on demand business accounts guide - ul ehs...

On Demand Business Accounts Guide

Table of Contents

Business Accounts Guide .............................................................5Welcome to On Demand ..................................................................5

Release Notes ......................................................................6Known Issues ......................................................................6Check Minimum System Requirements...................................................7UL EHSS Contact Information .........................................................7

Learning the Basics ......................................................................9Create an Account ...................................................................9Log in .............................................................................9Reset a Forgotten Password ...........................................................9Log Out ..........................................................................10Use the Top Navigation Bar...........................................................10Review OSHA Training Restrictions ....................................................10Enroll in voice verification system and verify identity .......................................11Handle Connection Errors ............................................................12Frequently Asked Questions ..........................................................13

Home Tab .............................................................................15Take an Assignment.................................................................15

Use Control Buttons .............................................................16Bookmark a Presentation.........................................................17Restart a Presentation You Have Bookmarked........................................17About Taking an Assignment ......................................................17

Review Training You Have Completed ..................................................18Reprint a Diploma...................................................................18Reprint Diploma for Employees ........................................................18Viewing Account Details..............................................................19Configure User Settings ..............................................................19Managing Your Messages ............................................................19Change the Primary User ............................................................20

Store Tab .............................................................................21Adding Training to Shopping Cart ......................................................21

Add Training to Shopping Cart Using the Store Thumbnail View..........................21Add Training to Shopping Cart Using the Training Details Screen.........................21Add Seats Using the Training Tab..................................................21

Editing Shopping Cart................................................................22Edit the Number of Seats from Your Shopping Cart ....................................22Remove Training Titles from the Full Cart View .......................................23

Purchase Training...................................................................23

Training Tab ...........................................................................25About Training Units.................................................................25View Training Details ................................................................25Assign Training ....................................................................26

OSHA Card Mailing Address ......................................................27Specify Assignment Start Date and End Date.........................................27Advanced Options ..............................................................27Assign Additional Training ........................................................27

Create Multiple Assignments ..........................................................28View Assignment Details .............................................................28Purchase Additional Training ..........................................................28

Reports Tab ...........................................................................30Export Reports .....................................................................30Generate Reports ...................................................................30View the Last Run Report ............................................................30Save Reports ......................................................................30Schedule Reports ...................................................................31Review Available Reports ............................................................31

Assignments Completed Under Minimum Time .......................................31Assignment History .............................................................31Completion Status ..............................................................32Executive Training Summary ......................................................33Import Template Export Report ....................................................34Purchases Receipts .............................................................34Training Data for Export .........................................................35Training Data for Export History Report..............................................36

Trainees Tab...........................................................................37Record Trainee Information ...........................................................37

View All Trainees ...............................................................37Create a Trainee Record .........................................................37Import Employee Data ...........................................................38

Manage Import Job Queue....................................................38Edit a Trainee Record ...........................................................38Forget User....................................................................39Edit a Trainee's Security Roles ....................................................40View a Trainee's Organization Units ................................................40View a Trainee's Active Assignments ...............................................41

Define Your Organization's Hierarchy ...................................................41View Your Organization's Hierarchy ................................................41Create a Department or Location...................................................41Add Trainees to Departments/Locations .............................................41Edit Departments/Locations .......................................................42

Delete Departments/Locations.....................................................42

Business Accounts Guide

Welcome to On Demand

About On Demand

On Demand is a proprietary, web-based, multi-tenant e-commerce site that is fully hosted by UL EHSS.

• It is Web-based, which means that employees can access their training anytime, anywhere.• It allows customers to purchase training in a pay-as-you-go solution.• It provides users the ability to track and manage their training programs anytime, anywhere.• It emphasizes training management and gives you the ability to track the inventory of training content and manage

training assignments made to each employee.• It provides useful reports on employees, assignments, and training units.• On Demand not only hosts UL EHSS created content, but also has the ability to host third-party content that is

SCORM and AICC compliant.

On Demand stores the following information about customers' training compliance:

• Training assignments• Training Content• Employees' training compliance status and transcript

UL EHSS protects On Demand data through the following well-established procedures:

• State-of-the-art data center with strong physical access controls to prevent any unauthorized access.• Industry-standard infrastructure and network security components• Automated tools that monitor and ensure the privacy of all data stored within the application• Software development practices that leverage best practices for coding and testing, including detailed product

management evaluation, analysis, prototype and design, reviews and approvals, testing, and user acceptance.

• Training materials provided by the Client Services and Technical Writing teams• Regular and emergency customer support provided by the Technical Support team• Dedicated account manager provided by the Client Development team• Ongoing maintenance updates provides the Research & Development teams• Live support from our Customer Support Team Monday - Friday from 7:00 am - 7:00 pm CT. Support is available by

phone (844.881.8713) (888.202.3018) or by email ([email protected]).

Security Best Practices

• configure user access in the system according to users' roles and responsibilities. Users should have the minimumlevel of security access needed to perform their job tasks in the system.

• train system users on the importance of maintaining the confidentiality of their system passwords. If users ever sharetheir passwords with another user, we recommend that users change their password immediately.

• require employees to change their company-assigned passwords the first time they log in to the system.• require or recommend that your users change their passwords every 90 days or another frequency.• require or recommend that your users create more complex passwords that have a minimum of 8 characters and that

use symbols or numbers in addition to letters.

Contact the UL Privacy Officer by email at [email protected].

For On Demand customer support, email [email protected].

On Demand Business Accounts Guide (Rev. 9-21-18)

Release Notes

On Demand release notes

Known Issues

Issue Affected Module Comments

When creating an employee, the system Generaldisplays an error when you provide apassword that contains "< >".

Trainees accessing On Demand via a General Recommendation: Do not use URLs that are saved inURL that is saved in the browser history, the browser history to access the application.which can be done either by using the

Workaround options:URL from the browser history orallowing the browser to auto-complete • Use single sign-on links if your system isthe URL with the one saved in the configured for single sign-on.history, can incorrectly access training • Log into the application and start trainingthat has been started by another assignments from the home page.trainee.

The system denies access to users General Workaround options:logging into the application using

• Use Firefox.Internet Explorer 10, as it is incorrectly• Change Internet Explorer's browser mode.identified as Netscape. The Username

Contact your IT administrator before changingand Password fields on the Loginthe browser mode.screen are disabled, and users are

unable to log into the system. To change Internet Explorer's browser mode:

1. On the login screen, press F12.

2. In the top toolbar, click Browser Mode: IE10.

3. Click Internet Explorer 8.

4. Close the window.

The error message no longer displays.

• Install Windows 7.0 or prior and use IE9. Contactyour IT administrator before using thismethod.

PS4 content does not launch on some Training Recommendation: Use a different browser to launchmachines using FireFox 4. PS4 content.

When taking Test training, the OSHA TrainingOutreach the contact information for theOSHA Outreach Trainer does notcompletely display without scrolling insome browser configurations.

When loading the Assignments and AssignmentsMessages grid on the Administrator's


http://ul.custhelp.com/app/answers/detail/a_id/843/kw/On%20Demand

Issue Affected Module Comments

dashboard , the grid occasionally timesout and does not display.

A "?" displays after the message body in Generala New Message e-mail when usingFirefox.

Check Minimum System Requirements

Prior to logging in, we recommend that you review the minimum and recommended system requirements. Follow theinstructions below to review the requirements directly in the system.

Section Description

My System Lists information about your browser settings, your computer settings, and whetherrecommended plugin applications are installed.

Minimum Lists the minimum and recommended requirements needed to operate the system.Requirements

Contact Information Provides the contact information for Customer Support. All required fields have a red asterisk.Click Submit after you have entered this information.

On the Login screen, click the Check Minimum Requirements link. The Minimum Requirements screen displays.

If you do not need to submit a question, return to the Login screen when you are done.

UL EHSS Contact Information

Customer Support

Contact UL EHS Sustainability Customer Support via email at [email protected] or by phone at 615.277.3159 or844.881.8713.

Sales

Visit the contact us page at www.ulehss.com.

Privacy and Security Inquiries

For privacy- or security-related inquiries only, contact the UL Privacy Officer by phone at 615.277.3150 or email at [email protected].


Other Resources

UL EHS Sustainability Corporate Headquarters

5000 Meridian Blvd., Suite 600Franklin, TN 37067Main: 615.367.4404US Toll-Free: 888.202.3016Fax: 615.367.3887

General Information: Visit the contact us page at www.ulehss.com


Learning the Basics

This section includes step-by-step instructions for the first few tasks you need to perform when you start using the system.

Create an Account

You must create an account before you can purchase training, log in, or take training.

1. In the Address field of your Internet browser, type the following link http://[your-on-demand-address].com.

2. Click the Sign Up link in the top navigation bar.

3. Click the Create an Individual Account or Create a Business Account link, as appropriate.• Create an individual account if you are an individual that needs training and will not be managing employees.• Create a business account if you represent a company that has more than one employee who will be assigned

training.

4. Type information about your new account. Fields with a red asterisk * are required.

5. Click Create.

Log in

The Login screen allows users to access the application. All users must have a user account with valid credentials.

For details about maintaining users' accounts, see the View All Trainees topic.

If a user logs in but does not perform any actions in the system for 60 minutes, the system automatically times out and theuser is logged out.

1. In the Address field of your Internet browser, type the following link: http://[your-on-demand-address].com.NOTE: We recommend that you add the link to your browser's favorites.

2. Select the language that best suits your needs in the Language drop-down. This setting controls the language of thefields and other information in the user interface. It does not change the language of the training courses.

3. Type your user name and password.NOTE: The Password field is case-sensitive.

4. Click Log In.

Reset a Forgotten Password

Contact Customer Support if you are unable to reset your password.

1. On the Login screen, under Assistance, click Forgot Password.

2. Type your user name and security question and answer.

3. Click Submit.

4. In the New Password field, type a password. In the Confirm New Password field, type the password again.

5. click Submit.


Log Out

Logging out ends a user's session in the system without closing the browser. If a user logs in but does not perform anyactions in the system for 60 minutes, the system automatically times out and log him out.

Click Log Out link in the top navigation bar. The current session ends, and you go back to the Login screen.

Use the Top Navigation Bar

The top navigation bar displays on most screens. Each tab in the top navigation bar provides access to variousmanagement functions. It also allows you to navigate quickly through the system.

Tab Description

Home Opens the Home page, where you can access assignments and messages.

Store Opens the Store screen, where you can browse, search and purchase training. Bydefault, training titles display using thumbnails, but you can change the display to asimply list using the View button.

Training Opens the Training and Assignments screen, where you can view all training youhave purchased, assign it and view all the assignments you have made.

Reports Opens the Report screen, where you can view a list of reports and reportdescriptions. You can run a report by clicking it and entering desired parametervalues. In addition, you can view the data from the last time the report was run andschedule reports.

Trainees Opens the Trainees and Departments screen, where you can view hierarchy,trainees and security roles. From those links, you can work with the hierarchy,collect company and trainee information and manager user accounts.

My Account Opens the Account Details screen, where you can configure your accountinformation and view account details.

Log Out Ends your session and takes you back to the Login screen.

Review OSHA Training Restrictions

Restriction Description

OSHA Training is limited to 7.5 If that limit is exceeded, completion cards will not be issued. This change wasper trainee in a 24-hour period. designed to ensure that workers spend an appropriate amount of time in training

and receive the necessary breaks between training sessions. Previously, there werenot limitations on how much time workers could spend in training in a given day.

To comply with this regulation:

• The system keeps track of the time employees spend in training. Throughoutan OSHA presentation, trainees can easily see how much training time theyhave left in the bottom right corner of the screen, where the following messagedisplays: OSHA regulations allow 7.5 hours of training in a 24-hour period.


Restriction Description

You have 07:19:12 available. This message is continuously updated to reflectthe correct amount of available time.

• Thirty seconds before the 7.5-hour limit is reached, the message in the bottomright corner displays in red font.

• When trainees reach the 7.5-limit, the system stops their training, displays themessage shown below, and bookmarks their stopping point so that traineescan easily return to the same place when they resume training. Trainees arenot allowed to resume training until 24 hours have passed from the time theystarted their 7.5 hours of training. This message displays again if usersattempt to resume training before the appropriate period of time has passed.This message is updated to reflect the correct amount of time remainingbefore trainees are permitted to resume training.

OSHA card mailing sent eight • The time line for card mailing was set at eight weeks from completion date.weeks from completion date. • Cards must be mailed to the attention of the trainee.

Ten-hour and Thirty-hour OSHA If the course is not completed within the time restraint, the course expires andcourses must be completed within trainees can not complete the course. As a reminder, trainees receive an emailsix months from the date the notification thirty days, ten days, three days, and one day before the course expires.course was started.

OSHA exams must be passed If the exam is not passed on the third attempt, the trainee can no longer completewithin three attempts the course online. As a reminder, a warning message displays after the first failed

attempt and the second failed attempt and before starting the third attempt.

Enroll in voice verification system and verify identity

Enroll in the voice verification system

You are prompted to complete the enrollment after launching a course that includes voice verification.

NOTE: We recommend that you complete the enrollment and verification in a quiet environment with as little backgroundnoise as possible


1. Follow the instructions on the screen.

2. Select the checkbox to verify that you are the account holder.

3. Select Agree & Continue.You can continue the course.

Verify your identity

At various points throughout a course, you are prompted to verify your identity.

4. Follow the instructions on the screen.

5. Select Continue.You can continue the course.

Handle Connection Errors

You may see error messages when a technical problem occurs that prevents the system from recording your trainingprogress.

Technical problems that could cause this error message include but are not limited to Internet connection failures, serverapplication errors and expired sessions.

• Click OK on this window to check if the error has been corrected. If the system doesn't encounter any more errors, itresumes training.


• Click Cancel on this window to stop the presentation. You are prompted to exit the training. The ServerCommunication Failure screen displays.NOTE: To identify the issue that caused the connection failure, do not close this screen. Stay on the ServerCommunication Failure screen, and contact Customer Support.

Frequently Asked Questions

All Users

Question Answer

If I do not know my login On the Login screen, click the Forgot Password link to retrieve your password.credentials, how can I accessthem?

If my assigned On Demand There are a number of browser settings that need to be selected in order for Oncourse does not open, what Demand course to function at their highest level. If you cannot open a course:should I do?

• First, on the Login screen, click Minimum Requirements and ensure yoursystem has the proper settings and services.

• Refer to the online help for Internet Explorer for other troubleshooting tips.• If you are still unable to open your course, contact customer support at phone

number or email. The issue may need to be addressed on a network level withyour IT department.

Why is my lesson status In order for a lesson to be considered complete, all of the individual components"incomplete" when I have already must be complete. For example, if you have completed the presentation but not thecompleted the assignment? test, the lesson continues to display as incomplete. Once you have completed and

passed the test, the lesson status changes to complete.

If I get an email notification about It is possible that an assignment was made but was later retracted from your profile.an assignment, but I don't see it in You should contact your company administrator to confirm that you should take themy training profile, what should I training course. If so, your administrator can re-assign the training to you. If youdo? need further assistance, contact customer support at 844.881.8713 or

[email protected].

If I'm having trouble printing my When your administrator creates a new training assignment, he has the option todiploma or there is no diploma enable the diploma or not. If he has enabled the option to print a diploma option,attached to my "certification of follow these steps to print:completion" email, what should I

1. Log in to the system.do?2. Find all the assignments you have completed by changing the view on your

Home Page to Completed.

3. Select the corresponding completed assignment and click Reprint Diploma.

If the administrator didn't enable a diploma for an assignment, you cannot print adiploma at the end of the lesson. Contact your system administrator to obtain acopy of your diploma.

Why did the system log me out? If you log into On Demand but do not perform any actions in the system for 60minutes, the system logs you out automatically.

Why do I see this message in the This message displays in OSHA 10-hour and OSHA 30-hour training courses. Inbottom right corner of my training? October 2010, OSHA made important changes to the 10-hour and 30-hour training


Question Answer

program and instituted a new policy regarding the amount of time a participant canspend in training at one time. OSHA training is limited to 7.5 hours per trainee, perday.

Can I delete a message I have No, you cannot delete messages. Instead, you can archive them, which removesreceived in On Demand? them from your inbox.

Business Account Managers

Question Answer

How can I add a trainee to my On Demand trainingIf you have the permissions required to add trainees, youdatabase?can follow these steps:

1. Go to Trainees in the top navigation bar.

2. On the Trainees and Departments screen, clickCreate Trainee.

3. Complete the required information to add your newtrainee.

Why are trainees not receiving email notifications forThere are a couple of reasons why this might happen:assignments I have scheduled?

• If you didn't select the Notify People upon Start checkbox when you created the assignment. In this case,we cannot resend these notifications after theassignment is created. However, you can modify thestart date of the assignment to a future date and thenselect the option to send out the notifications.

• If a trainee does not have a valid email addressassociated with his profile. In this case, he will notreceive notifications.

For further assistance, contact customer support at844.881.8713 or [email protected].

How can I generate reports that suits my needs? You can query any information you might need from theReports tab. For a complete list of reports, refer to theReview Available Reports topic.


Home Tab

The Home tab displays the user's home page, which includes information specific to the user who is logged in.

You can take training, send and receive messages, and view active, completed and upcoming assignments from the Hometab.

• Assignments. This section displays all upcoming assignments. The drop-down menu above the Assignment sectionallows you to view active, completed, or upcoming assignment views. For more information, see Take YourAssignment.

• Messages. This section allows you to compose and send messages to other users. For more information, seeManage Your Messages.

Take an Assignment

1. Click the Home tab.

2. Click the desired training set to expand its folder, select the desired training unit, and click Take Assignment or clickthe Play arrow.• If an assignment is started and not completed, the assignment has a status of In Progress.• When an assignment is completed, it is moved to the Completed view of the Assignments section.

You can see the minimum amount of time you're expected to spend on an assignment in the Minimum Time column. Thisinformation is particularly useful if you must take OSHA 10-hour and OSHA 30-training courses. This allows you to bettermeet your minimum training time requirements.


Use Control Buttons

As you watch a presentation, you can pause it or review a previous section easily by using the control buttons at the bottomof the screen.

Button Description

The Progress Meter (or progress bar) shows you how far you are in the lesson.

Click the Back button to go back to the previous session.

Click the Restart button to start the presentation again, from the beginning.

Click the Pause button to stop the presentation and bookmark the spot where youare so that you can finish watching the presentation at a later time.

Click the Next button to go to the next screen in the presentation.


Bookmark a Presentation

If you start watching a presentation and need to stop in the middle of it, you can bookmark where you are in thepresentation and continue watching it at a later time.

1. To place a bookmark inside a presentation, click the Pause button.

2. Click Save and Exit.

3. Click Exit Assignment.

Restart a Presentation You Have Bookmarked

If you start watching a presentation and need to stop in the middle of it, you can bookmark where you are in thepresentation and continue watching it at a later time.

1. Once you are ready to finish the presentation, go to the Assignments section on the home page.

2. Select the assignment you need, which has a status of In Progress, and double click-it.

3. In the Resume Course section, select the Begin the presentation where I left off radio button. If you want to, you canalso watch the presentation from the beginning. For example, if it's been a while since you started it and might notremember the beginning of the presentation. In this case, select the Start Presentation from the beginning radiobutton.

4. Click OK.

About Taking an Assignment

You can find all assignments in the Assignment panel on the home page.

By default, this screen displays all your current, active assignments. You can use the drop-down menu above theAssignments section to view other assignments, such as completed or upcoming. Click a folder to expand its contents. Clickthe Play arrow to launch the assignment directly from the Home tab.

• Active assignments are those with a Start Date of today, or any prior date, that have not been completed. By default,the Assignments panel displays active assignments.

• Completed assignments are those that you have taken and successfully completed.• Upcoming assignments are those that will begin in the future and are not yet active.


Review Training You Have Completed

If you are assigned a course with multiple training units and complete one of the units, you can review the completed unitbefore going on to take subsequent training that is part of that course. Once you complete a whole course, you cannotreview it anymore.

1. In the Assignments section on the home page, click the desired training set to expand its folder.

2. Select the training unit you have completed, and click Review.

Reprint a Diploma

You can print your diploma after you have completed your assignment.

The Reprint Diploma button is disabled if the administrator hasn't enabled this option or a diploma isn't available for theassignment you have selected. If you are unable to print a diploma for an assignment, contact your training administrator formore details.

1. Go to the home tab and select the Completed view.

2. Select an assignment you have completed and click Reprint Diploma.The Reprint Diploma button is enabled only when you select an assignment. The diploma displays as a .pdf.

Reprint Diploma for Employees

This task includes instructions to reprint diplomas for employees if you are a training administrator.

1. Go to Training> View Previous Assignments.

2. Select the assignment for which you want to reprint a diploma and click Open.

3. Select the completed trainee listed under the People section of the assignment.

4. Click Print Diploma.The diploma displays as a .pdf.


Viewing Account Details

The Account Details screen displays all information pertaining to your account. As a training administrator, you can viewtransaction history, account summary, assign training, and edit your account details.

View your account summary by going to the Home Page> My Account.

View Account Details

On the home page, click My Account.

View Invoice Details

Click Invoice # in the Transaction History panel.

View Discount Code Details

Click Discount Codes in the Account Summary panel.

View Account Credit Code Details

Click Credit Codes in the Account Summary panel.

You can print or save the data on the screen in one of the available formats.

Configure User Settings

You can define specific settings that apply only to your On Demand sessions. For example, you can change your passwordand security question settings. At any point, you can change any of these settings to meet your needs.

1. Click My Account in the top navigation bar.

2. Click Edit Account Details.

3. To change your password, complete the steps below.

(a) Type your current Password in the Old Password field.(b) Type your new password in the New Password field.(c) Type your new Password again in the Confirm New Password field.

4. To change your security question, complete the steps below.

(a) Select a question from the Security Question drop-down field.(b) Type your answer in the Security Answer field.

5. Administrators can choose whether they want to receive email notifications when trainees complete their assignments.If you don't want to receive them, clear the Notify Administrator For Training Completion check box in theNotification Information section. This check box is selected by default.

6. To receive email notifications when you receive a message, select the Notification Email Alert check box. If you do notwant to receive notifications, uncheck the box.

7. Click Save. The user settings are applied instantly to your session.

Managing Your Messages

On Demand offers an internal messaging system. You may not send a message to anyone outside of On Demand.

Go to Home tab> Message section> View All Messages link.


Option Description

Inbox New Messages sent to you. You can sort messages by any of the column headings.

Sent Messages you have sent.

Archived Message you have archived. Archived messages are messages you no longer needin your inbox. You can only archive a message from your inbox. You can sortarchived messages by any of the column headings.

Change the Primary User

When you create a business account, you become the primary user on that account by default. If needed, you can assignanother user in your organization to be the primary user on the account. You may need to make this change if you areleaving the organization or if you will not be available for a given period of time and need someone else to take over yourresponsibilities managing the business account.

NOTE: Only users who have the Training Administrator security role can become the primary users on an account.

1. Click My Account.

2. Click the Change link next to the primary user name.

3. Select one of the users in the list.NOTE: Only users who have the Training Administrator security role display.

4. Click Select.


Store Tab

In order to assign training, training administrators must first purchase a seat for each trainee and the desired trainingthrough the Store tab.

You can search for specific training titles by typing the full or partial name in the Search field. Select a category from theBrowse the Library drop-down field to narrow your search results by category. There are four categories available: Safety,Healthcare, Human Resources, and Additional Languages. A screen displays with training titles associated with theselected category and/or keywords typed.

Adding Training to Shopping Cart

You need to add training you want to purchase to your shopping cart.

You can add training to your shopping cart by using the Store thumbnail view, the Store list view, or the Training Detailsscreen.

You can purchase additional seats for training titles using the Training tab.

Add Training to Shopping Cart Using the Store Thumbnail View

1. Click on the Store tab.

2. Click the Add to Cart button for the desired training title.

Add Training to Shopping Cart Using the Training Details Screen

1. Click on the Store tab.

2. Select the training you want to purchase.

3. Click Add to Cart.

Add Seats Using the Training Tab

You may purchase more seats for training titles you purchased previously.

1. Click on Training tab.

2. Select the training title you want to purchase more seats for.


3. Click Purchase More Seats in the Available Seats column.

4. Enter the quantity of seats you need to purchase.

5. Click Purchase or click Add to Cart if you would like to add these seats to your cart and purchase them at a later time.

Editing Shopping Cart

You can edit the number of seats you are purchasing or remove the training title after you have added training to yourshopping cart. When you add training to your shopping cart, the quantity defaults to one (1) seat.

Edit the Number of Seats from Your Shopping Cart

1. Click Cart at the top of the Store tab.

2. In your shopping cart, type the desired number of seats in the Seats field for one of the training titles you have alreadypurchased.

3. Click Update Cart.The Shopping Cart panel displays the updated quantity and total amount due.


Remove Training Titles from the Full Cart View

1. Click Cart on the Store tab.

2. Select the training title you want to remove.

3. Click Remove from Cart.The Shopping Cart displays the updated quantity and total amount due.

Purchase Training

You are ready to complete your purchase after you have added training to your shopping cart.

1. Click Cart on the Store tab.The Shopping Cart screen displays.

2. In the Discount Code field, type a discount code if you have one.(a) Click Apply. The totals update automatically to reflect any discounts.

NOTE: If you are paying with a discount code that covers 100 percent of your purchase, the credit card fields andbilling information will not display.

3. Enter your credit card information, as it appears on the credit card.In the Security Code field, enter the security code from the credit card.

• Visa and Master Card card holders: Find the three-digit security code on the back of the credit card above thesignature.

• American Express card holders: Find the four-digit security code on the front of the card above and to the right ofthe credit card number.

4. Enter your billing address. The billing address must match the address on your credit card statement.

5. Agree to the terms and conditions.


6. Click Agree and Complete Purchase. Your credit card is charged once you click Agree and Complete Purchase.

7. The Create Assignment screen displays and indicates a receipt has been e-mailed to the e-mail address you enteredwhen creating your account or trainee record.From this screen, you can do one of the following:

• Print a receipt• Download the receipt as a PDF• Create new trainees who will be added to your Trainees list and will be automatically assigned the training just

purchased.• Assign Training by selecting trainees for the assignments. For more information, see Assign Training.


Training Tab

The Training tab is a directory of all purchased training titles and previous assignments. The tab is available only forBusiness Accounts. By default, the Training tab includes all training titles purchased regardless of number of availableseats. You may search for specific training titles by entering a full or partial unit name in the Search field.

The View All Training view displays training titles that you have previously purchases, regardless of the availability of seats.From the All Training view, you can view training descriptions, assign training and purchase more seats. By default, itincludes the information below for each training.

• Title• Language• Estimated time to take training• Seats available.

NOTE: A seat represents one person who can take training.• Double-click on the training title row to view the training title details.• Category tags are shown when you view the training title details.

The View Previous Assignments view displays all assignments that have been made, regardless of who created them. Bydefault, it includes the information below for each previous assignment.

• Assignment Name.• Assignment Date.• Start Date.• Assigned By.

You can add or remove columns when applicable by hovering the mouse over the column header, clicking the drop-downarrow, and selecting check boxes for the columns you want to see.

About Training Units

You can purchase lessons, which contain both presentations and tests combined in an assignment, to build more effectivelearning scenarios.

Training Unit Description

Presentations (PS4) Presentations created by use interactive terms, such as videos, images, voice-overs, text, andquizzes, to enforce the learning experience.

On Demand provides a native environment to get the most out of the experience provided byPS4s. Clients who purchase training from On Demand are able to leverage the content and thereinforcement to help protect their workforce.

Tests Tests determine whether a training unit's objectives were satisfied. Typically, tests contain aseries of questions used to gauge the learner's knowledge or ability after taking an onlinetraining.

View Training Details

1. Click Training> View All Training.

2. Select a training title in the library.


3. Click View Details.On the Preview window, you can see useful information such as the items below.

• Time it takes to complete the training• Number of continuing education units (CEUs) available, if any• Description• Contents of the course

Assign Training

NOTE: Only training with available seats may be assigned.


2. Highlight the training title you want to assign.

3. Click Assign below the training title.

4. On the Create Assignment screen, provide the information below, as needed.• Add new trainees to your employee list by clicking on Create a New Trainee.

NOTE: Employees added from here will automatically be added to the assignment.• Select existing employees for this assignment by clicking on Select Trainee(s). Add or remove trainees.(a) Click on Assign to Trainees. The People Directory window displays.(b) Search for the name of the trainee or scroll through the list of available trainees. Training may also be assigned to

an entire department or location.(c) Highlight the name(s) to be added to the assignment.

The check box is checked.(d) Click OK to add the trainee(s) or department/location(s) to the assignment and the system returns to the Create

Assignment screen.(e) Enter OSHA Card Mailing Address.(f) Specify the Start Date and End Date for your assignment.

5. Click Create to create the assignment(s).The assignment confirmation prompt displays.

6. Click Yes to confirm your assignment(s).

Remove Trainees from an Assignment

Click the red - (minus) symbol next to the trainee's name or the Remove link.


OSHA Card Mailing Address

The OSHA Card Mailing Address link is displayed to the right of employee names only if the assignment is an OSHAtraining. Select the link to open the OSHA Mailing Address window. Type the trainee's name in the Attention field, themailing address where you want to send the OSHA card, and the trainee's e-mail address in the Email Address field.

You can apply the same mailing address for all employees in the training by using the Copy this Mailing Address for allemployees in this training check box.

Trainees can edit the OSHA card mailing address and email address on the Verify Mailing Address window after theycomplete the entire OSHA course. This is also the Postal Address of the Type "Mailing" in the trainee's record and willdefault in future OSHA assignments. The email address will default as the trainee's primary email address.

NOTE: The only country option in this address is USA. The State field contains options for American Samoa, Guam,Johnston Island, Northern Mariana Islands, Puerto Rico, Virgin Islands U.S., and Wake Island.

Specify Assignment Start Date and End Date

The start date must be set for each assignment. When assigning multiple assignments, click Copy Previous to set eachfollowing assignment with the parameters you have set for this assignment.

• Specify the Start Date. Type a date or use the Calendar Icon to lookup and select a date. This field is required.• Specify the End Date. Type a date or use the Calendar Icon to lookup and select a date. This field is optional.

Advanced Options

Specify the notification you would like for your trainees to receive regarding their assignment. Expand the advanced optionsto view the notifications available for each assignment. When assigning multiple assignments, click Copy Previous to seteach following assignment with the parameters from above.

• Present Diploma Upon Completion. This option prompts the system to present a diploma to the trainee uponcompletion of the assignment. A diploma may not be necessary or required upon completion of all assignments.

• Notify People Upon Start. Select this option to notify trainees that they have started the assignment.• Notify People Upon Completion. Select this option to notify trainees that they have completed the assignment.• Notify People when overdue. Select this option to notify trainees that they have an assignment overdue.• Bi-Weekly Overdue Notification. Select this option to send trainees a notification every two weeks while their

assignment is overdue.

Assign Additional Training

1. Click Assign Additional Training.

2. Search for the name of the training unit or scroll through the list of available training.

3. Highlight the training unit(s) to be added to the assignment.


4. Click OK to add the training unit(s) to the assignment and the system returns to the Create Assignment screen.

Remove a Training Assignment

Click the red - (minus) symbol to the right of the training title.

Create Multiple Assignments

NOTE: Only training with available seats may be assigned.


2. Press Shift and click the training titles you want to include.

3. Click Assign.

View Assignment Details

As a training administrator, you can use assignment details to verify the properties you set up for an assignment.

1. Click Training> View Previous Assignments.

2. Highlight the assignment you want to view.

3. Click Open or double-click the assignment name

Purchase Additional Training


2. Highlight a training title in the library.

3. Click Purchase More Seats.

4. Enter the number of additional seats you want to purchase.

5. Click Purchase. The Purchase Summary displays. Or click Add to Cart if you would like to add the additional seats toyour cart and purchase at a later time.


Reports Tab

You can run, view, or export reports based on selectable parameters from the Report tab.

Users may select a report from the grid or search for a specific report. To view a report, select the desired report and clickView. The system prompts users to set parameters for the report and then select the format which they wish to view thereport. Users also have the option to schedule reports and send them via email to individuals in the system.

Export Reports

You can export report results by printing the report or saving it as a .pdf, .xls, or data file.

1. Click Reports and highlight the desired report.

2. Click View.

3. Set Parameters and click Run.

4. Select one of the options below.• Print• Save as PDF• Save as Excel• Save as Data

Generate Reports

Report results display in HyperText Markup Language (HTML) when you follow the steps below.


2. Click View.

3. Define required report parameters and click Run.

View the Last Run Report

You can use this option to run a report using the same parameters as the last report that you ran.


2. Click View Last Run.

Save Reports

You can save reports and use them as needed.


2. Click View.

3. Define parameters and click Run.

4. From the report, click Add to My Save Report List.


Schedule Reports

You can schedule reports to run at specific times from the Reports tab or from a report.

Reports TabClick Reports and highlight the desired report. Click Schedule.

Report

Click Reports and highlight the desired report. Click View. Define the report parameters and click Run. From the run report,click Schedule.

Review Available Reports

This section includes descriptions of the reports you can run to review assignments and completed training.

Assignments Completed Under Minimum Time

The Assignments Completed Under Minimum Time report allows you to evaluate the time spent on a training assignment.Training administrators can set the minimum time for assignments in Training properties.Reports tab> Training> On Demand Assignments Completed Under Minimum Time

Report Parameters

Label Description

People Allows you to select the employee or organization unit to run the report on. At leastone employee or organizational unit must be select.

Date Range Displays the date range.

Begin Date Allows you to select the begin date of the date range.

End Date Allows you to select the end date of the date range.

Assignment Allows you to select the assignment(s) to include in the report. All assignments areselected by default. You can select a single assignment by clicking Choose One.

Percent of Minimum Time Allows you to select the percent of minimum time taken for an assignment.

Employee Status Allows you to select the employee status type to report on. There are three statusoptions: active and inactive, active, and inactive.

Run Displays the report.

Cancel Returns user to the Reports screen.

Assignment History

The Assignment History report displays assignment information such as training title, start date, end date, and time spent.The report is grouped by employee. For each employee, the Employee Summary section displays the total number oftraining units and total time spent on assignments.Reports tab> Administrative> On Demand Assignment History


Report Parameters

Label Description


Date to Use Allows you to select a date to use in the report. There are four date options:creation date, assignment date, completion date, and overdue date.

Active or Start Allows you to select the state of the assignment. There are two options: startingbetween and active or completed.




Training Allows you to select the training(s) to include in the report. All training is selected bydefault. You can select a single training by clicking Choose One.



Level of Detail Allows you to select the level of detail of the report. There are four options:

• Summary level. Displays the assignment start and end dates, whether theassignment is required, amount of time spent on the assignment, assignmentstatus, and completed date for each assigned title.

• Detail level: Displays assignment start and end dates, whether the assignmentis required, amount of time spent on the assignment, assignment status, andcompleted date for each assigned title and training units.

• Test Detail level. Displays number of attempts, test score, and test status, foreach test users attempt.

• Session Detail level: Displays the start time, end time, and duration for eachtime a training was taken.

Category Allows you to select assignment categories to include in the report by clicking thegreen button.

Assignment Status Allows you to select assignment status type. You can select more than one statustype to run the report on.

Printing Options Allows you to select printing options. There are two options: Standard page breakand Page break after each employee.



Completion Status

The Completion Status report calculates the assignment completion percentage for each month.Reports tab> Training> On Demand Completion Status

The report uses the following formulas to calculate the percentage of completed assignments:


• If you exclude excused assignments, it uses this formula: (Completed Assignments - Excused Assignments) ÷ (AllAssignments - Excused Assignments)

• If you include excused assignments, it uses this formula: Completed Assignments ÷ All Assignments

Note that the number of completed assignments includes both assignments the trainee has completed and assignments amanager marked complete for him.

In addition, the report lists all the individuals who did not complete an assignment during this period, including those who didnot have any assignments.

Report Parameters

Label Description








Excused Assignments Allows you to select whether to include assignments or exclude excusedassignments in the report information.



Executive Training Summary

The Executive Training Summary report displays assignment statistics such as total assignments in completed, not started,and overdue states.Reports tab> Administrative> On Demand Executive Training Summary

Report Parameters

Label Description


Group ByAllows users to select how to group items on the report. There are four Group Byoptions:

• Assignments• Training Title• Selected People• Employees


Label Description

Active or Start Allows you to select the state of the assignment. There are two options: startingbetween and active or completed.




Show Subtotals Allows you to select what subtotals, if any, to display on the report. There are threeoptions: none, assigned month subtotals, and overdue month subtotals.





Assignment Status Allows you to select assignment status type. You can select more than one statustype to run the report on.



Import Template Export Report

This report provides the demographic data of users in an organization that can be imported into the PureSafety system. Thereport is accessible to all users in addition to the system administrators and reseller administrators.Go to Reports tab > Administrative > Import Template Export .

To include data of the forgotten users in the report, select the Employee status as Active and Inactive . The forgotten user’spersonal data is obscured.

Right to Access and Right to Data Portability

The ‘Right of Access’ requires data controllers to provide data subjects a copy of their processed personal data uponrequest. In order to comply with a user's request to have access to personal data, this report serves this purpose and alsoserves the purpose of 'Right to Data Portability.' The report allows individuals to obtain their personal data from a system ina safe and secure way, without affecting its usability. The 'Right to Data Portability' only applies to information an individualhas provided to a controller.

Purchases Receipts

You can run this report to view your On Demand purchases.Reports tab> On Demand> Purchase Receipts

Report Parameters

Label Description



Label Description



Invoice From Allows you to select the starting invoice number in the report.

Invoice To Allows you to select the last invoice number to include in the report.




Training Data for Export

The Training Data for Export report displays demographic information and training history. You can use this report to exportdata from On Demand to another format. Training administrators can run this report to view all information associated withan employee's account.Reports tab> Training> On Demand Training Data for Export

Report Parameters

Label Description








Level of Detail Allows you to select the level of detail of the report. There are four options:

• Summary level. Displays the assignment start and end dates, whether theassignment is required, amount of time spent on the assignment, assignmentstatus, and completed date for each assigned title.

• Detail level: Displays assignment start and end dates, whether the assignmentis required, amount of time spent on the assignment, assignment status, andcompleted date for each assigned title and training units.

• Test Detail level. Displays number of attempts, test score, and test status, foreach test users attempt.

• Session Detail level: Displays the start time, end time, and duration for eachtime a training was taken.

Employee Status Allows you to select the employee status type to report on. There are three options:Active and inactive, Active, and Inactive.


Label Description



Training Data for Export History Report

This report can be used to satisfy a user’s right to access and portability of their training data in the system.Go to Reports tab > Training > Training Data for Export History .

Right to Access and Right to Data Portability

The ‘Right of Access’ requires data controllers to provide data subjects a copy of their processed personal data uponrequest. In order to comply with a user's request to have access to personal data, this report serves this purpose and alsoserves the purpose of 'Right to Data Portability.' The report allows individuals to obtain their personal data from a system ina safe and secure way, without affecting its usability. The 'Right to Data Portability' only applies to information an individualhas provided to a controller.


Trainees Tab

Business accounts can use On Demand to view account details, edit account details, apply promotional codes, createorganizational units, manage organizational units, create trainees, edit trainees, manage security roles, and manage theirhierarchy.

On Demand's core purpose is to provide training to improve safety awareness. Building the hierarchical structure andcollecting employee's biographical data provide the foundation necessary to implement safety training.

• The Trainees tab displays people and hierarchy and aids in managing both. For more details, refer to the ViewHierarchy topic.

• You can manage trainees in On Demand by created trainee records, placing them in the hierarchy and assigningsecurity roles. For more details, refer to the View All Trainees topic.

• Security roles displays available roles used to access the system. For more details, refer to the Edit a Trainee'sSecurity Roles topic.

Below is an example of how you can take advantage of this feature to facilitate your user's access to training.

The company SteeleWorx is a new client. SteeleWorx adds all of its trainees into On Demand. A trainee of SteeleWorx, BillSmith, is in the Southeast Division of the organizational hierarchy. A current training administrator places him in the TrainingAdministrator role. This role allows Bill to create assignments, manage training, manage the hierarchy, purchase trainingand run reports.

• Client: SteeleWorx• Organizational Hierarchy: Southeast Division• Trainee: Bill Smith• User Account: bill.smith• Role: Training Administrator

Record Trainee Information

You can manage trainee information form a central location.

• Business accounts contain a directory of trainees for your company.• In the directory, each trainee has a profile.• Each profile allows you to record biographic information, user account data and contact information.

View All Trainees

1. Click Trainees tab> View All Trainees.

Create a Trainee Record

1. Click Trainees tab> Create New Trainee.

2. Provide the necessary information. You can provide additional information by expanding the Advanced Options section.NOTE: The ID field is an optional field. You can use this field to provide a unique ID for your trainees.

3. Click Create to create the trainee record.NOTE: The On Demand Trainee security role is assigned by default for all new users.


Import Employee Data

Business account administrators can import employee data into On Demand, which reduces the manual process ofrecording employee demographic information. You can use the Employees import template to create an import file.

1. Create an import file.(a) To access the provided import template, go to Trainees tab> Create Import link.

(b) In the Sample Templates section, click the Click to download link.(c) Open the Employees_Excel file. Type your employees' data in this spreadsheet.

NOTE: Do not populate the CompanyName column in the import spreadsheet. All the users you import areassigned to your business account by default. Typing a value in the CompanyName column could cause importerrors.

2. Import the data.(a) Go to the Trainees tab, and click the Create Import link.(b) Click the Browse button and locate the import file you created. The file path and name display in the File Name

field on the Create New Import Job screen.(c) Enter the email address of the person to whom the import results should be sent.(d) Click the Create button.(e) Go to the Trainees tab and verify that all the data has been imported correctly. If any data was not imported

correctly, contact Customer Support.

Manage Import Job Queue

You can manage the import jobs from the Import screen.

• A legend on the screen explains each status and error messages.• The Import Details section identifies the specific data row containing the error and explains the problem.• Additional information in the text box below the legend provides detailed information about the import status. It also

provides information that can help you decide how you wish to proceed with the import.

Edit a Trainee Record


2. Select a trainee by double-clicking the name and click Edit in the Actions menu.

3. Make changes and click Save to record your changes.


Forget User

Use this option to initiate a user’s request to be forgotten in the system and confirm the user's request in order to becompliant with GDPR.

The Forget User option is displayed only to the System Administrators and Reseller Administrators.

Initiate a user's request to be forgotten

1. Go to the Trainees tab.

2. Select an employee and click Open.You can also double-click the name to open the employee record.

3. Click Forget User in the Actions menu.

4. Click Save.

NOTE: Verify that the selected user should be forgotten. Once completed, the user's data is destroyed and can nolonger be edited. The user is also disabled from the system.

The Employee Name, and User Name are displayed for you to verify as shown below in order to make sure that thecorrect user has been selected.

Click Cancel to exit the screen and re-verfiy if you are unsure of the selected user.

Add Replacement User Name

You must provide a replacement user name in order to easily locate a forgotten user in the system.

5. Select a replacement user name in the Replacement User Name field using one of the following:• Replace with a system generated name.• Manually enter a different name.The new replacement ID must be unique. We recommend using a standard convention for the Replacement ID whenforgetting users in order to be able to easily identify the forgotten users in the system.

Confirm the User's Request to be Forgotten


6. Check the box and click Submit below the disclaimer message.

a

The Account information screen displays with the forgotten user's personal data obscured with asterisks (*). Thepersonal data is obscured throughout the system. The user is removed from all active assignments.

Edit a Trainee's Security Roles


2. Select a trainee by double-clicking the name and click Security Roles in the Actions menu.

3. Click Add and select the role you want to add.

4. Click Add to make your change.

Remove a Security Role

Select the role and click Remove.

View a Trainee's Organization Units


2. Select a trainee by double-clicking the name and click Parent Organization Units in the Actions menu.


View a Trainee's Active Assignments

1. Click Trainee tab> View All Trainees.

2. Select a trainee by double-clicking the name and click Active Assignments in the Actions menu.

View Active Assignment Details

You can access details about an assignment directly from the active assignments list. Click the assignment title in the OpenAssignments and Completed Assignments sections to open the Training Assignment Details screen. Here, you can seeinformation about the assignment, such as start and end dates, training content, and trainees, and make changes asneeded.

Define Your Organization's Hierarchy

You can organize and manage your trainees by adding them to specific departments and locations and assigning themspecific security roles.

View Your Organization's Hierarchy

1. Click Trainees tab> View Hierarchy.

2. Expand the folders in the left panel to see how trainees are grouped and who has trainee and training administratorprivileges. Click the + (plus) sign to expand a folder. Click the - (minus) sign to collapse it.

Create a Department or Location

You can create departments, locations and organizational units if you want to organize your trainees by location, job title,etc.


2. Click Create Department/Location.

3. Provide department or location information and click Create.

Add Trainees to Departments/Locations

You can add trainees to departments/locations using the drag-and-drop functionality.

NOTE: An organizational unit (department/location) is a single component in a hierarchy. A unit can represent any type ofcomponent in the hierarchy, from entire companies to divisions of a company and job titles in a single office.


2. Click the plus symbol next to your organization folder to expand and view your hierarchy in the Organization Unit panelon the left.

3. Select the trainee(s) from the list, and drag and drop the trainee into the appropriate department/location folder.

Remove Trainees from Departments/Locations

Click the Department or Locations folder name, click on the name to be removed, and select Remove from the More drop-down menu. The trainee is removed and transferred back into the main company folder.


Edit Departments/Locations


2. Highlight the department/location to be edited and click Open.

3. Click Edit in the Actions menu.

4. Enter changes and click Save.

Delete Departments/Locations


2. Highlight the department/location to be edited and click Open.

3. Click Delete and click Yes.The selected department/location is removed from the hierarchy. Trainees from the deleted department/location aretransferred back into the main company folder.


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