Index

Dashboards / Library

Manage Users

Manage Learning

Reports

Manage Settings

Dashboards / Library

What are "tags" and why should I add them to my learning?

Tags are words or phrases that describe a learning item and are used to categorise the learning in the LMS. This equals less time looking for what you need. To add "Tags" to your learning, either attach them during the Create Learning wizard or edit any existing learning item in the library. You can edit existing learning by going to the menu "Manage Learning" > "Manage Library" and selecting the relevant the learning item. Then select the "Actions" drop down button and then "Edit in Wizard" on any of the learning item pages.

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Library Items with no Tags

A course will only be visible in the library if it has been published as 'Public'.

If a course is 'Public' however does NOT have a tag, then it will only be visible in 'The Top Learning Items' section of the Library page. Alternatively, the user could use the Search bar always located in the top right hand corner of the screen. To add a Tag to a learning you will need to edit the course via the "Manage Learning" > "Manage Library" menu item.

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Manage Users

Add new users to the LMS

When adding users to the LMS, you can add them one at a time or you can add users in bulk. For both options, start by going to the "Manager Users" > "Users" menu.

To add one user, select the "Add User" button.

To add multiple users, select "Import Users". You will need to complete the import Template and upload the file by selecting the "Import and email result". Refer to the Quick Reference Guide for further information.

How to add new users How to import new users

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User permission roles

LearnConnect has three standard permission roles that you can use to restrict a users' access to LearnConnect. The following table explains the roles:

RoleDescription

Basic User

All users created in LearnConnect will adopt a Basic User role (unless otherwise specified). Basic Users can perform only the fundamental functions within the system.

User Manager

Any user that has another user reporting to them will adopt a User Manager permission role. Users who are listed as having at least one report will be automatically assigned the User Manager role by the system. This information is set in the user data.

Tenant Administrator

This role makes someone a LearnConnect ‘super user’ and gives access to all functions within the system. These users are responsible for creating/assigning learning, running reports, editing users and other tasks. They have visibilty across the entire organisation.

As part of the initial setup, this role will be assigned to one or more users you nominate. Once a user has been given this role, they have the ability to grant the same role to other users.

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Assign learning to users

The easiest way to enrol users to learning is to utilise the Assign Learning Wizard. This user-friendly intuitive tool can be found by going to menu item "Manage Learning" > "Assign Learning".
Note: When you are viewing the users in step 2, a regular user will be listed as “green” whilst an administrator will be listed as “Red”

PDF Guide View the how-to video

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How can I approve course enrolments requested by staff if a Manager goes on leave?

Any administrator has the ability to approve or decline on behalf of a manager, such as when a manager is absent. An admin can simply go to Approve Learning and search for the person’s name or course title requested. Alternatively, if you would just like to see all enrolment requests currently pending approval, click on the ’Requested’ tab.

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Import Users - If I choose ‘HR Sync’ as my import method when importing users, who will get archived?

All users who are not present on the spreadsheet you import and who were created via a ‘HR Sync’ will be archived. Users who were created manually via ‘Add User’, or via the ‘Data Upload’ method will not be archived by this import type.

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How can I merge the learning of two user accounts into one?

This does happen from time to time — maybe you accidentally gave the person a different username, or their personal name has changed and they have two accounts. To merge the learnings from both users’ accounts into one, please follow the steps in this handy tutorial:

PDF Guide

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Can I delete an enrolment?

You can only delete enrolments if you have ‘Tenant Administrator’ access and if the user has not started their enrolment.
If you need to delete enrolments in bulk or an enrolment that has already been started, you will need to contact Learning Seat Support – costs may apply.

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Manage or mark assessments

You only need to mark assessments for assessments that require manual marking – this generally means the assessment contains short answer questions.

To do this go to the menu item "Manage Users" > "Marking", and select the "Marking" tab. This will show all responses that have been submitted for assessment. Select 'Mark' in the Actions column to view the assessment questions and submitted responses.

Assess each response, and mark each question either a '0' for an incorrect response or '1' for a correct response. Once all responses have been assessed, select 'Submit Marks'.

PDF Guide

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Manage or mark Learning Event attendance

Go to the menu item "Manage Users" > "Marking", and select the "Open" tab. This will show all learning events that have occurred along with any assessments that have been assigned and waiting for responses to be submitted.

Search for the session you want to mark attendance and once found, select 'Mark' in the Actions column. This will display a list of participants that were registered to attend. Check the box to the left of each user name and then select 'Mark selected as attended'. If a user did not attend the Learning Event, check the user name and then select 'Mark selected as did not attend'.

Once the session has been marked, the learning event will show as a 'Completed' on the user's dashboard page.

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Import historical training information

Head to the "Manage Users" > "Enrolments" menu and select the "Import Learning History" button. Complete the enrolments template and save to your desktop. To upload the file, click the "Select" button and then select 'Import and email result'. It is recommend to refer to the Quick Reference Guide to understand the all the steps involved.

PDF Guide

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Manage Learning

Edit a library item

Go to menu item "Manage Learning"> "Manage Library". Here you can search for the learning you want to edit. Once found, click the title and you will see an "Actions" menu drop down button. Select the option "Edit in Wizard". Work through this to make your changes and publish the changes at the end.

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Upload a SCORM course

All learning (including SCORM) is added to the LMS via the "Create Learning" Wizard. Find the "Create Learning" under the "Manage Learning" link in your main top menu. Select create a new "SCORM" course and then follow the wizard. Please note: LearnConnect only supports the SCORM 1.2 Format.

PDF Guide View the how-to video

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What does SCORM stand for?

SCORM is a set of technical standards for e-learning software products. It stands for Shareable Content Object Reference Model. SCORM tells programmers how to write their code so that it can "play well" with other e-learning software. It is the de facto industry standard for e-learning interoperability. Specifically, SCORM governs how online learning content and Learning Management Systems (LMS's) communicate with each other. LearnConnect only supports the SCORM 1.2 Format.

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Library Items with no Tags

A course will only be visible in the library if it has been published as 'Public'.

If a course is 'Public' however does NOT have a tag, then it will only be visible in 'The Top Learning Items' section of the Library page. To add a Tag to a learning you will need to edit the course via the "Manage Learning" > "Manage Library" menu item.

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Create a 'face-to-face' Learning Event

Creating a face to face session as an 'Event' is exactly the same as adding any other new learning item. This can be done by using the "Create Learning" which is found under the "Manage Learning". Choose the Learning Type 'Events'.

To add or edit sessions that is attached to this event. Use the provided links and follow the prompts to populate the session with your desired details.

PDF Guide View the how-to video

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Create a Program (bundling multiple learning items together)

As with all learning, the creation of a program (or bundle) of learning items is achieved through the "Create Learning" Wizard. Find the "Create Learning" under the "Manage Learning" link in your main top menu. Once there, select that you want create a new 'Program" course and then follow the wizard.

PDF Guide View the how-to video

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Mandatory/Non-Mandatory items in a Program

Every program weight will need to equal 100%. If an item is not mandatory, you can set a weight of 0% to this item, however you must ensure that the rest of the program components equal to 100%.
Eg: If you have a Program with 3 items in it, and one is not mandatory:
Item 1 weight = 50%
Item 2 weight = 50%
Item 3 weight = 0%
When a user completes both Item 1 and Item 2, the user will get marked as completed.

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Can I change the enrolment method for a specific course?

Yes! Find the library item under "Manage Learning" > "Manage Library", and click on its title. Go to "Actions" > "Edit Library Item", and expand the "Self-Enrolment Settings" section. The first option is to set your Enrolment Method, and there are multiple options to choose from such as "1-Step Approval", "2-Step Approval", or even "No Approval" at all; select "Save Library Item" to commit your changes. Note: If you cannot see this option, please contact Learning Seat Support to enable this option for you.

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Delete a learning item

You can only delete a learning item that is in 'draft' status – this means the course has never been published. If the learning item has already been created, and it is currently in 'Public' or 'Private' status, then you can only 'Archive' the course. This will remove the course from the library, and it can no longer be assigned to users (however it will not delete any current enrolments for the course).

To do archive a course, go to the menu item "Manage Learning"> "Manage Library" and search for the learning you want to archive. Once found, check the box to the left of the course title and then scroll down to the bottom of the screen and select 'Archive'.

If you change your mind, you can always 'unarchive' a course via the same process.

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Add a certificate to a learning item

Certificates can be added within Step 2 of the "Create learning" wizard. This can be done during the first time you create your learning or by clicking the "actions" button and selecting "edit in wizard" from the learning item page.

If the learning item has already been created in the library, then you will need to edit the learning item. Go the Manage Learning > Manage Library menu and search for the course. Once found, click the title and you will see an "Actions" drop down button. Select the option "Edit in Wizard" and change the field "Has Certificate" to 'True'. If you want to disable the certificate, then set the field to "False".

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View, search and manage library items

Go to menu item "Manage Learning"> "Manage Library". Here you can search for the learning you want to manage. Select the title and perform the steps outlined above. Next to the title, you will see an "Actions" menu drop down button. Select the option "Edit in Wizard". Make your edits and publish the changes at the end.

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Clone Assessments

Find the assessment you need to be clone:Manage Learning > Manage Library

Search for the assessment, click on the name of the assessment you want to clone, then Click on"Actions > Clone Assessment"

The system will copy the assessment and you will be displayed the clone in 'Draft' mode

Once the assessment has been copied, go to"Actions > Edit in Wizard"

All properties from the original assessment will be copied. From here, you will be able to make the changes you desire in Step 2 and Step 3.

Step 2: Renaming the assessment/identifier and description

Step 3: Add/Edit/Delete Questions and edit properties (eg pass rate) if required

Finish the wizard as per usual and your assessment has been cloned and published

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Clone Surveys

Find the survey you need to be clone:Manage Learning > Manage Library

Search for the survey, click on the name of the survey you want to clone, then Click on"Actions > Clone Survey"

The system will copy the survey and you will be displayed the clone in 'Draft' mode

Once the survey has been copied, go to"Actions > Edit in Wizard"

All properties from the original survey will be copied. From here, you will be able to make the changes you desire in Step 2 and Step 3.

Step 2: Renaming the survey/identifier and description

Step 3: Add/Edit/Delete Questions and edit properties if required

Finish the wizard as per usual and your survey has been cloned and published

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Change the completion status of a learning item

Go to menu item "Manage Users" > "Enrolments". Here you can search for the enrolment you want to edit. Once found, select 'View More' to view the enrolment details and using the drop-down list next to the "Status" field – select the correct status (e.g., Complete or Cancel).

It's important to note that you cannot change the status for enrolments that are completed.

PDF Guide View the how-to video

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Hide a learning item in the library

All learning items visible in the library are considered 'public'. As administrator you can change the status of any learning item, and make it 'private' which means it is not visible in the Library or 'Archive' which removes the learning item altogether from the library.

To do this, go to the menu item "Manage Learning"> "Manage Library". Here you can search for the learning you want to archive. Once found, check the box to the left of the course title and then scroll down to the bottom of the screen and select 'Archive'.

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Delete an enrolment

To do delete an enrolment, go to the menu item "Manager Users" > "Enrolments". Here you can search for the enrolment you want to delete. Once found, check the box to the left of the Username for the enrolment and scroll to the bottom of the page and select 'Delete'. If a user has started an enrolment, you will be unable to delete the enrolment for auditing purposes.

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SCORM Course status displaying 'Failed'

When uploading a SCORM course to LearnConnect, please ensure that the courses have been published with either 'Publish Setting':

  • Completed/Incomplete
  • Passed/Incomplete

If Completed/Failed or Passed/Failed is used instead, and a user does not pass the course in their attempt, the system will apply a 'Failed' status to the user's enrolment.In LearnConnect, 'Failed' means that you have reached the end of the workflow, similar to when you 'Complete' an enrolment. You will not be able to change the status on a SCORM enrolment once the status has reached 'Failed' status.

If this happens to you, you can re-enrol the user into the course so that they can attempt the course again, however we would also recommend that you upload a new version of the SCORM course where the publish setting is either Completed/Incomplete or Passed/Incomplete.

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Due Dates

If you are in step 3 of the Assign Learning wizard, or in User Enrolment Rules, you have the ability to specify a due date. The options available are:

  • No Due Date: No due date required for this enrolment (default setting)

  • Due date after period: This option is calculated from when the user receives the enrolment (e.g. 1 week means that the due date is always 1 week from when users receive the enrolment, so due dates would be different depending on when the user receives the enrolment).

    If you specify a period (e.g. 2 weeks), the calendar will automatically display the due date for users being enrolled today. The calendar for this option is not selectable.

    Due dates after period

  • Absolute Due Date: This option is the static due date (this due date does not change for users being enrolled today or in the future). If 30/06/2015 is specified, users enrolled today and in the future will have a due date of 30/06/2015 applied to this enrolment rule.

    Absolute dates

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Turning emails off

To stop all emails from being sent by LearnConnect go to the Settings > Email Settings menu item, and check the ‘Block All Emails’ checkbox.

Any emails that were generated by the LMS when emails were turned off will NOT be sent once emails have been turned ON

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Share Progress in Programs

When adding library items to a Program, you have the option to ‘Share Progress’. If this is enabled, if a user is enrolled in two identical items, the status will be ‘shared’ across both items. For example, if a user was enrolled in a Program that had Course A as a component, and the user was also enrolled in Course A (as a stand alone course), if Share Progress was ticked, the progress of Course A would be shared. If it were not ticked, then the user would need to complete Course A twice – once as the standalone and once within the Program to mark it off as complete.

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Reports

Managers accessing saved reports

A manager has permission to view saved reports under the 'Reports > Custom Reports' menu. However when the Manager runs the report, they will only have permission to see information relating to users that report either directly or indirectly to them.

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Report Types

You can create different report types, by selecting a different 'Entity'. The chosen Entity determines what filters and columns will be available in the report. Once you have selected the appropriate Entity, you can choose to add 'Filters'. This allows you to refine the results, and report on specific factors (e.g, library item, group type or even a specific date range)

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Common Report Types

If you would like to view some of the most commonly requested LearnConnect reports, so you can see how they are created, refer to the Quick Reference Guide page for a full list of available reports. These examples will show you the report type used, the filters added to refine the data and an example of the results.

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Reports Glossary of Terms

There are a range of different report types and filters available on the LearnConnect reports page. To assist you in your understanding of the different options available, refer to the Reports Glossary of Terms for a definition of each report type along with a definition of every filter available.

PDF Guide

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Formatting the layout of a report

Once you have created a report, and chosen the correct 'Entity' and 'Filters' you have the option to select what columns should appear on the report. You may notice the columns change pending on the Entity chosen.

Once you are happy with the chosen columns, select 'Run Report' to view the results. If you want to add/remove any columns, just select 'Refine Report' – make the necessary changes, and run the report again. From that point, you can choose to save or export the file.

PDF Guide View the how-to video

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Scheduling Reports to be Sent Via Email

You can schedule any saved report to be sent via email to one or more people. Just go to the Reports > Customisable Reports menu item, locate the report you want to send and click on the ‘Email’ icon located in the ‘Actions’ column. You will be prompted to enter when the report should be sent, and how often, along with entering who the report should be sent to. You can enter multiple email addresses, just separate them using a comma.

Please note, only the person who sets up the email scheduler can make any changes to it. So if you need to make changes to a scheduled job that was created by someone else, please contact the Support Desk.

PDF Guide

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Share Control for Custom Reports

When adding Filters to a Custom Report, you have the option to check the ‘Control’ tickbox. If this is checked, when you run the report – you can quickly change the filter from the results page.

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Manage Settings

Editing email templates

You can change the content of any automated email that is generated by LearnConnect. To do this, go to the menu 'Settings' > 'Message Templates', and search for the email template you wish to change. Select the title to view the email, and then select 'Actions' > 'Edit Message Template'.

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Customised Message Templates

When creating a customised message template, it will create a local version of the template.
The system will use this version when sending emails out to your users. You are not required disable the 'Global' template — LearnConnect will always send the local version of the message template by default.
If a local version does not exist, then the “Global” version will be issued.

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Local Message Templates Status

For any local version you create, you have the ability to change the status of this template:
Enabled: email will be sent out and recorded in history
Disabled: email will not be sent out, but it will be recorded in history
Do not use: email sent out will fall back to the Global version of the template (ie local version will not get sent)

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Setting automated email reminders

You can set up a total of 15 individual reminders, which can be sent to users either before, on or after a learning item is due.

PDF Guide

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Creating an automated enrolment rule for a group of users

User Enrolment Rules is a feature available in the 'Settings > User Enrolment Rules' menu item. It allows you to create automated rules to determine what courses are assigned to users based on the groups they belong to. You can also specify the due date for the course, and if the users should be automatically re-enrolled in the course

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Emails sent by the LMS

You can view all emails generated by LearnConnect via the Settings > Email Settings menu item, and clicking on the “Email History” button located in the top right hand corner.

This will display all emails triggered by the LMS, including who it was sent to and when. To view the actual email, click on the email Subject line.

If a user doesn’t have an email address, the LMS will still trigger the email notification – it just won’t be sent to the user.

Please note, you cannot resend an email from LearnConnect, however you can copy/paste the email contents and send to the user via your own email client.

Delivery Status Definitions:
  • Blocked: email not sent to user (indicates either the user does not have an email address entered, the message template used is disabled, or emails have been disabled within the LMS, refer to ‘Turning emails’ off FAQ)
  • Deferred: email has been placed in a queue for delivery
  • Sent: email generated to user

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