Training Administration Help
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Adding/Removing Users
Each person in your organisation taking the training will need a user account. To add new users, just go to the Manage Your Organisation screen (available from the Home page) and click on Add Users. Fill in their details and click the Add Users button and they're set to go.
If you have lots of users to add, you can also use the Bulk Add Users button, which is also found on the Manage Your Organisation screen. This will take you to a screen where you can paste a list of users (one per line) into a box. This is handy if, for example, you have an Excel spreadsheet of users. You can optionally specify a default password for each user.
This is a common issue, so don’t worry, we can reinstate them for you. Please contact support by emailing hello@smarthorizons.co.uk or giving us a call on 01327 552136.
Users who have left can be deleted by clicking on the red cross against their name on the Manage Your Organisation screen. Alternatively, it is possible to Bulk Delete users on the Manage Your Training screen by clicking on the Select checkbox next to their name, choosing Delete the selected users from the More actions drop-down box, followed by the Go button.
Enabling Course Access
Training courses can either be made available to everyone by default, or alternatively, you can set the course so that only specific people have access to the course. As standard, the Introduction courses are set so that everyone has access. To change this, select the course name on the Manage Your Training screen and set the 'Allow anyone to use credits' drop-down list to No.
If a course has 'Allow anyone to use credits' set to No, you will have to enable user access explicitly. Select the course from the drop-down list and then click on the Enable Access box next to anyone who requires access, finishing with the Save button. If a course has 'Allow anyone to use credits' set to Yes, you can use a similar approach to disable access for certain users.
To start the course, the user just needs to log in with the account you have created for them and click on the course title, e.g. Food Hygiene Level 2 - CateringFurther Child Protection, which will appear in the My Account box (with 'click to start' in red next to it).
If you want to allow a user to retake a course that's still in date, select the Manage Your Training screen. Then, click on the Select checkbox next to each user, choose Reset the course for the selected users so that they can retake it from the More actions drop-down box, followed by the Go button. When the user next logs in, they just need to click on the course name to retake it.
Emailing Users
It's very easy to send an email to users. With this email, you can give them their log-in details and password and ask them to take a course. Simply click on the Manage Your Training option on the Home page, then select View All Users from the drop-down list. Locate the person you want to send an email to from the list that appears, then select the checkbox next to their name and click the Email Users button.
You will then be taken to the Email Users screen, where you can select who the email should be sent from, the subject line and the contents of the email. The text items in the square brackets will automatically be filled in for you when each email is sent. To get a preview of the email before it's sent for real, just click on the Test button.
The same approach can also be used to chase users who haven't yet completed their training, or to remind users to take training.
IMPORTANT NOTE: When you create an email through the management system you will see a text box that shows the content of the body of the email. DO NOT change any of the text in square brackets [text like this] as this is where the system fills in automatic information such as names and so on.
It's very easy to send an email to users. With this email, you can give them their log-in details and password and ask them to take a course. Simply click on the Manage Your Training option on the Home page, then select View All Users from the drop-down list. Locate the users you want to send an email to from the list that appears, then check the Select checkbox next to their names. If you want to send an email to everyone, you can click on the checkbox in the header of the report to automatically select everyone in the list.
Press the Email Users button. You will then be taken to the Email Users screen, where you can select who the email should be sent from, the subject line and the contents of the email. The text items in the square brackets will automatically be filled in for you when each email is sent. To get a preview of the email before it's sent for real, just click on the Test button.
The same approach can also be used to chase users who haven't yet completed their training, or to remind users to take training.
IMPORTANT NOTE: When you create an email through the management system you will see a text box that shows the content of the body of the email. DO NOT change any of the text in square brackets [text like this] as this is where the system fills in automatic information such as names and so on.
From the Manage Your Organisation screen (accessed via the logged-in Home page):
- Locate the user you wish to email.
- Click on the small envelope next to their details
- Confirm you wish to send the email
The system will then issue the user with a temporary password.
Partially, yes. The text contained in square brackets must not be changed as it is where our management system will insert details for the recipient such as name or passwords. You can however add text to your emails if you so wish.
Reports and Certification
The Manage Your Training screen contains a range of reports that allow you to view who has passed the training and who is yet to complete it. Simply select the correct course and report from the drop-down list.
To receive an Excel report of all of the training that has been undertaken (across all courses), choose Email a report of all training for all courses from the More actions drop-down and click on the Go button. A copy of the report will be emailed to you.
If you would like a more specific report (for example, to see who has not yet taken a course), select the correct course and report from the drop-down list, choose Email the currently selected course report from the More actions drop-down and click on the Go button. You will then be emailed an Excel report that matches the currently selected on-screen report.
The training system will maintain your training records for you online automatically and therefore you generally don't need to download the certificates. However, if you would like a copy of one or more certificates, click on the Select checkbox next to each user, choose Email a copy of the certificate for the selected users from the More actions drop-down and press the Go button. You will then be emailed a report containing the certificates.
Training Credits
A training credit allows one person to take one course. Each credit is only used up at the time somebody actually starts a course. Therefore, if you enabled access for somebody but they don't actually start the course, the credit will remain valid and could be used by somebody else. Credits are used up on a first come, first served basis.
To view the available credits, select the course on the Manage Your Training screen. On screen will be the number of credits that are available to use, the number of users still to take or retake the training, and also the number of spare credits left should all of those people take the training.
N.B. If a user is not enabled for the training, they will not be included in the number of users to take/retake training.
In most cases, unless you are on a special plan, you will be able to move training credits between courses. The system will automatically handle any price differences. Simply choose Move credits to another course from the More actions drop-down and click on the Go button. Then choose the number of credits to move and which course to move them to and click the Move button.
Automatic Reminders
Automatic reminders are emails that the training system sends out on your behalf to ask your users to take or retake training. A key feature of the system is that it will also send email chasers if particular users don't complete the training.
To turn on automatic reminders, select the course on the Manage Your Training screen and change the Automatic Reminders drop-down to Yes. Once enabled, the system will automatically send invites to users to take/retake training as appropriate.
By default, users will receive an invite to take training approximately one hour after they've been added as a new user (or enabled for training if the course is set to 'Allow anyone to use credits' as No). If they haven't completed the course after one week, they'll receive a reminder email, and again after two weeks.
Likewise, users who need to retake their training will receive an invite email 8 weeks before their training expires and will be chased again after one and two weeks if they haven't completed it.
If you would like to tailor the emails sent from the system and the timings for sending, just click on the Reminders button. You can even specify that the email appears to come from yourself and therefore, once enabled, the training system will manage all of the chasing on your behalf.
N.B. The text items in the reminder emails that are in square brackets are automatically filled in by the system and therefore shouldn't generally be edited. If you would like to see what the reminder emails will look like, just click on the Test button and you will be emailed a preview copy.
Normally automatic invites are only sent to users who have been added to the system or enabled for training after the point when automatic reminders were first turned on.
However, if you have already setup the users and then turned on automatic reminders, you can still use the system to send invites (and chasers). Click on the Select checkbox next to each user, choose Send an email course invite to the selected users from the More actions drop-down and press the Go button. Invites (and chasers) will then be sent to the selected users.
Some organisations request that their users retake their training more regularly, some time before their certificate expires. To enable this to happen, the refresher option can be turned on.
Click the Reminders button and choose Training Refresher - initial invite from the Reminder drop-down. Then change the Send drop-down to either 1 hour after enabling or 1 year after passing and click Save.
If you selected 1 year after passing, users will automatically receive a reminder email to retake the training one year after they last passed the training.
If you selected 1 hour after enabling, you will need to manually select which users should be invited to retake the training. Click on the Select checkbox next to each user on the Training Administration screen, choose Enable the selected users to take a course refresher from the More actions drop-down and click Go. The Started On date next to the user will turn orange to indicate they have been enabled for refresher training. After an hour, they will then receive an invite email to retake the training.
If you make a mistake, you can use the same process but select Remove the course refresher for the selected users to stop the invite email being sent.
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