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How Do I Manage Other Administrators and Training Managers on RapidLMS?

Learn about storefronts and organizations.

If you are delivering training that has fairly limited reporting requirements or is very easy to manage, you may not need administrators, organizations, or training managers.

If you are delivering training that needs reporting separated out by companies, departments, or other grouping, or involves a lot of administrators and training managers to facilitate, organizations are a powerful tool.

Managing Your Storefront

A RapidLMS storefront has a URL (yourstorefront.rapidlms.com), a theme and branding, and is the portal through which your users will access their RapidLMS accounts.

The storefront is essentially a branded shell that sits on the RapidLMS platform that lets you sell your training.

đŸ‘‹Learn about managing your storefront settings, including themes, branding, pages, and custom registration fields here.

Attached to your storefront are your organizations, users, and reporting.

About Organizations & Training Managers

Organizations are groupings of administrators, training managers, and learners on your RapidLMS storefront.

Training managers are able to view learner records that are shared with their organization(s) and can manage the distribution of licenses that are owned by their organization(s).

Administrators and training managers can belong to many organizations, but will only ever have access to data and licenses for organizations to which they belong.

We'll use an example organization in the next section to discuss in more detail.


Example Co.

Example Co uses RapidLMS to provide ABC Certification to their employees and contractors; you are the storefront administrator.

Example Co has two physical locations (Locations 1 & 2) and each location deals with two contracted companies.

At each location, the Supervisor needs to ensure that all employees and contractors have completed Course ABC and are assisted by Example Co Coordinators to distribute and track training; each contracted company has their own Training Specialists to manage their teams.

Using organizations, we can set up a structure where Supervisor 1 gets a line of sight into all employees and contractors at Location 1; the Coordinators are able to distribute and report on the training to all employees and contractors at Location 1; and the Training Specialists are only able to distribute and report on their specific teams. Let's also account for holiday time for the Supervisors, where some coverage of the other location is required.

ORGANIZATION TRAINING MANAGERS
Location 1, Employees Supervisor 1, Supervisor 2, Coordinator 1
Location 1, Contractor A Supervisor 1, Supervisor 2, Coordinator 1, Specialist A
Location 1, Contractor B Supervisor 1, Supervisor 2, Coordinator 1, Specialist B
Location 2, Employees Supervisor 1, Supervisor 2, Coordinator 2
Location 2, Contractor A Supervisor 1, Supervisor 2, Coordinator 2, Specialist A
Location 2, Contractor B Supervisor 1, Supervisor 2, Coordinator 2, Specialist B

All of this would exist in the Example Co storefront and using this set up would the right people to see the right information on the delivery and completion of ABC Certification.

Let's walk through setting up organizations and training mangers using Example Co.


Setting Up Organizations

In your RapidLMS account, navigate to "Organizations" in the Account section of your account.

Click the [+ New Organization] button at the bottom of the page.

In the Basics tab add your new organization name (i.e. "Location 1, Employees") and billing email (i.e. Supervisor 1).

Using the Address tab enter the location information (i.e. Location 1 address).

In the Certifications tab enter the name that needs to be displayed as issuer and you can add address, signature and a separate logo if needed.

If all certificates need the same issuer information you can enter the Issuer name and leave the rest of the information blank to default to your course settings.

For Example: If every single ABC Certificate issued by Example Co needed to have the corporate headquarters information, enter "Example Co." in the issuer name and leave the rest blank.

If certificates need to show information specific to an organization, complete the details here to override the appropriate information in the course settings.

For Example: If ABC Certificates needed to show location and supervisor, and/or contractor information, enter the details, address, logo, and signatures here.

Finally, use the Taxes column to set the appropriate rates.

You can set up as many organizations as you like.

Adding Organization Members

Direct your training mangers to the Sign Up link at the top of your storefront page and the [+ Create Corporate Account] feature to set up a training manager account.

In your RapidLMS account, navigate to "Organizations" in the Account section of your account.

Click the Action button to invite members via email; members will receive an email with a link to accept the invite and the user will be added to the organization on clicking the link.

If a user account doesn't exist, the user will be prompted to create their new account and then be added to the organization, you will then need to reach out to Customer Support (customers@weknowtraining.ca) to adjust the account settings for the appropriate permissions.

For Example: For "Location 1, Employees" we would invite Supervisor 1, Coordinator 1, and Supervisor 2.

Then, for "Location 1, Contractor A" we would invite Supervisor 1, Coordinator 1, Specialist A, and Supervisor 2.

Distributing Organization Training

In your RapidLMS account, navigate to "Uploaded Courses" in the Account section of your account.

đŸ‘‹Learn more about licenses and distribution here.

Click License on the appropriate course and assign the licenses to the organization member.

To ensure that your licenses are correctly assigned to the organization(s), it is a best practice to assign licenses to yourself or an internal administrator or training manager; this user can then assign to the organization for proper distribution.

This would be especially important when dealing with external organizations and training managers, like Example Co's Location 1, Contractor A.

Navigate to "Licenses" in the Manage section of your account and click Distribute on the appropriate licenses.

Click the Ownership tab and use the dropdown menu to assign the licenses to the organization.

This extra step attaches the license and learner information to the organization.

For Example: Let's assume that ABC Certification has no cost to employees and Contractor A and B have pre-paid for 10 certifications each.

We would go to ABC Certification course and create an open license for the storefront administrator account, then click Distribute to adjust the ownership to "Location 1, Employees."

Next we would go to the ABC Certification course and create 10 licenses for storefront administrator account, then click Distribute to adjust the ownership to "Location 1, Contractor A" and repeat for Contractor B.

Now any of the training managers in each org would be able to distribute the ABC Certification course and have records attached to their appropriate organization.

Once the license is owned by the organization, any of the users with distribution permission will be able to invite or manage the license(s).

Using the Course Invitations or Enrolment Keys tab, distribute the licenses to the appropriate learners.

For Example: This week, Example Co has hired 5 new employees at Location 1 who must complete ABC Certification before their first day on location next week; Contractor A also wants to bring 5 new staff on site.

Coordinator 1 could either send 5 course invitations manually, adding the email address for each new employee, or could have included an enrolment key in the onboarding package.

Specialist A would be able to perform the same process, assuming there are 5 licenses available, for their team members.

If there were only 2 licenses remaining, Contractor A could be billed and more licenses added.

Reporting on Learners & Certifications in Organizations

License Reporting

In your RapidLMS account, navigate to "Licenses" in the Manage section of your account.

Clicking the title of the course licensed will provide some quick details on creation date, available licenses, and ownership details; click Distribute for more information.

In the Course Invitations tab, you will see who has been invited to take the training and the status of each invite.

The Usage tab shows overall details on course progress for learners.

For Example: This week, Example Co has hired 5 new employees at Location 1 who must complete ABC Certification before their first day on location next week; Contractor A also wants to bring 5 new staff on site.

We can view who has been sent the ABC Certification course and whether they've opened the invite yet or what their progress in the course is to date.

Additionally, looking at the licenses that have been distributed to "Location 1, Contractor A" we can see whether they need to buy more licenses for the new staff they'd like to bring on site.

Certificate & Completion Reporting

In your RapidLMS account, navigate to "Learner Completions" in the Reports section of your account.

Filter the reporting as appropriate to select your organization(s), date range and/or course(s); you can also choose to show only completions and/or hide archived learners.

The Learner Completions report shows status, completion date, learner name and organization, along with certification issuer details and expiry, and license organization and owner. 

For Example: Last week, Example Co has hired 5 new employees at Location 1 who must complete ABC Certification before their first day on location tomorrow; Contractor A also wants to bring 5 new staff on site.

Supervisor 1 can filter the reporting to the "Location 1, Employees" and "Location 1, Contractor A" Learner Organizations, set the Start Date range to last Monday, and select the "ABC Certification" course and run the report.

Coordinator 1 could filter the reporting to only include the "Location 1, Employees" and run the report.

Specialist A would have the ability to filter by Learner Organization, but assuming they're only part of a single organization, their reporting would only include "Location 1, Contractor A" be default.

Organization information also shows up on many of the other reports and is a handy way to track and manage your learners.

đŸ‘‹Learn more about learner reporting here.