Training Administration Documentation

Adding Learner/User Profiles

The first step to adding anyone to the system, whether they are a learner, supervisor or administrator, is to create a user profile.  There are several ways to add user profiles:

Here we will discuss the first two options.  The last one is linked to a page that provides more detail on that option.

Adding a Learner/User Profile

Select Add Learner Profile from the User/Training Administration Menu.

Complete the information on the screen.  [R] indicates required info. Mouse over the ? for additional help (1). Fill out the form and then select Add to create the User Profile.

You will now be asked if you wish to add courses for this learner. You can either say Yes and you will be brought to the Course Assignment screen or you can say Cancel and then you can add another Profile.

Notify Learner Checkbox

If you will be assigning courses to this learner, it is not necessary to check the box to notify the Learner by email as they will receive a registration email when you assign courses.  However, if you are setting this user up as a Supervisor without any courses or as another Administrator or if you are setting the person to self-assign courses, check the Notify box so they receive their login details.

Important Information

  1. The info that you put into a profile is used in many ways. For example, the first and last name is what goes onto certificates of completion.  So, if you enter a name using all lower case or all caps, that is exactly how it will appear on the certificate.
  2. You can always edit user profiles.  The only thing that you cannot change is the username which we recommend always be the person’s email address in all lowercase.  It will automatically be filled in when you fill in the email address and tab off of that field. If you need to change the Username, please contact us.
  3. A default password will automatically be assigned and users will be prompted to change it the first time they login.
  4. If you only have responsibility for one Training Group it will be hardcoded and you will not need to make a selection there.
  5. Users with Supervisor permissions will be listed in the Supervisor dropdown. You are not required to assign a Supervisor.
  6. When you Add the User, you will be asked if you wish to add courses.

Adding Multiple Learners at Once

If you have two or more Learners to add at the same time, it is convenient to use the Add Multiple Learner Profiles option in the User/Training Administration menu.

On the Add Multiple Learner Profiles screen, you will need to select the Training Group for all Users as well as a Supervisor if one is available and you wish to assign one.

All you need to enter is First Name, Last Name and Email Address.  Use the button to add additional rows and use the Delete Row Button to remove any rows you do not need. Click on Add and the new profiles will be created.

You will now be asked if you wish to add courses for these learners. There will be three options.

  • Assign the Same Courses to all Learners.  This will take you to the Assign Multiple Courses screen.
  • Assign different courses to these learners. This will take you to the Assign Courses screen for each of the new learners you have added, taking you through each, one-by-one.
  • Cancel. If you don’t wish to add any courses at this time, hit Cancel.

Notify Learner Checkbox

If you will be assigning courses to this learner, it is not necessary to check the box to notify the Learner by email as they will receive a registration email when you assign courses.  However, if you are setting this user up as a Supervisor without any courses or as another Administrator or if you are setting the person to self-assign courses, check the Notify box so they receive their login details.

Important Information

  1. When adding Multiple Learners the username will automatically be the same as the email address.
  2. All users entered here will have a permission level of Learner.
  3. After your add multiple users, you will be asked if you wish to add courses.

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