Administrator s Guide Page 1
Introduction The Pre-school Learning Alliance Member Training Site is designed to be easy-to-use, yet powerful. This guide will explain how you can make the most of all that the system has to offer. As a user, you can: Access the EduCare training programmes. Download and print certificates for all completed programmes. Edit your own user information. View a report of your own status, progress or results. Page 2
How to Login Firstly, you will receive a Welcome Email from educare@in2itive.biz and the subject will read: Welcome to online learning from the Pre-school Learning Alliance and EduCare. This email contains your username and a link to create your own password as, for security reasons, passwords cannot be displayed within the email. Once your password has been set, you will be able to log on to the website by going through the following steps: 1. In your web browser, go to http://pre-school.educare.co.uk where you will see the page in Figure 1. 2. Enter your username and the password you have just set into the Username and Password fields (highlighted as 1 in Figure 1). 3. Click Login. If you forget your login details at any point, simply click the Forgotten your password? link on this page to reset your password. NB: If you do not receive your welcome email, EduCare may need to be made a trusted user/sender of mail, in order for our emails to successfully pass through spam filters. If you believe this to be the problem, we recommend you check your Junk/Spam email boxes or contact the IT technical department within your organisation for assistance. Page 3
How to Access your Training Every user will automatically receive the five free programmes once registered to the site. These programmes can be accessed through the My Programmes link on the left-hand side of the homepage. 1. Once you have logged in you will see your Group Home page. From here (Figure 2), click My Programmes (highlighted as 1 in Figure 2) on the left-hand side of the page. 2. You will then see the My Programmes page in Figure 3 which will display all the programmes available to you. 3. Click the Start the Programme button below the programme you wish to access (highlighted as 1 in Figure 3). Page 4
4. You will then see the Programme Instructions page in Figure 4. This will provide step-by-step instruction on how to complete your learning programme. When you re ready to begin your learning, click the Start the Programme tab (highlighted as 1 in Figure 4). 5. You will then see the Start the Programme page in Figure 5. Page 5
How to Complete your Training 1. In the area highlighted as 1 in Figure 5, beginning with module 1, click the module title to access the learning materials. 2. The module content will pop up in another window. Read through the module content, and then click Save & Return when you are finished. 3. You must read through every page of every module in order to successfully complete a programme. 4. Only one pop-up window can be open at any one time therefore you must close one window by clicking Save & Return before opening the next. 5. On completing a module, please attempt to answer the corresponding questionnaire for that module (highlighted as 2 in Figure 5), for example Module 1 and Questionnaire 1, Module 2 and Questionnaire 2, and so on. 6. The questionnaire will pop up in another window and you may review the module content at any point, including before submitting your answer, by clicking on the Review Module Content link at the bottom of each page (highlighted as 1 in Figure 6). You will be required to work through all the questionnaires and modules to complete the programme. By clicking Save and Return (highlighted as 2 in Figure 6) to exit the learning materials; when you re-open the programme, you will automatically be returned to the place you left off. 7. You have four attempts to pass each questionnaire; if you fail all four attempts you may still access and complete other parts of the programme but your Group Administrator will need to contact EduCare to request for your failed questionnaire to be reset. You will then have four more attempts to complete the failed questionnaire. 8. On completion of the programme, you will automatically be sent an email confirming your pass or failure status along with appropriate instructions as to what to do next. Page 6
How to Access your Downloadable Certificate Once you have successfully completed your training programme, you can download your personalised certificate. 1. Click My Certificates (highlighted as 1 in Figure 7) on the left-hand side of the page to access the My Certificates page. (NB: My Certificates will not be visible in this menu until you have successfully completed your first programme). 2. Click Generate Certificate (highlighted as 2 in Figure 7). 3. Enter your name exactly as you would like it to appear on your certificate in the window that appears and click the Generate Certificate button. 4. The Generate Certificate button (highlighted as 2 in Figure 7) will change to Download Certificate. Click this to open your certificate. 5. From here you can either print a copy or save it to your computer for future reference. NB: Opening your downloadable certificate requires Adobe Reader. Most computers have this installed. If yours does not, you can get it at http://get.adobe.com/uk/reader/. 1 1 This is not an EduCare website, and we cannot take responsibility for the content of external websites. Page 7
How to Edit your Information At any time whilst using the site, you can amend any of your personal information with the exception of your Username. 1. From the Group Home page (Figure 2), click on My Information (highlighted as 2 in Figure 2) in the top menu along the grey bar. 2. You will now see the User Information page (Figure 8), where you can edit or add any details. Once the changes have been made, click Save at the bottom of the page. 3. If you wish to change your password, click on the Change Password tab (highlighted as 1 in Figure 8). 4. Follow the on-screen instructions and click Change password. A confirmation email will be sent to you automatically. Page 8
How to View your Progress Report 1. From the Group Home page (Figure 2), click on My Reports (highlighted as 2 in Figure 2) in the top menu along the grey bar. 2. A reports pane will open automatically (Figure 9). 3. For each programme allocated to your profile you will be able to see the completion date, the time spent in each module/questionnaire, the score for each questionnaire and the overall score for the programme. Page 9
How to Edit your Home Page The Group Home page is the first screen that users will see after they have logged in to the site. The Setting Information shows the start date and expiry date of the membership for your setting. You are able to customise this page with your own welcome text and upload your own logo. 1. From the Group Home page (Figure 2); please click on Edit Group Details in the ADMINISTRATION Menu on the right-hand side (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page where you will need to click Edit next to the group name you wish to edit the homepage for (highlighted as 1 in Figure 10). Page 10
You will then see the Add/Edit Group page as in Figure 11. To edit the Group Home page text: Click in the preview pane (highlighted as 1 in figure 11) and edit the default text as you wish. You can make format changes to the text by using the various format options (highlighted as 2 in figure 11). Once you have made all the changes, please click Save (highlighted as 3 in figure 11). To upload an image/logo: Click the Insert Image button in the format toolbar (highlighted as 4 in figure 11). The Insert Image window shown in figure 12 will open automatically, in which you will need to click the Upload button (highlighted as 1 in figure 12). The Open window will then open automatically, which allows you to browse your computer for the file you wish to upload. Once you have found the required file, click Open. If the upload is successful, you will see a confirmation box stating File uploaded successfully. Please click OK. If you need to re-size the image before uploading, you can enter the Width and/or Height in the Layout section of the Insert Image window (highlighted as 2 in figure 12). Click Insert (highlighted as 3 in figure 12). You can at any point cancel out of the Insert Image window by clicking the Cancel button. NB: Some of this functionality is only supported by Internet Explorer. Page 11
How to Add Users Method 1: Individually adding users 1. From the Group Home page in Figure 2, Click Edit Group Details in the right-hand ADMINISTRATION Menu (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page where you will need to click Edit next to the group name you wish to add a new user to (highlighted as 1 in Figure 10). Page 12
3. You will see the Add/Edit Group page, where you will need to click on the Add/Edit Users tab (highlighted as 5 in Figure 11). 4. Once on the Add/Edit Group Users page, you will need to click Add New User and a new window will open automatically (see Figure 13). 5. You will need to enter the user s Email address, Username, First name and Last name as mandatory fields. Title and Company are optional. You do not need to assign a password as the user will create this when they first login. You will only be able to select from various groups in the Group drop-down menu if you are an administrator for multiple groups. NB: Please ensure that each user has a unique username. Page 13
6. New users, by default, will be assigned a learner only role; ie. they can access the training materials but can not carry out any administration roles (eg. reporting or adding new users). 7. If you wish to create a user with administration or reporting rights, you will need to click on the User roles tab (highlighted as 1 in Figure 13) and select either/both Group Administrator and Group Reporting. 8. Once all the information has been entered, please click Save (highlighted as 2 in Figure 13) and you will see a confirmation message asking if you re sure you wish to create the user. 9. If you wish to continue, click Yes and you will see a message confirming that the user has been successfully added. After clicking OK on this message, you will return to the Add/Edit Group Users page. Page 14
Method 2: Bulk Upload of Users via a spreadsheet 1. From the Group Home page in Figure 2, Click Edit Group Details in the right-hand ADMINISTRATION Menu (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page where you will need to click Edit next to the group name you wish to add new users to (highlighted as 1 in Figure 10). Page 15
You will then see the Add/Edit Group page, where you will need to click on the Add/Edit Users tab (highlighted as 5 in Figure 11). 3. Once on the Add/Edit Group Users page, you will first need to click Template to download the excel template (highlighted as 1 in Figure 14). 4. Complete the spreadsheet with the requested details and save in a suitable location on your computer. 5. Once saved, you will then need to return to the Add/Edit Group Users page and click on Choose File (highlighted as 2 in Figure 14). 6. While the file is uploading, the Import from Excel field will turn red. When the upload is complete the field will go green and the list of the uploaded users will appear. 7. To view the list of uploaded users, you can click on View Import Report. Page 16
How to Allocate Programmes to a User Every user will automatically receive the five free programmes upon registration onto the site. This means that you will only need to allocate additionally purchased programmes to users. 1. From the Group Home page in Figure 2, Click Edit Group Details in the right-hand ADMINISTRATION Menu (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page where you will need to click Edit next to the group name you wish to create the new user in (highlighted as 1 in Figure 10). Page 17
3. You will see the Add/Edit Group page, where you will need to click on the Assign Programmes tab (highlighted as 7 in Figure 11). 4. You will then see the Assign Programmes page, which will list the programmes available for you to assign. 5. To assign a programme, click Assign next to the relevant programme (highlighted as 1 in Figure 15). 6. A list of all users, who do not already have the programme, will then appear beneath the table (highlighted as 2 in Figure 15). 7. Check the box next to each user you wish to assign the programme to (highlighted as 3 in Figure 15). 8. Click Assign (highlighted as 4 in Figure 15). 9. Users will then be able to start completing the programme. Page 18
How to Edit/Delete a User 1. From the Group Home page in Figure 2, Click Edit Group Details in the right-hand ADMINISTRATION Menu (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page where you will need to click Edit next to the group name in which the user is (highlighted as 1 in Figure 10). Page 19
3. You will see the Add/Edit Group page, where you will need to click on the Add/Edit Users tab (highlighted as 5 in Figure 11). 4. On the Add/Edit Group Users page, you can search for a user by username, email address or by registration date. Once you have found the required user, click Edit in the same row as the user and a new window containing the user s details will open automatically (Figure 16). 5. Here you can edit the email address, user s name, organisation, move users between groups or change the user s roles (ie. assign or remove administration/reporting rights). 6. Once you have made all the necessary changes, ensure you click Save (highlighted as 1 in Figure 16) before closing the page. 7. To delete the user, click Delete User at the top of the Edit user details page (highlighted as 2 in Figure 16) NB: Should you delete a user, you will no longer to able to report on that user s progress as they are removed from the system entirely. Page 20
How to Resend a Welcome Email 1. From the Group Home page in Figure 2, Click Edit Group Details in the right-hand ADMINISTRATION Menu (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page where you will need to click Edit next to the group name in which the user is (highlighted as 1 in Figure 10). Page 21
3. You will see the Add/Edit Group page, where you will need to click on the Add/Edit Users tab. 4. Check the box next to the user who you wish to resend the welcome email to (highlighted as 3 in Figure 14) and then click Resend Welcome Email (highlighted as 4 in Figure 14). 5. A message will then appear confirming that the email has been resent. Page 22
How to Create Sub-groups 1. From the Group Home page in Figure 2, Click Edit Group Details in the right-hand ADMINISTRATION Menu (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page (Figure 10) where you will need to check the box next to the group in which you wish to create your new sub-group (highlighted as 2 in Figure 10) and then click Add Group (highlighted as 3 in Figure 10). Page 23
3. You will now see the Add Group page (Figure 17). 4. Here you will need to enter a group name (highlighted as 1 in Figure 17) and it is optional to enter an address. 5. In the User Licence Options section: a. If you wish to allocate a certain number of user licences to that group (ie. limit the number of users) please enter the number in the Licences Remaining box. b. If you wish to share your licence allocation, please check Use Parent Licences (which will allow any number of users to be created). c. If both options are left unchecked, no users will be able to be created within the new sub-group unless they purchase programme/user licences. 6. Once you ve entered all details, please click Save Group (highlighted as 2 in Figure 17) and you will see the Add/Edit Group page. Page 24
How to Access Administration Reports Administration Reports allow you to monitor users completion rates as well as their individual progress and scores. 1. In the Group Home page, click Reports on the right-hand menu (highlighted as 3 in Figure 2). 2. You will then see the Admin Reports page (Figure 18). 3. Using the drop down box (highlighted as 1 in Figure 18), select the report you wish to view. The two most relevant reports are: User Status Report this allows you to view whether your users have Completed, Failed, Not Started or are In Progress on their programmes. Programme Results by User this allows you to view the individual module breakdowns and scores for your users. 4. Click the Launch in New Window button (highlighted as 2 in Figure 18). 5. A new report window will open. Page 25
User Status Report This report allows you to view whether users have Completed, Failed, Not Started or are In Progress on their programme(s). 1. If you are the administrator for more than one setting, use the Setting search box (highlighted as 1 in Figure 19) to search for the setting you wish to report on. 2. In the new report window; Figure 19, use the dropdown menu (highlighted as 2 in Figure 19) to specify whether you d like to report on Completed, Failed, Not Started, or In Progress users. 3. Use the From Date and To Date fields (highlighted as 3 in Figure 19) to specify which dates you would like to run the report for. 4. Click Search (highlighted as 4 in Figure 19). 5. You will see the report (highlighted as 5 in Figure 19) appear below the search criteria. 6. You can now export the report to an Excel file using the Export to Excel button (highlighted as 6 in Figure 19). You can then save this to your computer or print it. Page 26
Programme Results by User Report This report allows you to view detailed programme results for each of your users. 1. You will see the new report window (Figure 20). 2. If you are the administrator for more than one setting, use the Setting search box (highlighted as 1 in Figure 20) to search for the setting you wish to report on. 3. Use the From Date and To Date fields (highlighted as 2 in Figure 20) to specify which dates you d like to report on. 4. Click Search (highlighted as 3 in Figure 20). 5. You will see the report appear below the search criteria (highlighted as 4 in Figure 20). Page 27
How to Download Certificates for Any User in your Group 1. From the Group Home page (Figure 2), click on My Programmes on the left-hand side (highlighted as 1 in Figure 2). 2. You will then see the page in Figure 3 which will display all the programmes available to your group. 3. Click the Start the Programme button (highlighted as 1 in Figure 3) below the programme you wish to print certificates for. Page 28
4. You will see the Programme Instructions page and you will need to select the Programme Admin tab (highlighted as 2 in Figure 4). 5. You will then see the page in Figure 21. A list of the users who have completed that programme will appear in the Programme Users table (highlighted as 1 in Figure 21). 6. To create the certificate (ie. if it says Generate Certificate in the Generate Certificates column (highlighted as 2 in Figure 21)): a. please click Generate Certificate next to the user s name b. in the pop-up window, confirm the name is spelt correctly and click Generate Certificate c. click Yes if you are sure the details are correct d. it will now say Download Certificate in the Generate Certificates column. 7. To download a copy of the certificate (ie. if it says Download Certificate in the Generate Certificates column): a. click Download Certificate b. the pdf will open/download automatically for you to print or save as you wish. To generate/download a certificate for a specific user, enter their username into the Username search field and click the Search button (highlighted as 3 in Figure 21). NB: Opening your downloadable certificate requires Adobe Reader. Most computers have this installed. If yours does not, you can get it at http://get.adobe.com/uk/reader/. 2 2 This is not an EduCare website, and we cannot take responsibility for the content of external websites. Page 29
How to Upload Documents/Resources for Any Users in your Group 1. From the Group Home page in Figure 2, Click Edit Group Details in the right-hand ADMINISTRATION Menu (highlighted as 3 in Figure 2). 2. You will then see the Edit Group Details page where you will need to click Edit next to the group name in which the user is (highlighted as 1 in Figure 10). Page 30
3. You will then see the Add/Edit Group page where you will need to click on the Additional Resources tab (highlighted as 6 in Figure 11). 4. Next you will need to enter a document title, which will be the name displayed to users in the Additional Resources menu (highlighted as 1 in Figure 22). 5. If you wish, you may enter a description for the document, which can be used to explain to your users what the document contains or any information of your choosing (highlighted as 2 in Figure 22). 6. Select the document type from the dropdown list marked Document Type (highlighted as 3 in Figure 22). 7. Click Choose File to select the file from your computer (highlighted as 4 in Figure 22). 8. Once you have selected the relevant file, click Open in the Choose File to Upload window. 9. Finally, click Upload on the Additional Resources page (highlighted as 5 in Figure 22). 10. Users will then be able to view the document in the Additional Resources tab in the top menu (highlighted as 6 in Figure 22). Page 31
How to Purchase Additional Programmes 1. From the Group Home page in Figure 2, click on one of the catalogues listed in the Shop Menu (highlighted as 4 in figure 2) 2. The catalogues will display all the programmes available to you to purchase at a highly discounted rate 3. Once you have chosen a programme you d be interested in, click on More info to read the full programme information or to purchase 4. To purchase a programme, scroll down to the bottom of the programme information and enter the required quantity (highlighted as 1 in figure 23) and click Add to basket (highlighted as 2 in figure 23) 5. Repeat this for each programme you wish to purchase. You may select different quantities of each programme. 6. Once all programmes have been added to the basket, click Checkout on the Basket page Page 32
7. On the Billing Address page, you can select between clicking on Billing to this address (highlighted as 1 in figure 24), if shown, which stores a previously used address or you can enter a new address (highlighted as 2 in figure 24). 8. Once the address has been specified, click Next. 9. On the Payment Info Screen, click Next to accept that you will pay with a credit/debit card via SagePay. (highlighted as 1 in figure 25) 10. On the Confirm Your Order page, click Confirm to verify all order details are correct. 11. You will then be taken to SagePay to make a secure payment. 12. Once payment has been successfully made, you will return to the member training site where you will be able to allocate these programmes. Page 33