Academy and mandatory courses

Purpose

The Academy offers courses of the sense.AI.tion Academy as video or SCORM courses. As an administrator, you decide which of these courses are mandatory courses for your company. The Controlboard then shows for each user how many mandatory courses are completed and reminds users of open courses by email.

Who can see this?

• Academy card on the Applications page: all signed-in users. It opens the Academy, see Applications.
• Settings › Academy: administrators only. If the system denies access, the message “This area is only available for administrators.” appears instead of the list.
• Mandatory courses column and reminder in the user list Company › User: administrators.
• Academy column in the MatchLytics Usage report: administrators, if MatchLytics-Management is enabled for your account.

Layout

Open Settings › Academy.

1. Academy tab.
2. Open academy – opens the Academy in a new browser tab.
3. Note “Completions are picked up from the Academy once a day.”
4. List of Mandatory courses with the columns Name, Type, Mandatory since, Attributes and Actions.
5. Trash can icon in the Actions column (tooltip Remove) – removes the course from the mandatory courses.
6. Selection field Add and button Add – make another course a mandatory course.

For each mandatory course the list shows:

Column	Content
Name	Name of the course. If the course has since been archived in the Academy, Archived appears next to it.
Type	Video course or SCORM course.
Mandatory since	Date since which the course has been mandatory.
Attributes	Duration (for example “45 min”), Exam or No exam, Certificate or No certificate. An attribute only appears if it is stored for the course.
Actions	Trash can icon with the tooltip Remove.

If no mandatory courses have been defined yet, the list shows “No mandatory courses defined yet.”

Functions

Open the Academy

There are two ways into the Academy:

• On the Applications page, click the Academy card.
• In the Academy tab, click Open academy at the top right.

The Academy opens in a new browser tab. You do not sign in again there, the Controlboard takes care of the sign-in.

Links from the help and from the reminder email also lead to the Academy. They first open a Controlboard page with the text “Opening the academy …” and then forward you. If this fails, “The academy could not be opened. Please try again.” appears. Then click Try again or the link Back to the application overview.

Add a mandatory course

1. Open Settings › Academy.
2. Under the list, click the Add field and select a course. You can type to filter the selection. The selection only contains courses that are not archived and not yet mandatory.
3. Click Add.

1. Selection field Add with the list of courses.
2. Button Add. It is only active once you have selected a course.

“The mandatory course was added.” appears. The course is now in the list. If a user has already completed it, the Controlboard takes the completion into account at the next daily pickup.

Possible messages:

• “This course is already mandatory.”
• “This course is no longer available in the catalog.”

If the selection contains no course, there is currently no course that can become mandatory. Add then stays disabled.

Remove a mandatory course

1. In the Actions column, click the trash can icon Remove of the course.
2. The confirmation Remove mandatory course opens: “Do you really want to remove “…” as a mandatory course? Completions already recorded stay in place.”
3. Click Remove. With Cancel, nothing changes.

1. Confirmation with the name of the course.
2. Cancel.
3. Remove.

“The mandatory course was removed.” appears. The course no longer counts as mandatory. Archived mandatory courses no longer count as mandatory either, but they stay in the list until you remove them.

Pickup of completions

The Controlboard picks up the completions from the Academy once a day. A course completion therefore does not appear immediately, but after the next pickup. There is no button that starts the pickup right away.

Only completions of mandatory courses are picked up. If your company has no mandatory course, the Controlboard picks up no completions. For users who have never opened the Academy through the Controlboard, the system looks them up in the Academy by their email address, at most once a week.

Mandatory courses in the user list

Open Company › User. The Mandatory courses column shows “completed / required” for each user, for example “1 / 2”, with a progress bar. If your company has no mandatory courses, it shows “–”. The tooltip explains: “This customer has no mandatory courses defined”.

1. Mandatory courses column.
2. Envelope icon in the Additional Functions column – Send mandatory course reminder.

In the dialog for editing a user, the Course completions section lists the mandatory courses with the user’s status. Everything about the user list is on the page Users.

Send mandatory course reminder

The envelope icon only appears for users who have not yet completed all mandatory courses.

1. In the user list, click the envelope icon in the Additional Functions column (tooltip Send mandatory course reminder).
2. The dialog Send mandatory course reminder? opens. It states the progress, for example “… has not yet completed all mandatory courses (1 / 2). A reminder email will be sent.”
3. Select an email template in the Template field. A template whose name contains “Standard” is preselected, otherwise the first template in the list.
4. Click Send reminder.

“The reminder has been sent” appears. The email names the open courses and contains a button that leads to the Academy. You maintain the templates for the action Reminder email for open mandatory Academy courses under Emails and templates.

No reminder is possible for blocked users (“This user is locked”). If a user has meanwhile completed all mandatory courses, “This user has already completed all mandatory courses, or the customer no longer has any” appears.

Academy column in the report

In the MatchLytics Usage report (Company › Reports), the Academy column shows “x / n” for each team. x is the number of active members who have completed all mandatory courses, n is the number of active members of the team. If your company has no mandatory courses, it shows “–” with the tooltip “No mandatory courses defined.” More on the page Reports.

Notes

Because the pickup only runs once a day, a reminder can reach a user who has only just completed the course.

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