complete a program of compliance.
Compliance Summary
The Compliance summary page, allows administrators to view a summary progress of each Program by displaying the following information:
- Program Name
- The number of Learners in the Program
- The number of Learners that have Not started
- The number of Learners that are In progress
- The number of Learners that have Completed their Program
- The number of Learners that are Expiring in 30 days
- The number of Learners that have their compliance Expired for a particular Program
Selecting one of the Program names will allow administrators to view the students in the Program and the progress that they have accomplished (Not started, In progress, Completed or Expired) and the number of days that a Learner may have expired in a particular program.
Search
To search for a Program, begin typing into the Program name field and if the letters that you typed match the Program name, the Program will be displayed for the administrator to select.
The administrator will recognise a search is activated by a filter button appearing that can be selected to clear the search and then display all the Programs within the program.
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This method of Searching is available on selected report tabs (Compliance summary, User progress and Program progress) where there are fields for administrators to type text into and filter on based on the text entered. |
User Progress
The Program user progress report displays the following user information based upon the program name:
- Program name
- Surname
- First Name
- Compliance status (Not started, In progress, Completed or Expired)
- Days Expired
Program Progress
The User program progress report displays the following user information based upon the Surname:
- Surname
- First Name
- Program name
- Compliance status (Not started, In progress, Completed or Expired)
- Days Expired
Learners Dashboard
Once the administrator has set up a number of programs and courses for the learners to complete, the learner is able to access their courses that the administrator has enrolled them in through their dashboard.
Courses
From the Home page, the learner will be able to view all the programs and courses that are in their various stages of progress. The three stages of progress are:
- Not started - (0%)
- In Progress - (1% - 99%)
- Completed - (100%)
When the Learner selects the ‘My programs’ button, a list of all their programs and courses will appear from which the learner can either start or continue their courses.
The learner will be able to see their progress as indicated in the progress bar on the course that the learner is enrolled in. The learner in the following graphic indicates that the course has not yet been started indicating 0% in their progress bar for their assigned course and they have achieved 0 points out of 1,000.
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The percentage progress is only recorded against courses that have been identified as Required. Optional courses are not considered in the percentage progress but do contribute towards the points obtained. |
Certificates
Once the learner has achieved 100% progress and has completed the course to the satisfaction of the administrator, the learner is able to select the ‘Program Certificate’ button to download their certificate.
To access their certificate in pdf format, the learner would select the ‘View Certificate’ button and the learner has the option to either view their certificate online, save their certificate to a hard drive or usb stick or print their certificate to a printer.
