How to Add Users 1. 2.

Administrator Guide

Contents How to Add Users... 2 How to Delete a User... 9 How to Create Sub-groups... 12 How to Edit the Email Sent Out to New Users... 14 How to Edit and Add a Logo to Your Group's Home Page... 17 How to View, Assign or Remove Programmes for a Single User... 21 How to Download Certificates for a Single User... 25 How to Edit User Details... 29 How to View a User s Password... 32 How to Give Reporting Rights, or Give Full Administration Rights to an Existing User... 35 How to View a Log of Emails Sent to a Single User... 38 How to View Progress Reports for a Single User... 41 How to View a Log of Account Activity for a Single User... 44 How to Move a User into another Group or Sub-group... 47 How to Add Documents to be Shared with your Group... 50 How to Assign Programmes to Multiple Users... 53 How to Download Certificates for Multiple Users... 58 How to Resend Login Details to a User or Several Users... 62 How to Run a Report Showing Which Users have Started, Completed, Failed or Not Started their Programmes... 65 How to Run a Programme Results by User Report... 68 How to Remove Programmes from Multiple Users... 71 How to Reset Modules and Questionnaires for Users who have Failed... 73 How to Purchase Programmes... 76 1

How to Add Users 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to add the new user to. 2

3. This then takes you to the Add/Edit Group page; please click on the Group Users tab as highlighted below. 4. You have two options here. If you would like to add just one or two users please continue on to step 5. However, if you would like to add multiple users using a spread sheet, please skip to step 9. 3

5. Click on Add New User as shown below. 6. A new window will open in which you can enter details for the new user; the mandatory fields are Email address, Username, First name and Last name. Please note that each username needs to be unique and can only be used once across the site and not just within your organisation. You can leave the password field blank as your user will receive an email on registration, detailing how they can set their own. If the new user you re setting up is just a regular learner/user, please skip to step 8. However, if you d like the new user to be an administrator, please move on to step 7. 4

7. If you d like the new user to be an administrator, simply click on the User Roles tab as shown below and you ll see a new window like the one below. If you d like the user to have the full suite of administration rights (like yourself) please tick Group Administrator, or if you d just like them to have access to, and be able to produce reports please select Group Reporting. 8. Once you re happy with all of the details you ve entered for the new user, click Save at the top right hand side of the screen, as shown above. A box will pop up, asking you if you re sure; if you are, just click yes as shown below. Your new user has now been added (and a welcome email containing their login details has been sent). A message will appear on the screen confirming that the new User has been added successfully, just click OK. 5

9. If you wish to add several/multiple users to your group, there is a quick way to do so. Start by downloading the Excel template by clicking on the link that appears on the Add/Edit Group page, as shown below. 6

10. Once the template has been downloaded to your computer, you will need to open it, and fill in the template by adding details for those users you wish to add (see example below), and then save the file to somewhere convenient on your computer. Please do not change the spreadsheet format. 11. Now return to the Add/Edit Group page, and click Browse or Choose File on the Import from Excel line, and select the file you ve just saved to your computer; click Save to start the upload. 7

12. The file will now upload to our website. While it uploads, the file name bar will be red and will turn green once complete, indicating the your new users have now been added, and login details have been automatically sent to them. You ll see your new users appear in the list of users on your screen. 13. If you d like to check that your import was complete just click on View Import Report to download a copy of the most recent spreadsheet of users added. 8

How to Delete a User 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below: 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 9

3. This then takes you to the Add/Edit Group page; please click on the Group Users tab as highlighted below, to display a list of all users in that group. 4. If the user you want to update has been set up in one of your sub-groups, you may then need to tick the Show users from sub-groups box as shown below in order to see everyone. Once you have found the user you re looking for, click the Edit box to the right of their name, to go to the Edit Users details screen. 10

5. Please note: Deleting a user is permanent and means that you will no longer have access to reporting information or certificates for this user. To delete this user click Delete User. 6. A message will appear on the screen asking you to confirm whether you re sure that you d like to delete this user. 11

How to Create Sub-groups Some organisations choose to create sub-groups under their main organisational group. Sub-groups allow you to divide your users in to sections which can be reported on differently and have different people as administrators. 1. Click on Edit Group Details from the Administration menu on the right. To add a group simply tick the box to the left of your top group and then click Add Group. 2. First, type the name of your new group in the Name field (which is mandatory) and then enter an address for the group (which is optional). 12

3. Next, decide whether you d like to share the user allocations from the top group fully with this sub-group. If you would, tick the box to the right of Use Top Group Licences. However, if you d like to limit the number of users within this new group please add the maximum number of users to the box to the right of Licences Remaining. 4. Finally, click Save at the top right hand corner of the screen to create your sub-group. 13

How to Edit the Email Sent Out to New Users 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to add documents for. 14

3. This then takes you to the Add/Edit Group page; please click on the Group Emails tab as highlighted below. 4. Now you can scroll down and across to view your group s email using the bars highlighted below. 15

5. You can also switch between types of emails using the tabs highlighted below. 6. Add or remove text as appropriate. We recommend that the following text is left unchanged if possible, to ensure that the new user has all essential information: 16

How to Edit and Add a Logo to Your Group's Home Page 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below: 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to view. 17

3. This then takes you to the Add/Edit Group page; where the Group Details tab will already be open, showing your current homepage. 4. Add or remove text as appropriate. We recommend that the following text is left unchanged if possible, to ensure that your users know how to access their programmes: 5. You can also add logos and pictures to your homepage. To do this, move your cursor to wherever you d like to picture or logo to be and click on the insert image button highlighted below. 18

6. Click upload and select the file you d like to add to your homepage 7. A message will appear on the screen confirming that the image has been uploaded successfully, just click OK. 19

8. Vary the Width or Height to adjust the size of your chosen image and select Insert when you re finished. 20

How to View, Assign or Remove Programmes for a Single User 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below: 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 21

3. This then takes you to the Add/Edit Group page; please click on the Group Users tab as highlighted below, to display a list of all users in that group. 4. If the user you want to update has been set up in one of your sub-groups, you may then need to tick the Show users from sub-groups box as shown below in order to see everyone. Once you have found the user you re looking for, click the Edit box to the right of their name, to go to the Edit users details screen. 22

5. To see which programmes have been allocated to your user, select the Programmes tab from along the top, as highlighted below. From here, you can either remove programmes or assign further programmes to this user. 6. To remove a programme click Remove to the right of the programme name as highlighted below. Click Save when you have made all your changes to programme allocation. 23

7. To allocate a programme to this user select the programme from the drop-down Programme Name menu and then click Assign below. This programme will now be assigned to this user. 24

How to Download Certificates for a Single User 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below: 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 25

3. This then takes you to the Add/Edit Group page; please click on the Group Users tab as highlighted below, to display a list of all users in that group. 4. If the user you want to view has been set up in one of your sub-groups, you may then need to tick the Show users from sub-groups box as shown below in order to see everyone. Once you have found the user you re looking for, click the Edit box to the right of their name, to go to the Edit users details screen. 26

5. To view a report on this user s progress click the Download Certificates tab, as highlighted below. 6. Certificates will only show for those programmes that the user has completed. There are two certificate options, Download and Generate. 7. Download Certificate means that the certificate has already been generated and the name chosen. To download a certificate click Download Certificate to the right of the name the person whose certificate you d like to download, as shown below. The certificate will then open as a window in your browser ready to be saved or printed. 27

8. Generate Certificate means that the certificate needs to be generated before it can be downloaded. Click Generate Certificate. 9. A new window will pop up showing the user s first and last name exactly as it will appear on the certificate. If you need to amend it, please do so before clicking on the Generate Certificate button. 10. A message will then appear asking you to confirm that the user s name is now correct, and warning you that once you have done so, you will not be able to make any further changes. If you re happy that it is correct, press yes to continue. However, if you need to make an amendment simply select no and skip back to step 9. 11. Once you have generated your certificate you ll see that the certificate status will have changed to Download Certificate. To download you can now follow the process outlined in step 7 of this section. 28

How to Edit User Details You can, at any point, update or amend details (email address, first or last name) for any user with the exception of usernames which cannot be changed. To edit details: 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below: 29

2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 3. This then takes you to the Add/Edit Group page; please click on the Group Users tab as highlighted below, to display a list of all users in that group. 30

4. If the user you want to update has been set up in one of your sub-groups, you may then need to tick the Show users from sub-groups box as shown below in order to see everyone. Once you have found the user you re looking for, click the Edit box to the right of their name, to go to the Edit users details screen. 5. From here, you can edit an email address or the user s first or last name simply by typing the changes into the given boxes and click Save. 31

How to View a User s Password 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below: 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 32

5. To view the user s password, hover your mouse of the User s Username as shown below. 34

How to Give Reporting Rights, or Give Full Administration Rights to an Existing User 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 35

5. From here, select the User Roles tab as highlighted below, and you ll see a new window like the one below. If you d like the user to have the full suite of administration rights (like yourself) please tick Group Administrator, or if you d just like them to have access to, and be able to produce, reports please select Group Reporting. Then click Save. 37

How to View a Log of Emails Sent to a Single User 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 38

5. To view a log of the emails that have been sent to this user click Communication as highlighted below. 6. You ll now see a list of all the emails sent to the user so far along with details of when they were sent. To have a look at an email click View to the right of the email s subject title. 40

How to View Progress Reports for a Single User 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below: 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 41

5. To view a report on this user s progress click the Reports tab, as highlighted below. You will then be able to view a report on your user s progress with any programme they have started, completed or failed. Please see an example and a key for the symbols used in these reports below. Symbol Key Complete Failed In Progress 43

How to View a Log of Account Activity for a Single User 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 44

5. To view a log of this user s account activity click the User Activity Log tab, as highlighted below. 6. You will then be able to view a log of the user s activity. 46

How to Move a User into another Group or Sub-group 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to view. 47

5. From here you can move your user from one group to another simply by selecting the group name you d like to move them to from the Group drop down menu, as shown below, and clicking Save. 49

How to Add Documents to be Shared with your Group The Group Documents page allows you to upload your own documents to support your users learning process, for example, you may find it helpful to upload your organisation s own policies on a particular subject or other guidance or useful information. 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to add documents for. 50

3. This then takes you to the Add/Edit Group page; please click on the Group Documents tab as highlighted below. 4. Next click browse to access the files on your computer and upload your chosen file. 51

5. Finally, enter the title of the document you are about to upload along with a short description in the appropriate boxes and click Upload 6. Your document has now been added to your Group Documents folder and can be accessed by all users in your group. 52

How to Assign Programmes to Multiple Users Once a user has been added to a group, you can assign programmes to them, or choose for programmes to be automatically assigned to all users. As standard, most users of EduCare for Education have all programmes assigned to all users unless requested differently. 1. From any page click Edit Group Details in the right-hand Administration menu. 2. You will then see the Edit Group Details page where you can click Edit next to the group name in which you would like to assign programmes. 53

3. You will then see the Add/Edit Group page, where you will need to click on the Assign Programmes tab. 54

4. You will now be able to view all of the programmes that are available to assign. If you would like to allocate a specific programme, click the Assign button next to that programme. 55

5. If you can see the users to whom you d like to allocate this programme, tick the box next to their name. If you cannot, simply fill in one of the fields below (Email, Name/Username or Membership Number) and then tick the box next to their name. Next, click Search. 56

6. Once the names are ticked, select Assign. 7. The assignment may take a minute or two to process, then you will see that the table is no longer visible. 57

How to Download Certificates for Multiple Users 1. Select My Programmes from the left hand menu from any page to see a list of all programmes. 2. Choose the programme and click on Start the Programme just below the cover image as shown below. 58

3. Next, click on the User details and certificates tab as highlighted below. 4. Certificates will only show for those programmes that each user has completed. There are two certificate status, Download and Generate. 59

5. Download Certificate means that the certificate has already been generated and the name chosen. To download a certificate click Download Certificate to the right of the name the person whose certificate you d like to download, as shown below. The certificate will then open as a window in your browser ready to be saved or printed. 6. Generate Certificate means that the certificate needs to be generated before it can be downloaded. Click Generate Certificate. 60

7. A new window will pop up showing the user s first and last name exactly as it will appear on the certificate. If you need to amend it, please do so before clicking on the Generate Certificate button. 8. A message will then appear asking you to confirm that the user s name is now correct, and warning you that once you have done so, you will not be able to make any further changes. If you re happy that it is correct, press yes to continue. However, if you need to make an amendment simply select no and skip back to step 7. 9. Once you have generated your certificate you ll see that the certificate status will have changed to Download Certificate. To download you can now follow the process outlined in step 5 of this section. 61

How to Resend Login Details to a User or Several Users 1. From any page click Edit Group Details which you can see within the Administration menu to the right hand side of your screen, as highlighted below. 2. You will then see the Edit Group Details page; click Edit next to the name of the group (or sub-group) that you wish to make amends to. 62

3. This then takes you to the Add/Edit Group page; please click on the Group Users tab as highlighted below, to display a list of all users in that group. 4. Next, tick the box to the left of the names to whom you d like to send login details. You can check multiple names from the list but, if the list of users goes over multiple pages, you can only select names from one page at a time. 63

5. Once the names have been select click on Resend Welcome Email. 6. A box will pop up letting you know that the email has been sent. Click OK to close. 64

How to Run a Report Showing Which Users have Started, Completed, Failed or Not Started their Programmes This report allows you to view whether users have completed, failed, or not started their programmes. 1. From any page click Admin Reports which you can see within the Admin Reports menu to the right hand side of your screen, as highlighted below. Select User Status Report from the dropdown menu and click Run Report. 2. Next, Use the drop down menus to specify what exactly you d like to report on. Use the Group dropdown menu to select the top group, or a sub-group if you have one. 65

Use the Programme dropdown menu to select the programme (or All ) that you d like to report on. Use the Programme Status dropdown menu to specify whether you wish to report on those who have completed, not yet started, failed or are in-progress. Please note that if you select a Programme Status of Not Started, the From Date and To Date fields will no longer be visible. Finally, set the date range you wish to report on. 66

3. Once you have made all your selections click Search to produce your report. 4. If you d like to export the report as a spreadsheet simply click Export to Excel in the top right hand corner. 00 67

How to Run a Programme Results by User Report This report allows you to view detailed programme results for each of your users, for each programme that they have started, failed or completed. 1. From any page click Reports which you can see within the Administration menu to the right hand side of your screen, as highlighted below. Select Programme Results by User from the dropdown menu and click Run Report. 2. Next, Use the dropdown menus to specify what exactly you d like to report on. Use the Group dropdown menu to select the top group, or a sub-group if you have one. 68

Use the Programme dropdown menu to select the programme (or All ) that you d like to report on. Finally, set the date range you wish to report on. 3. Once you have made all your selections click Search to produce your report. 69

4. If you d like to export the report as a spreadsheet simply click Export to Excel in the top right hand corner. 70

How to Remove Programmes from Multiple Users As long as the user has not yet started the programme, the programme can be removed at any time. 1. To remove programmes from the profiles of more than one user, click on the Assign Programmes tab. 0 2. Select View to the right of the programme you d like to remove from certain users profiles and a list of users who have that programme in their profile will appear beneath the table. 71

3. Tick the box to the left of every user from whom you d like to remove the programme and then click Remove. Please note that if the status shows as In Progress or Completed for any user, you will not be able to remove the programme from the user. 72

How to Reset Modules and Questionnaires for Users who have Failed One of the benefits of your licence is that if one of your users fails a module, you can, at your discretion, reset the module so that they can retake the module. You do this by running a report to view the user s results and then selecting which modules or questionnaires you d like to reset. 1. From any page click Reports which you can see within the Administration menu to the right hand side of your screen, as highlighted below. Select Programme Results by User from the dropdown menu and click Run Report. 2. Next, Use the dropdown menus to specify what exactly you d like to report on. Use the Group dropdown menu to select the top group, or a sub-group if you have one. 73

Use the Programme dropdown menu to select the programme (or All ) that you d like to report on. Finally, set the date range you wish to report on. 3. Once you have made all your selections click Search to produce your report. 74

4. Select any questionnaires or modules you would like to reset by ticking the box right next to them. Once you have completed your selection, click Reset Selected Modules/Questionnaires, as shown below. 5. A short message will then appear confirming that you wish to reset the selected modules and questionnaires. If you do, simply click OK to complete the process. 75

How to Purchase Programmes To purchase further programmes please ring the EduCare team on 01926 436 212 or email us at sales@educare.co.uk. 76