trace online training userguide - amazon s3 · trace online training user guide contents ... •...

TRACE Online Training User Guide

www.TRACEinternational.org 1


Contents TRACE Online Training User Guide ........................................................................................................................................ 2

Getting Started ..................................................................................................................................................................... 3

How to Reset your Password ............................................................................................................................................... 4

My Account .......................................................................................................................................................................... 6

Administrator Menu – Dashboard ........................................................................................................................................ 8

Creating Users ...................................................................................................................................................................... 9

New User Batch Uploads ................................................................................................................................................... 12

Groups ................................................................................................................................................................................ 14

Manage Users .................................................................................................................................................................... 16

Course Catalog ................................................................................................................................................................... 17

Assigning a Course ............................................................................................................................................................. 18

Assigning a Course to a Group ........................................................................................................................................... 21

Reports ............................................................................................................................................................................... 25

My Course Materials and Content ..................................................................................................................................... 28

Thank you for using the TRACE Online Training Administration Portal!............................................................................ 28




The TRACE Online Training Portal will allow you to create, assign and manage online training modules created by TRACE for your company employees and your third party intermediaries. This User Guide is meant to cover the basics of administering and assigning online training. To schedule a brief training webinar or for questions regarding administering the new system, please email: [email protected].

For technical questions or to report an issue, use the online form on the www.traceinternational.org/training_support website.

mailto:[email protected]

http://www.traceinternational.org/training_support



Getting Started

To log into your admin portal, go to your training URL, EX: http://yourdomain.tracetraining.org. Enter your username and password in the login form and click Login. Once your account has been established, you will receive an auto generated email with a temporary password. If you have not received your password, please check your spam folder, or click on the I forgot my password link, located below the login screen.



How to Reset your Password

1. As a system user, you may re-set your password at any time. To re-set your password, please select My Account in the top bar.

2. You will then select My Profile to update your personal information and password.



3. A popup will come up. You will need to click on Change Password. NOTE** Your students are also able to update their user information as well as change and update their password.

4. A new popup will come up. Here you will need to input your current password, then create a new password.



My Account

1 . Once you login, you will land on the My Account screen. Users will also be able to change the language the page is displayed in by clicking on the drop down menu located on the upper right hand side of the page.

2 . Users will also be able to access and complete their course enrollments on the My Account Screen.

3 . If users need to update their account information (e.g. update a user’s name) click on My Profile icon where you can update your personal contact information, username, password, etc.



4. Under My Account, you are also able to view your own student portal and see your personal course enrollments.

• Learning Activities outline which courses you are currently enrolled in. • Review and Expired outlines which courses you have already completed or have expired.

5. Under My Transcript you can find courses you have already completed, the date they were completed and relevant scores associated to the course. Users can also Print their transcript if they choose to.



Administrator Menu – Dashboard

1. To access the Administrator Dashboard, click on “Administrator Menu” in the tool bar.

2. The dashboard includes multiple administrative tools you may choose from including adding new users and groups, customizing your training homepage with your brand and a company specific welcome message, assigning courses and managing third parties and employees that you have added to the system.



Creating Users Employees, Intermediaries, those taking the courses.

1. To create a user account, click on the Users icon.

2. Click on New User.



3. You will need to populate at minimum the Required fields (annotated by an asterisks).

• You will want to click on “Force user to change password at next login” (this field is activated one you click on “Create User”) to ensure that all users do not have the same password.

• Initial Password should always be set as “train1234” as this is the password that is automatically sent via the enrollment notification e-mail template.

• Grant Administrator Permissions? Should only be checked if you want the user to become an administrator.

• Be sure to hit “Create Account” to save your user account.



4. When you click on “Create Account” Stats, Groups and Certificate tab will appear alongside the Profile tab.

• Stats will show you different information, Course performance, and Lesson Performance. • Profile will show you the user information you set up in step 3. • Groups will allow you to add users to specific Groups or remove them from certain groups. • Certificates will show you which certificates have been earned.



New User Batch Uploads The system provides an option for adding users by batch upload:

1. To add users by batch Upload, Select New User Batch.

2. This page shows you which fields are currently used and which ones are not. By seeing which fields are used, you will be able to properly fill out the batch sheet.

3. TRACE will provide a Batch Upload Template Excel file with the Admin User Guide in your admin user account information email. If you need assistance setting up the Batch sheet, please feel free to reach out to [email protected].




4. Batch Upload Guidelines are below. a. Be sure data is entered only in the columns identified on the “New Batch Upload User” screen/in the

Batch Upload Template Excel file provided by TRACE, as follows (*Indicates Required; *Indicates Unique):

Column A*: First Name Column B: Middle Name Column C*: Last Name Column D: Email Column E**: Username (recommend username same as email when possible) Column F*: Password (recommend train1234) Column G: Must Change Password (enter 1 for yes) Column H: Date/Time Account Expires (enter date/time as: yyy-mm-dd hh:mm:ss) Column I: Company Columns J-M: Leave blank Column N: Country (enter as 2-letter country code: US, CA, GB, etc.) Columns O-AH: Leave blank Column AI: Group Membership Columns AJ-AR: Leave blank Columns AS*: Row End (enter END in every row that contains data)

b. Do not enter data in blank columns. c. If a column is identified as Required then all rows must contain data in this column. All columns not

identified as Required are optional and may be left blank if desired. d. If a column is identified as Unique then the data in each field of this column must be unique for each

user. Used for fields such as usernames that cannot be shared by more than one user. • Once all data has been entered save as an excel file membernameBATCHdate. Ex:

abc123batch6.20.2018. • Delete the column header row. • Highlight all cells containing data and only cells containing data – from cell A1 to the last row in

column AS. • With cells still highlighted go to “Save As” and select file type “Text (Tad delimited) (.txt)”. • Save as the same above: “membernameBATCHdate.txt.” ex: abc123batch6.20.2018.txt.

5. From the New Batch User screen, click on Upload Batch file select your Text (Tad delimited) (.txt) file and

upload.

a. Click on the Batch Upload icon . b. Click on Choose File Navigate to your txt file and click on Upload.



Groups You may create and use groups in the system. Click Groups icon located in the Users and Groups section of the Administrator Menu.

Creating groups will allow you to assign the same course content to a large number of users. Groups can be created around a number of criteria, including locations and business units.

1. To create a new group, click New Group at the top of the page.

2. Then enter the name under Group Name. For example, if you wanted to create a group to organize your employee users, you could enter “Employees” in the name field.

3. Make sure to click Save Changes.



4. To add individual users to the groups, click on the Members tab.

5. Then click on Add User(s). If you would like to remove users, click on Remove User.

6. You may then either add all users to the group by selecting “all” or you may select each person individually by hitting the clicking and highlighting each person’s name. Multiple users can be selected by holding down Ctrl.

7. Click OK and each person selected is added to Member’s table.



Manage Users

1. You may manage or update user profiles by clicking on Users icon in the Users & Group section of the Administrator menu.

2. To edit a user’s profile account, click on the user’s name.

3. Click on the Profile tab and then make the appropriate updates.

Please note that a person’s password will always be hidden for security reasons. If you need to reset a password, just enter the new password and hit Save Changes.



Course Catalog You may view all of the courses available in your account under Course Catalog by hovering over the header row. From here, you may enroll yourself into the course but you are not able to enroll other users. To enroll your users into the courses, please see instructions below for “Assigning a Course”.



Assigning a Course

1. Select the Administrator Menu from the header row.

2. Click on Users.

3. You will need to search for your user, then decide which method you would like to use to add the enrollment. There are two methods to adding an enrollment by clicking on the user name (it is a hyperlink to the users account) OR you can click on the leaf to add an enrollment.



a. If you clicked on the Username to add the enrollment, a new window will come up. You will now need to click on the leaf. This leaf will lead you to an option to choose if you want to do a single enrollment or a recurring enrollment.

b. The new window will come up and you will need to decide if you want a one-time enrollment or a recurring enrollment.



c. A new window will come up where you are able to add courses to the users enrollments.

i. You will want to Add a Course.

ii. Decide when you want the course to start. • A Start date can be in the future. If courses are set to start in the future, email

notifications will go out on that future date. If enrollment is set to start immediately, users will receive a notification shortly after clicking “Save Changes”.

iii. It is recommended that admins not add an End date. An end date will remove the course from the users profile when the date occurs.

iv. Set an appropriate Time Zone. If enrollments are set to take place in the future, the time zone will also be impacted. Whatever time is set, it will be based upon the time zone.

v. Set a Due date. Due dates will allow the user to receive reminder emails. Without a due date, users will not receive these emails.

vi. Click on Save Changes.

d. If you clicked on the leaf (noted in step 3) the new window will come up and you will need to decide if you want a one-time enrollment or a recurring enrollment.



Assigning a Course to a Group

1. To assign a course to a Group, click on the Group icon located under User & Group.

2. Search for your Group.



3. Click on the Pencil or the leaf to add enrollments to the Group. a. If you clicked on the Leaf to add enrollments, you may select one of the following leafs.

i. New One-Time Enrollment with Fixed Dates (Single enrollment where everyone in the group

gets the same start date). ii. Add New One-Time Enrollment with Relative Dates (Single enrollment where everyone in the

group gets a start date upon being added to the group [sliding start date]). iii. Add New Recurring Enrollment with Fixed Dates (An enrollment that recurs on a determined

date that the admin decides and everyone in the group gets the same start date). iv. Add New Recurring Enrollment with Relative Dates (An enrollment that recurs on a determined

date that the admin decides and everyone in the group gets a date upon being added to the group).

b. If you clicked on the Pencil to add enrollments, Click on the leaf and follow steps i-iv from above.



4. To add courses to your group, click on Add Courses.

5. Select your course(s) and click OK.



6. After clicking OK

i. Decide when you want the course to start.

• A Start date can be in the future. If courses are set to start in the future, email notifications will go out on that future date. If enrollment is set to start immediately, users will receive a notification shortly after clicking “Save Changes”.

ii. It is recommended that admins not add an End date. An end date will remove the course from the users profile when the date occurs.

iii. Set an appropriate Time Zone. If enrollments are set to take place in the future, the time zone will also be impacted. Whatever time is set, it will be based upon the time zone.

iv. Set a Due date. Due dates will allow the user to receive reminder emails. Without a due date, users will not receive these emails.

v. Click on Save Changes.

7. If you need to edit a course that is in the groups, ensure you do it in the group and not the individual user. Editing an enrollment in an individual account can take a user out of the group rules that you have established. If you try to edit an enrollment that an individual has been enrolled in through a groups, you will receive a notification indicating that you are removing the person from the group.

i. You can edit the start time, due time, add different courses to a group at any time. ii. You cannot change an enrollment from an established enrollment (e.g. One-Time Fixed) to a

different type (e.g. One-Time Relative dates). It would need to be deleted and reestablished. iii. Everyone in a group will be impacted by any enrollment that has been modified, added or

removed.



Reports To run reports, you will need to go to the Reports section located on the header row.

1. Select the report that you would like to run.

2. Here you may create and run reports to monitor your employees and third parties using the training module. The system has 5 public reports that you can use. These are:

• "ALL USER REPORT" • "COMPLETED COURSES REPORT (for Completion Courses only)" • "INCOMPLETE COURSES REPORT (for Completion Courses only)" • "PASSED COURSES REPORT (for Scored Courses only)" • "FAILED COURSES REPORT (for Scored Courses only)" • "COURSE ENROLLMENT REPORT (showing user enrollment data)" • "COURSE NON-ENROLLMENT REPORT (showing users not enrolled)"



3. You can also filter these reports by a number of criteria. You are also able to create your own ad-hoc report on the left hand panel (click Create New Report).

4. You may also export any of these reports into an Excel spreadsheet for internal use or storage.

5. You may also save any ad-hoc report you create by naming the report. Ensure you set Private (only accessible by you) or Public (accessible to all admins).



6. Once a report is saved, you will have the option to add a subscription.

7. When you click on Subscribe, a new window will come up. This will allow you to decide when the subscription will begin and how often you wish the report to be emailed.



My Course Materials and Content You may add Course Materials to the courses you assign to your users. These can be documents that need to be reviewed by your users prior to taking a course. To add a document to a specific course, please contact TRACE at [email protected].

TRACE has the ability to add custom content to the library of courses. To add your own content, contact TRACE at [email protected].

Thank you for using the TRACE Online Training Administration Portal! For additional information please refer to our website, www.traceinternational.org or email [email protected].



http://www.traceinternational.org/


trace online training userguide - amazon s3 · trace online training user guide contents ... •...

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