FAQ's

You may be able to find a solution to your problem below. Please review the following FAQ's. It is quite possible we've run across this issue before.

FAQ Employees

FAQ System Administrators

  • Can the LMS support tracking AICC conformant courses?
  • Yes. The LMS can support tracking both SCORM 1.2 and AICC conformant courses. If you are provided with an AICC conformant course which needs to be tracked in the LMS, please contact LMS Support at asig.lmsadmin@motivelearning.com
  • How can I delete multiple enrollments at one time?
  • For multiple enrollment deletions: FYI; this method will only work for enrollments that have a status of Not Attempted

      1. Under the Manage Enrollments tab, expand Enrollment Records Filter section
      2. Select the criteria you wish to filter by (Job Title, Group or course title), then click the select button
      3. Then expand the Batch Update Enrollment Records section
      4. Select the check box next to the View box to select all the enrollments displayed, or scroll through the enrollments and select the check box next to each enrollment desired to delete
      5. Then select the Delete Enrollments button

    Download Batch Deleting Enrollment Document

  • How do I create a Location Specific PDF Tracked document?
  • PDF tracked documents can be created for a specific location by:

    1. Log into the system as a System Administrator

    2. Click on the Course Catalog Tab

    3. Click on the Location Specific (All Locations) category

    4. Click Create Course Here

    5. Enter the title of the PDF in the Title box

    6. Course Category should have Location-Specific (All Locations) identified. Select the appropriate location from the Change Location To: drop down menu.

    7. Enter a description for the PDF being loaded

    8. Change the Student Data Tracking Method drop down menu to Document Based PDF

    9. Select the UPLOAD button to upload a new PDF to the server. Once the UPLOAD button is selected, in the Document Upload window,click the Browse button and find where you have the document saved on your Hard Drive. Then select the document and when returned to the Upload Document window, select the Upload Document Button

    10. If the document your are uploading is meant to replace an existing document, check the Overwrite Existing Document check box. If the new document is meant as a replacement, but the existing document needs to remain in tact, leave the Overwrite Existing Document blank and the system will append a numeric identifier to the end of your file name.

    11. When you return to the Create Course screen, set your course criteria in the appropriate manner and select the Create Course button at the bottom of the page.

  • How do I delete an Enrollment without deleting the employee?
  • 1. Select Manage Enrollments

    2. Select Enrollment Records Filter

    3. Select the course title for the enrollment(s) that needs deleted and click Apply

    4. Click View next to the employee name to access the Enrollment Details screen

    5. On the Enrollment Details Screen click Delete

    6. On the Confirm Delete page, click Yes to delete the enrollment

    NOTE: Deleteing an enrollment deletes all the historical data tied to that enrollment

     

  • How do I Disable an Enabled course?
    1. Select COURSE CATALOG.
    2. Choose the approperiate SUB CATEGORY form the COURSE CATEGORY ROOT page.
    3. Click on the desired course title and select EDIT on the COURSE DETAILS page.
    4. On the UPDATE COURSE page scroll to COURSE SETTINGS.
    5. Change the ENABLED* field to DISABLED using the drop down arrow.
  • How do I get courseware or presentation material into the system?
  • To provide courseware or presentation material for integration into the LMS click the link below to download the SFS_Course_Enrollment_Form file. Complete the form and submit it according to the instructions provided on the form.

    Download ASIG Course Enrollment Form

  • How do I report system issues back to the system developers?
  • When the BBA Help Desk cannot provide resolution to a system issue, use the link below to access the form required to submit system issues back to the system developers for troubleshooting.

    Download RELM Server Issue Report

  • How do I update the Welcome Text?
    1. Select SETTINGS
    2. Choose the EDIT WELCOME TEXT option.

    View Show Me Video

  • How do I upload a document to the LMS?
  • 1. Access Course Catalog

    2. Select appropriate sub category or create a new sub category if applicable

    3. Select Create Course Here Button

    4.Enter a title for the document in the title field

    5. Select the appropriate category

    6. Enter a description of the documents contents

    7. Enter Specific Keyword to make for easier search ability

    8. Select the drop down arrow in the Student Tracking Method field and select Document Based (PDF)

    9. Browse for desired PDF currently on the LMS server by clicking the Browse button, or browse for a PDF on your local machine by clicking the Upload Button

      A. Once desired PDF document is selected through the Upload button, click “Upload Document”
      B. Choose the Select Button to use as the document name
      C. If the document shown in the Upload Document Window is not the correct document, close the window to return to the Create Course screen and select the Upload button to point to the correct document
      D. Enter acceptance text denoting what is expected of the reader upon successfully reading the uploaded document. This text will be displayed in the document wrapper

    10. Enter acceptance text denoting what is expected of the reader upon successfully reading the uploaded document. This text will be displayed in the document wrapper

    11. Enter acknowledgment text disclosing readers’ acknowledgment of understanding the contents of the uploaded document. This text will be displayed in the acknowledgement section of the PDF Wrapper, along with the confirmation check box

    12. Set prerequisite course if applicable

    13. Select Enable for the course to be visible in the course catalog, or Disable to not have the course visible in the course catalog

    14. Select Enable to enable the certificate, or disable to make the certificate disabled

    15. Highlight any applicable Job Title required to view the uploaded document

      A. Select the Automatic Enrollment check box, for those employeess currently in the system which require imeadiate enrollment
      B. If utilizing the automatic HR feed to enter your employees into the LMS, leave the Automatic Enrollment check box blank, to allow for new hired employees to view the document
    16. Click Create Course

     

  • How to add a new FAQ
  • System Administrators can add FAQ's by using the Manage FAQ Entries function found under the Settings Tab.

  • Merging two Active Employee Records
  • This scenario can only be completed with LMS Administrative access.

    1.    Select the Manage Enrollments tab

    2.    Search by the employee requiring the account merge last name or active employee ID provided by HR

    3.    Expand the Batch Update Enrollment Records section of this page

    4.    Click the check box next to each of the Not Attempted enrollments for the employee requiring the account merge only.

    5.    Select the Delete Selected Enrollments button. (Deleting these enrollments will prevent duplicate and/or un-necessary enrollments from appearing after the accounts have been merged).

    6.    Click OK when the pop=up window appears as long as you have only selected the correct employee records in step 4 above.

    7.    Select the Employees tab

    8.    Search by employees last name required for merging

    9.    Copy the temporary ID

    10.  Select the account with the temporary ID and click the Archive Employee Button

    11.  Click the BACK TO PREVIOUS LIST button

    12.  Select the correct employee record

    13.  *DOCUMENT THE EMPLOYEE ID NUMBER PROVIDED BY HR*

    14.  Select the edit button

    15.  Change the employees ID to match the ID of the archived record, and select Update Employee button at the bottom of the screen

    16.  Click on the Employees tab

    17.  Select View Archived Employees

    18.  Search for the employee’s archived record and select Activate

    NOTE: This will return a message stating that the archived record has been successfully merged with the active record 

    19.  Click on the Employees tab to return to the Active employees

    20.  Search by the archived ID of the employee requiring the merge. Scroll to the employee record that was just merged

    21.  Select the employees name

    22.  This record should reflect all the enrollments of the old account.

    23.  Select the edit button

    24.  *Change the employee ID back to the ID documented in step 9 above (which is what was provided by HR), and select Update employee at the bottom of the page

    *By not changing the ID back, it will cause the record to be archived again*

  • When creating a new employee, what are the Custom Employee Fields for?
  • The Custom Employee Fields are used to track employees by a variety of additional data.

    The NAME field identifies the type of data whished to be tracked (ie. Business Phone).

    The VALUE field identifies the actual data being tracked (ie. Phone Number).

    View Show Me Video

FAQ Training Supervisors

  • Auto-Create Employee ID
  • This function will allow a base trainer to create/update a user ID easily.

    New Employees:

    1. Select the My Employees tab
    2. Click on the Create Employee button
    3. Select the check box next to “Auto-Create Employee ID”
    4. Enter the employees first name, last name, password (twice)
    5. Hire date
    6. Select the calendar icon
    7. Choose the applicable date
    8. Date of Birth
    9. Click the calendar icon
    10. Click the area displaying the month, year twice
    11. Select the birth year (use the left scroll arrow to go to previous years)
    12. Click the birth month
    13. Click the birth date
    14. Choose the employee’s base location
    15. Select the employees job title
    16. Select the check box next to Automatic Enrollment
    17. Scroll to the bottom of the page and click the Create Employee button

    These steps should render a result in Green at the top of the page stating that the creation and enrollment was successful. It will also display the courses the employee was enrolled into as well as provide the temporary ID for the employee to access the system with.

    The first time an employee logs into the system AFTER the new hire paperwork reaches HR and they, will be prompted to begin using their employee id number. If they do not update their user id to their employee number, they will be subsequently prompted to do so each time they log into the LMS until it is updated. Access to the LMS will not be disabled.

  • How can I monitor the progress of my employees?
  • Employee progress can be monitored by clicking on the ONE CLICK REPORTS found on both the HOME page and under REPORTS.

    View Show Me Video

  • How do I enroll all my employees into a course at one time?
    1. Select MANAGE ENROLLMENTS.
    2. The BATCH ENROLL button allows for enrollment in a varity of ways by selecting the approperiate radio button next to the action required.

    View Show Me Video

  • How do I enroll an individual employee into a course?
    1. Select MANAGE ENROLLMENTS.
    2. The BATCH ENROLL button allows you to SELECT the employee to enroll by using EMPLOYEE PICKER.
    3. Click on COURSE PICKER to SELECT the course required for enrollment. 

    View Show Me Video

  • How do I enter a new employee into the system?
    1. Select MY EMPLOYEES.
    2. Click on the CREATE EMPLOYEE button to enter all the employee information.

    View Show Me Video

  • How do I find My (Trainer) enrollments?
    1. Trainers personal enrollments can be viewed by selecting MANAGE ENROLLMENTS
    2. Click on the VIEW MY ENROLLMENTS USING STATUS VIEW button.

    NOTE: Active Course enrollments are found on the HOME page when a user logs into the system.

  • How to Export a Report to csv File
  • Reports can be exported to a csv file to provide better sorting and filtering options.

  • Merging an archived record with an active record
  • This scenario is often created by the use of an improper Temp ID format, or a returning seasonal employee.

    1. Select the Manage Enrollments
    2. Search by the employees last name or active employee ID of the employee requiring the account merge
    3. Expand the Batch Update Enrollment Records section of this page
    4. Click the check box next to each of the Not Attempted enrollments for the employee requiring the account merge only.
    5. Select the Delete Selected Enrollments button. (Deleting these enrollments will prevent duplicate and/or un-necessary enrollments from appearing after the accounts have been merged).
    6. Click OK when the pop=up window appears as long as you have only selected the correct employee records in step 4 above.
    7. Select the My Employees tab
    8. Select View Archived Employees
    9. Search by employees last name or the archived employee ID to obtain the archived employee ID
    10. Copy the Archived ID number for the employee needing to be merged
    11. Select View Active Employees
    12. Search by the employees last name requiring the merge
    13. Scroll to the employee record required for merging
    14. Select the employees name
    15. DOCUMENT THE ACTIVE EMPLOYEE ID
    16. Select the edit button
    17. Change the employees ID to match the ID of the archived record, and select Update Employee button at the bottom of the screen
    18. Click on the MY Employees tab to return to the list of your Employees
    19. Select View Archived Employees
    20. Search for the employees archived record and select Activate

      NOTE:This will return a message stating that the archived record has been successfully merged with the active record

    21. Click on the My Employees tab to return to the list of your employees
    22. Scroll to the employee record that was just merged
    23. Select the employees name
    24. Select the edit button
    25. Change the employee ID back to the ID documented in step 9 above (which is what was provided by HR), and select Update employee at the bottom of the page

    By not changing the ID back, it will cause the record to be archived again*

  • Setting dates using the calendar functionality
    • All date fields will contain an Orange calendar icon.
    • Select the calendar Icon to display the calendar.
    • Select the area at the top of the calendar where the Month and Year are displayed to change the body of the calendar to display the months of the year.
    • Click the area at the top of the calendar again to display multiple years.
    • Click the arrow on the top left of the calendar to make the years go backwards or the arrow on the top Right of the calendar to make the years go forward.
    • Once the correct year is displayed, click in the box displaying that year to change the display to months.
    • Select the desired month of the year to display the days of the month.
    • Select the desired day of the month to populate the date field.

    Watch the video for more information.

    The date of birth field on the Create Employee page can be manually populated

General Use