udutu lms administration guide october 2013lms.udutu.com/lmsportal/content/home/udutu lms...

Udutu LMS Administration Guide

October 2013

Udutu LMS Administration Manual October 2013

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Table of Contents Table of Contents ............................................................................................................ 2 Revision History .............................................................................................................. 3 Introduction ..................................................................................................................... 4 Setting up your LMS Account .......................................................................................... 5

What is an LMS Learner Credit? ............................................................................. 5 Configuration Options ................................................................................................... 6 Customizing your LMS account .................................................................................... 7

Create Learner Account .................................................................................................. 8 Forgot Password ............................................................................................................. 8 Home Page ..................................................................................................................... 9 Activity Management ....................................................................................................... 9

My Activities Tab .......................................................................................................... 9 Adding Learning Activities to the LMS .................................................................. 10 Uploading a Course, Face to Face Session or Task to My Activities .................... 11 Setting Permissions for a group (enrolling users):................................................. 12 Send Email ........................................................................................................... 13

Revising/Replacing a course in the LMS .................................................................... 14 How to resolve the issue of a course appearing with duplicate SCO’s .................. 14

Learning Paths Tab .................................................................................................... 15 Creating a Learning Path ...................................................................................... 15 Adding courses to a Learning Path ....................................................................... 15 Learning Path Group Folder Options (Branching) ................................................. 16 Learning Path Course Prerequisites: .................................................................... 17 Adding Tasks from the library to a Learning Path ................................................. 18 Adding "ad hoc" Tasks to a Learning Path ............................................................ 18 Adding Face to Face Sessions from the library to a Learning Path ....................... 18 Adding "ad hoc" Face to Face Session to a Learning Path ................................... 18 Re-arranging activities within a Learning Path ...................................................... 18 Deleting activities from a Learning Path ................................................................ 19 Learning Paths/Permissions ................................................................................. 19 Copy a Learning Path ........................................................................................... 19

G2M/G2T (GoToMeeting/GoToTraining) .................................................................... 19 Certificates Tab .......................................................................................................... 20 Edit Training Records Tab .......................................................................................... 21 Course Reports Tab ................................................................................................... 21

User Management ......................................................................................................... 22 Sorting and filtering Users .................................................................................... 22 Adding a new user: ............................................................................................... 23 User Jobs ............................................................................................................. 23 Assigning a job to a User: ..................................................................................... 23 Classrooms .......................................................................................................... 24 Training Records .................................................................................................. 24 Editing Training Records (Instructor Pass) ........................................................... 24

User Requests ........................................................................................................... 24 Batch Import Users..................................................................................................... 25

Jobs .............................................................................................................................. 25 Adding a Job Title:...................................................................................................... 25 Add Job Users ............................................................................................................ 26 Job Users List ............................................................................................................ 27 Job Courses List ........................................................................................................ 27


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Groups .......................................................................................................................... 27 Sorting and filtering Groups .................................................................................. 27

Adding groups: ........................................................................................................... 28 Group managers ........................................................................................................ 28

Assigning user(s) as group managers: ................................................................. 28 Add Group Users ....................................................................................................... 29 Group Tree ................................................................................................................. 29

Classrooms ................................................................................................................... 30 To add a classroom .............................................................................................. 30

Reports ......................................................................................................................... 31 Course Detail ............................................................................................................. 31 Incomplete User ......................................................................................................... 32 By Percentage ............................................................................................................ 33 By Learning Path ........................................................................................................ 34 Learning Path Details ................................................................................................. 34 Report by Metatag ...................................................................................................... 35 Exporting reports ........................................................................................................ 35

Change Password ......................................................................................................... 36 Organization .................................................................................................................. 36

Edit Organization ........................................................................................................ 36 Registration Options ................................................................................................... 37 Style Builder ............................................................................................................... 38 Theme Builder ............................................................................................................ 38 Learner View Builder .................................................................................................. 39 Tuition credits ............................................................................................................. 39 Transaction ................................................................................................................ 39 Refund ....................................................................................................................... 40

Selling Your Courses via Udutu™’s LMS ...................................................................... 40

Revision History Date Description Author October 2013

Revised topics • Minor revisions to Introduction • Minor revisions to Configuration • Minor revisions to Create Learner Account • Minor revisions to Revising/Replacing a

course in the LMS New topics

• Pass group added as an option for pre-requisites

Lori Stevenson


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Introduction The Udutu™ Learning Management System (LMS) Udutu’s LMS is a fully functioning system developed by Udutu™. It is designed to work with SCORM (a standard in the industry, meaning Sharable Content Object Reference Model) compliant courses. Course content can be created in either our own authoring tool (www.myudutu.com) or in one of the other SCORM compliant course authoring tools available on the market. The LMS will let you manage user access levels, set course prerequisites, integrate other types of learning activities such as Tasks and Face to Face sessions, create Learning Paths and generate custom reports to help you manage and track your courses and users. If you have subscribed to a Udutu™ Guru Pro Membership, you also have the ability to charge a fee to access your courses via the LMS.

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Setting up your LMS Account

You can view the LMS in another language by selecting another language type from the drop-down menu at the top right. To create an LMS account, go to www.lms.udutu.com and click the "Create New Organization" button at the bottom of the welcome page. All fields with an asterisk must be completed. • Organization Name: This becomes the name of

your LMS account and is displayed on the Home page.

• Organization Code: This will be name your learners will use to log into your LMS account.

• Activation Key: As part of the setup process, you will need to enter your promo code in the “Activation Key” field. This will activate your account and provide you with 50 free LMS learner credits. If you did not receive a promo code, contact [email protected] for assistance.

• Purchase Additional Credits: A credit is required to allow a learner to access one of your courses.

To purchase additional LMS Learner Credits: 1. Select the amount of credits required. 2. Click “Save". 3. A new window will open where you can complete the purchase via PayPal.

What is an LMS Learner Credit? In order for a learner to access a course in your LMS account, an LMS Learner credit is required. When you first activate your account, 50 LMS learner credits are included. A credit provides your learner with unlimited access to one course or activity. A credit is only used up when a learner actually begins a course. A learner that logs in but does not access a course or activity would not use up any of your LMS Learner Credits.. Credits do not expire and there is no annual renewal fee. Once you’ve set up your account, you can choose to purchase additional learner credits via the Organization Tab within your LMS account.

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Configuration Options Before doing anything else in your LMS account, it is good planning to identify who your learners will be, how you plan on packaging your content and which groups of learners you will want to be able to generate reports for. There are many options and features that you can choose to activate as part of your LMS set up. This section attempts to help you understand the implications associated with each option in order to assist you with selecting the best configuration to meet all of your learning management requirements. A few items to consider include:

How will learners be added to the LMS account? Options include: • Created through learner self-registration. • Manually added to LMS by an administrator (individually or by batch). • Automatically imported into your LMS via integration with an HR system or Enterprise application

(Contact [email protected] for more information. Additional costs may apply). How will you organize your learners? Should you set up Jobs and/or Groups?

• Setting up jobs and groups and assigning these to each of your learners may seem like a lot of work, but the benefit of doing this is that you can then assign training and generate reports by groupings– and that’s one of the key benefits of using an LMS! o If you have a course that is intended for only the managers, in one step you could assign

everyone with the job title of "Manager" to the same course. If you have a course that is intended for an entire district, in one step you could assign everyone linked to the group “District #1” to the same course.

• Think about your reporting requirements. If you set up jobs and/or groups, it would allow you to generate results for all learners associated with the same job title, or group. o If you want to know if all of your managers have completed their training, you could generate

a report that includes the completion status for all “Managers” (by job title). If you want to know if everyone in a district has successfully completed their training, you could generate a report that includes the completion status for everyone in “District #1” (by group).

Would you like your learners to have to ask for permission to access course(s) or Learning Path(s)?

• Using the Classroom feature allow the administrator to select whether a course or Learning Path can be accessed freely, or if permission must be granted by an administrator before access is allowed. This can be used to make courses visible to your Learners, but control who has access to complete them.

What types of learning content will you need in your LMS? • Determine what content will need to be uploaded (online courses) and what content will need to

be created directly within the system (additional activities such as Tasks, F2F sessions and GoToMeeting sessions).

• Establish which learner groups need what content • Define learning activity options (prerequisites, expiration settings, passing grades) • Define what activities could be packaged together into Learning Paths ( or curriculums)



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How will learners access content? • If you want to assign content to your learners so it’s visible when they log in, you must set learner

permissions for each course/learning path. • If you want learners to be able to self-enrol into courses or learning paths, you'll need to set up

classrooms.

Customizing your LMS account Use the steps below as a guideline to assist you with your LMS setup. If you require additional details, refer to the specific procedure for complete instructions.

Step 1: Select your preferred registration options. Go to Organization Tab/Registration Options

• Set up the registration parameters for your learners.

Step 2: Customize the look of your LMS account. Go to Organization Tab/Theme Builder, Style Builder, Learner View Builder • Update the look and feel of your account by customizing buttons, font styles, homepage images

and adding your own branding.

Step 3: Add users to your LMS account. Go to User Management Tab • Add any additional Administrators or Instructors. • Add learners (if learners are not self-enrolling)

Step 4: Create and define Jobs/Groups/Classrooms Go to Jobs/Groups/Classrooms • Create applicable jobs, groups or classrooms – Assigning learners to jobs, groups and/or

classrooms allows you to enrol “batches” of learners in to the same training activity in one step. This also allows you to generate reports for specific groups of learners.

Step 5: Upload your online courses Go to Course Management/My Courses • Upload your courses and define course options (pre-requisites, passing grades etc) • Enrol learners into courses (permissions) • Add applicable cost to course (applicable to Udutu™Guru Pro Members only)

Step 6: Create additional learning activities Go to Course Management/My Courses • Set up Tasks, GoToMeeting sessions, GoToTraining sessions, and/or F2F (face to face) meetings • Enrol learners into activities

Step 7: Build Learning Paths Go to Course Management/Learning Paths • Create Learning Paths - This allows you to create a “package” of learning activities (courses, tests,

tasks, F2F meetings, etc) that can then be assigned as a package to your learners. • Enrol learners into Learning Paths


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Create Learner Account This feature is used when your LMS account has been configured to allow learners to self-register.

1. To create a learner account, click the "Sign up as Learner" button at the bottom of the “Welcome” page.

2. Enter the Organization Code, or select it from the list (if it has been made visible).

3. Complete the required fields in the Learner Registration section.

4. Then click “Register”.

Forgot Password If a learner forgets their password, the "Forgot Password" link can be used to retrieve and email the password to the learner.


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Home Page The Home page is displayed when a user first logs into the LMS. The images, news and updates on the right-hand side of the screen appear on the home screen for all users. The buttons on the left hand side of the screen provide access to the functions available to the user. To edit the messaging at the bottom of the screen, click the "Edit Content" button.

Activity Management Activity Management is used to load and define learning activities, build Learning Paths, assign training to users, edit group training records and view course specific reports. With a Udutu™ Guru Pro membership, you also have the option of assigning a cost to a learning activity, thereby allowing you to sell your courses via Udutu’s LMS. Learning activities can be used in multiple Learning Paths and therefore assigned to various groups of users. (Eg. The same "Safety" course can be used in multiple Learning Paths).

My Activities Tab To generate a list of all the activities in the LMS, click the "Export Report" button. To find a specific course/activity, scroll down the list or type the course name in the "Search" box.

• Launch: Preview the course in a new window. • Edit: Edit course name, description, number of

allowed attempts and course prerequisites. • Permissions: Assign course access to specific

users, jobs, or areas. • Delete: Delete activity from the LMS. • Send Email: Notify learners that they’ve been

enrolled into an activity • Add Training Records: This feature allows

an administrator or report manager to mark a Task, F2F, G2M or G2T session as complete for a group of learners.


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Adding Learning Activities to the LMS Learning activities can include online courses, assessments, Face to Face sessions, Tasks, GoToMeeting Sessions and GoToTraining Sessions. Note: In order to add a GoToMeeting session or GoToTraining Session to the LMS, you must first create an account with GoToMeeting or GoToTraining account. To set up an account, go to: http://www.citrix.com/products/gotomeeting or http://www.citrix.com/products/gototraining.

Create link to your GoToTraining/GoToMeeting account: Before you can add GoToTraining or GoToMeeting activities to your LMS, you must first link your GoToTraining or GoToMeeting account to the LMS. Note: You must renew the link to your GoToMeeting/GoToTraining account yearly.

1. Begin by selecting the type of account to link to.

2. Then click the Login button.

3. Enter in your email address and password, then click

“Continue”.

4. A message will appear

to confirm that you have successfully linked your account to the LMS.

5. You can now add GoToMeeting and GoToTraining sessions for your learners by clicking on the “Add Course” button.

Note: To link a different GoToMeeting/GoToTraining account to your LMS, repeat steps 1-5.

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Uploading a Course, Face to Face Session or Task to My Activities 1. Click the "Add Activity" button. 2. Select the appropriate learning activity type from the

drop-down menu. • Online Course • Face to Face (F2F) • Task • GoToMeeting session • GoToTraining session

3. “Choose File”: For online courses, browse for the course zip file. For F2F or Tasks, this can be used

to upload a document. 4. Click "Create Course” or “Save". 5. Click the "Save" button to save your edits to the course.

Edit Options • Course Name: Course name displayed in learner

view/reports. • Description: Displayed on course icon in learner view. • Maximum Attempts: Limits how many times a learner

can access course. (Zero = unlimited). • Number of Tuition Credits to Deduct: Used to apply a

cost to this activity. • Course is Active: Add a checkmark to allow learner

access. • Category: Used to group activities in learner's view. • Course Code: Optional label for identifying course. • Available Date/End Date: Limits availability. (For

GoToMeeting and GoToTraining Sessions, a session start and end time is also required)

• Credentials Expired: Select this if you want this course to be re-taken on a specific date or a specified amount of days after being successfully completed by the learner.

• Completion Password (Available for Tasks and Face to Face Sessions, GoToTraining and GoToMeeting sessions only): Adding a password to this field makes it mandatory for the learner to input the password within the activity in "My training" in order to show as "completed". Note: Passwords are case sensitive.

Edit Course SCOs

• SCO Title: Title for this "SCO" or module of the course. • Passing %: Sets passing grade required in order to

mark a scored module/course as "Passed". • Time Limit (Minutes) (Available for Tasks only):

Requires the learner to wait until the timer has lapsed before this Task is "completed".

• Width/Height: Used to manually adjust the size of the window that opens when a course is launched. (Udutu courses automatically open in the correct size).

• Attached Certificate: To award a certificate to your learners for successfully completing this activity (course, f2f, task, GTM, GTT session), select a certificate from the drop-down list. For more information about creating certificates, click here.


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Edit Course Content • For Online courses: Click "Choose File" to

replace the file associated with the course. • For other types of activities: Click "Choose file"

to upload a document or image for this activity.

Edit Activity Prerequisites: This feature allows you to lock an activity from the learner until the activity defined as the pre-requisite is successfully completed.

1. Use the "Add Prerequisite" button and select a pre-requisite for this activity from the drop-down menu.

2. Set a minimum passing grade for the prerequisite (if applicable). 3. Click "Update Prerequisite" to save

changes. Note: If you add a second or third activity for this prerequisite, if any activity is successfully completed, the next activity will be made available. • Or pass group: Use this option to

select a learning path branching group of activities as the pre-requisite.

• Global: Setting a pre-requisite as

"Global" permanently links the pre-requisite to the activity. If the activity is added to a learning path, the pre-requisite will be included with the activity.

Note: To add additional prerequisites, click the "Add Prerequisite" button.

Setting Permissions for a group (enrolling users): 1. Find the applicable activity by scrolling or by using the "Search" feature. 2. Click on the "Permissions" button below the applicable course, task or face-to-face session. 3. Change the status for an area or job title to "Learner" to enrol all users within that group to the

course/task/face-to-face session.


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Permission Types • None: User cannot view or access this activity. • Learner – Enables access to activity. • Officer - Allows user to pull reports for this

activity and set the permissions. This level of permission is not recommended for groups.

• Admin - This gives the user complete control over the activity.

Setting Permissions for an individual (enrolling a single user): 1. Find the applicable activity by scrolling or by using the "Search" feature. 2. Click on the "Permissions" button below the applicable course, task or face-to-face session. 3. Click on the "Member Permission" button to the right of the applicable area or job title. 4. Change the status for the user to "Learner" to enrol that user to the course/task/F2F session.

Send Email This feature can be used to notify users that they’ve been enrolled into an activity.

Email Options • Email Subject: Auto-populated with name of course.

This can be edited. • Send to Permission Users: Select the applicable

group of users enrolled into the course that you want to send the email out to. o Undefined: Send email to all enrolled users. o Officer: Send email to all enrolled Officers. o None: No enrolled users are selected. o Administrator: Send email to all enrolled

administrators. o Learner: Send email to all enrolled learners.

• Other Emails: To send an email notification to others, input their email address here.

• Send me a copy: Add a checkmark here to send this email notification to the email associated with your user credentials (User Management)

• Message Type: Select from “Email” or “Meeting”. Note: Learners can save meetings to iCalendar (Outlook, Hotmail ect).

• Location (Only applicable when message type “meeting” is selected): Used to include a meeting location.

• Start Time/End Time: (Only applicable when message type “meeting” is selected) Defines meeting timeframe.

• Email Message: Add your personalized message here. • Next: Click “Next” to generate the list of email recipients. Note that users without an email address will

not receive your message. • To add an email address for a user, refer to User Management. • Uncheck the checkbox if you want to remove a user from the email list.


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Revising/Replacing a course in the LMS Every course that you create has a unique numeric course identifier. This unique ID is what the LMS will use when reporting user activity. So a problem arises if an existing course gets replaced with a new version that has a different numeric ID, even though the course name may be the same. The LMS will now have data linked to two different course ID’s, yet they are both the same course. To easily keep all of your course data for a given course title in one contiguous report, we recommend the following process if you update or change the course: • Copy the original course within the course authoring tool. • Re-name the copy as “Course XXX – Archived”. • Make any necessary changes or updates to the original course within the course authoring tool. • Extract the course.

In the LMS, • Go to Course Management/My Courses. • Click the “Edit” button under the applicable course.

• Click the “Choose File” button in the Edit Course Content options.

• Select the course file from your computer. • Click “Save” to upload the revised course file into

the LMS.

Note: If the course ID for a revised/replaced course file does not match the original course file ID, the course SCOs may be duplicated, rather than replaced. This can result in two versions of the course appearing for your learners – one will display the course successfully and the other version will create an error message when access is attempted.

How to resolve the issue of a course appearing with duplicate SCO’s If the course ID for a revised/replaced course file does not match the original course file ID, the course SCOs may be duplicated, rather than replaced. If this occurs, delete the course from the LMS and then re-create it in the LMS by uploading the updated course file. Note: Deleting a course from the LMS will delete all of the completion/user records associated with the course. If this is a concern, contact [email protected] for assistance in saving your completion records and merging this data with the new version of your course before deleting the course. Please note that an administration fee applies for this service.



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Learning Paths Tab To generate a list of all the Learning Paths in the library, click the "Export Report" button. To find a specific Learning Path, scroll down the list or type the name of the Learning Path in the "Search" box.

• Edit: Edit name, description, number of allowed attempts and course prerequisites. • Permissions: Assign access to specific users, jobs, or areas. • Delete: Delete from the library.

Creating a Learning Path 1. From the main screen of the Learning Path Tab, click "Create New".

Edit Learning Path Options • Learning Path: Name displayed in learner

view/reports. • Category: Used to group activities in learner's view

into categories. • Description: Text displayed to learner on Learning

Path Icon. • Current Status: Must be set to "Active" to enable

access. • Locked: Learners are unable to access locked

Learning Paths. • Access Code: Learner must enter a password to

access the Learning Path (Optional). • Available Date/End Date: Limits when task is

available to learner. • Credentials Expired: Select this option if you want

the Learning Path to be re-taken on a specific date or a specified amount of days after being successfully completed by the learner.

2. Save: Click "Save" to save your edits to the Learning Path.

Adding courses to a Learning Path 1. To add a course from the library, hover your mouse over the green arrow beside the "online course"

button, and then click on “Existing”.

2. Select the appropriate course or course module from the list.


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3. To add an entire course, click the "Select" button directly underneath the course.

4. Editing course options: Changing

course options here will affect all instances of the course.

Learning Path Group Folder Options (Branching) Group folders can be used to create branching options within a learning path. This is completed by adding a selection of courses into one group folder. You then set how many activities are required to be completed before that group is considered completed. Example: You would like to display an English and Spanish version of the same course in a learning path. You want to allow your learners the option of selecting one of the courses to complete. 1. To do this you would add a group folder to your learning path, by clicking on the “group” button.

2. Add the two courses into the group folder.

3. Add a description to the description filed to explain to the learners what the requirements are for marking this group folder as completed.


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4. Set the number of completed activities required to mark this group folder as complete.

5. Click “Save”.

Learning Path Course Prerequisites:

Global Pre-requisites are linked directly to the individual activity. They cannot be edited from within the Learning Path. They are displayed here as information only. Local Pre-requisites are used to set up pre-requisites that apply only to this particular Learning Path. These can be added, edited or deleted from the Learning Path. Use the "Add Prerequisite" button to set a pre-requisite for the activity (applies to this Learning Path only.) • Set a minimum passing grade

for the pre-requisite (if applicable).

• Click "Update Prerequisite" to save changes.

Note: To permanently link a pre-requisite to an activity, see Edit Course Prerequisites.


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Adding Tasks from the library to a Learning Path 1. To add a task from the library, hover your mouse over the green arrow beside the "task” button,

then click on “Existing”.

2. Select the appropriate task from the list.

Adding "ad hoc" Tasks to a Learning Path 1. To create an "ad hoc" task to be used for this specific Learning Path only, click on the "task"

button. 2. Complete the required fields in the Edit Task Options screen.

Adding Face to Face Sessions from the library to a Learning Path 1. To add a face to face session from the library, hover your mouse over the green arrow beside the

"face to face course" button, and then click on “Existing”. 2. Select the appropriate face to face session from the list.

Adding "ad hoc" Face to Face Session to a Learning Path 1. To create an "ad hoc" face to face session to be used for this specific Learning Path only, click on

the "face to face course” button. 2. Complete the required fields in the Edit Face to Face Options screen.

Re-arranging activities within a Learning Path 1. Click on the activity you want to move to highlight it. 2. Click and hold the mouse button down on the

highlighted activity, while you drag it to where you want it to be in the list.


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Deleting activities from a Learning Path 1. Click on the activity you want to delete to highlight it. 2. Click the "delete" button above the Learning Path wireframe.

Learning Paths/Permissions For more information on enrolling users, refer to: Setting Permissions for a group (enrolling users) Setting Permissions for an individual (enrolling single user)

Copy a Learning Path If you only need to make slight alterations to an existing Learning Path, the Copy feature will allow you to make a copy of an existing Learning Path and then edit it, rather than having to build it entirely from scratch. To make a copy of a Learning Path 1. Go to Course Management/Learning Paths 2. From the main screen of the Learning Path Tab, click "Create New". 3. Select an existing Learning Path from the dropdown menu. 4. Click the “Copy Selected” button

G2M/G2T (GoToMeeting/GoToTraining) This tab is used to link your GoToMeeting and/or GoToTraining account to your LMS. Once this has been completed, you can then add G2M/G2T events as learning activities and assign them to your learners. To link your G2M/G2T account to your LMS:

• Go to Course Management/G2M/G2T. • Click on the applicable option (G2M or G2T) • Follow the prompts to link your accounts


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Certificates Tab Certificates can be set up so they are generated once a learner has successfully completed an activity (course, assessment, task, f2f). First you must create the certificate, and then assign it to a specific activity. For more information on assigning certificates, click here. The main screen of the Certificate Tab displays all existing certificates.

View Certificate: Preview certificate. Edit: Allows you to edit the certificate template, or customize the font styles etc. Report: Displays a list of all learners who have been awarded the certificate. Delete: Deletes the certificate from the LMS.

To add a certificate:

1. Click the “Add Certificate”

button. 2. Select a template. 3. Input a name for this

certificate. 4. Click “Save’ to save your

changes. You can also upload your own background image by clicking on the “Choose File” button. You can preview your certificate by clicking on the “Preview” button.


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Edit Training Records Tab This feature allows you to edit the training records for a group of learners assigned to the same course.

1. Select the course name from the drop-down menu. 2. Select the applicable group of users from the drop-down menu. 3. Click "Get Records. 4. Edit the completion status, success status or score for the applicable learners. 5. Click "Save Records" to save your edits.

Course Reports Tab This feature allows you to view completion reports for all users assigned to the selected course(s).

1. Highlight the applicable course in the list to the left. 2. Click the arrow button to move that course title to right of the screen. 3. Click the "Create Report" button to generate the report.


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Training Record Status Definitions Completion

• Completed: Learner has visited every screen of the course. • Incomplete: Learner has not visited every screen of the course. • Not Attempted: Learner has not accessed this course.

Success • Passed: Learner has achieved the passing grade for a scored activity. • Failed: Learner has not achieved the passing grade for a scored activity. • Unknown: There are no scored assessments to mark for this activity.

Score • Score achieved for this module/course (if applicable)

Total Time • Amount of time the learner spent visiting this course/module

User Management User Management is used to view the list of users, change a user's login name or password, assign a user to a specific job or area, view a user's individual training record, and enrol learners into learning activities.

Sorting and filtering Users The main page of User Management displays all users.

• Click on any of the list headers to re-sort the list.

• Click on the drop-down arrow to the left of a header to search for a particular user using the provided filters.


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Adding a new user: Administrators can manually add users to the system.

1. "Create New". 2. All fields denoted with an asterisk must be completed.

• Username: Used by learner to log in. • Permission Types: Use the drop-

down menu to set up the user's access level o Browser - View courses

(completion status not tracked) o Learner - Access and complete

courses. (completion tracked) o Instructor - Access and complete

courses. Create and assign learning activities that you have access to (permission) to other users. Add/edit Users, Jobs, Areas and access Reports

o Administrator - Full access. Ability to create learning activities, view and assign all learning activities to

users (permissions). Add/edit Users, Jobs, Areas and access Reports • Group: Used to assign user to a specific group. • Password/Confirm New Password: Used to assign a password for log in. • First/last name: Used to identify user on reports etc. • Mark Active: Used to set this user as an active employee • Mark Inactive: Used to set this user as an inactive employee.

User Jobs The User Job screen is used to assign the user to their primary job. Assigning a secondary job to a user provides that learner with the ability to view/complete the training for the secondary job as well.

Assigning a job to a User: 1. Select a job from the Primary Job

Information drop-down menu. 2. Then click "Save".

Secondary Job - Access Level: • None: The user cannot view

learning activities assigned to other job roles.

• View: The user can view learning activities assigned to the associated job title. Completion is not tracked.

• Full: The learner can complete learning activities assigned to the associated job title. Completion is tracked and recorded.


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Classrooms The Classroom Tab displays the classroom sessions the user has been assigned.

Training Records Displays a user’s courses, number of attempts, progress, score etc.

Editing Training Records (Instructor Pass) Allows administrators to edit the completion status, success status or score for a course or module. To make changes:

1. Click on the "Edit" button to the left of the applicable course/ module.

2. Click the "Update" button to save the changes to the record.

User Requests This is used to verify a learner's request to access an activity. 1. Place a checkmark next to the appropriate learner and then click the "Confirmed Request" button.

For more information refer to: Classrooms and Organization/Registration Options.


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Batch Import Users This is used to import multiple users into the LMS. The system will add new users or update existing users with the information provided in the template. This process cannot be used to remove users.

1. Click on the link in “Step 1” to download the

blank template. 2. Update the template with the applicable

learner details. 3. Save the updated template to your

computer. 4. Click the “Select” button in “Step 2”. Browse

your computer and locate the updated template.

5. Click on the “Import” button in “Step 3” to import your list of learners into the User List.

Jobs Jobs allow you to group learners into specific job titles. Learning activities such as courses, assessments, and Learning Paths can then be assigned to specific jobs. Completion reports can also be pulled by job. The Job Tab is used to view a list of existing jobs, create new job titles, view the users associated to a job and what learning activities each job title is permitted to access. Note: Assigning jobs to specific learners is completed during learner setup. Refer to: User Management/Learner Permissions for details.

Adding a Job Title: 1. Click on the "Job" tab. The screen will display the current list of

jobs. 2. Click on "Create new".


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3. Complete the fields in the Job Details screen. *Required fields are marked with an asterisk.

4. Click "Save".

• Job Title: Add a name or title for this job. • Job code: Add a code for this job. • Description: Add a description for this job. • Meta: Add keywords or descriptions related to this specific job to be used to assist with searches

and report filtering etc. • Select: Use this to upload and display a job flow diagram or organizational chart.

Add Job Users This feature is used to add multiple users to a job.

1. Use the dropdown list to select a

specific group of users or enter a name into the Search field.

2. Click on each name in the box below

the Search field to highlight the users you would like to add to this job.

3. Click the right arrow button to move the

highlighted users to the box on the right.

4. Click “Save” to save your changes. To remove job users: 1. Highlight the applicable names in the

box to the right. 2. Use the left arrow to move the names

to the box on the left. 3. Click “Save” to save your changes.


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Job Users List Lists all of the users assigned to a particular job title. Note: Job title is displayed in the top left portion of the screen.

Job Courses List Lists all of the courses/Learning Paths assigned to a particular job. Note: Job title is displayed in the top left portion of the screen.

Groups Groups allow you to separate learners into various categories. You can view a list of existing groups, define new groups and/or create hierarchical relationships (or tiers) between groups. Learning activities such as courses, assessments, and Learning Paths can be assigned to specific groups of learners. Administrators can generate completion reports for all or specific groups or set up a user as a “Manager”, which allows them access to generate reports for a specified group.

Sorting and filtering Groups The main page of the Group Tab displays all existing groupings.

• Click on any of the list headers to re-sort the list. • Click on the drop-down arrow to the left of a header to search for a particular group using the

provided filters.


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Adding groups: 1. Click on the "Group" tab. The screen displays the list of groups. 2. Click on "Create new". 3. Complete the fields in the top section of the screen. *Required

fields are marked with an asterisk.

• Group name: Add a name or title for

this group. • Group code: Add a code for this group. • Parent Group: Used to create

hierarchical relationships (or tiers). Can be used to link this group to a higher level group. (Eg. Payroll linked to Accounting Dept.)

• Description: Add a description for this group. • Meta: Add keywords, descriptions to this group to be used to assist with searches and report filtering

etc.

Group managers Assigning a user as a group manager provides them with access to generate completion and status reports for all of the learners within their group.

Assigning user(s) as group managers: 1. Use the "Pull from Group" feature to retrieve a list of users from a specific group (if applicable) or

type in a user name in the "Search" field. 2. Highlight the appropriate name(s) in the list on the right and click the left arrow button to add these

users to the box on the left. 3. To remove a user, highlight the appropriate name in the box to the left and click the right arrow to

remove them from the list. 4. Click "Save".


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Add Group Users This feature is used to add multiple users to a group. 1. Use the dropdown list to select a specific group of users or enter a name into the Search field.

2. Click on each name in the box

below the Search field to highlight the users you would like to add to this group.

3. Click the right arrow button to

move the highlighted users to the box on the right.

4. Click “Save”. To remove job users: 1. Highlight the applicable names

in the box to the right. 2. Use the left arrow to move the

names to the box on the left. 3. Click “Save” to save your

changes.

Group Tree This screen displays a list of all the groups and how they are connected or linked together.

1. Click on a specific group to see a list of all

users associated with that group.


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Classrooms Classrooms allow you to separate learners into groups. This type of grouping includes the option of allowing the learners to enrol themselves into a learning activity, or submit a request to an administrator to be enrolled into a particular activity.

To add a classroom 1. Click "Create new".

2. Add a name and code for the classroom. 3. Select Classroom Type. • Public classroom - will show in classroom list, user can join freely. • Public classroom - will show in classroom list, user can request, administer verify needed. • Private classroom - don't show classroom in list, user can join freely. • Private classroom - only administrator can add user to this classroom.

4. Search for the appropriate user(s) from the list on the right-hand side of the screen. 5. Highlight the appropriate user(s) and use the arrow key to move those users into the list on the left-

hand side of the screen. 6. Click "Save and Close."

Once the classroom has been created, permissions must be set up to link the classroom to the applicable learning activity. For more information on permissions, refer to: Setting Permissions for a group (enrolling users)


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Reports Administrators are able to generate reports for all areas or groups. Group Managers are only able to generate reports for areas/groups that they have been given permissions to. For more information on how to assign someone as a Group Manager, refer to Assigning user(s) as group managers.

Course Detail Use this report to track a user(s) activity within a specific course, or for all courses. 1. Select the appropriate filters from the dropdown menu(s). 2. Click "Create Report".

Report Filter Definitions Search Criteria: Select the applicable groups, jobs or classrooms to add to the report.

Completion Status: Use this to filter your search to learning activities that were: • All: All attempt types will be displayed. • Completed: Only users that have completed the course or module will display. • Incompleted: Only users that have started the course or module but have not

completed it will display. • Not attempted: Displays users that have not yet accessed the module. Note: Only

available when this report is set to "Report at Module Level".

Completion Date: Use this to search for activities that were completed before or after a specified time frame. Note: All attempts will not display when a specified time frame is selected.

Job Start Date: Use this to search for learning activities that were completed by users that started their job during a specified time frame.

Success Status: Use this to filter your search for activities that were: • All: Includes all users that passed, failed or did not attempt the course. • Passed: Includes only users that passed the course. • Failed: Includes only users that failed the course.

Unknown: Included only uses that did not access the course.

Course Type: Use this to filter your search to a specific type of learning activity:


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• All courses: Displays all types of course in the course list. • Online course: Displays only online courses in the course list. • Face to face session: Displays only face to face sessions in the course list. • Task: Displays only tasks in the course list.

Course Category: Includes all course categories created in Course List/Edit, “Edit Course Options”.

Course: Used to filter your search to one specific course or activity.

Report at Course Level: Will display a list of all users enrolled in the course, whether they have not accessed, accessed but not completed, or completed the course.

Report at Module Level: Will only display list of users that have accessed the course (not completed and completed courses).

Meta Tag: Used to search for data using Meta Tags assigned to a job/group/ classroom.

Incomplete User Used to generate reports that include users that have accessed a course but have not completed the course. 1. Select the appropriate filters from the dropdown menu(s). 2. Click "Create Report".

Report Filter Definitions Please select a Group: Use this to select a particular group of users to add to the report.

Course Type: Use this to filter your search to a specific type of learning activity: • All courses: Displays all types of course in the course list. • Online course: Displays only online courses in the course list. • Face to face session: Displays only face to face sessions in the course list. • Task: Displays only tasks in the course list.




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By Percentage Use this to generate a chart to report what percentage of users have completed a specific course.

1. Select the appropriate filters from the

dropdown menu(s). 2. Click "Create Report".


Course Type: Use this to filter your search to a specific type of learning activity: • All courses: Displays all types of course in the course list. • Online course: Displays only online courses in the course list. • Face to face session: Displays only face to face sessions in the course list. • Task: Displays only tasks in the course list.




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By Learning Path Used to generate a report of users by Learning Path(s). 1. Select a Learning Path from the drop-down menu. 2. Click "Create Report" to generate the report.


Please select Learning Path(s): Select the Learning Paths that you would like to add to the report from the dropdown menu.

Learning Path Details Used to generate a report that includes details on all of the activities within a specified Learning Path. 1. Select a Learning Path from the drop-down menu. 2. Click "Create Report" to generate the report.


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Report Filter Definitions Please select Learning Path: Select the Learning Path that you would like to add to the report from the dropdown menu.

Most Recent Attempts only: Add a checkmark to this field if you only want the last attempt at each activity to be listed for each user.

Report by Metatag Used to generate reports using the metatags assigned to learning activities by an administrator. 1. Input a metatag into the provided field. 2. Click the "Create Report" button to generate a list of associated activities.

Report Filter Definitions Please Input Meta Tag: Use this filter to search for data using the Meta Tags assigned to a job, group or classroom.

Most Recent Attempts only: Add a checkmark to this field if you only want the last attempt at each activity to be listed for each user.

Exporting reports To export a report, click the floppy disk icon located in the blue bar above the report data. Or use the buttons at the bottom of the screen to export the report.


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Change Password This feature allows the user to change their password.

Organization Edit Organization

This screen is used to change the name/code associated with your LMS account and to purchase additional learner course credits. • Name: This is the name of your

LMS account and is displayed on the Home page.

• ID: This is the name your learners will use to log into your LMS account.

• Description: Not required. • PayPal Account for Receiving

Learner’s Payment: Add the name for your PayPal Account here, if you wish to enable the option of selling courses to your learners. (Requires Guru Pro membership.)

• Promotion Key: Used to enter in promo codes for additional LMS Learner credits. • LMS Credits: Displays how many learner course credits are currently available to you. (Course credits

are used up every time a user takes one of your courses. One credit per user, per online course.) • Send Email Notice When Credits Reach Below This Value: If you would like to receive an email

notification when you are running low on LMS Learner Credits, enter a number into the blank field to represent your minimum balance threshold.

• Purchase Additional Credits: A credit is required in order for a learner to access a course/activity. (Each credit provides the learner with unlimited access to a particular course.)


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To purchase credits: 1. Select the amount of credits required. 2. Click “Save". 3. A new window will open where you can complete the

purchase via PayPal.

Registration Options This screen is used to setup the parameters for learner registrations. Allow user self-registration? • No self-registration: Administrator must manually add the learner in User Management. • Self-registration, but not in public organization list: Learner can self-register, but administrator

must provide learner with Organization code. • Self-registration, show in public list: Learner can self-register and select organization code from

list. Need user verification? • No verification needed: Learner can access LMS after registration is completed. • Verify by user's email: Learner must verify registration via email. • Verify by administrator: Learner cannot access LMS until registration has been verified by

administrator. For more information, see User Management/User Requests • Verify by user's email or administrator: Learner can verify registration via email, or administrator

can verify registration via User Requests. • Verify by user's email and administrator: Learner must verify registration via email and

administrator must also verify registration via User Requests. Allow user to change password? • The administrator can select whether or not learners have the ability to change their own login

password. Choose a default group for new users. • To associate newly registered learners to a default group, select a group from the drop-down menu.

By default, all learners are associated to the "All Area" group.


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Style Builder • Use the “Select a Template” button to select and apply a group of colours to the text, headers and

button colours of your theme. Or • Create your own custom

colours by using the colour picker for each type of text and/or buttons.

If you do not like the changes you’ve made, the theme can be reset back to the last theme that was used, or to the “Default” theme.

Theme Builder • Use your mouse to rollover the magnifying

glass to the right of each description to see where the image applies in the theme.

• Use the “Select" button to upload your own

images and customize the look of the home screen, tabs, logos and backgrounds.


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Learner View Builder • Use the “Select from Template” button to select a new look for the

learner’s icons from the template, or click “Upload image” to upload your own image.

• If you do not like the changes you’ve made, the theme icons can be

reset back to “Default”.

Tuition credits This feature is only available with a Guru Pro Membership. The Tuition credits Tab is used to view the transaction history for all Tuition credits.

• User Name: Displays the name of the user that completed the transaction. • Organization: Displays the name of the LMS account. • Operation Type: Displays whether credits were purchased, refunded, or transferred to another

user. • Operation Date: Displays the date the transaction was completed. • From User: Displays the username associated with the transaction. • To User: Displays the recipient’s username when a transfer is completed. • Number of Credits: Displays the amount of dollars purchased, refunded or transferred as part of a

transaction.

Transaction This feature is only available with a Guru Pro Membership. The Transaction Tab displays all of the completed learner credit purchases/refunds.


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Refund This feature is only available with a Guru Pro Membership.

• PayPal Refund: Used to provide your learner with a monetary refund (refund a purchase made via PayPal).

• Learner Credits Refund: Used to credit a learner’s account with Tuition credits.

Selling Your Courses via Udutu™’s LMS *Udutu™ Guru Pro Membership required In order to sell your courses, you will first need to set up a PayPal account to receive payments from your learners. Payments are sent to you via PayPal when a learner accesses a course or activity that has been set up with a cost. Once a learner has logged into your LMS account, they can purchase what we refer to as "Tuition credits". (One Tuition credit is equivalent to $1) This is done from the "My Account" tab, via PayPal on the learner's side. Learners purchase “Tuition credits” via PayPal and use these “Tuition credits” to purchase access to one of your courses or activities. Any remaining funds stay with the learner's account as a credit until they've been spent. Tuition credits can be purchased from the "My Account" tab, via PayPal on the learner's side. Each individual course or activity can be assigned a retail value (cost). In order for any courses or activity to appear in your learner’s account, the applicable course or activity must first be set with permissions that allow that particular learner or a group of learners (job/group/classroom) to see it. If a learner chooses to access a course that you have set up with a cost, the applicable amount of Tuition credits is automatically deducted from the learner's account once they click on the course icon and actually begin the course.

Note: If there is a cost associated with a course, it will display right on the course icon.

The following steps must be completed in order to sell courses to your learners via Udutu™’s LMS.


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Step 1: Set up your LMS to receive PayPal payments Go to Organization Tab/Edit Organization • Input your PayPal account information in the following field:

PayPal Account for Receiving Learner’s Payment

Step 2: Assign a cost to your course or activity Go to Course Management Tab/My Courses • Click “Edit” for the applicable course/activity • Input a cost in the field: Number of Tuition credits to Deduct

Step 3: Set Course/Activity Permissions Go to Course Management Tab/My Courses • Click on the "Permissions" button below the applicable course or activity

o To enrol a group of learners: Change the permissions for a group or job title to "Learner" to enrol all users within that group to the course/task/face-to-face session.

o To enrol an individual learner: Click on the "Member Permission" button to the right of the applicable group or job title and change the status for the specific learner to “Learner”.

In the Organization Tab, the Tuition credits, Transaction and Refund sub-tabs are used to assist with tracking and managing learner purchases and transaction history.

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