kallidus learn€¦ · import a scorm e-learning package ... book event view and manage...

Author: M.Troy | Version V24/11.63/06/03/18

Kallidus Learn

Training Handbook

3

© Kallidus 2018

About this training ........................................................................................................................ 7

Opening and navigating the Administration interface .................................................................... 8

Users .......................................................................................................................................... 10

LMS roles and permissions .................................................................................................................... 10

Creating a new role ............................................................................................................................... 10

The User Administration menu ............................................................................................................. 12

Impersonate a User ............................................................................................................................... 12

Groups ....................................................................................................................................... 14

Create a new Group .............................................................................................................................. 15

The Groups Administration menu ......................................................................................................... 16

Assign Users to a Group ........................................................................................................................ 17

Assign Courses to a Group .................................................................................................................... 17

Group Rules ........................................................................................................................................... 19

The ‘Manually Maintained Users’ category .......................................................................................... 22

Set up a Group to manage induction training ....................................................................................... 22

Catalogues ................................................................................................................................. 24

Create a Catalogue ................................................................................................................................ 25

Assign a Course to a Catalogue ............................................................................................................. 26

Assign a Catalogue to Users and Groups .............................................................................................. 27

The Catalogue Administration menu .................................................................................................... 28

Configuring Course Categories and Catalogues .................................................................................... 28

Courses ...................................................................................................................................... 31

Create a new Course ............................................................................................................................. 31

The Course Administration menu ......................................................................................................... 34

Assign Lessons to a Course .................................................................................................................... 35

Specify the order in which Lessons must be completed ....................................................................... 36

Set a deadline for a Course ................................................................................................................... 39

4

© Kallidus 2018

Lessons ...................................................................................................................................... 41

Create a new Lesson (URL or Instructor led) ......................................................................................... 42

Additional options for URL Lesson type ................................................................................................ 44

Additional options for e-learning Lesson type ...................................................................................... 44

The Lesson Administration menu.......................................................................................................... 46

Assign Lessons to a Course .................................................................................................................... 47

Events ........................................................................................................................................ 48

Create an Event ..................................................................................................................................... 48

The Event Administration menu ........................................................................................................... 52

Managing Instructor led training ................................................................................................. 53

Set up a recurring Event ........................................................................................................................ 53

Change the time of an Event ................................................................................................................. 55

Change the date of an Event ................................................................................................................. 56

Book Users onto an Event ..................................................................................................................... 57

Withdraw or cancel a Users’ booking ................................................................................................... 60

Cancel an Event ..................................................................................................................................... 62

Update Event attendance ..................................................................................................................... 63

Print a register of Event attendees ....................................................................................................... 65

Configure an Event to be visible to a specific Group only..................................................................... 66

User booking journeys and administrator steps ................................................................................... 67

Evaluations ................................................................................................................................. 72

Switch on Evaluation Forms .................................................................................................................. 72

Create a new evaluation form ............................................................................................................... 74

Switch evaluations on and off for specific Courses, Lessons, and Events ............................................. 77

Follow up evaluations: measuring learning impact over time .............................................................. 78

View evaluation form results ................................................................................................................ 79

5

© Kallidus 2018

Reflections ................................................................................................................................. 80

Add a reflection ..................................................................................................................................... 80

Add an SRA reflection ............................................................................................................................ 81

Complete a Reflection ........................................................................................................................... 81

Configuring repeat training ......................................................................................................... 82

Create an accreditation for repeat training .......................................................................................... 83

Assign an Accreditation to a Group ....................................................................................................... 85

Assign an Accreditation to a individual User(s) ..................................................................................... 86

Assign Lessons to an Accreditation ....................................................................................................... 87

The Accreditations Administration menu ............................................................................................. 88

Continuing Professional Development (CPD) ............................................................................... 89

Create a CPD programme ...................................................................................................................... 89

The CPD programme Administration menu .......................................................................................... 91

Create or edit a CPD period................................................................................................................... 91

The CPD period Administration menu .................................................................................................. 92

Assign Users to the CPD period ............................................................................................................. 92

Assign Lessons to a CPD period ............................................................................................................. 93

Configure the CPD value for a Lesson ................................................................................................... 94

About the CPD notification email .......................................................................................................... 95

Add CPD achieved outside Learn .......................................................................................................... 96

Manually import Users ............................................................................................................... 98

Import historical e-learning records .......................................................................................... 104

Importing historical Event records ............................................................................................. 109

Import a SCORM e-learning package ......................................................................................... 114

Import a pdf document ............................................................................................................. 118

Configuring email communications ........................................................................................... 123

Disable or edit an email template ....................................................................................................... 123

6

© Kallidus 2018

Customise the default notification schedule ...................................................................................... 124

Specify the ‘email from’ address for notifications .............................................................................. 125

Send a test email ................................................................................................................................. 125

Housekeeping and best practice ................................................................................................ 127

Key considerations for configuring your LMS ............................................................................. 129

Help and Support ...................................................................................................................... 135

Reference ................................................................................................................................. 137

How the “When’s my team booked on training?” calculations work ................................................. 137

Data import rules ................................................................................................................................ 138

Troubleshooting data import .............................................................................................................. 144

Email templates ........................................................................................................................ 147

7

© Kallidus 2018

About this training

Who is this training for?

Project Managers, stakeholders and any Kallidus Learn Administrators.

Course objectives:

By the end of this training, you will:

Have experienced the core functionality available in Learn

Be able to create and deploy different Lesson types

Be able to manage classroom training activity

Know the key configuration requirements for Learn

8

© Kallidus 2018

Opening and navigating the Administration interface

Kallidus Learn Administrators can access the Administration interface by clicking their initials (or their profile

picture) in the top right of the screen:

Note: This option is only available to Administrators. All other Users will see ‘My details’ and ‘Log out’ options

only.

9

© Kallidus 2018

Administration home

All Administrator actions are accessed through the Administration home page. Users may see different options

depending on the permissions assigned to their LMS role:

10

© Kallidus 2018

Users

Users can be added to Kallidus Learn through one of two methods:

Automatically, with a people data import directly into the Learn database

Manually, via the Administration section of Learn, using the Kallidus User Import tool (see page 12)

LMS roles and permissions

Users within the Learning Management System can perform the tasks that are permitted by their LMS role.

There are seven standard LMS roles:

1. Student

2. Manager

3. Tutor

4. Manager/Tutor

5. Training coordinator

6. LMS administrator

7. Domain Administrator

These standard LMS roles can be customised and new bespoke roles can be created.

Creating a new role

1. Navigate to Administration Home and select System configuration:

2. Select LMS Role on the system configuration content. This displays a list of existing roles.

3. Click to create a new role or click a role title to edit an existing role.

Note: It is recommended that the default roles are not modified. Open a role, create a copy, and make

changes to the copied version.

4. The LMS role Details page shows the permissions that are granted to the role. Each permission permits

access to functionality in Learn. To remove a permission on a new or copied role, click Delete next to the

11

© Kallidus 2018

item in the list. To grant permission, click New (below the list) and enter the permission string into the new

item field.

5. Click to store the permission. To locate an existing permission, use the search filter on the left

of the page.

Tip: to view a list of all Users with a specific role:

Select LMS role in the System configuration menu to view a list of all LMS roles.

Select a role, then select User in the LMS role Administration Menu. All Users with that role will be

listed.

12

© Kallidus 2018

The User Administration menu

Details Summary details of the Users role and permissions in Learn

Information Information about the User, including the option to upload a photograph

Group: member View and edit the Groups of which the selected User is a member.

Catalogue View and edit the Catalogues assigned to the selected User.

Course: enrolled View and edit the current Course assignments for the selected User.

Other Learning Administrators can record learning achieved by a User outside of the LMS (Users can select ‘Add my learning’ from the Learn Home to do the same

Results View detailed results for any Courses assigned to, or completed by, the selected User

Job profile Assign a Job Profile to the selected User. This can be used to deploying training and for reporting

Accreditation View and edit Accreditation assignments for the selected User

CPD programmes View and edit CPD programme assignments for the selected User

Book Event View and manage instructor-led training for the selected User

Send Email Send an email directly to the User.

Report These HTML reports are a legacy feature, and are no longer maintained. Access all reports from Administration Home | Reports and analysis.

Impersonate a User

When troubleshooting Learn, it can be useful to view the LMS from the perspective of a specific User. This can

be achieved using the ‘impersonate’ feature.

In order to impersonate a User:

• You must already have permission to administer the user you would like to impersonate

• Your LMS Role must have equivalent or greater permissions than the user you wish to impersonate

• Your LMS role has the correct ACL permissions assigned (contact the Support team for advice / guidance)

When these conditions are met, the Impersonate button will appear at the bottom of the Users detail form

within the Administration section:

13

© Kallidus 2018

When impersonating another User, a banner will appear at the top of the LMS identifying that impersonation is

underway. All functions of the LMS will now behave exactly as if you are the logged in User. The Sign out link in

the top navigation links will change to ‘Stop Impersonation’. Clicking this will end impersonation and return

you to your logged in profile.

All actions performed while impersonating are entered into the audit log with reference to the administrator,

not the impersonated User. The exceptions to this are:

The ability to change the following via the ‘My details’ page will not be available:

First Name

Last Name

Email Address

Password

The ability to change the following details for any other user via the Administration > User > Details page will

not be available.

First Name

Last Name

Email Address

Password

The ability to import users into the LMS will not be available.

.

14

© Kallidus 2018

Groups

Groups are logical collections of users created automatically via a people data import from your organisations’

HR system, or manually by a Learn Administrator. Manually created Groups are often used in conjunction with

Group Rules, (see page 19).

Groups are used to represent units/departments within an organisation, for example:

A ‘Sales’ group might contain all sales staff

A ‘London office’ group might contain all staff at the London office

Groups can also be used to organise Users who are otherwise unconnected but share a common attribute.

For example:

A ‘New joiners’ group might contain all staff that have recently joined the company

A ‘Grade 3’ group might contain all staff that have achieved grade 3

First aiders

Fire wardens

Leadership and Development programmes

Courses and Catalogues can be assigned to Groups, in which case all members of the Group have access to

training contained within the Courses or Catalogue.

Groups can also be assigned as a descendant of another group, to build group hierarchies. Group hierarchies

are useful for reports and for assigning courses and catalogues to an organisational unit. For example, if you

assign a course to a group at the top of a group hierarchy, all members in all group descendants will receive the

course on their learning plan.

Another purpose of groups is to assign managers to users. Each user can have one group designated as their

primary group. The manager of the primary group becomes the user’s manager. The user is a member of their

primary group and receives all the courses and catalogues that are assigned to the group.

All new Users are automatically added to the ‘All users’ Group

Users can be members of multiple Groups

Users are assigned a primary Group

Groups can be automatically created by your HR feed

Groups can be created manually

15

© Kallidus 2018

Create a new Group

1. Select Group to view the Group list:

1. Click to create a new Group. The ‘Group Details’ page appears:

2. Add a unique Code for the Group. This code is not visible to learners but will be used by administrators to

identify the Group, so remember to apply the coding convention your organisation has defined.

3. Add a Title for the Group. This will be visible, so consider how the title will appear to the User and also in

reports. Remember to apply the convention your organisation has defined.

4. Click to save the Group details

16

© Kallidus 2018

Optional settings

The previous steps include all the mandatory fields required to create a Group. The below table describes the

optional settings.

Description Add additional information about the Group. Visible to Administrators only

Group Category Categories are filters, which Users and Administrators can apply to narrow search criteria and find Groups of a specific type. Select the Category ‘Manually Maintained Users’ if it is required that the status of Group members (enable / not enabled) is not updated through an automated people data import.

Categories can be defined by selecting ‘Edit’ next to the Category drop-down menu above the Group list

Manager The Group manager will become the manager of all Users who have this Group as their primary group.

Active theme The Theme can be used to determine the language settings. Only applicable where Language packs have been purchased.

The Groups Administration menu

Details Summary details of the Group

Custom fields Create your own Custom fields to record additional information about Groups in Kallidus Learn. All custom fields can be included in reports. Custom fields are only visible in the Administration user interface.

Members View and edit User assignments to this Group

Administrators Assign Users as Administrators for this Group. Only Users with the appropriate permissions can be selected.

Group Create a hierarchy for Training deployment and reporting

Accreditation View and edit Accreditation assignments for the selected User

Catalogue Assign a Catalogue to this Group. Courses assigned to the Catalogue will be optional for any Users in the selected Group. If a member of the Group chooses a Course from a Catalogue assigned to their Group, it will appear in their ‘Courses I have chosen to do’ section of Learn.

Course Assign a Course(s) to this Group. This course will then be mandatory for any Users in that Group and the Course will appear in their ‘Courses I have to do’ section.

Rules Configure Rules to automatically add members to the selected Group

Send email Send emails to all members of a Group. Administrators and Group Administrators only

Report These HTML reports are a legacy feature and are no longer maintained. Access all reports from Administration Home | Reports and analysis.

17

© Kallidus 2018

Assign Users to a Group

1 Select a Group

2 Click Members in the Group Administration menu:

The ‘Current’ tab lists all Users currently assigned to this Group. Click All to add new members.

3 Use the Search facility to find specific Users to add to the Group. Alternatively, use the Group Category

drop-down menu, or the alphabet search to filter the list. Once all new members are added, Click

to save changes

Assign Courses to a Group

1. Select a Group

2. Select Course from the Group Administration menu. All current Course assignments are listed.

3. If no Course assignments are listed, click to make a new Course assignment.

18

© Kallidus 2018

4. Click All to browse all Courses. Use the Search facility to find a specific Course(s). Alternatively, use the

Group Category drop-down menu or the alphabet search to filter the list:

5. Tick to select the Course(s) to assign to the selected Group, and click to save changes.

19

© Kallidus 2018

Group Rules

Group Rules can be used to automatically add Users to a Group when a predefined condition(s) is met. Users

will then receive any assignments that belong to the Group, including Courses, Accreditations, Catalogues and

CPD periods.

Rules are applied overnight to all groups in the system, on a scheduled basis

Rules can be associated with any Group (except the ‘All users’ group)

Rules can comprise one or more conditions

All conditions in a rule must be met for a user to be added to the group

Create a Group Rule

This step-by-step uses the example of a rule to add Users to an induction Group based on their start date.

1 Navigate to the Group to which the rule will be applied.

2 Click Rules on the Group Administration menu. This will open the Group Rules page, where new rules can

be added or existing rules can be edited.

3 Click to add a new rule.

20

© Kallidus 2018

4 Enter a Code and Title for the rule. Remember to apply the coding convention your organisation has

defined.

5 Select the checkbox Rule is enabled. If selected, this activates the rule and includes it in the scheduled rule

processing.

6 Select the checkbox ‘Remove all members’. If selected, the Group is cleared of all members before the rule

is applied (except Users that have it as their Primary Group). If not ticked, all existing members remain in

the Group; the Rule only adds new members.

7 Select Add a new rule definition. Note that the rule will already contain a rule definition (User Availability

matches true). This rule specifies that the rule is applied only to enabled Users. If not required, this rule

can be deleted.

8 Each condition consists of a Data field, an Operator and a Value. Construct a rule using the fields available

in the Data field, operator, and Value menus. Options available in the ‘Operator’ and ‘Value’ menu will

vary depending on the data field selected (more information on the available fields follows this step-by-

step guide). In this example, the Rule is configured to add Users to the Group if their start date is on or

after 01/01/17:

9 Click Add to add the rule to the Group.

10 Click to save the changes. Note: Clicking ‘Add’ only saves the conditions to memory, the

condition is saved only when ‘Submit’ is clicked.

21

© Kallidus 2018

Editing a condition

Each condition consists of a Data field, an Operator and a Value. For example, “LMS Role matches Student”, or

“Start Date on or after 01/01/2017”. Use the fields to define the rule as follows:

Data field: Select a field from the list. Frequently-used user information fields are available along with any

custom user information fields defined in Learn (see the System configuration/User Information administration

page for details). Frequently-used job profile and group fields are also available along with any associated

custom fields.

Operator: depending on the data field selected, some or all of the following comparisons will be available:

matches

does not match

contains (for text fields)

is less than (for numeric fields)

is greater than (for numeric fields)

is on or before (for date fields)

is on or after (for date fields)

Value: the method of entering a value to compare depends on the type of data field selected. Type a value in

the box, or select the value from a list, calendar, or pop-up selection window.

Tip: For the “contains” operator, the characters % and _ act as wildcards within Value. The “%” character

represents any string of zero or more characters, for example “Temp%Group” would match “Temporary

Group” and “Temperature Group”. The “_” character represents any single character, for example

“Temp0_Group” would match “Temp01Group” and “Temp02Group”.

To add users with a start date during August 2017, add 2 conditions to a rule:

Start date is on or after 01/08/2017

Start date is on or before 30/08/2017

Test the rules

The Test rules button on the Group Rules list page confirms how many members will be added to the group

when the rule is processed. If this is not the expected number of people, the rule can be corrected before the

rule is processed by the overnight batch processor (UK time).

This is an important step, as it ensures the new rule is functioning as you require.

22

© Kallidus 2018

Note: This does not calculate a new member total for the Group. To see the effect of a single rule, disable any

other rules in the group before clicking Test rules.

The ‘Manually Maintained Users’ category

User accounts in Learn which do not exist in the people data import are automatically disabled, for example

when an employee leaves an organisation. However, Users in Groups with the ‘Manually Maintained Users’

category are exempt from this rule.

This is useful for temporary workers such as contractors and seasonal staff. These workers can be manually

added to Learn, (and can therefore gain access to the training they require), but will not be disabled when the

automatic people data import updates the system overnight.

Set up a Group to manage induction training

Group Rules and the Manually Maintained Users category are both used when setting up Groups for induction

training, although the process differs slightly for permanent and temporary staff.

For permanent members of staff:

1. Create a Group called ‘Induction’

2. Assign the appropriate induction training to the Group

3. Set a rule to add Users to the Group based on their start date (as in the example described above)

For temporary members of staff:

1. Create a Group called Induction. Specify the category ‘Manually Maintained Users’

2. Assign the appropriate induction training to the Group

3. Manually import the Users and assign them to the Induction Group

This is a simple and effective approach to managing induction. The User and their manager can both receive

notifications when the training has been completed or if it is overdue, enabling the manager to monitor the

Users training plan and ensure that induction training is completed within the required period.

Tip: As a housekeeping exercise, the ‘start date is after’ Group Rule used for permanent members of staff

could be updated periodically (for example annually) to remove any members of the Group who have

passed probation.

23

© Kallidus 2018

What next?

This section has introduced Groups. You may also be interested in:

Catalogues (p24)

Courses (p24)

Lessons (p41)

Events (p48)

Housekeeping and best practice (p127)

The default notification schedule (p124)

24

© Kallidus 2018

Catalogues

Catalogues are collections of non-mandatory Courses, presented to Users in order that they can browse and

choose Courses to add to their learning plan. Catalogues can contain Courses on a variety of subjects, or

Courses linked by the group to which the Catalogue is assigned, e.g. new starters – Fire safety / IT.

Catalogues can be assigned to multiple Groups

Each Catalogue has a unique identifier

The Catalogue name does not have to be unique

Catalogues appear to Users as below (in this example, the ‘All Courses’ Catalogue and the ‘Latest Courses’

Catalogues are visible):

25

© Kallidus 2018

Create a Catalogue

1 Navigate to Administration Home and select Catalogue:

2 Click to create a new Catalogue (or click a Catalogue in the list to edit an existing Catalogue). The

New Catalogue page appears.

3 Specify a Code and Title for the Catalogue (Description and Category are optional fields). Courses can now

be assigned to the Catalogue and the Catalogue can be assigned to Users and Groups.

4 Click to complete the set up

26

© Kallidus 2018

Assign a Course to a Catalogue

1. Navigate to Administration Home and select Catalogue:

2. The Catalogue List opens. Select a Catalogue from the list.

3. The Catalogue details will now be displayed. From the Catalogue Administration menu, this Catalogue can

be assigned to individual Users and to Groups of Users, and Courses can be added to the Catalogue. Select

Course.

4. A complete list of Courses will be displayed. Click the checkbox next to any Courses which should be visible

in the Catalogue.

5. Click to complete the assignment. Remember to assign the Catalogue to Groups to individual

Users in order that the Courses can be selected. Courses selected from a Catalogue are optional, and will

appear in the “Courses I’ve chosen to do” area of a Users’ learning plan.

27

© Kallidus 2018

Assign a Catalogue to Users and Groups

6. Navigate to Administration Home and select Catalogue:

7. The Catalogue List opens. Select a Catalogue from the list.

8. The Catalogue details will now be displayed. From the Catalogue Administration menu, Courses can be

added to the Catalogue, and the Catalogue can be assigned to individual Users and to Groups of Users.

9. Select either User or Group and make the assignment. Click to save changes.

Catalogue Troubleshooting

If Users report that a Catalogue assigned to them is not visible, check the following:

Are any Courses assigned to the Catalogue? Only Catalogues which contain Courses are visible to Users -

even if the Catalogue itself is correctly assigned to a Group.

If the Catalogue does contain one or more Courses, do those Courses contain Lessons? Courses without

Lessons are not visible to Users, even if assigned.

28

© Kallidus 2018

The Catalogue Administration menu

Details Catalogue details screen. The Catalogue Code, Title, Description and Category can be specified here

Custom fields Create Custom fields to record additional information about the Catalogue. All custom fields can be included in reports. Custom fields are only visible in the administration User interface.

Course Assign Courses to the selected Catalogue

Group Assign the selected Catalogue to a specific Group.

User Assign the selected Catalogue to a specific User


Configuring Course Categories and Catalogues

Example: Manufacturing

Course Categories:

Engineering

Technical Skills

Personal Development

Health, Safety and Wellbeing

Policy and Process

IT Skills

Procurement

Leading and Managing Others

Professional Development

Manufacturing Technical Skills

Quality and Food Safety

Marketing

Sales

Catalogues All Hot Topics Plant only – clients production line

All Hot Topics Office Based only

Business Brunches Random topics

Developing your LMI Various management activities

eLearning All digital content

First 90 days Induction content or clients’ policies

Functional Development Departmental good to great courses

Limited availability Courses with places to fill

Lunch and Learns Random topics

No cost learning Free to learn content

Tip: from Kallidus Consultant Ben Wynne:

“Here, Catalogues contain lots of Courses from a variety of different Categories, which allows Category filtering

to work at its best. The beauty of this structure is that even though all these Catalogues many be visible to all

(with the exception of All Hot Topics), they only appear when they actually contain courses, allowing for ‘Limited

Availability’ and ‘Lunch and Learns’ to only appear when they contain items.”

29

© Kallidus 2018

Example: Law

Course categories:

Law: corporate

Law: Real estate

Law: Employment

Best practice

Law: Family

Business

Law: Litigation

eLearning

Law: Private

New joiner

New thinking

Personal

Technology

Catalogues All personal development Relevant courses for progression

IT essentials Internal system training

Law Learning focused in specific areas of law

New thinking A series of talks titled “In conversation with…”, led by thought leaders

Spotlight Series Opportunities to learn about other departments within the organisation

Top Tip: from Kallidus Professional Services Consultant Sophie Howell:

“Previously this client had a catalogue for each category of Law, however this made the ‘All courses’ page fairly

long. By creating categories to split large catalogues, users are able to pre-filter from the beginning. These Law

categories also relate to departments therefore users are likely to identify with the categories.”

Example: Retail

Course Categories:

Safe and legal

Product

Technical

My job: fish

My job: Fruit and Veg etc

Catalogues

Safe and legal The training required to be safe and compliant

My job Training specific to a job role

My leadership Leadership training

My management Training specifically for store managers

Top Tip: from Professional Services Consultant Sophie Howell:

“Employees in retail have a duty to the public and sometimes operate complex and potentially dangerous

machinery so our retail clients often focus training in 2 key areas: the skills an individual requires to do their job

and the skills they require to ensure they are safe and legal. This catalogue structure gives individuals a clear

path to work through to ensure firstly they can carry out their jobs and secondly offers a path for progression.”

30

© Kallidus 2018

What next?

This section has introduced Catalogues and how they are used to present Courses to Users. You may also be

interested in:

Courses (p24)

Lessons (p41)

Events (p48)

Groups (p14)

Assign Users to a Group (p16)

Assign Courses to a Group (p17)

Assign Lessons to a Course (p34)

31

© Kallidus 2018

Courses

Courses are collections of Lessons. Lessons cannot be assigned directly to users, they must first be assigned to

courses which in turn are assigned to Users and Groups. A course can contain any number of lessons, of any

type.

Courses:

Are the means by which lessons are assigned to users/groups

Can be organised into Catalogues for Users to browse and select

Are invisible to Users until linked to Lesson(s)

Can have a deadline for completion

Can be rated by Users

Create a new Course

1 Navigate to Administration Home and select Course to view the Course list:

32

© Kallidus 2018

2 Click to create a new course. The Course Details page appears:

3 Add a Code for the Course. This code is not visible to learners, but will be used to identify the Course for

administrators so remember to apply the coding convention your organisation has defined.

4 Add a Title for the Course. Keep it short and concise - consider how the title will appear to the User and

also in reports. Remember to apply the convention your organisation has defined.

5 Click Select image to choose a Coursecard for this Course. This image will represent the Course when it

appears in Catalogues and in the Users learning plan

6 Select a Category for the Course from the drop-down menu. Categories are filters which Users and

Administrators can apply to narrow the search criteria and to find Courses of a specific type.

Note: (Categories can be defined by selecting ‘Edit’ next to the Category drop-down menu above the

33

© Kallidus 2018

Course list, as described in Step 1.)

7 Click to complete Course set up.

Optional settings

The previous steps include all the mandatory fields required to create a Course. The below table describes the

optional settings.

Tutor The specified User will be a point of contact for the Course. Tutors are often a subset of global administrators, who manage all events and lessons relating to a specific Course(s) only.

Description Add the Course synopsis here. Use a standard format for all your Course Descriptions in order that Courses appear consistently to Users.

Enrolment method Specify if a User requires authorisation to enrol on the course or if the training is free to access.

Cost This can be useful for reporting on the cost of Courses, for example training cost per head

Maximum Users Once this limit is reached users cannot self-enrol, however Administrators can overbook courses.

Course is enabled Deselect to disable this Course if no longer required. This is a useful housekeeping exercise to remove Courses from the Administrators’ view.

Tip: “The importance of having clear, consistent and documented naming conventions can’t be

underestimated - it’s is one of the first things I advise customers to do. Poor naming conventions make

your data difficult to maintain and potentially incorrect, which in turn makes reporting very challenging. I

worked with a client who hadn’t provided any guidance for new administrators about naming

conventions. As a result they had 7 different formats for User names. So we carried out a data cleanse

exercise to identify and remove duplicate Users. Out of 800 Users, 150 were identified as duplicates and

removed from the system.”

Ammita Somiah

Managed Services Consultant, Kallidus

34

© Kallidus 2018

The Course Administration menu

Details Summary details about the selected Course.

Custom fields Create your own Custom fields to record additional information about courses in Kallidus Learn, for example additional codes, addresses or references. All custom fields can be included in reports. Custom fields are only visible in the administration User interface.

Availability

Set a specific or relative date after which this course will no longer be available. Configure notifications to alert assigned users that the deadline has been or is about to be reached.

Deadline

Set a specific or relative date after which this course must be completed. This information will appear to the User along with the course information. Configure notifications to remind the User, the tutor and/or their manager when the deadline is about to be reached.

Catalogue Assign this Course to a Catalogue. This course will then be optional for any Users to whom the specified Catalogue is visible.

Lesson

If Lessons have been created for this Course, they can be assigned using this option. To create a new Lesson, return to Administration Home and select ‘Lessons’.

Group

Assign this Course to a Group. This course will then be mandatory for any Users in that Group and the Course will appear in their ‘Courses I have to do’ section.

User Assign this Course directly to a User. This course will then be mandatory for that User and the Course will appear in their ‘Courses I have to do’ section.

Administrators

Users can also be administrators of a course for reporting and administration purposes. A User assigned as Course administrator has access to all Business Objects reports for that course and can edit course details, assign users, groups and catalogues. Note: In order to view reports, the users LMS role must have the required permissions.

Results View detailed results for individual Users who have completed this Course.

Ratings

User ratings for this Course are listed here. The All Courses Category in ‘My Courses’ lists all Course available to the viewer, in the order of highest rating.

Evaluation form Switch evaluations on and off for this Course. Choose which evaluation form should be used.

Book event Book individual Users directly onto an Event.

Deep link A link directly to the learning content for this Lesson. Only available for online learning.

Email templates

Customise the template for notification emails that will be sent regarding this specific Course. This will override the default email templates for this course. This enables emails to be created which are specific to a Course, for example to include a map or specific instructions relating to the course.

Send email Send an ad-hoc email regarding this course to all enrolled Users. Other stakeholders and Administrators can be sent a copy of the email using the CC field.


35

© Kallidus 2018

Assign Lessons to a Course

Courses are not visible to Learners without Lessons. Multiple Lessons of any type can be assigned to a single

Course.

1 Navigate to a Course

2 Select Lesson from the Course Administration menu

3 Click to make a new Lesson assignment, or to edit an existing Lesson assignment.

Use the Search facility to find a specific Lesson. Alternatively, use the Category drop-down menu or the

alphabet search to filter the list:

4 Select the Lesson(s) to assign to this Course, and click to save changes.

36

© Kallidus 2018

5 The selected Lessons will now appear in the Lesson list:

Specify the order in which Lessons must be completed

Where multiple Lessons are assigned to a Course, it is possible to specify the order in which the Lessons must

be completed. This can be useful if for example, a URL lesson contains important pre-training information for

an Instructor led Course, or if multiple e-learning modules must be completed in a specific order.

Steps to assign a pre-requisite Lesson

1 Navigate to the Course

2 Select Lesson from the Course Administration menu. This opens the Lesson List for the Course.

Note: The ‘Position’ setting specifies the order in which the Lessons will appear to the User.

3 Select Pre-requisites for the appropriate Lesson

4 Click to add a new Pre-requisite (or to Edit existing pre-requisite settings)

37

© Kallidus 2018

5 Select the Lesson which should be a pre-requisite.

6 Select when the lesson will be available to the user (following completion of the pre-requisite). The

following options are available:

The target lesson will be available immediately

The target lesson will be available from a specific date

The target lesson will be available after a defined period

Note: If choosing to defer the availability of the Lesson, a reason for the deferral can be entered. This will be

displayed to the User in their learning plan.

7 Click to finish.

38

© Kallidus 2018

8 The second Lesson is now locked until the first is completed. The Course and Lessons will appear in a

Users’ learning plan like this:

39

© Kallidus 2018

Set a deadline for a Course

Deadlines can be set for any Course. Email reminders can be configured to notify assigned Users and their

Manager that a deadline is approaching.

1 Navigate to a Course

2 Select Deadline from the Course Administration menu. A deadline can now be set, based either on a static

date or the date of assignment. Email notifications can also be configured to remind the User, Manager

and Tutor that a deadline is approaching.

40

© Kallidus 2018

3 Specify the required settings and click . The Course will appear in a Users’ learning plan like

this:

What next?

Courses are not visible to Users until Lessons are assigned so creating and/or assigning Lessons may be your

next step. You may also wish to find out more about:

Catalogues (p24)

Lessons (p41)

Events (p48)

Groups (p14)

Create and assign an Accreditation (p82)

Managing Continuing Professional Development (p89)

Housekeeping and best practice (p127)

The default notification schedule (p124)

41

© Kallidus 2018

Lessons

Lessons represent the actual learning available to Users. Lessons can be assigned to multiple Courses at once.

Where this is the case, once the Lesson is completed a part of one course, it is completed as part of all Courses

within which it is contained.

Although Lessons are the actual learning, they cannot be assigned to a User on their own. Lessons are only

visible to Users when assigned to a Course.

There are 4 Lesson types in Learn:

URL

A URL Lesson contains a link to an external website and is a form of e-learning (delivered by electronic means).

For example a pdf, a video and supporting documents for a course. URL Lessons can be a useful way to point to

external content and supporting resources for a Course. If set as a Pre-Requisite, a URL Lesson must be taken

before subsequent Lessons can be accessed.

Instructor led

Instructor led Lessons are classroom based or virtual interactions, for example WebEx meetings or an online

seminar. An Instructor led Lesson contains top level information about the Event(s) it contains and cannot be

launched online.

E-learning

An e-learning Lesson will contain either a link to externally hosted content, or to content hosted within Learn.

The Learn LMS supports AICC, SCORM1.2, and SCORM2004 content types.

PDF

A variety of files can be converted into pdf’s, for example Office files such as Word, Excel and Powerpoint files,

image files (bmp, .gif, .jpeg, .jpg, .png, .tiff, .tif) and Adobe Creative Suite files (InDesign/.indd, Photoshop/.psd,

and Illustrator/.ai). When imported into Learn, an administrator can track which Users have viewed the

document

Note: elearning Lessons and pdf Lessons are automatically created as part of importing the e-learning content.

View the relevant section of this handbook for a step-by-step guide:

Import an eLearning project (p114)

Import a PDF document (p118)

42

© Kallidus 2018

Create a new Lesson (URL or Instructor led)

1 Navigate to Administration Home and select Lesson to view the Lesson list:

2 Click to create a new Lesson. The ‘Lesson Details’ page appears:

43

© Kallidus 2018

3 Choose Type. For URL Lesson types, choose type ’eLearning’. For all Instructor led training including WebEx

meetings, online seminars, or classroom training, select type Instructor led.

4 Add a Code for the Lesson. This code is not visible to learners, but will be used to identify the Lesson for

administrators, so remember to apply the coding convention your organisation has defined.

5 Add a Title for the Lesson. Keep it short and concise - consider how the title will appear to the User and

also in reports. Remember to apply the convention your organisation has defined.

6 Add a Duration for this course, in minutes. Values entered here will be shown to Users and are also used

to calculate the hours spent training in Users’ learning plan. See the table below for typical durations:

Duration (Hours / minutes)

Hours Minutes

1 60

2 120

3 180

4 240

5 300

6 360

7 420

7 Click to complete Lesson set up.

44

© Kallidus 2018

Additional options for URL Lesson type

The URL to which this Lesson will link can now be specified in the E-learning set-up section.

1 Select E-learning set-up in the Lesson Contents menu (will only show as an option for Lessons with the

type eLearning)

2 Select Tracking type URL

3 Specify the URL

4 Click to complete E-Learning set-up

Additional options for e-learning Lesson type

E-learning Lessons are automatically created by importing the e-learning content. View the ‘Importing e-

learning’ section of this handbook for a step-by-step guide. Once imported, e-learning content can be edited or

replaced by selecting ‘E-Learning set-up’ in the Lesson Administration menu.

45

© Kallidus 2018

Optional settings

The previous steps include all the mandatory fields required to create a Lesson. The below table describes the

optional settings.

Description If the Course to which this Lesson will be linked already includes a full Course description, it may not be necessary to populate this field as both the Course description and Lesson description are visible to Users.

Fixed accreditation Accreditations can be linked to Lessons. Users who complete the Lesson are automatically awarded the Accreditation

Certificate template If this Lesson is linked to an Accreditation, specify the Accreditation and appropriate certificate. See the Accreditations section for more information

Category Categories are filters, which are referenced when Users search for courses to book. Administrators also use categories to narrow search criteria and find specific Lessons in the Administration interface.

To create a new Category, return to the Lesson menu and select ‘Edit’ next to the Category drop-down menu above the Lesson list:

Custom Link This is a legacy option, not activated in Learn. Selecting this option has no impact.

Lesson is enabled Select to disable this Lesson when no longer required. This is a useful house-keeping exercise to remove a Lesson from view.

Show the score for this Lesson

This is a legacy option, not activated in Learn. Selecting this option has no impact.

46

© Kallidus 2018

The Lesson Administration menu

Details Contains general information about the Lesson

Custom fields Custom fields can be created to record additional information about Lessons, for example; Subject matter experts, Vendor names, additional codes, addresses, references and admin notes about Events. All custom fields can be included in reports and are only visible to administrators.

E-Learning set-up Configure URL and eLearning type Lessons

Course If a Course has already been created for this Lesson, the assignment can be made here. If no Course has been created for this Lesson, return to Administration Home and select ‘Courses’.

Event Create an Event for this Lesson. Events represents the actual date, time and location at which the learning will take place. Instructor led training only.

Resource Resources represent the physical resources required for learning events, for example projector and training rooms. Resources are allocated to learning Events or Users and Learn will ensure that the items are not double booked.

Notify list Users on the notify list are automatically notified when new Events are added for this Lesson. Users can click ‘Send me new dates’ to add themselves to the list, or Administrators can add Users manually. Instructor led Lessons only.

Notification Send an email to notify Users and their manager if the Course is Completed or Failed. A date from which this notification will apply can also be set.

Continuous accreditation

If an accreditation is linked to a Lesson then when a user passes or completes the lesson the accreditation is awarded.

Element Fixed Accreditations can contain Elements, which must be achieved in order that the Accreditation is awarded.

CPD programmes Link this Lesson to a CPD programme. Lessons are allocated a points/hour value which contribute to a Users’ CPD target for a specified period.

Results View detailed results for individual Users who have completed this Lesson.

Evaluation forms Switch evaluations on and off for this Lesson. Choose which evaluation form should be used.

Notes A free text field to add notes for this Lesson

Email templates

Customise the template for notification emails that will be sent regarding this specific Lesson. This will override the default email templates for this Lesson. This option can be used to add Lesson specific notes to standard emails

Send email Send an ad-hoc email regarding this Lesson to all enrolled Users. Other stakeholders (including for example a generic administration email) can be CC’d into the email.


47

© Kallidus 2018

Assign Lessons to a Course

Lessons are not visible to Learners unless they are assigned to a Course. Multiple Lessons, of any type can be

assigned to a single Course.

1 Navigate to a Lesson

2 Select Course from the Lesson Administration menu

3 Click to make a new Course assignment, or to edit an existing Course assignment.

4 Use the Search facility to find a specific Course. Alternatively, use the Course Category drop-down

menu or the alphabet search to filter the list (NB this will only appear once you have clicked ‘Edit’)

5 Select the Lessons to assign to the Course and click to save the changes.

48

© Kallidus 2018

Events

Events represent actual learning events that a user may attend as part of their training. Seminars, classroom

teaching and virtual meetings are examples of Events. Administrators can set-up Events for Lessons and

students can book themselves onto these Events.

Administrators create one or more Events for a Lesson, to represent each individual class or meeting for a

Lesson. For example, an induction Lesson that runs every month would have a separate Event for each month,

all assigned to the same single Lesson object in Learn.

Events can be set to recur for regular trainings

Users can add themselves to a waiting list for fully booked Events

Administrators can add Users to a waiting list for fully booked Events

Create an Event

Events cannot be created independently of Lessons, therefore the first step is to find the Lesson for which you

would like to create a learning Event.

1 Navigate to Administration Home and select Lesson to open the Lesson list:

2 Select an Instructor led Lesson from the list

3 Select Event from the Lesson Administration menu. This opens the Event list, through which you can:

Create new Events

Create default settings for future Events created for this Lesson

Import future/historical Events

49

© Kallidus 2018

4 Click to create a New Event for this Lesson.

5 Define the schedule for the new Event. Learn will calculate the duration based on the dates you enter.

The time zone setting adjusts for BST and other time zones.

6 Note: Time zone, Start and End dates are mandatory fields.

50

© Kallidus 2018

7 Enter the details for the Lesson. Note: the Location field is mandatory

8 Enter an Event Code. This code is not visible to learners but will be used by administrators to identify

the Event, so remember to apply the coding convention your organisation has defined. Alternatively,

Learn can be configured to automatically generate numbered Event Codes.

9 Comments added are visible to Administrators only. For example notes about travel to/from,

subsistence or instructions to charge to a specific account.

10 Add the Location at which the training Event will take place. Previously entered locations are available

once text is entered. This field is visible to Users when choosing an Event, therefore larger

organisations may find it useful to prefix the location with a regional or Country code to avoid

confusion.

11 Specify an Administrator for the Event. The administrator will receive notifications regarding the

management of this Event.

51

© Kallidus 2018

12 Choose the Approval type for this Course. Options range from Automatic, (no authorisation required)

to a two stage authorisation process.

13 Attendance charges can be added if required for reporting.

14 Click to complete Event set up.

Optional settings

Select the ‘Event is enabled’ checkbox to disable this Event if it is no longer required. This is a useful house-

keeping exercise to remove Events from view.

Select the ‘Notify each enrolled user….’ checkbox to notify Users already enrolled on the Course to which

this Event is linked, that a new Event is available to book.

Select the ‘Notify each user on the notification list….’ checkbox to notify Users on the notification list that a

new Event is available to book.

Tip: “Create a generic Administrator email address to which all communications can be sent, for example

L&[email protected]. This is especially useful if you have multiple administrators as all

correspondence is accessible to the whole team.”

Andrew Somiah

Customer Success Consultant, Kallidus

mailto:L&[email protected]

52

© Kallidus 2018

The Event Administration menu

The Event Administration menu is visible whenever an Event is created. To view this menu for existing Events,

navigate to Administration home, select Event. Then choose an Event from the list.

Details General information about the Event

Custom fields Custom fields can be created to record additional information about Events, for example; Subject matter experts, Vendor names, additional codes, addresses, references and admin notes about Events. All custom fields can be included in reports and are only visible to administrators.

Booking management Specify the minimum and maximum number of attendees, when the Event is available for users to book, and how the waiting list will be managed.

Group Specify which Groups can book onto this specific Event. It may be useful to restrict certain Events to specific Groups only, for example if an Event is held in a specific location not accessible to All Users. This can help avoid Users booking onto the right course but the wrong Event.

Notification Reminder and Booking and Cancellation settings for the Event.

Schedule View and make changes to the schedule for this course, for example the time or date.

Resource Resources represent the physical resources required for learning events, for example projector and training rooms. Resources are allocated to learning Events or Users. Learn will ensure that the items are not double booked.

User View the status for all enrolled Users and book Users directly onto the Event.

Attendance Manage attendance records for an Event. For example, specify:

which Users attended

which Users cancelled (and any cost incurred)

the reason for cancellations.

All fields are available for reporting.

Costs Associate costs with the running of this Event.

Evaluation form Switch evaluations on and off for this Course. Choose which evaluation form should be used.

Email templates Customise the template for notification emails that will be sent regarding this specific Event. This will override the default email templates for this course. This can be useful if you wish to tailor the email specifically to the course, for example to include a map or specific instructions relating to the course.

Send email Send an ad-hoc email regarding this Lesson to all enrolled Users. Other stakeholders (including for example a generic administration email) can be CC’d into the email.


53

© Kallidus 2018

Managing Instructor led training

An Administrator will typically perform a number of tasks in the process of managing Instructor led training.

This section contains hints and tips to help you manage Instructor led training effectively and step-by-step

guides for the following tasks:

Set up a recurring Event

Change the time of an Event

Change the date of an Event

Book Users onto an Event

Withdraw or cancel a Users’ booking

Cancel an Event

Update Event attendance

Print a register of Event attendees

Configure an Event to be visible to a specific Group only

Set up a recurring Event

Existing Events can be copied and set to recur at regular intervals. (See page p48 for steps to create a new Event).

1. Navigate to Administration Home and select Event:

2. Navigate to the Event for which you would like to set a recurrence pattern. Select to edit the Event.

3. Select Copy:

54

© Kallidus 2018

4. Set the recurrence pattern for the Event. Specify how frequently the Event should recur and for how long:

5. Click to save the changes.

55

© Kallidus 2018

Change the time of an Event


2. Find the Event to update and click

3. Select Schedule in the Administration menu

4. Click Edit:

5. Change the start or finish time for the Event, and click ‘Save’:

6. Attendees already booked on the Event will receive a notification email describing the change to the Event

time.

56

© Kallidus 2018

Change the date of an Event

Unlike Event time, Event date cannot be edited. Instead, a new date for the Event must be created, and the

original date deleted.



3. Select Schedule in the Administration menu

4. Select to create a new date

5. Add the new date and start/finish times, then click Save

6. Click Delete to remove the original date:

7. Attendees already booked on the Event will receive a notification email describing the change to the

Event date.

57

© Kallidus 2018

Book Users onto an Event

There are two ways to book Users onto an Event:

Navigate to the Event, and select the Users to book

Navigate to the User and select an Event to book

The most suitable option will depend on the nature of the booking. Both options and the benefits of each are

described below.

Book by Event

By this method, large numbers of Users can be booked onto an Event at once. Users are first added to a waiting

list, from where they can all be confirmed together, or one-by-one.



3. Select User from the Administration menu. This section summarises User bookings by status, which can be

selected from the drop down menu.

58

© Kallidus 2018

4. Click Edit to view and amend User bookings for the Event

5. Use the Search facility to find and select Users to book on to the Event. Alternatively, use the Category

drop-down menu or the alphabet search to filter the list.

6. Once the required Users have been selected, click to save changes.

7. The Selected Users have now been added to the waiting list for the Event (in this example, 4 Users were

selected to attend this Event). Select ‘Waiting List’ from the User assignment drop down menu:

8. Select Confirm All to move all 4 Users from the waiting list to a confirmed status, or Confirm Users

individually:

Note: Administrators have full rights in the system, and are therefore are able to exceed the maximum number

of attendees for an Event.

59

© Kallidus 2018

Book by User

By this method, Users are added one at a time and confirmed straight away.

1. Navigate to Administration Home and select User:

2. Browse to the User to book onto an Event and select Book Event in the User Administration menu

3. Learn lists all the Events available to the selected User. The list may contain a large number of Events, in

which case use the options at the top of the page to Filter by date, Course, Category and Location.

60

© Kallidus 2018

4. Select Book or Wait to either Book the User straight on to the Event, or to add to the Waiting List:

Withdraw or cancel a Users’ booking


2. Choose an Event from the list and select

61

© Kallidus 2018

3. Select Attendance from the Administration menu. This page shows the booking history for the Event,

including Users who have already attended the Event and which Users have booked onto the selected

Event.

4. Identify the User for cancellation and select Edit:

5. Attendance for the selected User can now be updated. Select Cancelled from the Status drop-down menu

and enter the Cancellation date (if left blank the date field will not automatically be populated with a

cancellation date).

Note: Select the status ‘Cancelled’ and the Users status in the User assignment drop-down menu changes

to ‘Cancelled’. Select the status ‘Withdrawn’ and the Users status in the User assignment drop-down menu

changes to ‘Declined’

6. Click to update the selected Users attendance record.

62

© Kallidus 2018

7. The selected Users status has now been updated

Cancel an Event



3. Select

4. A message will be sent to all Users booked onto the Event. Type the text into the message box:

5. Click Send

63

© Kallidus 2018

Update Event attendance


2. Choose the Event to update and click

3. Select Attendance from the Administration menu. This page shows the booking history for the Event,

including cancelled and withdrawn Users.

4. The Status for all attendees can be updated using the Status drop-down menu. This will update the status

for all Users with a blank status (excluding for example, any Users with a status of ‘Cancelled’ as in the

below example:

64

© Kallidus 2018

5. Alternatively, the status can be set for individual Users by selecting Edit and selecting their attendance

status in the following screen (as ‘Withdraw or cancel a Users’ booking’ on page 60).

Note: If using the Status drop-down to update the status of all Attendees, mark the Cancelled Users first,

then mark those who attended. Once marked as Attended a Users’ account will be marked with a ‘date

certified’ stamp - the date they first completed the Lesson. Subsequently changing the Users’ status to

‘Cancelled’ will not reverse this.

Automatically update the ‘Attended’ status

When a large number of Events are taking place it can be time-consuming to manually update Event

attendance records. In this case it can be useful to configure the overnight batch processor to automatically

update all blank statuses to ‘Attended’. This action will take place overnight, following the date of the Event.

Note: If using this option, it is important to ensure that all other statuses are set (e.g. Cancelled, Withdrawn,

Did not attend) prior to the overnight batch processor update.


2. Select Event from the System configuration menu

3. In the ‘Notification’ section, select the Update attendance records automatically after the event has

occurred checkbox:

65

© Kallidus 2018

Print a register of Event attendees

It can be useful to provide an Instructor with an attendee list prior to an Event, in order that attendance can be

updated and forwarded to the Administration team.


2. Choose the Event to update and click

3. Select Report in the Administration menu. 3 reports are available:

Event attendees

Event register

Event costs

66

© Kallidus 2018

Configure an Event to be visible to a specific Group only

Events can be configured to be available for specific Groups only. This can be used to show Users Events in

their region only, or to ensure that Users book an Event appropriate for Groups of which they are a member.


1 Choose the Event to update and click

2 Select Group in the Administration menu. By default, the All Users Group will be selected. Make sure to

deselect the All Users Group when restricting an Event to a specific Group.

67

© Kallidus 2018

User booking journeys and administrator steps

An administrator has a number of different options for managing User interest in instructor led Events. This

section describes the User journey for making bookings and joining notification and waiting lists, and the steps

an administrator must take to facilitate the User Journey through to a confirmed booking.

Example 1 - Users are automatically notify when a new Event is created

For this example, a Course with one instructor led Lesson and no Events is created. The Course is visible

however Users cannot make a booking. Instead, Users can request to be sent new dates:

Note: Once clicked, the button changes to “New dates asked for” and the User is added to the Lesson

notification list. (Lesson | Notification list).

Through this method, Users can be notified and book a place as soon as a new Event is created. Follow the

steps below to recreate this journey:

1. Create a new Event. Select the checkbox Notify each user on the notification list for this lesson.

2. Select Booking Management from the Event administration menu.

3. Select the Allow Users to book checkbox

4. The User will receive a notification stating that “new dates are available” for the Event. The button is

changed to “Show me dates”.

5. The User can click Show me dates to see the new Event date, and book a place.

68

© Kallidus 2018

Example 2 - Manager authorisation is required before Users can book

For this example, a Course with one instructor led Lesson and one Events is created. The Course is visible

however the enrolment method for the Course is set to Manager, therefore Users must request manager

authorisation before making a booking.

Through this method, Users can book a place as soon as their manager gives approval. Note: Manager approval

is available only if the Course is not mandatory, i.e. selected from a Catalogue.

Follow the steps below to recreate this journey:

1. Navigate to the Course. Select Manager from the Enrolment method drop down menu. Save changes

2. Create a new Event. Select the checkbox “Notify each user on the notification list for this lesson.”

3. Select Booking Management from the Event administration menu.

4. Select the “Allow Users to book” checkbox

5. The User will receive a notification stating that “new dates are available” for the Event.

6. The button is changed to “Ask for approval”. When selected, a notification is sent to the Users manager

through which the Users request can be approved or denied

7. The manager receives a notification through which they can approve or deny the training request.

8. The User receives a notification of their managers’ decision. If approved, the User can then navigate to the

Course and book an available date

69

© Kallidus 2018

Example 3 - Users can join a Waiting list for an Event, but cannot book

For this example, a Course with one instructor led Lesson and one Events is created however, the “Allow users

to book” option is not selected in Event Administration | Booking Management, therefore Users can see the

Event date but not book.

This option may be useful if for example the Event is invitation only, or if the admin team wishes to explore

how many employees would be interested, or which dates are preferred, before committing to run an Event.

Note:

Once Show dates’ is clicked, the Event list is shown. Users can select to Join Waiting list for an Event. Or, if no

suitable dates are available click Send me dates to receive notification when new Event dates are added.

When a User clicks Join Waiting list they are added to the waiting list for the specified Event (Event | User |

Waiting list)

Administrators can navigate to User | Waiting list for each Event to view the waiting list. All Users who have

requested to join the waiting list are shown, and can be manually confirmed by an administrator as required.

70

© Kallidus 2018

Example 4 - Users are manually notified when multiple new Events are created

Where multiple new Event dates are added to a Lesson, it may be not desirable to send a notification about

each date, (as with example 1). Instead, Users can receive a single notification in which all new dates are listed.

For this example, a Course with one instructor led Lesson and no Events is created. The Course is visible

however Users cannot make a booking. Instead, Users can request to be sent new dates:


1. Create the new Events, however unlike example 1 do not select Notify each user on the notification list

for this lesson.

2. For each Event, select Booking Management from the Event administration menu. Select the Allow Users

to book checkbox

3. Navigate to the Lesson, and select Notify list.

4. Select Users from the list (or select all) and click Notify. Users will receive one email / notification which

lists all available Events for the Lesson

5. The button is changed to “Show me dates”. Users can click the button to see the new Event dates, and

book a place.

71

© Kallidus 2018

Example 5 – Configure an Event to be visible to a specific Group only

This option can be useful where particular Groups should see only specific Events, for example where a training

Event takes place regionally or where a Course is available to all Users, however administrators prefer

members of certain Groups to attend specific Events together.


1. Navigate to an Event

2. Select Group from the Event Administration menu

3. Use the Search facility to find a specific Group(s). Alternatively, use the Group Category drop-down menu

or the alphabet search to filter the list. The Event will then only be available to the specified Group.

Other information

Users added to a waiting list for an Event are automatically added to the Lesson notification list, and can

therefore be notified if a new date becomes available.

What next?

This section has described how an Administrator manages Event bookings. You may be interested to find out

more about:

Catalogues (p24)

Courses (p24)

Lessons (p41)

Events (p48)

Groups (p14)



Assign Lessons to a Course (p34)

Automatically assign Users to Groups using Group Rules (p19)

72

© Kallidus 2018

Evaluations

Administrators can assign Evaluation forms to Course, Events and Lessons in order that users can give

feedback. A default form is provided, or a custom form can be created.

Switch on Evaluation Forms

3 Navigate to Administration Home and select Evaluation forms:

4 Evaluation forms can be enabled for all Courses and Events by selecting the ‘Switch on evaluations?’

option. By default, the Recommended form will be applied to Courses and Events:

The recommended form will now be sent for all Courses and Events.

73

© Kallidus 2018

Note: Lesson evaluation forms can only be switched on by navigating to a specific Lesson and choosing to

switch on evaluation forms. It is not normally required that evaluation forms are sent for both Lessons and

Events.

1. Users will receive an email or notification that an evaluation form must be completed. The recommended

form is responsive, and can therefore be easily completed on smartphone devices (Notifications are sent

to Users on the day following completion of the learning):

74

© Kallidus 2018

Create a new evaluation form

The recommended form has been tested to provide strong levels of feedback, however in some cases it may be

necessary to create an evaluation form which is more closely tailored to the subject of the evaluation.

1. Navigate to Administration Home and select Evaluation forms:

2. Select New evaluation form (blank):

3. Give the new form a title.

4. Four different question styles are available:

Star rating

Question with options

Text question

NPS question

Note: The Star rating and NPS question styles are fixed and cannot be edited. The remaining two styles can be

customised to suit their use. Only one star rating or NPS question can be used per form.

75

© Kallidus 2018

5. The Form builder toolbox contains all four available question types. Click the question you would like to

include in order to add it the form. For this example, a Question with options will be added first:

Note: Questions can be removed from the form by selecting the icon

6. Click to edit the question and answer choices:

76

© Kallidus 2018

7. Select the number of answer choices required and enter the question and answer choices where directed.

If required, a follow up question can be added:

8. Click when ready.

9. Further questions can be added as required by selecting the question type from the Form builder toolbox:

Note:

Questions can be reordered using the buttons

Select to force an answer to a question

10. When the form is complete, click

77

© Kallidus 2018

11. The new form is then available for assignment to all Courses and Events:

Alternatively, the new form can be applied to specific Courses, Lesson, and Events by selecting Evaluation

from from the approriate administration menu.

Switch evaluations on and off for specific Courses, Lessons, and Events

When switched on globally, evaluation forms will apply to all Courses and Events as configured. However it may

be necessary to switch off evaluation forms, or to choose a different form for specific Courses, Lessons and

Events. (Note: Lesson evaluations can be switched on by this method only).

1. Navigate to the Course, Lesson or Event ( for this example an evaluation form is switched on for an

Event)

2. Select Evaluation form from the administration menu

3. Choose to enable or un-enable evaluation forms and if required, select a specific form from the drop

down menu:

4. Click to keep the changes.

78

© Kallidus 2018

Follow up evaluations: measuring learning impact over time

Follow up evaluations can help you understand the real impact training is having within your organisation. For

each evaluation form you create, up to 5 “follow up” evaluations can be configured.

When creating an evaluation form, the follow up option can be found here:

Each follow up tab is created with a default of 11 days. This date period can be changed (follow ups for the

recommended form cannot be changed)

Tips for authoring evaluation forms

Think about benchmarking your learning. We provide the star rating and NPS question which you can apply

across your evaluation forms. You can now use these benchmarks for the same course over time – try to

imagine the data patterns you might see. You will effectively be able to track the impact of the same learning

over time and compare and contrast these trends over many different courses.

Try not to send too many evaluation forms. We have provided you the tools to send a lot of evaluation forms.

This is great but only if your learners complete them! Try to keep the total number a person receives to a

manageable number.

Think about an overall plan before getting started. Take a moment to think about the overall plan when rolling

out your evaluation forms. Do you want to send out the same pattern across all different learning? Do you just

want to evaluate your events? Do you want to prove the value of learning over time? Imagine presenting the

data to your Board – what things will they want to see and what will be less interesting to them?

Let us do it for you! If you are short of time or want to provide a consistent benchmark across your learning

then the default ‘Recommended form’is a good option. The recommended form has been tested across

different sectors and is proven to provide strong levels of feedback.

79

© Kallidus 2018

View evaluation form results

Reports are available to summarize the results for Course, Lesson and Event evaluation forms

1. Navigate to Administration Home and select Reports and analysis:

2. All the default reports are listed. Reports for Course and Lesson evaluations can be found in the

‘Course and Lesson reports’ section:

Reports for Event evaluations can be found in the Event reports section:

80

© Kallidus 2018

Reflections

Users can be invited to reflect on previous learning by completing a reflection form, through which they are

encouraged to consider how they:

are performing

have learned from an experience

might approach a situation differently in the future.

A reflection form includes a standard set of questions. Administrators can select specific groups to reflect on

their learning - specifying either a standard or SRA reflection form. Users can link their reflections to a specific

Course assigned to them in the LMS.

Add a reflection

1. Navigate to Administration Home, and select Reflections:

2. Reflections are assigned to Groups. This may be either a specific Group, or if every user in the organisation

might be invited to complete reflections:

81

© Kallidus 2018

Add an SRA reflection

Reflections are typically an optional activity, however the Solicitors Regulation Authority (SRA) actively requires

that members routinely reflect to ensure ongoing competence to practice, and are able to evidence that

reflection should it be required.

If normal and SRA reflections are active concurrently, then SRA reflections take priority. In the below example,

All Users will see the standard reflection whereas the L&D team will see only the SRA refection form:

Complete a Reflection

Reflections are accessed through the “Add my learning” section of the User interface. If Users are members of

a Group to which Reflections have been assigned, they will see the option to add a reflection:

1. Select Add my learning

2. Click Add a reflection:

Note: The form contains an option to attribute the reflection to one of the Courses currently assigned to the

User.

82

© Kallidus 2018

Configuring repeat training

Kallidus Learn provides a mechanism through which a User can be prompted to retake a Lesson after a set

period of time has elapsed. This is necessary for maintaining compliance in areas such as data protection, anti-

bribery, anti-money laundering or Fire Safety, for example.

After the specified period of time has elapsed, the Course will move from ‘Courses I have done’ back to the

‘Courses I have to do’ section, (or’ Courses I’ve chosen to do’, if that’s where it originated). The Coursecard will

display the repeat symbol to prompt Users that one or more Lessons assigned to the Course must be repeated:

A Users’ competence to perform specific processes, activities, or tasks, is managed in Learn using

Accreditations. Repeat training is configured as part of Accreditations.

Administrators can run reports to see which Users have an Accreditation.

Users and Managers can be notified (by email or through the Learn notification panel) when an

Accreditation nears expiry.

Accreditations are awarded based on the date of the last completed Lesson.

Continuous Accreditations are updated by the overnight batch processor.

83

© Kallidus 2018

Create an accreditation for repeat training

The following steps assume that a Course containing one or more Lessons has been created and assigned to

Users. Please see the following sections of this guide for steps to:

Create a new Course (page 31)

Create a new Lesson (page 42)

Assign the Lessons to the Course (page 34)

Assign the Course to Users, or to Groups of Users (page 17)

1. Create the Accreditation. Navigate to ‘Administration Home’ and select ‘Accreditation’s to view the

Accreditation list:

Select and choose Accreditation type: Continuous Accreditation:

2. Enter a Code and Title for the Accreditation. This code is not visible to learners, but will be used by

Administrators to identify the Accreditation (remember to apply the coding convention your organisation

has defined).

84

© Kallidus 2018

3. Set the Expiry and notification period for the Accreditation. The notification period defines when the

Course will move from ‘Courses I’ve done’, back into the ‘Courses I have to do’ section. A User could

choose to retake the Lesson before that date (as is normal, the course will be available in Courses I’ve

done), the notification period defines when the User will be prompted to retake the Lesson.

4. Click to complete set-up

Optional settings for Accreditations

The previous steps cover the mandatory fields required to create an Accreditation. The table below describes

the optional checkboxes.

An exempt lesson counts towards…

Use example: a new employee provides evidence that they have completed an

Accredited Course in their previous organisation. The Users’ status for the Accredited

Lesson could therefore be set as Exempt – meaning the User doesn’t (yet) have to

complete the learning because they are already accredited. The User will then be

prompted to retake the Lesson when the expiry period has elapsed.

Include disabled lesson statuses…

Use example: if a new version of an accredited Lesson is produced, the original might

then be marked as unenabled. This checkbox would ensure that the old Lesson would

continue to count towards the accredited status of any users to whom it is assigned.

Consider all training history…

Use example: If a User retakes and fails an accredited Lesson (for example, they may fail a quiz as part of an eLearning Lesson) before it has expired, then the Users accredited status would be preserved (because this the Learn would check for all training history, not just the most recent, which in this example would be a fail).

Next steps

The Accreditation can now be assigned to Users, either through membership of a Group (page 85) or

individually (page 86). The Lessons which must be completed in order for the Accreditation to be achieved

must also be specified (page 87).

85

© Kallidus 2018

Assign an Accreditation to a Group

When an Accreditation is assigned to a Group, an administrator can specify the proportion of that Group

(either as a number or percentage) who are required to achieve the Accreditation. The administrator can keep

track of progress towards this total.

1. Specify which Groups are required to achieve the accreditation. Select ‘Group’ from the Accreditation

Administration menu. Click ‘Edit’ to add (or remove) a Group assignment. Find and select the Group to

which the selected Accreditation should be assigned. Use the Search facility, the Category drop-down

menu, or the alphabet search to filter the list:

2. Click to save the Group assignment.

3. Configure the proportion of the Group who are required to achieve the accreditation. The page changes

to summarise the Group(s) to which the Accreditation is assigned. Click ‘Edit’ and specify the target - either

as a numeric value or a percentage:

4. Configure the Accreditation to apply to all current and future members of the Group. Select the Assign

members checkbox

5. Save. Click to keep the changes.

86

© Kallidus 2018

Assign an Accreditation to individual User(s)

1. Navigate to the User list. Select ‘User’ from the Accreditation Administration menu. Click ‘Edit’ to add (or

remove) a User assignment.

2. Specify which Users are required to achieve the accreditation. Find and select the User(s) to whom the

Accreditation should be assigned. Use the Search facility, the Category drop-down menu, or the alphabet

search to filter the list:

3. Click to save the Group assignment.

Note: To unassign a User, click ‘Edit’ next to a Users name, and then ‘Delete’

87

© Kallidus 2018

Assign Lessons to an Accreditation

1. Navigate to the Lesson list. Select ‘Lesson’ from the Accreditation Administration menu. Click ‘Edit’ to add

(or remove) a Lesson assignment.

2. Specify which Lesson(s) are required to achieve the accreditation. Find and select the Lesson(s) which

should be completed in order that the Accreditation is achieved. Use the Search facility, the Category drop-

down menu, or the alphabet search to filter the list:

3. Save. Click to save the Lesson assignment.

Note: Multiple Lessons can be assigned to a single Accreditation. When prompted to retake Lessons in a

Course, a User is required to take only one of the assigned Lessons in order to achieve Accreditation for the

next period.

88

© Kallidus 2018

The Accreditations Administration menu

Details Summary details of the selected Accreditation

Custom fields Create Custom fields to record additional information about the Accreditation. All custom fields can be included in reports. Custom fields are only visible in the Administration user interface.

Expiry reminders Configure expiry notification emails for Users and Managers. It is recommended that Expiry reminders are timed to coincide with the beginning of the notify period (the notification to retake the accredited Lesson would then be delivered at the same time the course moves back to ‘Courses I have to do’).

Tutor The Accreditation tutor will receive all email contact from Users regarding the Accreditation

Group View and edit Group assignments for the selected Accreditation

User View and edit User assignments for the selected Accreditation


What next?

This section has introduced Accreditations. You may be interested to find out more about:

Courses (p24)

Lessons (p41)

Groups (p14)



Automatically assign Users to Groups using Group Rules (p19)

89

© Kallidus 2018

Continuing Professional Development (CPD)

Employees’ CPD is tracked and reported in Learn using CPD programmes. CPD programmes contain CPD

periods, which specify the target CPD hours/points and the timescale for achieving the target. In order that

Users accrue CPD points/hours for completing a Lesson, that Lesson must be assigned to the CPD Period and a

CPD value in hours / points, must be configured.

Notifications can be set up to inform Users (and their Managers) as they near the end of a CPD Period and have

yet to achieve their required points/hours total.

Lessons can be mandatory components of a CPD period

Lessons can contribute to the accredited portion of the CPD

Users can add evidence of an external CPD activity

CPD programmes can be associated with professional bodies

Create a CPD programme

1. Navigate to Administration Home and select CPD programme:

2. Click to create a new CPD Programme

90

© Kallidus 2018

3. Enter a unique Code and Title for the CPD programme:

4. Click to complete set up.

Optional settings

Description The description is visible only to Administrators.

Professional body CPD programmes can be associated with a professional body, for example CIPD. Categories are also used by an Administrator to filter the CPD list. New Categories can be added from the CPD list:

Automatically create next CPD period.

When selected, the next CPD period will automatically be created using the same duration and parameters

Copy Lesson assignments Retain Lesson assignments when the next CPD period is automatically generated (only available if above option is selected)

Copy User assignments Retain User assignments when the next CPD period is automatically generated (only available if above option is selected)

91

© Kallidus 2018

The CPD programme Administration menu

Details General information about the CPD programme

CPD period Define the CPD target (in hours/points) and the duration of the period in which the target must be achieved.

Notification Define the schedule for CPD expiry notifications

Create or edit a CPD period

Once a CPD programme has been created, the next step is to create a CPD period within which the CPD target

(in hours/points) and the duration of the period within which the target must be achieved, is defined.

1 Select a CPD programme

2 Select CPD period from the CPD Administration menu.

3 Select to create a new CPD period

4 Enter a Target amount for the period. Use the drop down to specify hours / units

5 Enter an Accredited target. This refers to the number of accredited hours the professional body

requires the individual to accrue. This value should not be greater than the target value. If there is no

requirement for a portion of the CPD to be accredited, then enter 0 in this field.

6 Enter a Start date for the CPD period. This start date cannot overlap with any other CPD Periods for

the same CPD programme.

7 Enter the Duration for the CPD period, either as number of days, weeks, months, or years.

8 Click to save the CPD period details.

92

© Kallidus 2018

The CPD period Administration menu

Details Summary information about the CPD period

Lesson View and edit Lesson assignments for this CPD period

User View and edit User assignments for the CPD period (CPD periods cannot be assigned to Groups)

Assign Users to the CPD period

To enrol onto a CPD Programme, Users must be assigned to a CPD Period for that programme.

1 Select a CPD programme

2 Select the CPD period to which the User(s) will be assigned:

3 Select User from the CPD Administration menu.

4 Click Edit to add (or remove) User assignments. Use the Search facility to find a specific User.

Alternatively, use the Category drop-down menu or the alphabet search to filter the list:

5 Select the Users to assign to the CPD Period and click to save.

93

© Kallidus 2018

Assign Lessons to a CPD period

In order that Users accrue CPD points/hours for completing a Lesson, that Lesson must be assigned to the CPD

Period and a CPD value in hours / points, must be configured.

1 Navigate to the CPD period

2 Select Lesson from the CPD Period Administration menu.

3 Click to make a new Lesson assignment, or to edit an existing Lesson assignment.

Use the Search facility to find a specific Lesson. Alternatively, use the Category drop-down menu or the

alphabet search to filter the list:

4 Click to save the assignment.

94

© Kallidus 2018

Configure the CPD value for a Lesson

Once a Lesson has been assigned to the CPD period, the next step is to specify the CPD value for the Lesson.

1. Select Lesson from the CPD Period Administration menu. In this example, the ‘Effective Delegation’ course

has been assigned to this CPD period. No CPD value has been specified:

2. Click to edit the CPD value for a Lesson. Specify:

The hours/points value accrued on completion of the Lesson

If the Lesson contributes to the Accredited portion of the CPD

If the Lesson is a mandatory part of the CPD period

3. Click Update to save the details.

95

© Kallidus 2018

About the CPD notification email

The email which is sent to update Users to summarise their progress towards their CPD target can be

configured to act as a useful reminder throughout the CPD period.

Tip “Many Learn clients schedule the reminder email to be sent right from the outset of the CPD period, with

monthly reminders until the CPD period expires. When configured in this way, the email acts as a useful

ongoing reminder of a Users’ progress towards their CPD target”.

Ben Wynne

Professional Services Consultant

96

© Kallidus 2018

Add CPD achieved outside Learn

Users can add any learning they undertake outside of Learn, in order that the activity can contribute to their

CPD target.

1 Navigate to Learn Home

2 Select Add my learning in the top menu bar

3 Select the Add learning button

4 A pop-up form appears, through which a User can record details of the CPD activity they have

undertaken:

5 Enter the activity details and Click Save.

97

© Kallidus 2018

What next?

This section has described how to create and manage CPD programmes. You may be interested to find out

more about:

Catalogues (p24)

Courses (p24)

Lessons (p41)

Events (p48)

Groups (p14)

98

© Kallidus 2018

Manually import Users

An automated people data feed is the primary method through which Users are added to Learn, however it

may still be necessary to manually create User accounts using the Kallidus User Import (KUI). This is often the

case for temporary workers such as contractors and seasonal staff who are not added to the HR database, but

who require a level of induction training. If an automated data import has not been configured, all Users will

need to be added through KUI.

All user details are centrally maintained in the Kallidus Identity Provider (KIP). KUI is used to import Users’ data

into multiple items in Learn. For example KUI can be used to:

Import new users, update existing user’s details and delete users

Add Users to Groups and assign Job Profiles

Create new Groups and Job Profiles

Within the training you will be provided with an import template. Alternatively you can request a copy of the

template from Kallidus Support.

Summary of steps

1. Create an import definition

2. Upload the import file

3. Map the columns

4. Start the import

Step 1 – Create the import definition

1. Navigate to Administration Home, and select User:

2. Below the table of users you’ll see . Select this to open KUI.

99

© Kallidus 2018

3. Select Add new import:

4. Enter an Import Name and Description. The Import Name is mandatory and must be unique. Click

to continue.

Step 2 – Upload a data file

Once a user import definition has been created, the next step is to upload a data file.

All import files must follow the template and have the top line containing the column names for the import.

These column names are used in the mapping process and are ignored for the actual import.

1. Click and browse to your import spreadsheet. The currently supported file formats are

CSV, XLS, XLSX.

2. Click to upload the file.

100

© Kallidus 2018

3. If your spreadsheet contains multiple sheets, you will be prompted to specify which should be used.

4. Make the selection, and click to continue.

Step 3 – map the columns

Now the columns in the import spreadsheet must be mapped to the appropriate fields in Learn. This is the final

step in creating an import definition. Once created, the import definition is saved and can be reused if the

same type of data import is required in the future.

1 The first stage involves mapping the Users’ identity details to KIP (through which the User will log in to

Learn):

Any data columns that are not required can be removed by clicking on the remove icon.

New mapping rows can be added to the mapping using the Add row button. Note that:

a. Import columns can be mapped more than once for the import process.

b. Database columns can only be mapped once for the import process.

2 Once the mapping is complete, click

3 The second stage involves mapping the same Users’ identity details to Learn and defining how any

additional fields in the spreadsheet should be mapped. For example Team, Department, Region. Once all

101

© Kallidus 2018

the columns have been mapped appropriately, click :

4 When importing Users, a further window will appear in which the LMS role for the imported individuals

must be confirmed:

5 Click to Continue.

102

© Kallidus 2018

Step 4 - Start the import process

Once all of the mapping processes are complete, the import process is ready to begin. The Start import process

page shows the details for the import, for a final check:

1. Click Start import to begin the import process:

2. A progress bar will show the percentage of the import process completed and the Start import button is

replaced with a Stop import button. Clicking the Stop import button will halt the import after it has

completed processing the current row in the import data file. All other rows in the import will be ignored.

Note: Multiple imports cannot be run concurrently. If there is already an import in progress when an

administrator attempts to start an import, a message will be displayed explaining why a second import

cannot be started.

3. Once the import is complete, KUI will display a summary screen containing the following details:

Records processed: The total number of rows containing data

Successfully processed records: The number of data rows imported successfully

Errors: The number of rows which failed to import

Warnings: The number of rows imported, but with partial failure

103

© Kallidus 2018

What next?

This section has introduced Users, and described the process for manually importing Users. You may also be

interested in:

Catalogues (p24)

Courses (p24)

Lessons (p41)

Events (p48)


Book Users onto an Event (p57)

Managing Continuing Professional Development (p89)

Data import rules (p138)

Troubleshooting data import (p144)

Email templates (p147)

104

© Kallidus 2018

Import historical e-learning records

This step-by-step guide describes the process of importing historical training results for non-Instructor led

lessons. All Lessons and Users referenced in the import files must already exist in the system for the import to

function.

Where a User has not already been assigned to a Lesson, the import tool will attempt to do so, but will

potentially require additional information to assign the User to the correct Course historically. The Lesson

details will then appear in the User’s training reports, but not in their learning plan.

Training history is often imported when Learn is first implemented, in order that reports covering a longer

period can be produced. However it may be necessary to import training records on an ongoing basis, for

example to import records for training taken outside of Learn.

Summary of steps



3. Map the columns

4. Start the import

Step 1: Create the import definition

1. Navigate to Administration Home, and select Lesson:

2. Scroll to below the Lessons list and select .

3. From below Data imports Select

105

© Kallidus 2018

4. Add a Name and Description for the import. The import name is mandatory and must be unique:

5. Select a format for all dates in the import file. This will dictate how dates in the file are processed. Any

dates which do not conform to the date format specified will cause the row which is being imported to fail.

6. Click to continue.

Step 2: Upload a data file

Once a user import definition has been created, the data file can be uploaded.

All import files must have the top line containing the column names for the import. These column names are

used in the mapping process, and are ignored for the actual import.

1 Click and browse to the import spreadsheet. The currently supported file formats are CSV,

XLS, XLSX.

2 Click to continue.

3 If your spreadsheet contains multiple sheets, you will be prompted to specify which should be used:

4 Make the selection, and click to continue.

106

© Kallidus 2018

Step 3: Map the columns

Columns in the import spreadsheet can now be mapped to the appropriate fields in Learn. This is the final step

in creating an import definition. Once created, the import definition is saved and can be reused if the same

type of data is imported again in the future.

1. Map the Columns in the import spreadsheet to the appropriate fields in Learn:

Note: Data columns can be added and removed by clicking the red cross and green plus icons.

Import columns can be mapped more than once for the import process.

Database columns can only be mapped once for the import process.

2. Once the mapping is complete, click to continue.

3. Map the Status field in the import spreadsheet to the appropriate field in Learn:

107

© Kallidus 2018

4. Click to continue

Step 4: Start the import process

Once all of the mapping processes are complete, the Start import process page open and the details for the

import are displayed for a final check.

1. Click Start import to begin the import process:

2. A progress bar will show the percentage of the import process completed and the start import will be

replaced with a stop import. Clicking the stop import button will halt the import after it has completed

processing the current row in the import data file it is working on. All other rows in the import will be

ignored.

Note: Only one import is allowed to run at a time in the system (of any type), so if there is already an

import in progress at the point of the start import progress screen, the current import progress will be

displayed and a message will explain why a new import cannot be started.

Once the import is complete, KUI will display a summary screen containing the following details:





108

© Kallidus 2018

View import history

Any previous imports which have been completed will have a view button. Clicking this button opens the

import history page where the following information will be visible:

Created Date

Import Started

Import Finished

The import log will also be available. The details in the log will differ for each type of data import.

The field mappings will be available to view, giving the mappings used for that particular instance of the

import. The original import file is available to download if required.

Edit import mappings

On each subsequent use of an import definition it is possible to alter the mapping configuration.

If the new import file has a different column definition then the previous import, then the mapping process will

be displayed automatically. If the import file has exactly the same column definition, then the current

mappings will be shown and an option is given to either edit the mapping, or continue without editing.

What next?

This section has introduced Lessons. In order for Lessons to be visible to Learners, they must be assigned to a

Course, so this may be your next step. You may also be interested in:

Catalogues (p24)

Courses (p24)

Events (p48)

Groups (p14)

Manually importing Users (p12)

Importing historical Event records (p114)



109

© Kallidus 2018

Importing historical Event records

This import is to be used to import historical training results for Instructor led lessons. If an Event does not

exist then it will be created if enough information has been supplied. The Users referenced in the import files

must already exist in the system for the import to function.

Where a User has not already been assigned to a Lesson, the import tool will attempt to do so, but will

potentially require additional information to assign the User to the correct Course historically. The Lesson

details will then appear in the User’s training reports, but not in their learning plan.

Summary of steps



3. Map the columns

4. Start the import

Step 1: Create the import definition


2. Scroll to the end of the page and select .

3. Select

110

© Kallidus 2018

4. Enter an Import name and Description. The import name is mandatory and must be unique:


Step 2: Upload a data file

Once a user import definition has been created, the data file can be uploaded.

All import files must have the top line containing the column names for the import. These column names are

used in the mapping process, and are ignored for the actual import.

1. Click and browse to the import spreadsheet. The currently supported file formats are CSV,

XLS, XLSX.


3. If the import spreadsheet contains multiple sheets, the correct sheet must be identified in the drop-down

menu:

4. Make the selection and click to continue.

111

© Kallidus 2018

Step 3: Map the columns

Next, the columns in the import spreadsheet must be matched to the appropriate fields in Learn. This is the

final step in creating an import definition. Once created, the import definition is saved and can be reused if the

same type of data is imported again in the future.

1. The right hand column represents fields in the import spreadsheet. The left hand column represents fields

in Learn. If the Kallidus Event import template is being used, most of the fields will be automatically

matched to the correct field in the database. Check the mappings and make changes if necessary:

Note: Any data columns that are not required can be removed by clicking on the remove icon.

2. Once the mapping is complete, click to continue

112

© Kallidus 2018

3. Now map the values from the uploaded import file to database values. The drop-down menus contain

fields within Learn, which must be matched to the terms used in the import spreadsheet:

Note: The reasons must be created within System configuration settings before this matching can take place

Step 4: Start the import process

Once all of the mapping processes are complete the Start import process page will open. Here the details for

the import are displayed.

2. Click Start import to begin the import process

3. A progress bar will show the percentage of the import process completed and the start import will be

replaced with a stop import. Clicking the stop import button will halt the import after it has completed

processing the current row in the import data file it is working on. All other rows in the import will be

ignored.

113

© Kallidus 2018

Note: Only one import is allowed to run at a time in the system (of any type), so if there is already an

import in progress when the user gets to the start import progress screen, the current import progress will

be displayed and a message will explain why a new import cannot be started.

Once the import is complete, KUI will display a summary screen containing the following details:





View import history

To view any previous imports, including date and field mappings, select an import from the import list. Then

select Imports from the Event Import Administration menu to see further details

Edit import mappings

On each subsequent use of an import definition it is possible to alter the mapping configuration.

If the new import file has a different column definition then the previous import, then the mapping process will

be displayed automatically to the user. If the import file has exactly the same column definition, then the

current mappings will be shown to the user and an option is given to either edit the mapping, or continue

without editing.

What next?

This section has described how to create new Events and import historical Event records. You may also be

interested in:

Catalogues (page 24)

Courses (page 24)

Lessons (page 41)

Groups (page 14)

Importing eLearning content (page Error! Bookmark not defined.)

Importing historical eLearning records (page 48)

Manually importing Users (page 12)

Data import rules (page 138)

Troubleshooting data import (page 144)

Book Users onto an Event (page 57)

Change an Event date (page 56)

Change an Event time (page 55)

Update Event attendance (page 63)

114

© Kallidus 2018

Import a SCORM e-learning package

Kallidus Learn supports the following Content types:

AICC

SCORM1.2

SCORM2004

Note: Kallidus Learn does not support multi-sco SCORM packages

SCORM is a technical standard which governs how e-learning content and Learning Management Systems

communicate with each other. It is the industry standard for e-learning interoperability.

When e-learning content is imported into Kallidus Learn, a new Course and a new eLearning Lesson will be

created, and no assigning is required. The Course Code, Course Title and Lesson Title will be defined by the

imported content.

Note: If the eLearning Lesson is intended for use as part of an existing Course, the Course created automatically

on import can be unenabled to hide it from view. The eLearning lesson can then be reassigned to other Courses

as required. This is described in the following section ‘Keep the Lesson and not the Course’.

Steps to import a SCORM eLearning package

1 Navigate to Administration Home and select Course to view the Course list:

2 Click to open the Course Import Wizard.

3 Click and browse to the project zip file for the e-learning. Note: The project zip file does not

need to be unzipped before uploading.

115

© Kallidus 2018

4 Click Start upload:

Note: The Import Wizard cannot be used by multiple Users concurrently.

5 Learn will scan the project file, and prompt for confirmation of the SCORM standard applied. Click Yes to

continue with the import:

6 Select a Category and Coursecard image for the Course.

7 Specify the Lesson duration. Note: At this point, it may also be useful to make a note of the Lesson code

(or paste to the clipboard).

116

© Kallidus 2018

8 Once this is completed, Click Start course creation:

A new Course and Lesson has now been created. There are now two choices:

Go straight to Course details (choose this option if importing SCORM2004 content)

Upload more content

117

© Kallidus 2018

Considerations for importing SCORM2004 content

SCORM2004 content creates 2 lessons when uploaded, the parent and the child. The child Lesson is not a

duplicate, it is used to record tracking (parent / child) and must not be deleted. Both Lessons should always be

assigned together.

The Course created on import is not required

In some cases, the Course created on import may not be required. For example, when:

multiple eLearning Lessons are imported for inclusion within a single Course

the eLearning Lesson will be assigned to a Course which already exists in Kallidus Learn

Where this is the case, it is good practice to disable the Course created on import. To disable a Course:


2 Un-check the ‘Course is enabled’ checkbox.

3 Click to save the changes.

118

© Kallidus 2018

Import a pdf document

The steps for importing a pdf document are very similar to the elearning import process. A Course and Lesson is

automatically created on import, and the pdf Lesson can be reassigned to a different Lesson if required.

A variety of files can be converted into pdf’s, for example Office files such as Word, Excel and Powerpoint files,

image files (bmp, .gif, .jpeg, .jpg, .png, .tiff, .tif) and Adobe Creative Suite files (InDesign/.indd, Photoshop/.psd,

and Illustrator/.ai).

Why import a pdf?

Documents imported into Learn appear in a Users’ learning plan as a Lesson, therefore it is possible to track

who has accessed the document and send reminders to those who have yet to do so. This may be preferable to

sending the same document by email, which may be missed.

Note: If it is required that learning must be demonstrated, a SCORM eLearning package may be a more suitable

option

Examples of how customers make use of pdf lessons include:

A training guide to accompany face-to-face or online learning

Hints and tips to support a training

Pre-reading and post reading

Describing new organisational processes, reporting that employees have read

Steps to import a pdf document

1. Navigate to Administration Home and select Course to view the Course list:

2. Click to open the Course Import Wizard.

3. Click and browse to the pdf file

119

© Kallidus 2018

4. Click Start upload:

Note: The Import Wizard cannot be used by multiple Users concurrently.

5. Learn will scan the project file, and prompt for confirmation of the document type. Click Yes to

continue with the import:

6. Select a Category and Coursecard image for the Course.

7. Specify the Lesson duration. Note: At this point, it may also be useful to make a note of the Lesson

code (or paste to the clipboard).

120

© Kallidus 2018

8. Once this is completed, Click Start course creation:

A new Course and Lesson has now been created. There are now two choices:

Go straight to Course details

Upload more content

121

© Kallidus 2018

When assigned to a User, the Course and pdf Lesson will look like this:

The Course created on import is not required

In some cases, the Course created on import may not be required. For example, when:

multiple pdf’s are imported for inclusion within a single Course

the pdf will be assigned to a Course which already exists in Kallidus Learn

Where this is the case, it is good practice to disable the Course created on import. To disable a Course:


5 Un-check the ‘Course is enabled’ checkbox.

6 Click to save the changes.

122

© Kallidus 2018

What next?

This section has described how to import e-learning content. You may also be interested in:

Catalogues (p24)

Courses (p24)

Lessons (p41)

Events (p48)

Groups (p14)

Manually importing Users (p12)

Importing historical Event records (p114)

Importing historical eLearning records (p48)



123

© Kallidus 2018

Configuring email communications

Learn generates email to provide notification to Users, Managers and Administrators. Email notifications are

either sent instantly, or processed overnight by the batch processor (see a full email list on page 147). Any

emails sent to a User’s email address also appear in their notification panel.

This section describes how to:

Disable or edit an email template

Customise the default notification schedule

Specify the ‘email from’ address for notifications

Send a test email

Disable or edit an email template


2. Select Email from the System configuration menu.

3. Scroll to the end of the page and select to view a list of all email templates.

4. Select a template from the ‘Template’ drop-down menu

5. To disable the template, click The button switches to

To edit the message, update the text in the Content field. Email messages are displayed in raw HTML

format, so take care when editing. Do not remove or change any of the HTML tags which surround the

message text.

124

© Kallidus 2018

Tip If you are not familiar with HTML code, seek help from someone who is, or contact the Kallidus

Support team.

Customise the default notification schedule

Commonly, Learn Administrators create a custom notification schedule each time it is required. If a custom

schedule is not created, then notifications will be sent according to the default schedule.

To view the default schedule:

1 Navigate to Administration Home and select System configuration:

2 Select Email from the System configuration menu.

3 Navigate to the Notification settings section:

Note:

The option ‘Notify a user when a new account is created for them’ is not required for Learn, as new Users are notified automatically when they are added to the system.

The option ‘Notify a User when they are enrolled onto a Course’ triggers an additional automatic email. This is in addition to the emails sent when a User is enrolled on a Course. This option is typically not selected.

4 Click to save any changes

125

© Kallidus 2018

Specify the ‘email from’ address for notifications

Notifications will be sent from the address specified in the email settings. To view or edit the address:

1 Navigate to Administration Home and select System configuration:

2 Select Email from the System configuration menu.

3 The ‘Email addresses’ section contains the ‘email from’ address:

4 Click to save any changes.

Tip: It is recommended that a generic address for the administration team is used, in case Users reply to the

notification.

Send a test email

An example of an email template can be sent to a nominated email address in order that the formatting and

appearance of the email can be checked. This option appears at the end of each email template page.

Note: Test emails do not include dynamic information such as username, Course name etc

126

© Kallidus 2018

What next?

This section has introduced email templates. A complete list of all the automated emails in Learn can be found

on page 123. You may also be interested to find out more about:

Catalogues (p24)

Courses (p24)

Lessons (p41)

Events (p48)

Groups (p14)

127

© Kallidus 2018

Housekeeping and best practice

Regular house-keeping will help keep Learn tidy and maximize the performance of the system.

Organisations are constantly changing and although often forgotten, people play a key role in supporting

growth and business transformation. Learning and Development have an important role to play in identifying

training needs, keeping up with changes to legislation and developing employees to improve and gain new

skills to increase talent mobility.

This is where a well organised and up-to date LMS can come in useful for both Users and Administrators.

Between learners coming and going, new courses being added, or new functionality being explored they can

start to become unruly.

Below are some hints and tips to help keep your Learn clean and tidy:

Share knowledge

We would strongly recommend that you always have two or more Administrators with a good working

knowledge of Learn; how to use it, business processes surrounding Learn and an understanding of why

decisions were made when Learn was implemented.

Sometimes this information can be hard to share if there is only one Administrator using the system daily.

Ensure the Administrators document what they do, how they do it and any changes they make to processes or

configuration.

Archive expired Courses, Accreditations, Lessons, Users

There’s nothing like a spring clean and this is true for Learn. New courses are created over time to replace

existing ones. These older versions can be un-enabled to de-clutter learning plans, Catalogues and

Administration screens (un-enabled items can still be reported if required). Accreditations and lessons can also

be un-enabled – speak to the Support team if you’d like help with doing this.

Ensure that only current employees have an active account in Learn – an automated People data import will

help maintain this.

Be aware also that Learn stores actions carried out by Administrators in the audit log. The log is set to

automatically purge records over 6 months.

Document your processes

It’s very important that all processes are documented. If all administrators follow consistent processes when

setting up Courses, Lessons, Events etc, then content will be consistent for Users and Administrators. It is also

import that standards are documented – for example:

Coding conventions

Course descriptions content and layout

Cancellation costs

Course title format

128

© Kallidus 2018

Create templates for Courses, Lessons and Events

When multiple Administrators are working in Learn, they will develop their own ways of doing things. Setting a

standard will ensure that all the information needed for reporting is correctly added to Learn.

Templates mean that all the content will be consistent – to Administrators and Users. The template should

include all the information required when a Course is created.

Make use of custom fields to store additional information, such as who created the course and when it should

be reviewed.

Need a clear out?

Start with reports – run reports to show all Users, Groups, Courses, Lessons and Events to get a summary

of the content in Learn. This will make it easier to decide what is needed and what can be archived.

Once the areas that need a clear-out have been reviewed, they can be un-enable or categorise as archived.

Best practice summary

Always have more than one person who is competent in using the system. This reduces the risk of

knowledge leaving the business.

Document business process and LMS configuration changes

Manage the data through a nightly automated data import – this will ensure users are un-enabled

regularly and user information updated

If there isn’t a data feed, ensure that data is manually updated as regularly as possible – at least once a

week. Set up reports that would show missing information.

Create ‘Test’ categories where possible, this will allow Administrators to try out new ideas and

functionality but be able to delete or archive once testing is complete easily.

Use Categories to group objects in Learn. Categories can be used for accreditations, catalogues, courses,

documents, groups, job profiles and lessons.

Use custom fields to store additional information like who created the object and when it should be

reviewed.

Have a generic Administrator email address

129

© Kallidus 2018

Key considerations for configuring your LMS

To successfully implement and manage the Learn LMS, consideration should be given to the following:

Reporting strategy

Grouping Users

The User journey


Project timescale

Email notifications

Accreditations

Naming conventions

User defined fields

Importing training history

Reporting strategy

Right from the outset, think about the reports you want to run. What do they look like? Who needs to receive

information from the LMS? How often do they need it? The answers to these questions will help you

understand how the LMS should be configured for your organisation.

Are there reports you run now that you wish to replicate? Does your people data contain the information

needed for Learn to produce the reports you need?

Grouping Users

When considering how to configure groups in your LMS, there are two key questions to consider:

How do you want to deploy training?

How do you want to report?

Start with an organisational hierarchy and consider the roles people perform in your organisation. Then

broaden your thinking to consider how people work, where people work, and any additional responsibilities,

such as Fire warden or first aid responder.

The User journey

How will Users access learning? Consider which training will be mandatory, and which will be optional. What

Catalogues will you have? Remember that good use of Catalogues really helps to engage users with the LMS.

Which Courses will require Manager authorisation?


Who will interact with the LMS and what do you need them to do? Will the standard roles be sufficient or will

you need to create custom roles?

130

© Kallidus 2018

Project timescale

Do you have enough time and resources available to manage the implementation? Take stock of the tasks you

need to undertake, such as data cleaning and defining a reporting strategy.

Email notifications

Which emails will you keep? What schedule will you use to send notifications?

Accreditations

Will you need Accreditations? How will learning be delivered, online in the classroom, or will it be observed?

Naming Conventions

Start thinking about how you will code Usernames, Courses, Lessons, Events and all other items in Learn for

which unique codes are required. We would recommend creating a governance document to record your

decisions in order that all administrators, especially new starters, know exactly how the LMS should be used.

User defined fields

What 20 user information fields will you add to your People Data Import? Consider how you want to assign

training, and how you want to report. Will custom fields at Courses, Events, Lessons be useful?

Importing training history

Do you plan to import training history? If so, any Courses and Lessons to which the history relate, must first be

configured in the LMS.

132

© Kallidus 2018

People Data

Overview

People data is fundamental to the Learn system and is used to allocate and track user interactions with the

system. Learn stores the people data in its database and the system adds information to this database when a

user or administrator enters or amends data within Learn. The initial setup of People in Learn requires a large

amount of people data to be added and it can at times need to be updated in sizable batches, this data can be

directly imported into the database to make it more consistent and faster to achieve.

To achieve people data loads our clients provide this data as a file and this is usually generated as an

automated extract from a Human Resources Information System (HRIS). Kallidus then load this data directly to

the Learn database on a set schedule.

By establishing a regular people data import, Learn automatically:

Maintains people data in one place as individual user records

Creates new user accounts

Updates any changes to user details e.g. change of line manager

Disables leaver accounts

Creates user groups and adds users to groups

Some of our clients require only a one off load of people data, but in most cases this import is configured as a

regular import process. This is usually run daily, but can be weekly or monthly. In order for a scheduled import

to be set up, the following criteria must be met:

Consistent file format. The file format must not change between the initial sample and final

automated extract, if it does the import process will fail. To avoid introducing any differences, we

recommend that this is a system generated file rather than a manually created file

The file must be uploaded to a Kallidus provided sFTP site

The file must be in *.CSV format with an agreed name. (The name cannot include a timestamp).

During a standard people data import, the following actions take place:

Any user accounts that are not on the import file are disabled (excluding users in the manually

maintained user group)

Records that would prevent the data from being imported are removed from the import. Common

reasons are missing data and duplicate records.

New user records are created where the import key does not already exist

Existing users are updated where the supplied data differs from the existing setup in Learn.

Users are assigned to the relevant user groups. Where required, new user groups are created. Users

are also moved between groups if the supplied data differs from in Learn

133

© Kallidus 2018

Users are assigned to the relevant job profiles or have their assigned job profile updated; where

required, new job profile are created.

Exception reports are generated and mailed to a nominated client email address

People data should only be updated on the source system so that the import process updates Learn with

changes via the data import. If user records are created or updated directly within Learn, the data will be

overwritten by the next import if it differs from the source system data.

Recommendation:

We strongly recommend reviewing the quality of your people data before transferring into Learn. Any mistakes

in the source data will be carried through to Learn and resulting reports.

How do you identify what you need?

What people data do I need?

In order to understand what people data you need to transfer to Learn there are two key questions:

What do we need to report on?

o Department?

o Region?

o Role?

How will we assign learning?

o Job role?

o Department?

What people data does Kallidus need?

The minimum data Kallidus requires is:

A unique identifier – this could be an employee number, or email address

A unique username – this can be the same as your unique identifier – users will use this to log in

First name

Last name

Some Kallidus functionality requires further information:

Manager relationships. If line manager approvals are required you will need a relationship to exist

between a user and their manager

Email addresses. Kallidus has a built in Notification Panel, but if instead you wish to send email

notifications to users you will need to supply an email address.

134

© Kallidus 2018

Data rules

LMS Roles control what people can do in the system, ranging from Student – up to LMS Administrator

- how will these roles be identified within the data?

Line manager relationships – how will the data identify the link between managers and their teams?

Group creations – what groups of users would you like to be created and maintained by Learn?

User field mapping – from your data, which information needs to go where in Learn?

Leavers – when people leave the organisation, how will the LMS know to disable those user records?

135

© Kallidus 2018

Help and Support

The Kallidus Zendesk site give customers access to a range of step-by-step guides, support and resources.

The Knowledge base

View step-by-step guides, video tutorials on the Kallidus user Knowledge base:

https://kallidus.zendesk.com/hc/en-us

136

© Kallidus 2018

Kallidus Community

Find useful and interesting articles about LMS and L&D in general, and attend a local User group meeting in the

Kallidus community:

https://kallidus.zendesk.com/hc/en-us/community/topics

137

© Kallidus 2018

Reference

How the “When’s my team booked on training?” calculations work

Colour coding is applied to the calendar overview to reflect the number of team members who are booked to

attend an instructor led Event.

Teams with 10 people or under:

No one booked on - shown as a date (not clickable) - no colour applied

1 person booked on training = Green

2 people booked on training = Amber

3 people booked on training = Red

Teams between 11 and 20 people:


1-2 person booked on training = Green

3-4 people booked on training = Amber

5-6 people booked on training = Red

Teams with 21 people or over:


<15% of the team booked onto training = Green

>=15% and 30% of the team booked onto training = Amber

>=30.1% of the team booked onto training = Red

138

© Kallidus 2018

Data import rules

The data import procedure relies on a number of rules for processing import files, the following are a list of the

data rules that are applied to all data imports:

The first row in the import file is always assumed to have column headers and will therefore be ignored

during the actual import process.

Each row in the import file will be processed sequentially in the order of the rows in the import file.

If a row in the data file is found to contain no values, then a warning message will be written to the log.

Boolean values in the import file can be any of the following (in lower or upper case): 0, 1, Y, N, Yes, No, T,

F, True, False.

All dates will be parsed using the date format as specified at the start of the data import. If a date does

not conform to the date format specified then an appropriate warning message will be written to the log.

Learning record data import rules

The following field is compulsory for all imports: Lesson code – if the code is blank in the import file, or the

code cannot be found in the database an error will be written to the log and the row will not be processed.

If the Lesson has been found, the following checks will be performed. If any of the checks are failed an

error will be written to the log and the row will not be processed.

o The Lesson will be checked to make sure it is not of type Instructor led.

A user identifier must be specified for each record – either user name or import key. If no identifier is

specified, or the user cannot be found, an error will be written to the log and the row will not be

processed.

If the user record is found, then a check will be made to ensure the user running the import has

Administration rights over that User. If they do not, an error will be written to the log and the row will not

be processed.

If the combination of User + Lesson does not exist in the database already, then the following checks will

be made to ensure a Course code can be found to assign to the users course history, so that reporting can

be performed:

A list of all Courses that the lesson is (directly, or indirectly by a container lesson) assigned to, will be

retrieved.

If no Courses are found an error will be written to the log and the row will not be processed.

139

© Kallidus 2018

If more than one Course has been found then:

If a Course code has been specified in the import file and it is in the list once, then this Course code

will be used.

If no Course code has been specified in the import file then it is not possible to ascertain which Course

is the correct one - an error will be written to the log and the row will not be processed.

If only one Course code is found:

If a Course code has been specified in the import file – then a check will be made it is the same code as

the one in the list. If it is not the same an error will be written to the log and the row will not be

processed.

If no Course code has been specified in the import file then this Course code will be used.

If the Course Code is mapped, then any triggers associated with the course and lesson will be fired.

If Session Time is specified, then the existing total Session Time will be calculated and the Session Time in

the import file will be added to the total to create the new total session time.

If the Total Session Time is specified, all previous session times will be ignored and the new Total value

passed will become the total time for the session.

All existing sessions will be deleted and replaced with a single session with the details provided from the

import.

If the option Reset the current training period when completed records are added into the grace period

is checked and the session’s status is Completed ("Complete", "Passed", "Attended", "Failed" or "Exempt”)

with a date that is within the grace period for the previous training period, or the current training period,

then the current training period will be updated to include the imported training record as the first record

in the updated current training period.

Values passed in for the Percent Score field must be a valid number between 0 and 100 or a blank string.

If a blank string is passed and the record is being updated, then any previous score entry will not be

overwritten.

It is only valid to map the Actual Score and Maximum Score columns for Lesson types other than:

eLearning. If these are mapped against lessons of this type then an error will be written to the log and the

row will not be processed.

Values passed in for the Actual Score and Maximum Score columns must be valid numbers. The Actual

Score must be 0 or greater and the Maximum Score must be greater than 0. If either of these fields have a

140

© Kallidus 2018

value and the other field is blank an error will be written to the log and the row will not be processed. If

the Actual Score is greater than the Maximum Score an error will be written to the log and the row will

not be processed.

If all three score columns are mapped: Percent Score / Actual Score / Maximum Score – and if the Actual

Score and Maximum Score columns have valid values, then these scores will be used to calculate the

Percent Score and the value in the import file for the Percent Score will be ignored and an appropriate

warning message will be written to the log.

If the combination of User + Lesson is present in the import file more than once, then the first row will be

imported successfully, but all other subsequent rows with duplicate data will be ignored and an

appropriate warning message will be written to the log.

If the Date Created value is passed in, this value will be used, otherwise the record will be recorded as

having been created at the exact time of import.

If the Lesson the record is being imported for has accreditations or elements assigned, then these will be

assigned to the user according to standard LMS functionality.

Event user data import rules

The following fields are compulsory for all imports: Lesson code / Event code – if either code is blank in the

import file, or the codes cannot be found in the database an error will be written to the log and the row

will not be processed.

If both codes are valid, a check will be made to ensure the Event code is valid for the specified lesson. If

more than one Event is returned an error will be written to the log and the row will not be processed.

If the Event does not exist, then a new Event will be created if the other required fields have been

supplied:

Event Start Date – required when creating new events.

Event End Date – required when creating new events.

If the Event does not exist and these fields are not mapped, are blank or not valid dates an error will be

written to the log and the row will not be processed.

If the Lesson has been assigned default event values, then these values will be copied to the new event

with the exception of the default start/end time which must be supplied as part of the import data. Any

other default event data will be overwritten if values for these fields have been supplied in the import

data.

141

© Kallidus 2018

The following checks will be performed against the Lesson. If any of the checks are failed an error will be

written to the log and the row will not be processed.

The Lesson must be of type Instructor led

A user identifier must be specified for each record – either user name or import key. If no identifier is

specified, or the user cannot be found an error will be written to the log and the row will not be processed.

If the user record is found, then a check will be made to ensure the user running the import has

Administration rights over that User. If they do not, an error will be written to the log and the row will not

be processed.

If the combination of User + Event does not exist in the database already, then the following checks will be

made to ensure a Course code can be found to assign to the users course history, so that reporting can be

performed:

A list of all Courses that the lesson is (directly or indirectly via a container lesson) assigned to, will be

retrieved.

If no Courses are found an error will be written to the log and the row will not be processed.

If more than one Course has been found then

If a Course code has been specified in the import file and it is in the list once, then this Course code

will be used.

If no Course code has been specified in the import file then it is not possible to ascertain which Course

is the correct one - an error will be written to the log and the row will not be processed.

If only one Course code is found:

If a Course code has been specified in the import file – then a check will be made it is the same code as

the one in the list. If it is not the same an error will be written to the log and the row will not be

processed.

If no Course code has been specified in the import file then this Course code will be used.

If the combination of User + Event is present in the import file more than once, then the first row will be

imported successfully, but all other subsequent rows with duplicate data will be ignored and an

appropriate warning message will be written to the log.

If the Event is created by the import process, but different Event details are present later in the import file,

these later details will be ignored.

142

© Kallidus 2018

If the Event already exists, and the details for the event are different in the import file than in the DB, then

the first instance of any differences will be applied and any subsequent differences will be ignored.

If Cost Code has been mapped, a check will be made to ensure it is 200 characters or less. If not an error

will be written to the log and the row will not be processed.

If Comments has been mapped, a check will be made to ensure it is 256 characters or less. If not an error

will be written to the log and the row will not be processed.

If User Comments has been mapped, a check will be made to ensure it is 256 characters or less. If not an

error will be written to the log and the row will not be processed.

If Percent Score has been mapped, a check will be made to ensure it is valid number between 0 and 100 or

a blank string. A value of 0 will appear as blank in the LMS.

Values passed in for the Actual Score and Maximum Score columns must be valid numbers. The Actual

Score must be 0 or greater and the Maximum Score must be greater than 0. If either of these fields have a

value and the other field is blank an error will be written to the log and the row will not be processed. If

the Actual Score is greater than the Maximum Score an error will be written to the log and the row will

not be processed.

If all three score columns are mapped: Percent Score / Actual Score / Maximum Score – and if the Actual

Score and Maximum Score columns have valid values, then these scores will be used to calculate the

Percent Score and the value in the import file for the Percent Score will be ignored and an appropriate

warning message will be written to the log.

If Actual Cost has been mapped, a check will be made to ensure it can be parsed into a valid currency

value. If not an error will be written to the log and the row will not be processed. A value of 0 will appear

as blank in the LMS.

If Projected Cost has been mapped, a check will be made to ensure it can be parsed into a valid currency

value. If not an error will be written to the log and the row will not be processed. A value of 0 will appear

as blank in the LMS.

All records created will be automatically approved and confirmed onto the event. The approval user will

be registered as the current user performing the import. If the number of confirmed users exceeds the

event maximum capacity, a warning will be raised but the users will still be added.

A check will be made to see if the user has any conflicting event dates. If a conflict is found a warning will

be written to the log but the row will still be processed.

143

© Kallidus 2018

If Cancellation date is present in the import file and the Status has been set to either ‘Cancelled’ or

‘Withdrawn’ then the cancellation date will be set – otherwise it will be ignored.

When updating existing records: If a blank string is passed for any column, then the existing entry for that

field will not be overwritten with the blank value.

If the Date Created value is passed in, this value will be used, otherwise the record will be recorded as

having been created at the exact time of import.

If Reasons for event statuses has been enabled and there are one or more reason(s) configured, then the

reasons column will be available in the mapping process.

If the option Reset the current training period when completed records are added into the grace period is

checked and the event’s session’s status is Completed ("Complete", "Passed", "Attended", "Failed" or

"Exempt”) with a start date that is within the grace period for the previous training period, or the current

training period, then the current training period will be updated to include the imported event attendance

record as the first record in the updated current training period.

144

© Kallidus 2018

Troubleshooting data import

If there are errors in the import log, the import isn’t behaving as expected or isn’t working at all, here are some

of the potential problems and fixes:

Problem Potential Solution

Problem uploading .xls / .xlsx /

.csv files

The most likely cause of the error is the LMS web server does not have the

correct data driver installed in order to read files of this type. In order to

install the correct data drivers, download the latest drivers from the

Microsoft site:

https://www.microsoft.com/en-gb/download/details.aspx?id=13255

And then follow the instructions to install the driver. Choose the x86

version, NOT x64.

Error message when uploading

data file:

‘The new file has a different

amount of columns from the

original definition. Please

create a new import for this

file.’

If you are sure you are uploading a file with the same column structure as

the original file used to create the definition (you can check this by viewing

a previous import and downloading the import file), then the most likely

cause is an errant comma within the file which is affecting the column

structure.

Also in spreadsheets it can be possible to have character data into the

columns which looks blank to the user (normally if columns have been

selected and the user has chosen to ‘Clear contents’). To see if this is the

case you can export the spreadsheet as a csv file and see the extra

columns – normally as extra commas at the end of each line. The best way

to remove these is to highlight the whole column in the spreadsheet

application and then right click and select ‘Delete’.

Warning message in the log

file:

‘The row in the import file is

blank and has been ignored’

Sometimes files can have blank rows which contain character data which

the import recognises but looks blank to the user.

If you are importing a xls or xlsx file, then highlight the entire row by right

clicking on the row number and then choose ‘Delete’ from the menu. Run

the file again to see if the warnings have disappeared.

If the file is a csv or txt, open in a text editor such as notepad and make

sure the blank rows have no blank characters, and remove them if

possible. It is best if the end of the file is when the cursor is at the end of

the last line in the import.

https://www.microsoft.com/en-gb/download/details.aspx?id=13255

145

© Kallidus 2018

When importing a file, the

column mappings show ‘F’

numbers in the Import

columns

This means that the import file has more columns somewhere than header

columns. Therefore either a column header has been missed or there is

more data in the file for one (or more) rows then for all the others.

Again the most common cause for this is errant commas in the data.

Also in spreadsheets it can be possible to have character data into the

columns which looks blank to the user (normally if columns have been

selected and the user has chosen to ‘Clear contents’). To see if this is the

case you can export the spreadsheet as a csv file and see the extra

columns – normally as extra commas at the end of each line. The best way

to remove these is to highlight the whole column in the spreadsheet

application and then right click and select ‘Delete’.

Error in import log:

‘[import type] record has not

been updated successfully’

This means that an error has occurred whilst trying to save the record, but

the error is unknown to the import utility.

To discover more information about the possible errors, consult the

windows application log.

One potential reason is that the MSDTC (Microsoft Distributed Transaction

Coordinator) service is not running on the database server. The import

facility requires a transactional environment to perform the data import

tasks, and if this service is not running then the transactions can fail.

When importing a .csv or .txt

file, the names for import

columns include characters

that are not in the import file:

This can happen when the data file has been saved in an encoding format

other than ANSI.

Please ensure all .csv and .txt files are saved with an encoding of ANSI.

When importing a

spreadsheet, the import is

complaining about date’s

being incorrectly formatted.

Applications like excel will automatically try and recognise date fields (this

can be turned off by selecting the column > Format Cells > Choose ‘Text’

format). When the spreadsheet is imported, the dates will be imported

using the current user’s theme language, so if the current user is set to

English (GB), then the dates will then be imported in that format.

If the Data Import date format is then specified as something else i.e.

English (US) – then this can cause the date format problems.

Special Database columns:

Learning record and event user data import:

Import Key / User name – at least one of these must be specified in the import file. The import

process will try to match existing users in the system first by Import Key and then by User name (if

both are specified).

146

© Kallidus 2018

Lesson code (mandatory) – This is the unique identifier for the lesson in the system.

Status – there are set values for this data in the Learning Management System, so choosing this will

incur another mapping stage to map all the values from the import data file to valid values in the

database.

Created Date – this date will be formatted according to the format specified against the import

definition. If the date is invalid once formatted, the import for the current row will fail and an error

will be written to the import log.

Actual Score / Maximum Score – if either of these columns are mapped, then the other must be

mapped as well, otherwise it is not possible to work out the overall percentage score.

Learning record data import:

Session Time / Total Session Time –Either neither of these options can be chosen, or just one, but not

both options.

Event user record data import:

Event code (mandatory) – this is the code that along with the lesson code will uniquely identify the

event. If the Event does not already exist in the system, then a new Event will be created as long as

the following information is supplied as well:

o Event Start Date

o Event End Date

147

© Kallidus 2018

Email templates

Learn generates emails automatically to provide notification to Users and Administrators. Some emails are

generated “real-time”, for example if a user books onto an event, an email is immediately sent to the event

administrator notifying them that a user has requested a booking.

Other emails are sent on a “batch” basis, for example a user will receive an email to notify them of forthcoming

course deadlines and expiry dates. Learn sends “real-time” emails instantaneously. “Batch” emails are sent by

the “Batch Processor”. This is installed as part of the Learning Management System and be configured to run as

often is required. Typically the batch process will run once a day.

The automated email service uses the settings from the “Email settings” page in System configuration.

All emails sent by Learn use a template to define the content and layout of the email. These templates are

located in a folder on the Learn server and can be edited via the Email templates Administration page, which

can be found by going to Administration > System configuration > Email and clicking on the Templates button.

From address

This identifies the default email address that is used to send each email template. When Default address is

specified as the ‘From address’ for the template, then the LMS sends the email from the default LMS address.

Variables

Each template can contain variables which will get replaced with appropriate data at the point of sending the

email. Each template has a unique set of variables and the data they will be replaced with is described with

each template listed below.

Empty variables

Sometimes the data that replaces the variables is empty, e.g. the address for an event, or the description for a

lesson. For plain text emails if any variable in a line is empty then the entire line is removed from the generated

email. For html emails, if all the variables in a <div>…</div>, <span>…</span>, <p>…</p>, or <tr>…</tr> section

are empty then the entire section is removed from the generated email.

148

© Kallidus 2018

Global variables

There are variables which can be applied to any template. These variables are:

Variable Description

{ContextType} This will be the vocabulary term for the context of each email, e.g. ‘Event’ or ‘Lesson’ etc. Each template will label its own context type.

There are 2 variations on this variable:

{ContextTypeUpper}: Upper case context type, e.g. ‘EVENT’

{ContextTypeLower}: Lower case context type, e.g. ‘event’

{UserFirstname} First name of the email recipient

{UserLastname} Last name of the email recipient

{UserFullname} The first and last name of the email recipient separated by a single space

{UserEmail} Email address of the email recipient

{UserName} User name of the email recipient

{FromFirstname} First name of the email sender

{FromLastname} Last name of the email sender

{FromFullname} The first and last name of the email sender separated by a single space

{FromEmail} Email address of the email sender

{SystemName} The system name as defined in the LMS vocabulary.

{TeamName} The team name as defined in the LMS vocabulary.

{ObjectGuid} The internal LMS identifier for the context item

{LMSURL} Web address for the Learning Management System

{LongDate} The date at which the email was sent – formatted in long date format as such: ’07 May 2017’

{ShortDate} The date at which the email was sent – formatted in short date format as such: ‘07/05/2017’

{LongTime} The time at which the email was sent – formatted in long time format as such: ’11:46:36’

{ShortTime} The time at which the email was sent – formatted in short time format as such: ’11:46’

149

© Kallidus 2018

Formatting

Each template has the following format rules:

If the body section of the template has the tag {HighPriority} or {LowPriority}, the email

header will contain the appropriate priority setting. If these tags do not appear, the email is sent with

normal priority.

If the first line of the body section of the template contains the tag <HTML>, the email will be sent as a

formatted HTML document. Normally, the email is sent in plain text format. The email must conform to

the HTML standard if HTML formatting is used.

Formatting of Calendar Attachments in Emails

The appearance of iCalendar attachments in event related emails may differ significantly from the expected

outcome if HTML heavy descriptions are used for the lessons to which the events are associated. This is not an

issue with the LMS, but is in fact a limitation of the iCalendar implementation in email clients such as Outlook

which only support a limited subset of HTML characters within Calendar attachments.

By way of example, tables will be converted to tab-separated text in an Outlook 2010 Calendar, while simple

formatting such as bold and italic are retained. Google Calendar strips all formatting entirely, leaving just plain

text. As a result, whenever it is necessary to employ HTML formatting in emailed calendar items, it is

important to check the appearance of iCalendar attachments by first viewing in the intended client program.

150

© Kallidus 2018

Event emails

EventNotifyAvailability

Trigger Sent to users who are on the waiting list of an event when a space becomes available.

From Default address

Variables {ContextType} Vocabulary term for “Event” {0} Lesson title {1} Start date and time of the event {2} End date and time of the event {3} Event location {4} Lesson code {5} Lesson title {6} Lesson description {7} Event comments {8} Link to the event

NewEvent

Trigger Sent to users enrolled on a learning object when a new event is created, if they have not already booked an event.


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title

Sent Instant

151

© Kallidus 2018

EventBookingStageApproved

Trigger Sent to users to let them know that their event booking has been approved at the current stage and will be passed on to the next stage in the approval process.

From User that approved the booking stage

Variables {ContextType} Vocabulary term for “Event” {0} Role of the approver for the current stage {1} Role of the approver for the next stage {2} Event start date and time {3} Event end date and time {4} Event location {5} Lesson code {6} Lesson title {7} Lesson Description {8} Comments for the event {9} Cost code {10} Attendance charge {11} Non-attendance charge {12} Attendance rebate {13} Single room rate {14} Twin room rate {15} Double room rate

Sent Instant

152

© Kallidus 2018

EventBookingWait

Trigger Sent to an event administrator, manager or notification group to advise that a user has been placed onto the waiting list for an event.


Variables {ContextType} Vocabulary term for “Event” {0} First name of the user {1} Last name of the user {2} Event start date and time {3} Event end date and time {4} Event location {5} Minimum attendee level for the event {6} Confirmed attendees for the event {7} Lesson code {8} Lesson title {9} Lesson description {10} Event comments {11} User’s comments for the booking

{12} Cost code

{13} Attendance charge

{14} Non-attendance charge

{15} Attendance rebate

{16} Target username

Sent Instant

153

© Kallidus 2018

EventBookingWaitUser

Trigger Sent to a user to confirm they have been placed on the waiting list for an event.


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Lesson description {6} Event comments {7} User’s comments for the booking {8} Cost code {9} Attendance charge {10} Non-attendance charge {11} Attendance rebate

Sent Instant

154

© Kallidus 2018

EventDidNotAttendManager

Trigger To advise a manager that one of their users has not attended.


Variables {ContextType} Vocabulary term for “Event” {0} First name of the user that did not attend {1} Last name of the user that did not attend {2} Event start date and time {3} Event end date and time {4} Event location {5} Lesson code {6} Lesson title {7} Lesson description {8} Comments entered at the time of booking (additional requirements) {9} Attendance comments (entered into the event attendance record) {10} Reason for non-attendance {11} Cost code {12} Attendance charge {13} Non-attendance charge {14} Attendance rebate {15} Single room rate {16} Twin room rate {17} Double room rate {18} Target username

Sent Batch processor

155

© Kallidus 2018

EventDidNotAttendUser

Trigger Sent to users to advise them of non attendance of an event.


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Lesson description

{6} Comments entered at the time of booking (additional requirements)

{7} Attendance comments (entered into the event attendance record)

{8} Reason for non-attendance

{9} Cost code




{13} Single room rate

{14} Twin room rate

{15} Double room rate


EventNotifyList

Trigger Sent to users on the notification list that new dates have been added.


Variables {ContextType} Vocabulary term for “Lesson” {0} Lesson title {1} Lesson code {2} List of future dates for the lesson, including start date and location.

Sent Instant

156

© Kallidus 2018

EventBookingApproved

Trigger Sent to users to let them know that their event booking has been approved.

From User that approved the booking

Variables {ContextType} Vocabulary term for “Event”

{0} First name of the user that made the request

{1} Last name of the user that made the request

{2} Event start date and time

{3} Event end date and time

{4} Event location

{5} Lesson code

{6} Lesson title

{7} Lesson Description

{8} Comments for the event

{9} Cost code





{14} Twin room rate


Sent Instant

157

© Kallidus 2018

EventBookingBooked

Trigger Sent to an event administrator, manager or notification group to confirm a user has booked a place on an event.


Variables {ContextType} Vocabulary term for “Event” {0} First name of the user {1} Last name of the user {2} Event start date and time {3} Event end date and time {4} Event location {5} Minimum attendee level for the event {6} Confirmed attendees for the event {7} Lesson code {8} Lesson title {9} Lesson description {10} Event comments {11} User’s comments for the booking {12} Cost code {13} Attendance charge {14} Non-attendance charge {15} Attendance rebate {16} Target username

Sent Instant

158

© Kallidus 2018

EventBookingBookedUser

Trigger Sent to a user to confirm they have booked a place on an event (when exchange integration is not on).


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Lesson description {6} Event comments {7} User’s comments for the booking {8} Cost code {9} Attendance charge {10} Non-attendance charge {11} Attendance rebate

Sent instant

159

© Kallidus 2018

EventBookingBookedUserExchange

Trigger Sent to a user to confirm they have booked a place on an event (when exchange integration is on).


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Lesson description {6} Event comments {7} Cost code




Sent instant

160

© Kallidus 2018

EventBookingCancellationFailedUser

Availability This email template will only be available if Exchange integration is enabled in the LMS.

Trigger If a user declines a meeting invite in their exchange calendar and it is not possible for the LMS to cancel the event booking, then this email is sent to the user to inform them that it has not been possible to cancel their booking for the event.


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Lesson description {6} Event comments {7} User’s comments for the booking

{8} Cost code




Sent instant

161

© Kallidus 2018

EventBookingDenied

Trigger Sent to users to let them know that their event booking has been denied. If the event was set to two-stage approval a copy of this email is also sent to the stage-one approver if denied by the stage-two approver.

From User that denied the booking

Variables {ContextType} Vocabulary term for “Event” {0} First name of the user that made the request {1} Last name of the user that made the request {2} Event start date and time {3} Event end date and time {4} Event location {5} Lesson code {6} Lesson title {7} Lesson Description {8} Comments for the event {9} Cost code {10} Attendance charge {11} Non-attendance charge {12} Attendance rebate {13} Single room rate {14} Twin room rate {15} Double room rate {16} Target username

Sent instant

162

© Kallidus 2018

EventBookingRequest

Trigger Sent to the chosen approver to let them know that they have an event booking request to approve.


Variables {ContextType} Vocabulary term for “Event” {0} First name of the user that made the request {1} Last name of the user that made the request {2} Event start date and time {3} Event end date and time {4} Event location {5} Lesson code {6} Lesson title {7} Lesson Description {8} Event Comments {9} Cost code {10} Attendance charge {11} Non-attendance charge {12} Attendance rebate {13} Single room rate {14} Twin room rate {15} Double room rate {16} Target username

Sent Instant

DeleteUserEvent

Trigger Sent to users to let them know that an event has been cancelled.


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Additional text (entered at the time the event is cancelled)

Sent Instant

163

© Kallidus 2018

CheckEventAttendeeLevels

Trigger Sent to an event administrator or notification group if an event doesn’t yet have the required minimum number of attendees.


Variables {ContextType} Vocabulary term for “Event” {0} Event code {1} Event start date and time {2} Event end date and time {3} Event location {4} Minimum attendee level for the event {5} Maximum attendee level for the event {6} Confirmed attendees for the event {7} Lesson code {8} Lesson title {9} Lesson description


CheckEvents

Trigger Sent to a user to remind them about a forthcoming event booking.

From Use the notification setting for the Event

Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Lesson description {6} Event comments {7} Cost code {8} Attendance charge {9} Non-attendance charge {10} Attendance rebate


164

© Kallidus 2018

CancelEvent

Trigger Sent to an event administrator, manager or notification group when a user cancels an event.


Variables {ContextType} Vocabulary term for “Event”

{0} First name of user

{1} Last name of user

{2} Event start date and time

{3} Event end date and time

{4} Event location

{5} Minimum attendee level for the event

{6} Confirmed attendees for the event

{7} Lesson code

{8} Lesson title

{9} Lesson description

{10} User comments

{11} Cost code





{16} Twin room rate


{18} Target username

Sent Instant

165

© Kallidus 2018

CancelUserEvent

Trigger Sent to a user when their event booking has been cancelled.


Variables {ContextType} Vocabulary term for “Event” {0} Event start date and time {1} Event end date and time {2} Event location {3} Lesson code {4} Lesson title {5} Lesson description

{6} Event comments

{7} Cost code





{12} Twin room rate


Sent Instant

Accreditation emails

CheckAccreditationsTargetUser

Trigger Sent to a user when an accreditation is about to expire.


Variables {ContextType} Vocabulary term for “Accreditation” {0} Accreditation expiry time {1} Accreditation expiry date {2} Accreditation title {3} Accreditation description

Sent Batch Processor

166

© Kallidus 2018

CheckAccreditations

Trigger Sent to a manager or notification group when an accreditation is about to expire.


Variables {ContextType} Vocabulary term for “Accreditation” {0} Accreditation expiry time {1} Accreditation expiry date {2} First name of the user {3} Last name of the user {4} Accreditation title {5} Accreditation description


CheckElements

Trigger Sent to managers or notification groups about forthcoming expiry of accreditation elements for a user.


Variables {ContextType} Vocabulary term for “Element” {0} Time of element expiry {1} Date of element expiry {2} First name of user {3} Last name of user {4} Element title


CheckElementsTargetUser

Trigger Sent to a user about forthcoming expiry of accreditation elements.


Variables {ContextType} Vocabulary term for “Element” {0} Time of element expiry {1} Date of element expiry {2} Element title


167

© Kallidus 2018

Course emails

CheckExpiry

Trigger Sent to users to remind them about an approaching course expiry date.


Variables {ContextType} Vocabulary term for “Course” {0} Time course expires {1} Date course expires {2} Course code {3} Course title {4} Course description


CourseAssignment

Trigger Sent to a user when a course is added to their learning plan by an administrator through the administration pages as well as via self-registration.

From User that approved the assignment

Variables {ContextType} Vocabulary term for “Course”

{0} First name of the approver

{1} Last name of the approver

{2} Date and time of the course deadline (does not appear if no deadline)

{3} Date and time the course expires (does not appear if no expiry date)

{4} Course code

{5} Course title

{6} Course description


168

© Kallidus 2018

CourseAssignmentNoApproval

Trigger Sent to a user when a course is added to their learning plan via a mechanism circumnavigating the need for approval, i.e. a users group membership and that group being assigned to a course.


Variables {ContextType} Vocabulary term for “Course”

{0} Date and time of the course deadline (does not appear if no deadline)

{1} Date and time the course expires (does not appear if no expiry date)

{2} Course code

{3} Course title

{4} Course description


CourseDeadlineManager

Trigger Sent to a manager or a course tutor to notify them that a user has not completed a course within the deadline.


Variables {ContextType} Vocabulary term for “Course” {0} First name of the user {1} Last name of the user {2} Time of the deadline {3} Date of the deadline {4} Course code {5} Course title {6} Course description


169

© Kallidus 2018

CourseDeadlineUser

Trigger Sent to users to remind them about an approaching course deadline.


Variables {ContextType} Vocabulary term for “Course” {0} Time for the deadline {1} Date for the deadline {2} Course code {3} Course title {4} Course description


CourseEnrolment

Trigger Sent to a user to inform them that a someone has requested a course that needs their approval.


Variables {ContextType} Vocabulary term for “Course” {0} First name of the user that made the request {1} Last name of the user that made the request {2} Course code {3} Course title {4} Course description {5} Course cost


CourseEnrolmentApproved

Trigger Sent to a user to confirm that their course request has been approved

From User that approved the enrolment

Variables {ContextType} Vocabulary term for “Course” {0} Course code {1} Course title

Sent instant

170

© Kallidus 2018

CourseEnrolmentDenied

Trigger Sent to a user when a course request is denied.

From User that denied the enrolment

Variables {ContextType} Vocabulary term for “Course” {0} Course code {1} Course title

Sent Instant

CourseEnrolmentStageApproved

Trigger Sent to a user to confirm that their course request has been approved at level 1 stage, but is still waiting for approval at level 2 stage.

From User that approved the enrolment stage

Variables {ContextType} Vocabulary term for “Course” {0} Course code {1} Course title {2} Level 1 approver type (manager, tutor, budget authoriser) {3} Level 2 approver type (manager, tutor, budget authoriser)

Sent Instant

171

© Kallidus 2018

Cpd emails

CpdNotAchievedManager

Trigger Sent to a manager to inform them that one of their users have not yet achieved all requirements for a CPD Period ending soon.


Variables {0} Users first name

{1} Users last name

{2} End date of CPD Period

{3} CPD Programme code

{4} CPD Programme title

{5} CPD Period start and end dates

{6} CPD Period target value

{7} Value achieved by user

{8} CPD Period target accredited value

{9} Accredited value achieved by user

{10} No. of mandatory lessons for period

{11} Achieved no. of mandatory lessons


172

© Kallidus 2018

CpdNotAchievedUser

Trigger Sent to a user to inform them that they have not yet achieved all requirements for a CPD Period ending soon.


Variables {2} End date of CPD Period

{3} CPD Programme code

{4} CPD Programme title

{5} CPD Period start and end dates

{6} CPD Period target value

{7} Value achieved by user

{8} CPD Period target accredited value

{9} Accredited value achieved by user

{10} No. of mandatory lessons for period

{11} Achieved no. of mandatory lessons


173

© Kallidus 2018

Lesson emails

LessonCompleteUser

Trigger Sent to a user when they successfully complete a lesson


Variables {ContextType} Vocabulary term for “Lesson” {0} Lesson code {1} Lesson title {2} Lesson description


LessonCompleteManager

Trigger Sent to a manager when one of their users successfully complete a lesson


Variables {ContextType} Vocabulary term for “Lesson” {0} First name of the user {1} Last name of the user {2} Lesson code {3} Lesson title {4} Lesson description


LessonDeadlineUser

Trigger Sent to users to remind them about an approaching lesson deadline.


Variables {ContextType} Vocabulary term for “Lesson” {0} Time for the deadline {1} Date for the deadline {2} Lesson code {3} Lesson title {4} Lesson description


174

© Kallidus 2018

LessonDeadlineManager

Trigger Sent to a manager or a course tutor to notify them that a user has not completed a lesson within the deadline.


Variables {ContextType} Vocabulary term for “Lesson” {0} First name of the user {1} Last name of the user {2} Time of the deadline {3} Date of the deadline {4} Lesson code {5} Lesson title {6} Lesson description


LessonFailedUser

Trigger Sent to a user when they fail to achieve the required score for a lesson


Variables {ContextType} Vocabulary term for “Lesson” {0} Lesson code {1} Lesson title {2} Lesson description


LessonFailedManager

Trigger Sent to a manager when one of their users fails to achieve the required score for a lesson


Variables {ContextType} Vocabulary term for “Lesson” {0} First name of the user {1} Last name of the user {2} Lesson code {3} Lesson title {4} Lesson description


175

© Kallidus 2018

Evaluation email

Evalautionformreminder

Trigger When a piece of learning (with an evaluation form active) is successfully completed

From LMS@Worker

Variables {0} Object title. (If a Course or Lesson, this will be the title. If an Event, this will be the Lesson title followed by the date and time of the Event). {1} User First name {3} Team name

Sent Notifications will be sent after 1 day has passed since the learner completed the learning. Notifications are sent twice a day, at 8am and 6pm.

Evalautionformfollowupreminder

Trigger When a piece of learning (with an evaluation form active) is successfully completed

From LMS@Worker

Variables {0} Object title. (If a Course or Lesson, this will be the title. If an Event, this will be the Lesson title followed by the date and time of the Event). {1} User First name {3} Team name

Sent The time until follow up is sent is specified in the Evaluation form