Who is this article for?Client Administrators
This article assumes that your organisation has purchased a WorkRite package and your system has been newly built or upgraded by a member of the Service Delivery team.
It will guide you through how to roll out a course on WorkRite. You can either walk through the steps in sequence or you can jump to the section that is relevant to you:
Courses - Sitewide or Licensed to a Course Group
There are two statuses that a course can be:
Sitewide - all users will have access to the course on signing in
Group Licenced - only users who are added to the course group will have access to the course.
At the point of system purchase/upgrade you will initially discuss with the Service Delivery Team how you wish your courses to be licenced. The team will create the necessary course groups or set the courses to sitewide for you at this point, however you can request for this to be updated at a later time. In order to change between Sitewide and Group licenced you will need to raise a ticket with the Support Team by contacting support.workrite@ideagen.com, or calling 01629 699400 and selecting option 6.
You are able to create new course groups at any time. Please click here to view the article on how to do this.
Adding users to a Course Group
The Service Delivery team will discuss with you how you want the courses to be distributed to users during your meetings with them. The will discuss with you how to fill out the user import spreadsheet and once complete they will carry out a bulk upload for you which in turn will add users to the relevant groups.
You are able to add and remove users to groups at a later date. Please view the following articles for information on how to add/remove individual users to groups and how to bulk add/remove users to groups.
Creating an email template
As part of your new system set up/system upgrade, when the Service Delivery Team have added the courses they will also add the relevant email templates, however you can create new ones or edit existing templates at any time. Please click here to view the article on how to create an email template.
Sending out Training notifications
From the WorkRite home page go to Management System
From the Dashboard, select User from the side bar.
Use the filter drop downs to select via groups or status.
Select the users you wish to email. You can select Select all ## users from the right side of the page. If you need to view more users within this group you can amend the Items per page filter.
Make sure the Action to take drop down menu is set to Email selected users. Select Action to bring up the Send Email dialogue.
You will be able to select the type of email you wish to send to these users. Once selected the body of the email will appear at the bottom of the dialogue box. It is possible to alter the email subject and body at this point before sending. An attachment can also be included, limited to 3MB in size.
Select Send Now to immediately send the email, or select Send Later to schedule a date for the email to sent up to 30 days ahead.
Sending a Training Notification
You can bulk send out a Training Notification email type which will then trigger any other Reminders you may have set. The first time you send a Training Notification you will see a red notification stating that sending out a Training Notification will NOT restart the course for a user, so if a user has recently completed this course you will need to manually clear down the user so that they can take this again.
Please note that you will not need to restart training for users who have never completed the training on WorkRite before.
You can check the box so that this message does not show again, and then select Continue to proceed with selecting the relevant Training Notification.
Setting up the Course Schedule
Schedules automate users re-training, re-tests and re-assessments. Once Schedules are set up, WorkRite will automatically email users based on the configuration outlined below and allow them to complete the relevant training again.
To create a new or edit existing Schedules you will need to access the Management System and select Schedules from the side bar.
The Schedules page displays all licensed courses and summary of the current status is displayed under each course. Select View/Edit Schedule to set up or alter a schedule (for the purpose of this article we will look at AssessRite 3.0).
If a schedule shows Not Applicable this will mean that particular course does not contain a Test or Assessment.
Course Schedules and daily reminders can be enabled. However, unless a Schedule is configured using the following options, no emails will be sent.
There are three options for schedules. Not all courses have a test or an assessment, which may affect the options available:
Re-Training Schedules - User must complete all the modules, the test and the assessment again
Re-Test Schedules - User must complete the test and the assessment again
Re-Assessment Schedules - User must complete the assessment again.
Once a Schedule is triggered, the user will display as Not complete/Incomplete on the relevant report.
Each schedule has the following properties:
Prompt for retraining after - When a schedule will activate, based on the last completion date for a users course.
After the last completion date of - What the schedule uses to determine if a users course is complete. This is either the last completion date of the modules, test or assessment.
Using the following email - The email template that will be sent to the user.
Once you are happy with how you have set these properties, select Save Details.
For the example below I have set the Schedule for the user to be sent an email to re-complete the full AssessRite course 1 year after they complete the Assessment.
Reminders can be set against each Schedule and it is possible to configure multiple Reminders. To do this select Edit reminders.
You can set the Reminders to be sent to users a set amount of days after the initial Schedule if their required training remains incomplete.
As a standard your system is set up for the Sending Type to be to Student, but this can be configured to also notify a Manager or other specified email address if required.
Adding users to the system at a later date
You will be able to create a user at any time on the system
From the home screen select Management System, which will take you to the Dashboard.
From the left hand side bar select User
From the User screen select Create User
4. The Create new User box will appear
5. Enter the mandatory details of the new user (email address, first and last name and Role type), then select Create User
A user’s profile can contain various types of additional information, for example:•Job Title
•Phone Number
•Employee ID
•Payroll No
You can update any if this information from the users profile once it has been created.
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