Introduction - 0:00
The Home Page - 0:41
Company Structures and New Administrators - 1:52
Checking and Purchasing Licences - 4:24
Adding Learners - 4:57
What Your Learners Will See - 6:58
Checking Learner Reports - 7:39
Supporting Your Learners - 8:19
Help Centre and Highfield Support - 9:18
LMS introduction - 0:00
Hello and welcome to your e-Learning Administrator account. I’m your Automated System Helper, or A.S.H. for short. I’ll be your tour guide today as I show you through what the basics of becoming a successful LMS administrator are. The 8 chapters we will be going over today are:
- The Home Page
- Company Structures and New Administrators
- Checking and Purchasing Licences
- Adding Learners
- What Your Learners Will See
- Checking Learner Reports
- Supporting Your Learners
- Help Centre and Highfield Support
We will start with the Home Page; this is the first page you will see whenever you log into your administrator account and is the screen you will be taken to after this video finishes.
The Home Page - 0:41
This is your LMS home page. Here you have links to the everything you will need to access as an administrator. At the top of the page, you will see your name, company name, and the log out option. Below that you can see your available licences, which you can select for a breakdown of your licences. If you are linked to more than one account, you will see the ‘Switch account’ option so that you can easily toggle between them.
Next, we have the navigation bar which appears on every page. It’s the main way to navigate the LMS. The main sections you will use are:
- Learners – Manage Learners, Learner Reports, and Add New Learner.
- Company – Manage Company and Add Division – the names of these may differ slightly depending on what tier you are logged into.
- Administrators – New Administrator and Manage Administrators.
- And Help Centre
Below this we have more specific links shown in the coloured boxes.
If this is the first time you will be logging in as an administrator, it’s likely you don’t yet have a fully set up Company structure. We advise that you create a company structure (If you need one) before you go ahead and create new learner accounts, you may find it makes it easier to manage your learners.
Setting up company structure and setting up new administrators - 1:52
Setting up company structure is just how you will manage where your learners sit on this LMS. You could have all your learners sit under your company directly, or if you have a lot of learners, you might find it easier to situate your learners under ‘Divisions’ and ‘Sites’. Divisions and sites will allow you to better structure your learners. If you have multiple shops, or operate in different regions, you may find it beneficial to create a company structure like this.
You can create a new division or site by selecting the ‘Add division/site’ button.
Here you can select the Tier, either a division or site, and then you can enter the name of the division or site. Below this, you can enter any other details you like for the new tier. Once you are happy with this, select the ‘Create’ option.
If you would like someone else to manage this division or site, you can create an administrator account for it. Please bear in mind that if you create an administrator for a tier, they will have the same functionality as you for that division and any sites under it. To add an administrator to a site, you can do it one of two ways. You can either go to the division or site, in manage company, and select the ‘Create administrator’ button, or you to the administrators tab at the top and then select the ‘New administrator’ button.
On the ‘Create new administrator’ page, you will need to enter the first name, surname, and email address of the new administrator. The email address will also become the username for the administrator for when they log in. Please ensure that you do not enter capital letters when entering the email address. If you like you can also enter job title and phone number; however, this isn’t necessary for the account to be created.
At the bottom of the page, you have the ‘Attach user to’ section. You will need to look through the drop-down lists and select ‘Attach’ on the correct division or site. Once you are happy with the administrator account, select ‘Save’. This will send out an email like this one to the administrators email address. The link will expire in 7 days if the account is not accessed, so please be sure to check in junk folders too. If 7 days pass and the link does expire, you will need to re-set the administrator up from scratch as their details will have been completely removed from the LMS and can’t be resent.
Once the administrator does select the link, they can double check the details and create their own password, then they can watch this video and get to know how to use their new account.
Checking licences and purchasing more licences - 4:24
In order to create learners on the LMS, you will need to make sure you have licences. Licences are what you assign to learner accounts so they can access specific courses. Essentially, 1 licence equals access to the course for one learner. To view your available licences, you will need to select this up here. This is where you can see a full licence breakdown.
If you need to purchase more licences, you will need to contact the company you first purchased them from, if you’re not sure who that is, or what the contact details are, you can ask a member of our support team, I’ll show you how to contact them later.
Adding learners - 4:57
Now that you’re happy with your company structure and you have your licences, it’s time to start adding learner accounts. To add a new learner, you need go to the ‘Add new learner’ page, under the learners tab. First you will need to select the company, division, or site you want the learner to be located under, this will be where they are located on the LMS and will also affect who can administrate the learner too. Next, we have the additional fields, these include username, password, and email options for the learner. You can leave the username and password options unticked if you like and the system will generate them for the learner. If you attach an email address to the learner account when you create it, that will be the learners username, unless specified otherwise, and a learner will automatically be notified of their enrolment and their login details. If the email address is wrong or not attached, then no email can be sent. Please just delete the learner and start again if you forgot to add one or it was incorrect, all unused licences will be given straight back to you.
You can enrol more learners at a time by selecting the ‘Additional learner’ button. Once you are happy with your learners’ details, select the ‘Add courses(s)’ button.
Here you want to select the courses you want to add to the learner account. Open the drop-down menu and locate the course you want to add. Once you have one of the courses, select it and then the ‘Add course’ button. This will then display the course in the ‘Your Selected Courses’ area. You may need to select the ‘Licence type’ or ‘Expiration’ for the licence, this can be done using these drop-down menu’s. When the course is set up correctly, this box will change to green. Once you’re happy with all the courses for your learner or learners, select ‘Enrol learner(s)’.
Here you’ll see if the enrolment was successful and if any communication was sent out to the learner.
Now we’ll have a quick look of what your learners will see.
What your learners will see - 6:58
From a learner’s point of view, they will either have just received their login details in an automated email from the system, or, they’ll be provided by you, as an administrator. The learner will go to the login page and select ‘Learner’ where you login as an ‘Administrator’.
Once the learner is logged in, they will be taken to the ‘Learner Dashboard’. This is where they will be able to access their courses from. Under the ‘Active courses’ is where all the learner’s available courses sit. They can then select the course they want to access and select the module they wish to proceed with. Once the course is complete, certification will also be made available here in PDF format.
Now we will have a look at the Learners’ reports.
Checking learner reports - 7:39
As an administrator, you can view the courses your learners’ are enrolled on, their progress and certificates for completed courses. To access the ‘Learner reports’ page, select ‘Learner reports’ under the ‘Learners’ tab. On this page, you can either look through the list below for the learner whose reports you want to view, or you can use the filter options at the top. Once you have applied the filters or have located the learner in the list below, you can access the course information. Below ‘Progress’ you can click on the graph icon to check out the course progress in more detail.
If you would like to download reports, you can select the ‘Download report (csv)’ button.
Supporting your learners - 8:19
As an administrator, you are responsible for supporting your learners. You are able to do this in a variety of ways:
- Resetting your learners’ password
- Providing your learners’ with their certificates
- And Enrolling learners in courses
To find out more about how you can support your learners, visit the Help Centre, and check out the articles starting with ‘Learner Support’.
Help Centre and Highfield Support - 9:18
If you or your learners require any support, we have a couple of options to help meet your needs.
Our first option is the Help Centre and A.S.H. widget. In the bottom left of every page, you will see the ‘A.S.H.’ widget, this is where I sit. This can be selected for access to recommended Help Centre articles, to type in a question, or to submit a ticket to our e-learning Customer Support Team. As I am a help bot, I will try my best to help you, but If I can’t, I will be able to pass on a message to my colleagues in the Highfield e-learning customer support team to help you. Submitting a support ticket acts the same as sending us an email to ‘Support@highfield.co.uk’, which you can still do, however ticketing provides us with useful diagnostic information to help us resolve your query promptly. Both learners and administrators can use this feature. For learners, we will be able to obtain useful information such as device and internet browser being used.
The Help centre buttons are located here for administrators, and here for learners. For administrators, you will be taken to the administrator section, and learners will be taken to the learner section. You can search for a question here, or in the support widget, and you can view an article to help resolve your query, you can also look through the list of articles below.
If you would prefer to talk to one of our e-learning customer support advisors, you or your learners can call us on 01302 363 277.
Thank you for watching this video for the LMS as an administrator, this is the only time you have to watch this video, as the next time you login, you will be able to skip it, however, you can rewatch this video when you log in again, or in the Help Centre at the top of the administrator section in case you forget some of the knowledge we went over.
Now you are free to go through the LMS as an administrator, I’ll be down here if you need me.