MemberClicks FAQs

What is it?

The Profile Import section allows you to import an Excel file to make changes to your existing database, or to add new profiles. While you can manually update or create profiles one by one, the Profile Import option provides you a quick way to make several updates or create several new profiles at one time.

How to Access

Navigate to Database > Profile Import

Click here

Import Steps

1. File Upload

The first step of a profile import is to select the Excel file you wish to use. This file should be properly formatted and ready to go prior to importing it. A properly formatted Excel file will include:

a header row to designate your Attributes with user profile information following in subsequent rows.

a "key" column, which is simply a column that contains a value for each user that is unique to that user. It can be any of your attributes, such as Email Address, Username, or Member ID, as long as each member has one and each one is unique.

If your Excel file contains multi-select selection sets, each value in the cell will need to be separated with “||”. To create that set of characters, hold the shift key and press the backslash (\) key twice.

The file should be saved as a .xlsx file.

Once your Excel file is ready for import, click the “Upload an Excel File” button and select the appropriate file from your computer.

After you upload the file you will be able to select the import action - what you’d like to happen with this import. You may select one or more action, depending on your desired outcome.

Continue to step 2.

2. Member Types

Step 2 is where you’ll select the Member Type column from your Excel file. This is how the system will know what member type each profile should be assigned. You will also want to select a default member type, which will be assigned if your file does not contain a member type specification.

After selecting a member type column, you’ll then be able to map the member types from your Excel file to member types in your database. The values from your file are on the left and the drop down menus contain your database’s existing member types. In many cases they will probably match, but not always - for example, in the image below, we are importing a member type of “Emeritus”, but there is not an exact match setup in the database. In this case we will import the Emeritus profiles into the Prospect member type.

Continue to step 3.

3. Groups

This step will allow you to select the Group column from your Excel file. If you make a selection here, you will be able to map the values just like with member types in step 2. If your file does not contain a group specification, the profiles will default to the group that corresponds with their member type.

Continue to step 4.

4. Key Fields

This step is where you will select your key field(s). The key field(s) must be unique for each user (unique ID or email are often a good ones to use, or a combination of first and last name). After making a selection, you’ll have the opportunity to map the selection to an attribute in the database.

Continue to step 5.

5. Built-in and System Attributes

This step gives you the opportunity to map the columns/fields in your Excel file to the Built-In and System attributes in your database.

For each section, simply select the columns from your file that should be used to create the value. As an example, let’s look at Contact Name. The file we’re importing contains columns for first name, middle name, last name, and suffix. We’d like contact name to be made up of all of those, so we simply select each one in the appropriate order to generate the contact name. Upon importing these profiles, the system will automatically fill in the contact name attribute with the desired data.

Another example, the built-in name attribute:

The file we’re importing does not have a prefix column, so we simply skip it and move on to the next option.

NOTE: If you are performing a profile import and do not wish to update existing profile data at the same time, be sure to check the “only for new users” box in each section.

Not all sections are required to be complete in this step. If you are not importing usernames and passwords, for example, you would skip those sections and the system will assign them automatically.

Continue to step 6.

6. Custom Attributes

This step allows you to map any custom attributes you may have in your database. NOTE: Since these are custom attributes that differ for every organization, your values will be different from the examples provided.

Continue to step 7.

7. Summary

The final step is a summary of everything that was selected in the previous steps. If everything looks correct, click the “import” button at the bottom. Otherwise click “back” to make corrections.

NOTE: It is not possible to roll back a finished data import.It is possible, however, to view and export errors in order to fix them. to learn more about using the Profile Import Report.

This article is intended for Atlas clients who are part of the browser Profiles/Revenue module project. If you are interested in becoming a tester, please contact [email protected].

Generate Invoices

Recurring invoice generation can now be done in the browser! Go to Revenue > Generate Invoices to find the new tools that allow you to search for one (or more!) revenue items, preview the invoices that will be generated based on your billing records, and easily toggle billings back and forth between "yes generate" and "skip this one." Click here for more details on the new Generate Invoices screen.

Send Receipts

We added the option to "Send Receipt" on the Transactions grid of any profile, which will use the same default automated receipt your Online Bill Pay page uses for any existing payment. In addition, we added a "Send receipt on save" checkbox to all new payment forms, so that you can simply send the receipt as you apply a payment throughout the browser.

Other updates and fixes in this release:

Fixed several areas of the profile module that were difficult to navigate on a Mobile device

Add a "View/Print" link when viewing/editing a specific invoice

Added a Payment search to the "Select Invoices" search tool

Added the ability to apply payments in a batch (click "New Payment" in the top right of any Revenue screen)

Added Website to profile view

Fixed an issue with the order of Event history showing in the profile view

Fixed a calculation error in the Paid column on the Transactions screen for adjusted invoices

Whether you create and send invoices for recurring revenue (dues, etc) once a year, every month, or more, the Generate Invoices tool allows you to select the billings you want to generate and create all invoices in one simple batch.

To begin, go to Revenue > Generate Invoices.

email invoices

Begin by selecting the month you would like to generate. Usually this will be 1-3 months out from the current date, in order to send the invoices out well ahead of the due date.

Next, choose specific revenue items on which to filter your billing records. If you want to find all billing records for any revenue item that should be generated in the selected month, simply leave this field blank. However, if you'd like to limit the batch to only one or a few revenue items, begin typing the revenue item name into the field. A list of match items will appear, and you can select the one you want. Then just start typing the next one to enter as many as you want for this particular batch.

The Invoice Date will default to the current date, but you can change this if you prefer - it will become the Invoice Date on all generated invoices. The Apply Year will default to the next time your selected month takes place - generally just the currenty year - and will be used in conjunction with the billing's Anchor Month and Anchor Day to create the Due Date and line item Apply Dates for the invoices.

If you would like to display a note that will print on all generated invoices, you can enter this into the Invoice Memo field. This is optional.

Finally, to preview the invoices that will be created based on these selections, click Preview Invoices to Generate.

On the left/default tab, a list of all of the billing records matching your selections that are eligible to have an invoice generated are displayed. You can click the Profile Name to view the profile if you need to see more details. If any invoices will NOT be generated, that will be listed on the second tab, "X Invoices will not be created."On this tab, you'll find any billing records that are set to Bill Manually, have expired, or would create a potential duplicate invoice of an invoice already created for that profile. The reason is listed on the right column.

You can select and move billings back and forth between the "to generate" and "to not generate" tabs. Simply select the billing, then click the Actions dropdown. You'll see either the option to remove the billing from the generate list, or move it back to the generate list and ignore the potential duplicate/manual warning.

As soon as you select Remove Selected Billings, all items you had selected will move over to the "will not be created" tab and you'll see the total count go up:

If you change your mind and/or would like to override any of the other items that are set to not be created, select them and choose "Override and Generate" to move them back on to the list to create.

Finally, once your list of invoices to generate looks good and you're ready to create invoices, click the Generate Invoices button. All billing records listed to be generated will have an invoice created according to the settings on the profile/billing. The user listed above the search will receive an email when the batch is complete, and you can then print/ for that batch.

As part of our commitment to your success, we’re happy to announce several improvements to Atlas to help you manage your organization more efficiently and effectively.We will roll out these changes to all customers by Wednesday, February 5.

This release includes the following enhancements and fixes:

Fixed an issue that required members to log in to register for events even if they had logged in directly to the portal first

Updated "logout" link from portal to fully clear all stored sessions

Fixed incorrect service periods on Tax line items in online join forms

COMING SOON: A new interface and workflow to view, manage, and add your members in the browser! This includes the ability to add/edit all profile fields including custom fields, as well as the ability to view and create invoices, apply payments, and more. These changes will be rolling out to all customers later this month, but if you'd like to get an early look just contact Lauren at [email protected] to make the switch! Click here for release notes for the new features.

The “Attendees” section is where you will enter the Attendee information for your event. This can be done manually, by import, or, if applicable, by integration.

Using an Integration to Add Attendees

If your organization uses an Atlas event for registration, you will need to make sure that the appropriate API information is entered under Settings > Integrations in order to automatically pull registrants into your app. To get your API information, send an email to [email protected] requesting that an API client be set up for MobileUp so that your app can integrate with your Atlas event(s). You'll need the Client ID, Secret, Event ID, and Tenant.

On the Integrations page, select WebLink in the dropdown and enter your API information in the box that pops up.

[email protected]

Once the key or API information is populated, the attendees who registered through your Atlas event will automatically populate on the attendee page.

NOTE: If you encounter issues with the integration, please email.

Manually Inputting Attendees

To manually add your event’s attendees, click the orange “+” icon.

Once the popup appears, you can begin filling out the attendee's information. Currently, the information for each attendee includes: "Prefix", “First Name”, “Last Name”, “Company”, “Title”, “Phone Number”, and “Email”.

NOTE: Manually adding attendees is only recommended for last minute registrants.

Importing Attendees

If you wish to import your event’s attendees, simply click on theicon (located next to the orange “+” icon) and follow the instructions in the popup. Once you’ve downloaded the attendee template, simply fill out the template using your source materials. To import the completed template, click on theicon again and either drag the completed template file to the upload area or click on “Choose File” and select the completed template file.

NOTE: The attendee import only works if you follow the import instructions.

3 Ways to Tackle On-Site Engagement With Your Event App

Put your event in the palm of their hand

In this article, you'll find...

Benefits of the Conference App

Highlighted Features of the Conference App

Demo

Pricing

FAQs about the Conference App

Info on how to get started

Additional Resources

Benefits

Sponsorship Opportunities:Promote event sponsors to increase their visibility using the sponsors feature and rotating event images

Save on printing costs (and go green!): All event details are at the attendee’s fingertips, including the schedule, educational sessions, venue maps, etc.

Collect feedback in real time:Survey attendees easily after a keynote, individual session or entire conference to gain valuable feedback

Notify attendees ANYTIME:Push notifications attendees about last minute changes or promote events, exhibitors, etc.

Highlighted Features

Sync to your Atlas event so registrants are automatically added to the event roster.

Update attendees about last minute changes in real time using push notifications.

Survey attendees easily after a keynote, individual session, or entire event to gain valuable feedback.

Poll attendees at the event or during sessions through the app's Sli.do integration.

Enable attendees to customize their event experience by creating a unique personal itinerary.

Display directories of attendees, sponsors, speakers, etc. for easy searching.

Demo

Pricing

For customers using Atlas, the app costs $2,500 annually (for unlimited events) plus a $250 one-time setup fee*

*Note: the app is available for both iPhone and Android. For IOS only, a $100/year fee paid directly to Apple will be required to personalize the app with your logo and branding. We’ll work with you to set this up during the onboarding process. This does not apply for the Google Play store. This fee may be waived for nonprofits, accredited educational institutions, and government entities.

FAQ

Frequently asked questions about the Conference App:

HOW LONG IS THE TERM FOR THE APP?

By default, the term for the app is one year from the date activated. If you have a special request, we're always open to it!

HOW MANY EVENTS CAN I BUILD IN THE APP AT A TIME?

As many as you'd like! We don't monitor or restrict this at all.

HOW CAN I SEE AN EXAMPLE OF THE CONFERENCE APP IN ACTION?

We have an app in the app store! Search ‘MC LIVE!’ in either the Apple Store or the Google Play Store to download.

HOW DOES THE CONFERENCE APP CONNECT TO MY EVENT?

The app is directly linked to the specific Atlas event, which means that as attendees register, they'll automatically flow over into the app through our API and can log in using the email address they registered with.

WHAT CONTROL DO I HAVE OVER THE LOOK AND FEEL OF THE APP?

You can customize the main event image, which is also able to rotate. You're also able to add/remove features, customize the image to the left of each feature, alter the order in which the features appear, and change name and/or description of the feature. You can also set the color codes for each of the schedule filers (Type, Track, and/or Level).

WHAT TYPE OF INFORMATION WILL MY USERS BE ABLE TO SEE ON THE APP?

The appcan display directories of attendees, sponsors, speakers, exhibitors, etc. for easy searching. You can also display a detailed schedule (including handouts/files), information about the venue (including floorplans), event resources, and surveys/evaluations.

HOW WILL I BE TRAINED ON HOW TO USE THE CONFERENCE APP?

Once you've signed up with the app, our conference app partner MobileUp will provide you with a 30-60 minute training session to equip you to administer the app. We also have documentation available in our Help Center here.

WHERE DO I GO IF I NEED SUPPORT?

Our Help Team is here for you! Give them a shout !

How to Get Started

Fill out the form on this page.

We’ll get in touch to answer any questions you may have.

Let us know you're ready to move forward and we’ll send over an activation email via DocuSign.

You'll receive an invoice via email and we'll provide instructions on getting your event set up!

Additional Resources

These resources have been pulled from the MemberClicks Blog.

Move Over, Printed Agenda! 3 Reasons to Use an Event App Instead

Conference App promotion 101: Getting Pre-Event Downloads

7 Ways a Conference App Adds Value to Your Event

Getting Started

In order to create a new event, you will first need to navigate to the “Content” page. Once you are on the “Content” page, simply click on the orange “+” in the top right and select “Add Conference”.

After you’ve created your new event, you will need to click on the event icon in order to begin building out content. In the example below, the event icon is titled: “Example Conference”.

Building Out Your Conference/Event

When building out your event, you can use the left-hand navigation menu to navigate between different areas of content. For example, clicking on the “Sessions” tab allows you to build out your event sessions and clicking on the “Sponsors” tab allows you to build out the list of event sponsors.

IMPORTANT NOTE: All changes/edits will save automatically.

The “Settings” section is where you will enter generic details about your event. These details are divided between four tabs: "General", "Integrations", "Surveys", and "Website".Additionally, the “Settings” section also contains the “Active” toggle. The “Active” toggle is what allows you make an event active or inactive. Activating an event will cause the event’s content to be pushed to the app, while deactivating an event essentially archives the event’s content and removes it from the app.

General Tab

The “General” tab is where you will enter your event’s start and end date and enter a welcome message or other general event information. The rich text editor provides you with a wide range of options to customize the look at feel of your text.

in this article

NOTE: Always enter the "Event Dates" and "Time Zone" before building out the rest of your event.

Integrations Tab

The “Integrations” tab is where you will select the relevant integration (AMS, Registration, etc.) for your organization.

If your organization uses an Atlas event for registration, you will need to make sure that the key or API information for the registration information is entered under Settings > Integrations. To get your API information, you'll need to send an email to [email protected] requesting an API client be set up for MobileUp so that your app can integrate with your Atlas event(s).

On the Integrations page, select WebLink in the dropdown and enter your API information in the box that pops up.

Once the key or API information is populated, the attendees who registered through your Atlas event will automatically populate on the attendee page.

NOTE: If you encounter issues with the integration, please email [email protected].

Surveys Tab

The “Surveys” tab allows you to add default surveys and forms to your event or conference. Currently, these surveys and forms include: “Conference Survey,” “Default Session Survey,” and “Default Help Form.” To add a survey or form, click on the “pencil” icons shown in the screenshot below.

Clicking on the “pencil” icon presents you with two options: (1) select an existing survey or form, or (2) create a new survey or form. If you wish to use an existing survey or form, simply select it from the list and click “Choose”. If you wish to create a new survey or form, simply click “Create New”, enter the desired name, and begin building out the survey or form. Follow the same steps to add any additional surveys or forms.

NOTE: Detailed instructions on how to build out a survey or form are found . Additionally, each session is capable of having its own unique survey.

Website Tab

The “Website” tab allows you to add customize aspects of the conference/event website that comes with the app. From here, you can add a registration URL, conference/event summary using a rich text editor, and add a conference image specific to the conference or event. These items will only appear on the conference list (picker) area of the website.

The “Venues” section is where you will enter information about your event’s venue(s). To add a venue simply click on the orange “+” icon.

Once the “New Venue” card appears, can begin filling out the venue’s details. The details for each venue are divided between four tabs: “Details,” “Rooms,” “Floor Plan,” and “Map.”

Details Tab

The “Details” tab is where you will enter information such as the venue name, description, website address, phone number, and address.

RoomsTab

If your event takes places across multiple rooms at the venue, you can use the “Rooms” tab to enter information for each room. These rooms can then be assigned to your event’s sessions so attendees know where each session takes place. To add a room, simply click the “+” icon and fill out the relevant information. See the screenshot below for an example.

NOTE: You can also import venue rooms by clicking on theicon. Once you’ve clicked on the and follow the instructions on the popup. Once you’ve downloaded the exhibitor template, you can read instructions on how to fill out the import template by clicking on the “Instructions” tab at the bottom of the excel file.

Floor Plan Tab

The “Floor Plan” tab is where you will upload the venue’s floor plan or map. To do so, simply click on the “image” icon in the content editor and follow the instructions to upload the venue’s floor plan. Once uploaded, the floor plan will appear within the floor plan tile of your organization’s app.

Map Tab

The “Map” tab simply provides a Google Maps display of your venue based on the address entered on the "Details" tab. This also appears within the app for use by those attending your conference or event.

The “Sessions” section is where you will enter the session information for your event. This can be done manually or by import.

Manually Adding Sessions

To manually add your event’s sessions, simply click the orange “+” icon.

After clicking on the orange “+” icon, you will be presented with a popup. This popup is where you will input general information about the session. Information that you can enter includes: Session Name, Duration (in minutes), Survey, Track, Type, Level, External ID, Sli.do (session poll link), and Description. You can select "Open External" if you want to Sli.do poll to open outside of the app instead of inside the app.

NOTE: Click here for more information on our live polling integration with Sli.do

After entering the session's general information, you will then need to fill out the information specific to the individual session time. The information required includes: Day, Time, Venue, Room, and Speaker(s). These fields will autosave, so there is no need to do anything once the information is entered.

If the session has multiple session times during your event, simply click on the green “+” icon to add the additional session times and enter the relevant information. Examples of a session with a single session time and a session with multiple session times are shown below.

Importing Sessions

If you wish to import your event’s sessions, simply click on(located next to the orange “+” icon) and follow the instructions on the popup. Once you’ve downloaded the session template, you can read instructions on how to fill out the import template by clicking on the “Instructions” tab at the bottom of the excel file.

NOTE: The speaker import only works if you follow the import instructions.

Session Materials

To add session materials to a session, click on the “pencil” icon located to the right of the session name. Once the “Edit Session” window appears, click on the “Materials” tab. Once on the “Materials” tab, you can simple drag and drop the desired session materials or click on the “Choose File” button to search for the materials on your computer.

To remove session materials, simply select the session material you wish to delete and then click on the “trash” icon that appears above the “Size” column.

NOTE: Make sure that the session material is appropriately named before uploading the document. Material names are not currently editable, so any incorrectly named materials will need to be deleted and then reuploaded to the system.

Calendar View

In addition to the list view, you can also view your event’s sessions using the “Calendar View”. To do so, simply click on the calendar icon(located next to the orange “+” icon). The “Calendar View” allows you to view your event in three ways: “By Day”, “By Track”, and “Agenda”. The “By Day” view presents the sessions in a simple calendar view sorted by day. The “By Track” view presents the sessions in a calendar view sorted by session track. And the “Agenda” view presents the sessions in a simple agenda format.

Session Settings

Clicking on the settings icon(located next to the orange "+" icon)allows you to organize your event’s sessions by adding a "Default Session Length", “Session Tracks”, “Sessions Types”, and “Session Levels”.

The "Default Session Length" field allows you to specify a default length (in minutes) for your event's sessions. If you enter a "Default Session Length", the default length will automatically populate in any new sessions you create.

“Session Tracks” allows you to tag your event sessions with tracks. To add a session track, simply enter the name of the session track, add a description (if desired), assign a color, and click “+”. Follow the same steps to add any additional session tracks. See the screenshot below for an example.

NOTE: The assigned color appears on the schedule page within the app. This assists attendees with quickly identifying what tracks sessions are associated with.

“Session Types” allows you to tag sessions with types. To add a session type, simply enter the name of the session type, add a description (if desired), and click “+”. Follow the same steps to add any additional session type. See the screenshot below for an example.

“Session Levels” allows you to tag sessions with levels. To add a session level, simply enter the name of the session level, add a description (if desired), and click “+”. Follow the same steps to add any additional session levels. See the screenshot below for an example.

The “Speakers” section is where you will enter the speaker information for your event. This can be done manually or by import.

Manually Adding Speakers

To manually add your event’s speakers, click the orange “+” icon.

Once the blank speaker card appears, you can begin filling out the speaker’s information. The information for each speaker is divided between three tabs: “Contact,” “Bio,” and “Session.” Additionally, you can also upload images for your speakers by clicking on the blue square in the top-right corner of each speaker card.

Contact Tab

The “Contact” tab is where you will enter the speaker’s contact information: Name, Title, Organization, Phone, and Email.

Bio Tab

The “Bio” tab is where you will enter the speaker’s background and bio information.

Session Tab

The “Session” tab is where a list of each speaker’s sessions will appear.

Importing Speakers

If you wish to import your event’s speakers, simply click on(located next to the orange “+” icon) and follow the instructions on the popup. Once you’ve downloaded the speaker template, you can read instructions on how to fill out the import template by clicking on the “Instructions” tab at the bottom of the excel file.

NOTE: The speaker import will only work if you follow the import instructions.

The “Exhibitors” section is where you will enter the exhibitor information for your event. This can be done manually or by import.

Manually Adding Exhibitors

To manually add your event’s exhibitors, click the orange “+” icon.

Once the “New Exhibitor” card appears, you can begin filling out the exhibitor’s information. Exhibitor information includes: Exhibitor Name, Short Description, Description, Booth Location, Category, and Website. You can also add the Exhibitor's logo by clicking on the blue square in the top-right corner of the card.

Primary Sales Contact

If your Exhibitors have contact information they wish to include in the app, you can use the "Primary Sales Contact" tab to add such information. The information fields currently available include: Prefix, First Name, Last Name, Title, Company, Phone, and Email.

Socials

You can also add social media information to an Exhibitor's app profile by clicking on the "Socials" tab.

Importing Exhibitors

If you wish to import your event’s exhibitors, simply click on(located next to the orange “+” icon) and follow the instructions on the popup. Once you’ve downloaded the exhibitor template, you can read instructions on how to fill out the import template by clicking on the “Instructions” tab at the bottom of the excel file.

NOTE: The exhibitor import will only work if you follow the import instructions.

The “Sponsors” section is where you will enter the sponsor information for your event. This can be done manually or by import.

Manually Adding Sponsors

To manually add your event’s sponsors, click the orange “+” icon.

Once the “New Sponsor” card appears, you can begin filling out the sponsor’s information. Sponsor information includes: Sponsor Name, Short Description, Description, Sponsor Level, and Priority. Additionally, you can also upload images for your sponsors by clicking on the blue square in the top-right corner of each sponsor card.

NOTE: Sponsor Levels are created in the "Sponsor Settings" tab on the "Settings" page.

Importing Sponsors

If you wish to import your event’s sponsors, simply click on(located next to the orange “+” icon) and follow the instructions on the popup. Once you’ve downloaded the sponsor template, you can read instructions on how to fill out the import template by clicking on the “Instructions” tab at the bottom of the excel file.

NOTE: The sponsor import will only work if you follow the import instructions.

Sponsor Settings

To organize your Sponsor directory by levels, simply click on the settings icon(located next to the orange "+" icon). To add a sponsor level, simply click the green "+" icon and then enter the name of the level, assign a numeric order value (1, 2, 3, etc.). Follow the same steps to add any additional sponsor levels. See the screenshot below for an example.

The “Resource” section is where you can add various resources that your attendees may need during the course of your event. Examples of resources include: WiFi Information, Venue Information, Transportation Information, Contact Information, etc.

To add a resource, simply click on the orange "+" icon shown in the below example.

Once the new resource card appears, you can begin filling out the resource information. Resource information includes: Resource Title, Short Description, and Description. Please note that it’s recommended that lengthy information or information that is traditionally presented on more than one line (e.g, WiFi network and password information) should be entered into the “Description” field. Below is an example of a completed resource card.

Important Note: All changes/edits save automatically.

Getting Started

In order to create a new form or survey, you will first need to be on the “Content” page. Once you are on the “Content” page, simply click on the orange “+” icon at the top right and select “Add Form”.

Once you’ve created a new form, you will need to click on the form icon in order to begin building out content. In the example below, the form is titled: “Example Conference Survey”.

Selecting Form Field Types for Your Form

When building out a form, use the navigation menu on the right to select from different question types. You can add questions to your form by either clicking on the question type or by dragging the question type to the middle of the screen.

Once you've selected the appropriate question type, a modal window will appear. From here, you can use the rich text editor to enter your question or information request where it says “Enter your question here”. You can also specify a column header for the individual question's results (e.g., “Speaker Rating”), make the question mandatory or hidden, and adjust other factors depending on the type of field you are editing. In the example below, the other editable fields include scale (e.g., 1 to 5) and labels (e.g., Poor and Excellent).

Note: Leaving the Result Column Title field for an individual question type will result in generic column titles on the results page. To eliminate the possibility of confusion, we highly recommend that you specify a Result Column Title for each question.

Modifying Your Form

You can also modify a form once it’s created. You can change the order of the question types by either dragging and dropping or clicking on the up and down arrows. You can edit an individual question by clicking on the "pencil" icon. And you can also hide or delete field types by clicking on the “eye” icon or “trash” icon, respectively.

You can view and export the form results by clicking on “Results” in the left navigation. From here, you can review and refresh form results as well as export form results into an Excel file. To export results, simply click on the export button in the top right.

Note: Leaving the Result Column Title field for an individual question type will result in generic column titles on the results page. To eliminate the possibility of confusion, we highly recommend that you specify a Result Column Title for each question.

Integrating Atlas with your QuickBooks system allows you to easily keep the two applications in sync with each other. Once connected, Atlas will be your system of record for revenue transaction detail, and QuickBooks will remain your overall accounting package.

Connecting the two systems is a three-part process:

Configuring an Accounting Package in Atlas or QuickBooks

Authorizing Atlas as a system that is allowed to push information to QuickBooks

Importing your Account Codes from QuickBooks Online to Atlas

Once these steps are completed, Atlas will have the ability to post Summary Journal Entries into QuickBooks, so that both systems share the information.

IMPORTANT: The Atlas integration with QuickBooks Online does not support multiple QuickBooks Online accounting packages. In some cases, it may be possible to manually configure multiple packages. Doing so requires custom work by our data team. This setup for multiple QuickBooks Online connections is not officially supported by the integration and may not work in all cases. Please contact our support team for details.

Note: The steps below walk you through the process of integrating Atlas to the Online version of QuickBooks. If you are a QuickBooks desktop version user, please click here for separate instructions.

To integrate your Atlas database with QuickBooks Online, you will need your QuickBooks administrative login credentials and have administrative access in your Atlas database. Once you set up the integration, you can import your chart of accounts and set up your Revenue Codes to begin posting summary journal entries from Atlas to QuickBooks Online.

Go to Admin > Set Preferences > Application Settings in Atlas. The Settings window will open.

Click the Accounting Package Integration tab

Click Edit/View Accounting Packages.

Click New at the bottom.

In the Package Type drop-down menu, select QuickBooks Online.

Click in the Name field and enter a name for the accounting package - this can be "Association QB" or anything you like, to reference the overall Accounting Package.

Scroll all the way to the far right, and click the Authorize and Test Connection link. A popup will appear, prompting you for QuickBooks login credentials:

Post Transactions

Enter your administrative login and password, and sign in to authorize Atlas to connect to QuickBooks Online. If you have multiple companies in your QBO account, you'll need to choose just one of them to complete the integration, and click Next. If you have logged in successfully and the test is successful, you will see a "Connection Successful" message.

Click OK to close the QuickBooks screen

In Atlas, click Save at the bottom of the screen.

You are now connected to your QuickBooks Online account! The next steps to complete the integration include the following:

Import your relevant GL accounts - you MUST import accounts when using QBO, they cannot be manually entered. This will also populate any QuickBooks Classes that you use.

set up your revenue items, payment types and adjustment types.

When you to a QuickBooks Online accounting package, a journal entry will be created for each day, for each balancing debit/credit.

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This feature is included or available for purchase with the following Atlas packages.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

When viewing the list of invoices for any given profile, you can email a link to download either a single invoice or multiple invoices using the "Actions" menus. From any profile, click the "View Transactions" link in the Revenue section of the profile.

Click here

To send a single invoice via email, click the Actions dropdown in the far right column of the Transactions grid. Select Email.

A window will appear asking you to choose a template for your email. You can leave this selection as "None" to write your own email, or select a template from the dropdown and click Continue.

You'll be taken to the new email, which is saved automatically as a draft. The subject of the email is populated as "Invoice from ABC Association" - with your organization name used. The message contains the template you selected (if any), and the [[PRINTABLEINVOICE]] special field at the bottom of the email. This will populate with a link that reads "View Invoice(s)" in the message that is delivered to your member. The link will launch a printable version of the invoice directly into their browser window. to learn more about this field. Note that if you would also like to include a link to the Online Bill Pay page in your member portal, you need to add that to your template or message separately.

On the Profiles tab, your name and email are populated in the "From" fields, and the profile from which you clicked Email will be listed as the recipient, with the profile's Billing contact's email address automatically populated.

You can make any necessary changes to any of this information, then click Send Email Now on the Send tab to send the invoices.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

On the Profile View, page, a list of all contact records from the past 90 days display in the Recent Contact section. Contacts are displayed with the most recent at the top, and includes the first line of the contact description. To create a new contact, click Add a Contact. Enter the person that was contacted, change the date if necessary, enter a subject and description, and choose a Contact Type and staff person who made the contact.

To see contacts outside of the 90 day date range or to view and edit details on existing contacts, click Manage All. Contacts from the past 12 months are displayed by default, and you can change the date range in the top right corner if you need to search back further. You can also choose to edit any existing contacts by clicking Edit on the right of each contact record.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

If a non-member profile in your database joins as a member, you can set their existing profile as a member without adding a new profile.

Search for the prospect profile using either the quick search at the top of the page, or the Profile Selector, and open the profile.

At the top of the profile, click the "Add as a Member" button.

Choose an "add" Member Activity from the dropdown list. These Member Activity Types are defined by you, and can be added/updated in the Admin section of the database. The date will default to the current date, but you can change this join date if necessary.

Selecting a Membership Level at this point is optional, but highly recommended. This will automatically set the Profile Status, Affiliation Codes, Billings, Benefits, and any other settings you have configured in your Membership Level settings.

If you've selected a Membership Level and do not have any further contact information, etc. to update on the profile, you can simply choose Save & Close and the member profile will be complete. However, if you need to change contact information, add/edit a listing, or you do not use Membership Levels and need to manually enter a Billing record, click Continue Editing.

After saving the new member profile, you may need to update the Main Contact and/or add new related profiles. Click here for more information on managing relationships.

In addition,the initial new member invoice for the first year dues needs to be created. Click the blue notification that reads "There are no recent dues invoices. Click here to add one." to add the new member invoice and apply payment if necessary.

On the new member invoice screen, click Add Line Item. Select the correct dues Revenue Item from the dropdown, then update the Unit Price (or other price fields) if necessary. If you need to add more than one line item to the invoice (such as a new member start-up fee), you can click Add Line Item again to add multiple line items to the invoice.

If you do not have a payment to apply at that moment, click Save Invoice and an open invoice will be created on the profile. To apply a payment, click the Payment tab on the left.

Select a Payment Type, enter an amount, and update the source, dates, or check number fields if necessary. If you select a Credit Card payment type, the Credit Card processing fields will appear for you to enter the card information. When you click Save Invoice, the line items will be created, payment will be applied to the line items, and the credit card will be charged if applicable.

After saving the invoice, you'll be returned to the Profile View for the new member. With all profile information entered, related profiles created, and new member invoice/payment applied, your new member is complete!

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

Click here for a video that reviews the new member workflow!

To enter a new member profile into the database, click the "New Profile" button in the upper right corner of the Profiles section. You can also access this same workflow by clicking Profiles > Add a Member from the main navigation.

A new profile window appears, defaulting to an Organization. If your membership is individual-based, switch the radio button to Individual Profile type. Enter an Organization Name, and update the Sort Name (for example, removing "The" at the beginning of the name) if necessary. Note that a duplicate check is run automatically, so if the name you enter already exists in the database, you'll be prompted to either select an existing profile, or continue and save a new profile instead.

Then, click the "Member" radio button to indicate that the new profile you are adding is a member. Click Continue, and the new member options will appear:

Choose an "add" Member Activity from the dropdown list. These Member Activity Types are defined by you, and can be added/updated in the Admin section of the database. The date will default to the current date, but you can change this join date if necessary.

Selecting a Membership Level at this point is optional, but highly recommended. This will automatically set the Profile Status, Affiliation Codes, Billings, Benefits, and any other settings you have configured in your Membership Level settings. Choose the level, then click Continue.

The profile edit screen appears, and you can continue adding contact information to the profile. You can enter data on any/all of the tabs. Be sure to add a category listing on the Listings tab if you want the new member to appear in your online membership directory., and if you do NOT use Membership Levels, be sure to add a Billing record for the profile's dues renewal amount. Once you've entered all information, click Save Profile. You'll be returned to the Profile View for the new member, with two notifications appearing:

Adding at least one primary relationship to the new member profile (a Main Contact), is recommended. You can click the blue notification to add one, or click Relate a New Profile below in the Primary Relationships section. You can continue clicking "Relate a New Profile" for all additional related profiles that you need to add. Click here for details on managing related profiles.

Finally, although the billing record may be added either automatically or when first editing the profile, the initial new member invoice for the first year dues needs to be created. Click the blue notification to add the new member invoice and apply payment if necessary.

On the new member invoice screen, click Add Line Item. Select the correct dues Revenue Item from the dropdown, then update the Unit Price (or other price fields) if necessary. If you need to add more than one line item to the invoice (such as a new member start-up fee), you can click Add Line Item again to add multiple line items to the invoice.

If you do not have a payment to apply at that moment, click Save Invoice and an open invoice will be created on the profile. To apply a payment, click the Payment tab on the left.

Select a Payment Type, enter an amount, and update the source, dates, or check number fields if necessary. If you select a Credit Card payment type, the Credit Card processing fields will appear for you to enter the card information. When you click Save Invoice, the line items will be created, payment will be applied to the line items, and the credit card will be charged if applicable.

After saving the invoice, you'll be returned to the Profile View for the new member. With all profile information entered, related profiles created, and new member invoice/payment applied, your new member is complete!

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

Adding and editing the relationships between profiles can be done from either the Profile View of any profile, or from the Profile Relationships page by clicking "Manage All" on the Primary Relationships section of any profile:

From either the Profile View or the Relationships screen you can add a new profile that is related to the profile you're viewing by clicking "Relate a NewProfile." This will launch a window that contains the profile name information and relationship settings:

You can change the profile type to Organization if you're creating a related organization using the radio buttons at the top. Enter the profile name fields, then choose the settings for the relationship on the right. Relation Type is required - select how this new profile will be related to the profle you're working from (usually "Employee", or something similar). Then click Continue.

The window will update to contain all profile contact information fields, so you can add additional contact info like email, title, Affiliations, etc. Then click Save.

To relate a profile that already exists to the profile you're viewing, click Relate Existing Profile. A search bar will appear, and you can search by name for the profile you want to relate. Select the profile from the results.

Like with a new profile, you'll then be able to choose all Relationship settings, such as Receives Communication, Phone/Address inheritance, and the Relation Type (required). You can also click to the other tabs in the window (General Information, Affiliations, etc.) to change other profile information, then Save.

To edit any existing related profile, click Manage All from the Profile View. You can easily change any of the checkbox values simply by clicking in the box to check/uncheck the value. Your change will be saved automatically. For example, if there is a new Main Contact, you can simply check the "Main Contact" checkbox for that profile and the data will be automatically updated.

To make more advanced edits, click Edit next to the related profile. You can change the Relation Type, or any profile information, in the window that appears.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

To edit the contact info, membership info, billings, listings, etc. for a profile, click Edit Profile from the Profile View:

The Profile Edit screen will open. The first tab, General Information, contains all of the contact information for the profile as well as the Profile Status, Assigned To/Sold By users, and the Number of Employees field and preferences.

You can then click to any section listed on the left to edit the data in that area of the profile. For example, to add a Billing Address, click on the Additional Addresses tab and click Add Address.

The Listings tab contains each category Listing for the profile, as well as the ability to add additional listings. You can also edit/add Billings this way, on the Billing tab.

The Affiliation Codes tab contains a list of all existing Affiliation Codes in your system on the left, and the Affiliation Codes already belonging to the profile on the right. You can select any Affiliation and use the Add/Remove buttons to update the profile's Affiliations.

To manually create or edit a username/password for the profile, click to the Web Credentials section. Click Change Credentials, enter the new username and/or password, and your changes will be saved and the password properly encrypted when you save the profile.

You can make changes to any tab, and then use the Save buttons at the top to save all of your changes at once - you do not need to save in between switching sections of the Profile Edit page. If you do have many changes to make, you may choose to use the "Save and Continue Editing" button to save your changes without leaving the page. Once you've completed your changes, you can click Save Profile to save all changes and return to the Profile View.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

When you select a profile from either the quick search results or from the Profile Selector results grid, it will open the "Profile View" with all profile information displayed. The section on the left contains the Profile Name, Primary Listing Category, and Membership Level. It continues with other relevant membership and contact information, whether it's an organization or individual profile.

To make changes to the profile, click the Edit Profile button at the top of the profile information section. The button to the left of the Edit Profile will allow you to execute your "drop" actions if the profile you're viewing is a member already, or alternately that button will allow you to "Add as Member" if you're viewing a non-member profile.

The rest of the page then contains details on each of the different areas of the profile:

Revenue

If the profile has ever had any invoices, the Revenue section will appear (a blank revenue section means this profile has never been invoiced in your database). A pie chart shows total lifetime invoiced amount, divided between dues and non-dues revenue. Under the invoice amounts, the total annual amount of active "Dues" billing records is displayed.

On the right is an aging summary, displaying the total amount outstanding for invoices in each aging period.

Primary Relationships

In this section, you'll find all profiles that are related to the profile you are viewing, that have a relationship type set as "Primary." Individuals will appear first, with the Main Contact and Billing Contact appearing at the top. After that you'll see any related organization profiles. If there are more than 10 related profiles, you'll see indicators at the bottom of this section to scroll through each page, or you can click Manage All to view a full list of all related profiles and edit the relationships.

Also in this section are two quick-action buttons: Relate an Existing Profile and Relate New Profile. Note that the New Profile option contains an automated duplicate check, so if you're not sure if the profile you want to add already exists, you can go ahead and choose Relate New Profile and you'll be notified if there is a potential duplicate that you'd prefer to select instead.

Affiliations

All Affiliation Codes to which the profile is assigned will appear in the "Affiliations" section, grouped by Affiliation Type.

Referrals

The Referral Report section contains a pie chart displaying all referrals from the past 12 months, segmented by Referral Type with a key. You can also click View Value Report to view the online referral report for this member.

Events

This section displays a list of any event for which this profile has a sign up and/or attendee record. Note that all registrations will display here, regardless of whether the event has occurred already and/or if attendees were flagged as "attended."

Custom Fields

In the Custom Fields section, you'll see any values that have been entered on this profile for Custom Fields your organization has created. Note that if this particular profile does not have a value entered for a certain Custom Field, it will not appear here. You can click Edit to add/update the values for the profile.

Member Activity

A history of the date joined/dropped or other manual Member Activity records will display in this section, in chronological order.

Contacts

Here you'll see a history of the most recent Contact records you've recorded for this profile. The Profile View displays contacts in the past 90 days, with the beginning of the contact description. To view full descriptions and/or a longer timeline, click Manage All. You can also add a new Contact from this screen, with the Add a Contact link.

Benefits

If you utilize the Benefit Management module in Atlas, you'll see a list of all of this profile's active Benefits listed at the bottom of the Profile View, with a chart indicating current usage towards the fulfillment of the benefit. You can click Manage All to add, edit, or flag benefits as used.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

To find a specific profile by name, use the Quick Search at the top of the Profiles screens (you'll see this from anywhere in the Profiles module). You can enter 3 or more characters for the automated search to run, looking for any profiles that contain the text that you entered. The more characters you enter, the more refined the results become. You can also enter a Profile ID here to find an exact profile match.

To do a more advanced search and/or run a search for a list of profiles, use the Profile Selector (Profiles > Select Profiles).

You can enter aprofile name or part of a profile name into the keyword search at the top of the criteria section. This will search for any Organization Name, Report Name, Sort Name, First Name, Last Name, or DBA that contains the text you enter.

Profile Info contains a dropdown of contact information and miscellaneous profile fields like number of employees, Assigned To field, and custom field values to search by. You can add one or more fields to the search in this section.

Billing allows you to search for profiles that have active billing records meeting the criteria you enter, such as a specific month, revenue item, or amount.

Member Activity contains a dropdown of your different Activity Types, and you can choose one or more with a corresponding date and/or date range to search by. For example, you can search for all "Drop - Nonpayment" types in the past 30 days, OR all "Drop - Saw No Benefit" types in the past 30 days, to get a list of all members who dropped in the past 30 days for either one of those two reasons.

Affiliation Codes allows you to search for profiles that either HAVE, or do NOT HAVE certain affiliation codes assigned. You can add multiple affiliation codes to either search option, and then choose whether the profile has to have all of the profiles you've selected, or just one of them.

Categories contains a dropdown list of categories and sub-categories, and you can search for all profiles that have an active listing for one or more of those categories.

Events allows you to search for profiles that are linked to either an Attendee record or a Registration record for an event. Note that if you have an organization-based membership, generally the organization will be assigned to the registration and the individual will be assigned to the attendee record. You can also search for profiles that are NOT linked to a certain event.

Related Profiles has three options:

Filter Results based on member status

The only criteria that can stand alone on this tab without including searches from other tabs, this section has a built-in filter of "member". But instead of looking directly at the Member checkbox on a profile, it looks to see if the profile is related to a member profile. This is handy to pull a list of all Main Contacts of Member profiles, for example.

Add more results based on the criteria on other tabs in the Profile Selector

To use this option, first enter search criteria on one of the other tabs in the Profile Selector - such as all profiles who joined in the past month, or who have a certain affiliation code or billing month - the result will be all of those profiles AND all of the profiles related to them.

Replace the results that are obtained from the criteria on other tabs in the Profile Selector

Similar to the "Add" option, this relies on search criteria entered on one of the other tabs. It then takes the results from those other criteria, and replaces them with the profiles that are related to them. For example, if you search for all profiles with a $1,000+ annual dues billing, then choose "Replace Results" with "Main Contacts of Results", you'll get all of the MainContact profiles of the members with a $1,000+ dues billing.

Common Data Views contains a list of pre-determined data views that filter based on member, prospect or invoice filters. These data views are standard and cannot be altered or mixed with other searches.

My Data Views allows you to save a search to be run again in the future. Start by building any search using any criteria throughout the Profile Selector, then run the search. Now click to My Data Views, and click Save to save the search for future use. The criteria are saved, and the search is re-run with updated results each time you run it moving forward.

Advanced allows you to enter a custom SQL "where" clause against the Profile table. This is for advanced users and requires a raw SQL statement.

After you click Run This Search, the results will be displayed at the bottom of the screen in a paginated grid. Each profile displays on a row with the profile Report Name, Main Contact OR Related Organization, Profile Status, Membership Level, and Profile ID. You can click on the name of any profile to open that profile, or you can click in the Actions dropdown to export a list of your results to CSV.

Your profile search will be retained even if you navigate away from this page and then back to it. To clear the search and start fresh, click the Clear Search button in the upper right corner of the results grid.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

If you have multiple checks/payments to enter at a time, but need to record each one individually, you can apply these payments in a batch.

Go to Revenue > Select Invoices and click the New Payment button in the upper right corner.

If you have the invoice number of the payment you need to apply, enter the invoice number and hit enter. If you do not have the specific invoice number, start typing the name of the profile of the invoice. Select the correct profile, then select the open invoice on that profile to which the payment should be applied.

Enter the payment information. Click here for more details on applying a payment.

Click Save and Add Next Payment. Enter the next invoice number and/or search for the next profile.

Once you've entered all of the payments for the batch, click Save and Close.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

To find invoices to send via email, go to Revenue > Select Invoices. Search for the invoices you want to email.

Select all of the results that you would like to include in your email (click the Select All button to select all results). In the Actions dropdown, choose Email Selected Invoices.

A window will appear asking you to choose a template for your email. You can leave this selection as "None" to write your own email, or select a template from the dropdown and click Continue.

Click here

You'll be taken to the new email, which is saved automatically as a draft. The subject of the email is populated as "Invoice from ABC Association" - with your organization name used. The message contains the template you selected (if any),and the [[PRINTABLEINVOICE]] special field at the bottom of the email.This will populate with a link that reads "View Invoice(s)" in the message that is delivered to your member. The link will launch a printable version of the invoice directly into their browser window.to learn more about this field. Note that if you would also like to include a link to the Online Bill Pay page in your member portal, you need to add that to your template or message separately.

On the Profiles tab, your name and email are populated in the "From" fields. The profiles of the invoices you had selected in the Invoice Selector will be listed as the recipients, with the profile's Billing contact's email address automatically populated.

You can make any necessary changes to any of this information, then click Send Email Now on the Send tab to send the invoices.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

To search for one or a list of invoices, go to Revenue > Select Invoices.

At the top of the page you'll find an invoice Quick Search. You can type in an invoice number, or start typing a profile name. If you entered an invoice number, click on the result to be taken to the Edit screen for that invoice. If you entered a profile, click on the result to be taken to the Transactions screen for that profile.

To run a more advanced search, use the Invoice Info, Aging, Revenue Item, and Payment tabs on the left side of the screen.You can add search criteria from any/all of the four types of data:

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Invoice Info: search by general invoice details and dates:

Invoice Number

Creation Batch Number

Posting Batch Number

Invoice Date

Due Date

Sent Status

Preferred Method of Billing

Aging: select an aging period, to find all invoices with a due date in the aging period as of the current date, that have an unpaid balance

Revenue Items: select one or more Revenue Items to search by, to find any invoice with at least one line item that uses the Revenue Item you selected

Payment Info: search for invoices that have payments applied meeting the criteria you select, choosing from:

Payment Date

Payment Type

Check Number

In the results grid, you'll find all invoices that meet all of the criteria you've entered above. You can click on the Invoice Number of any invoice to view/edit that invoice.

You can also select all or multiple invoices from your results, and then click the Actions dropdown to complete the following tasks:

View/Print Selected Invoices: opens a new tab with a printable/downloadable view of your invoice template for all selected invoices

Email Selected Invoices: asks for an email template and then opens the Send Email tool, with all profiles of the selected invoices loaded into your recipient list and the Printable Invoice dynamic field in the Message. Click here to learn more

Generate Payments for Selected Invoices: asks for a Payment Type and Date, and allows you to bulk-create payments against all of the invoices you selected. This is a useful option for recording payments that were taken separately from Atlas, such as through a third-party credit card machine or in the form of a lump sum check from a vendor or partner. Click here to learn more.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

To write off an open line item, apply a discount, or refund a payment, open the invoice you would like to adjust. You can search for the profile and click View Transactions to find the invoice, or go to Revenue > Select Invoices to search by profile or Invoice Number.

To create an adjustment on a line item, click the Line Item Adjustments tab on the left. Click Add a Line Item Adjustment.

The Adjustment Date and Apply Date default to the current date. You can change these dates (particularly if you are adjusting a line item with an apply date in the future), but we recommend keeping them as the same date.

Enter an Adjustment Amount. If the invoice has multiple line items to adjust, enter the full amount of the adjustment here. It will automatically be split between any open line items.

Choose an Adjustment Type. This will inform the correct accounts to adjust in your accounting software.

Enter an Adjustment Description if desired. This appears on any printed invoice explaining the adjustment.

To create an adjustment on a payment, click the Payment Adjustments tab on the left, and click Add a Payment Adjustment.

The Adjustment Date and Apply Date default to the current date.

Enter an Adjustment Amount. If the invoice has multiple payments to adjust, enter the full amount of the adjustment here. It will automatically be split between all payments.

Choose an Adjustment Type. This will inform the correct accounts to adjust in your accounting software.

Enter an Adjustment Description if desired. This appears on any printed invoice explaining the adjustment.

Once you've entered all necessary adjustment details, click Save at the top. The invoice will be updated with the adjustments applied and reflected in the balance due.

If one of the payments you selected to adjust was a Credit Card payment, a refund will be attempted. If the refund is not successful (for example, too much time has passed since the original charge), the response from your Credit Card gateway will be displayed to inform you, AND the adjustment will be saved. If you need to handle any reimbursements or create unapplied payments at that point, you will handle that outside of the invoice.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

Payments must be applied to an existing invoice. If the invoice does not yet exist, follow these instructions to create the invoice, and then apply the payment to the invoice you've created.

You can apply a payment from a Profile Transactions screen, or from within the specific invoice itself. Note that if you are applying a single payment to multiple invoices, you'll want to start from the Profile Transactions screen so that you can select all of the invoices to pay at the same time.

From Profile Transactions:

From within a single invoice (click here for more information on finding invoices):

Once you've loaded the new Payment form, you'll need to choose the payment details. As you fill in the payment information, you'll see the amounts applied at the bottom of the payment window to the corresponding line items you've chosen to pay:

Payment Type: select the payment type you want to use for this transaction. Your Payment Types are defined by your system administrator in your Admin Codes.

If you choose a Payment Type associated with a Credit Card Gateway, you'll be prompted to enter the credit card number and other values at the bottom of the form. When you save the payment, the card will be charged. If the card is declined, you'll receive a message in the payment window and the payment will not save until a successful charge is made, or you change the Payment Type.

Enter the full Amount of the payment, for all line items.

Under the payment form, the amount will be split between all open line items (in the example above, $50 was designated to one line item and $2 to the other). If you need to change this distribution, you can type in the boxes to change the Amount to Apply.

Payment Source: if necessary, enter the method by which the payment was submitted

The Payment Date/Apply Date default to the current day. They can be changed if necessary, but we recommend keeping these two dates the same for ease of reconciling transactions.

Enter the Check Number and/or other Reference Number if necessary.

Send automated receipt on save: if you check this box, the billing contact for the profile will receive a copy of your organization's automated receipt email with the invoice and payment details. If you do not check this box, no receipt will be sent (you can choose to send one later). Click here to learn more about automated receipts.

Click Save, either on the payment window or the invoice to which you are applying the payment.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

Most dues renewal and event invoices in your system will be generated automatically for you, but sometimes you'll need to manually create an invoice for an ad-hoc item like a fee for a paid service, conference room rental, advertising opportunity, etc.

To create a new invoice, search for the profile you want to create the invoice on and view the Transactions page for that profile. Click New Invoice (you can also find a quicklink to create a new invoice on the Profile View of the profile, in the Revenue panel).

The first section contains the Invoice Details, which will populate with default information from the profile. This includes the "Attention" field for the specific person to receive the invoice (the billing contact for the profile), the Bill To and Ship To name and address that will display on your printable invoice template, and space to record an invoice memo and comments (your notes to the recipient), PO Number, Terms, and a reference number for your use. All of these fields are automated/optional and you can generally just click down to Line Items.

Next, click Line Items to create the actual line items for the invoice. An invoice must have at least one line item.

Choose a Revenue Item for the line item. Your system administrator controls the list of available Revenue Items in your Admin Codes in Atlas.

Description: This will automatically populate from the selected Revenue Item, but you can edit the text. It will appear printed on your invoice for the member to see.

The Apply Date defaults to the current day. This is the date of the transaction and will translate to your accounting software if you are integrated with one.

Service Period Start/End Date: these default to the current date, and may add a default service period based on the Revenue Item settings. This date range is important for accrual-based revenue recognition.

The Unit Price and Quantity will create the price for the line item. If you use non-standard pricing, you can click base/flat fee to add additional pricing options.

Sold By: if you would like to record a salesperson for this specific invoice, you can select them here.

You can add multiple line items to any invoice, just click Add Line Item for the number necessary for this particular invoice.

If you do not yet have a payment for this invoice, you can now click Save at the top to create your invoice. If you do already have a payment to record, click to the Payment tab on the left.

You can enter the payment details here, and the payment will be created and applied to your new line item(s) on save. Click here for more details on applying payments.

Once all invoice information, line items, and payments (if applicable) have been entered, click Save at the top right. The invoice will be created and you'll be taken back to the screen you came from. You can then find the invoice on the Profile's Transactions screen, and/or in the Invoice Selector.

This article is intended for Atlas clients who are part of the Profiles Beta Testing project. If you are interested in becoming a tester, please contact [email protected].

When viewing a Profile, the revenue panel in the upper right contains a link to "View Transactions." In this screen, you'll see a full history of all invoices for this particular profile:

Click here

By default an 18-month window of invoice dates display, but you can change the date range in the upper right corner. In each row, you'll see:

Invoice Date: the date billed on the overall invoice

Invoice Number: the system-generated Invoice Number, which is clickable to view/edit invoice details

Description: this column shows the description of the first Line Item on the invoice. If there are multiple line items, you'll see a link that says "Expand" to view the description of the other line items.

Payment history: if you click Expand on any invoice that has had a payment applied, you'll see a list of the payments made with the payment date, type, and amount.

Due Date: the date the invoice is/was due

Amount Paid: the total adjusted amount of all payments made against the invoice

Amount Due: the adjustment amount currently due after all line item adjustments and payments for that invoice

To edit or view more details on any given invoice, click the hyperlinked Invoice Number field in the grid. To print or email the invoice, click the Actions dropdown in the last column of the grid for that invoice.

To create a new invoice for the profile, click New Invoice. Click here for details on the steps to manually create an invoice.

To apply a payment for the profile, click Apply Payment. You can also tag a specific invoice in the grid first to target that invoice for your payment, or you can just select from all open invoices after clicking Apply Payment. Click here for more details on applying a payment.

In the Actions dropdown, you'll find the following options:

Print: runs your organization's invoice template for the selected invoices, which you can export or print from your browser

Email: launches a new email to the profile's billing contact with the invoice download linked. for more details on emailing invoices.

Print Statement: runs your organization's Statement report for the profile (independent of selections in the grid, this runs for all open invoices for the profile).

View Online Bill Pay: this links you to the member's online bill pay page so you can view their portal bill pay section as it will appear to them when logged in

Looking for our Help articles on the new Profile and Revenue features in the browser? As we gear up to release these new features to all customers, these articles have moved. Please visit the following two Help Center sections for detailed instructional articles on using the new features:

Manage Profiles in the Browser

Revenue in the Browser

This article is intended for Atlas clients who are part of the browser Profiles/Revenue module project. If you are interested in becoming a tester, please contact [email protected].

With our 20.2 software update,we've added more features to the new Revenue pages and fixed a few bugs:

Automated price calculation on billing record creation

Fixed an issue with payments entered on a new invoice not getting the invoice number created

Expanded billing section to display billing details

Updated Invoice edit screen to allow editing on some fields for posted transactions

Added an invoice quick search to the Revenue pages

Fixed an issue with default addresses populating on new profile creation

Fixed the Member Activity pane in a profile view to properly refresh

Fixed the calendar dropdown option on the Member Since field when editing a profile

We've also released our initial version of the Generate Invoices screen in the browser, if you are interested in testing it. We have not yet linked a menu item to the new screen, as it's not yet final, but if you would like to review the new page and workflow you can log in to the browser, then navigate to app.wliincxx.com/revenue/invoice/generate. You can search for a month, multiple revenue items at a time, preview and add/remove invoices to be created, and then initiate the invoice generation (it will actually create invoices!). We are working on smoothing out some of the interface and steps, but let us know what you think!

To use this feature, you must have a Bigcommerce account.

Atlas integrates with Bigcommerce, an online retail platform that allows you to set up an online store for products and digital downloads for purchase. The integration allows you to sync your Atlas profiles with Bigcommerce customers, giving you the ability to create member groups for special pricing. Invoices and payments created in your Bigcommerce store seamlessly flow through to Atlas, allowing you to keep all of your revenue in one place and in conjunction with your membership data.

You'll need a Bigcommerce account to begin setting up your store - click here to learn more. Once you've set up your account, you can connect to Atlas and start using the tools below in the Bigcommerce App Store. Download our implementation guide for more information on connecting.

Create your store design

Bigcommerce has a number of themes and design options that allow you to create a clean, branded web page for your store. It assigns you a unique domain name and has options for creating favicons, web content pages, banners, and more. Learn more...

Configure your store settings/options

Before you launch your store, there a number of different settings and options that you can configure to make your store work the way you want. This includes selecting which payment options you want to provide store shoppers, as well as setting up shipping, tax, and checkout settings. Learn more...

Set your Bigcommerce revenue defaults

When an order is created in Bigcommerce, an invoice is automatically created in Atlas, with a payment applied if paid. The product and tax line items and payments on this invoice will use the revenue codes that you indicate in your Bigcommerce Settings page in Atlas. You can also indicate whether you want the invoice to be stored on individual or organization profiles here. Learn more...

Create products

The products you create in Bigcommerce are the actual items you will sell in your store. When you set up your products, you can create categories and add pictures, color and size options, downloadable content, inventory tracking, and more. Learn more...

Map products to your Atlas revenue items

Once you've created products in your store, you'll need to tell Atlas which revenue items to use when someone purchases each product. Each different product can have its own revenue item, allowing you all the flexibility of Atlas's accounting features even though your orders will come in through Bigcommerce. After assigning each product its revenue item, invoices will seamlessly flow into your database and revenue reporting out of Atlas. Learn more...

Manage and sync your customers to Atlas profiles

A key feature of the integration with Bigcommerce is the ability to upload your Atlas profiles as customers. This allows your members to log in for special pricing in your online store, and also ensures that member purchases are recorded as revenue on their profile in Atlas. You can sync your profiles at any time, or allow the system to auto-sync once each day. Learn more...

Set special pricing for members in Bigcommerce

When you upload your Atlas profiles to Bigcommerce, they'll be assigned to a special group that you create in Bigcommerce. You can assign a discount to products in an entire category, or just specific products, for anyone in that group. Learn more...

Manage your orders and inventory in Bigcommerce

After you launch your store and people start placing orders, you'll manage things primarily using the "Order Status" field in Bigcommerce. You can edit orders individually or in bulk, flagging when orders are pending, awaiting payment, shipped, refunded, etc. You can configure statuses and set email notifications on each status. Learn more...

Find and track Bigcommerce invoices in Atlas

Once orders are created in Bigcommerce, an invoice is created for that order in Atlas. The invoices are created based on your revenue settings, and are assigned either to a member profile (if the customer signed in), or your anonymous web purchase profile. These invoices are updated automatically if information changes in Bigcommerce, such as cancelling or refunding an order. You'll see the invoices in Atlas searches and reporting just like any other invoice, but you also have the option to search specifically for invoices created through Bigcommerce and reassign them to different profiles if necessary. Learn more...

What is it?

Invoicing is the way payments are processed in Oasis. An invoice will be automatically generated upon a user completion of a form that deals with payments. Invoicingalso allows Administrators to create invoices as needed via the Ad Hoc feature.

Invoice List

Invoice Templates

Invoice Settings

Revenue Accounts

Creating a new Revenue Account

Tying a Revenue Account to a Member Type

Creating 'Ad Hoc' Invoices

Paying Invoices

Apply a Refund or Credit

How to Access

Navigate to Financial > Invoices

HERE

Invoice List

The Invoice List contains all invoices created in your database. You can easily resend or void invoices, as well as generate PDFs. Use the filter option and sorting columns to narrow down the list.

In thePayment Management area, the following options exist:

Email: This option allows you to resend an invoice to one or more users. To start, tag the invoice(s) you would like to resend > click Email > enter a Default Email Address.With ONE invoice tagged, you will also have the ability to resend the invoice to additional email addresses, other than the one listed in the profile. This is best used if someone wants to receive an additional copy of their invoice, and needs their accounting or billing department to receive one as well.

Create PDF: This option allows you to create a single or multi-page PDF to print paper versions of your invoices. To start, tag the invoice(s) you would like to create a PDF for > Create PDF > Print Invoices

Filter Invoices: View invoices that are Open (unpaid) Pending, Paid, Partial, or Voided using the Filter options in the menu bar near the top of the page. When a filter is selected, it will appear dark gray. Click Reset Search & Filter to reset the search.To filter for Ad Hoc, Credit Memo, or Form type invoices, click Filter By Invoice Type > tag the appropriate Invoice Type > Apply Filters to search.

Search Invoices: You can search an invoice by a name or Invoice Number using the box inthetop righthand corner.

Invoice comments: Admins can add comments to an invoice by viewing an invoice, then typing comments into the Invoice Comments area and clicking Save.NOTE: Invoice Comments will add a timestamp including information which user logged the note, and when. Multiple comments may be added to one invoice. These comments are only viewable to administrators.

Void: If an invoice was generated in error, or otherwise needs to be voided, tag the invoice you would like to void and click Void in the top lefthand corner.Once an invoice has been voided, it will be marked "Void" in grey at the top of the invoice.

NOTES: Once an invoice has been voided you will no longer be able to use it to make a payment. Voiding an invoice cannot be reversed. Additionally, for every invoice voided after March 1, 2018 a reversal transaction is automatically created for each line item on the invoice and will be displayed in the Transaction Report. More information can be found

Invoice Templates

You have the option to configure multiple invoice templates for both Ad Hoc and Invoice Me options. You might create separate templates for sponsorships, charitable donations, or membership dues, for example.

To start, navigate to Financial > Invoices > Invoice Templates

1. To start, choose to Create an Invoice Template.

2. Complete the following:

Name: Give the invoice template a name. This name will help you identify the appropriate template later on.

Net Due: Set the Net Due period for the invoice template. The amount of time a user has to pay the invoice. After the net due period, the invoice will be considered overdue.

Footer Information: Use the Footer Information section to add payment terms or other contact information.

Set As Default Template: If applicable, set the template you're creating as the Default.

New Invoice Email: This notification will be sent automatically when an invoice is created. Use the Edit the Email button to configure the message.

Reminder Email: Optionally, configure the reminder email.The reminder email will be automatically sent before the invoice is due, at the time you determine.

Past Due Email:Optionally, configure the past due email.The past due email will be automatically sent after the invoice net due date has passed, at the time you determine

Payment Notification Email: These notifications will be sent automatically when payment is made on an invoice.

Within each of these emails, you can customize the Reply to Email, the Subject of the message, and the Message Body by clicking Configure Email.

Note: For invoice templates set in Member Type management, Oasis will only send the Member Type notifications, not the email notificationsassociatedwith the template.

Invoice Settings

The Invoice Settings page allows you to set up a template for your invoices that will include the organization's information.

To start, Navigate to Financial > Invoices > Invoice Settings

1. Configure the following:

Recipient Address: Merge in fields here that you would like pulled in from member's profiles onto the invoice. This information will appear on all invoices.

Organization Information: Add your organization's address information here. This information will also appear on all invoices.

Next Invoice Number: If you would like to change the number given to the next invoice, change the Current Invoice Number.NOTE: The next number can only be larger than what is displayed now.

Revenue Accounts

The Revenue Accounts tool enables tracking, management and export of revenue account data for use in accounting systems.Data can be exported as an IIF Quickbooks file or as a CSV for import into other accounting systems.Configure Revenue Accounts to track your separate revenue streams in Oasis. Examples of revenue streams include event revenue, membership dues, donations, merchandise sales, etc.

To start, Navigate to Financial > Invoices > Revenue Accounts

Creating a new Revenue Account

1. First, click "Add New Revenue Account."

2. Name the Revenue Account

3. Select whether the account will be used for Dues Revenue or not using the "Dues Revenue" dropdown. If "On" is selected, transactions tied to the Revenue Account will not be included in the Aged Receivables graph on the Admin Dashboard. If "Off" is selected, transactions will be included in the Aged Receivables graph on the Admin Dashboard.

4. Select whether the Revenue Account will be accrual or cash to control how transactions are exported from the Transaction Report. This should align with your current accounting methodology, and can generally be answered by whether or not you recognize accounts receivable (if you are unsure, be sure to ask your accountant).

Note: If using QuickBooks, the following transactions will be exported as journal entries in the IIF file for each account type:

Accrual:

Transaction for each sale, discount, or refund (sale debit and sale credit)

Transaction(s) for each payment or settlement (payment debit and payment credit)

Cash:

Payment or settlement transactions only (sale credit and payment debit)

5. Input your sale/payment credit and debit accounts to control which accounts the Transaction Report will export. Be sure to use the exact account name from your accounting system to ensure the transactions are imported appropriately.

6. If using QuickBooks and QuickBooks classes, input the QuickBooks class associated with the revenue account. Otherwise leave this field blank.

7. Provide a description of this revenue account. Depending on your account structure in QuickBooks, you may want to include the account number in this field if you did not include it in the preceding fields.

Tying a Revenue Account to a Member Type

Revenue Accounts are linked to Member Types directly. When creating a Member Type, choose the revenue account associated with renewal payments under the Renewal Payments Settings section.

Creating 'Ad Hoc' Invoices

You can create Ad Hoc invoices from within an individual profile, or as a mass action from the Profile List.

To create Ad Hoc invoices from within an individual profile:

Click the "Actions" dropdown in the top right of the profile, and click "Create Ad Hoc Invoice"

From the Ad Hoc Invoicing Page:

Select a payment processor to associate the invoice(s) with

Select an invoicing template to associate the invoice(s) with

Select an Invoice Type

Choose how to handle the invoice (create and pay, create and send, etc.)

Assign a specific due date

Set the Invoice Amount, which will appear as the amount due on each invoice

Add a Description, which will appear on the Invoice next to the invoice amount (ex. Annual Meeting Registration Fee)

Select a revenue account to associate the invoice(s) with

You can “Add New Line Item” to add a second row for amount, description, and revenue account.

To create Ad Hoc invoices as a mass action from the Profile List:

Pull up the profile(s) you want to invoice. This screenshot is from the Profile List on the Home Page.

Choose the profiles you want to invoice by tagging the check boxes next to each profile, then click the ‘Actions’ drop down box> General: “Create Ad Hoc Invoice"

From the Ad Hoc Invoicing Page:

Select a payment processor to associate the invoice(s) with

Select an invoicing template to associate the invoice(s) with

Select an Invoice Type

Set the Invoice Amount, which will appear as the amount due on each invoice

Add a Description, which will appear on the Invoice next to the invoice amount (ex. Annual Meeting Registration Fee)

Select a revenue account to associate the invoice(s) with

You can “Add New Line Item” to add a second row for amount, description, and revenue account.

Paying Invoices

Applying Payment to an Invoice

Click ‘View’ next to the invoice > Pay Invoice

Choose to:

Pay by Credit Card

Complete the payment information

Submit Credit Card Payment of $

Choose to:

Pay Offline

Apply a Refund or Credit

Type in the amount you are refunding/crediting

If issuing a refund, a new invoice will be generated listing the amount that the organization needs to refund. The invoice should act as a 'to-do' for the organization to write the member a check, etc. When the refund has been issued, return to the refund invoice and choose to Settle.

Our top priority at MemberClicks is to create a shockingly refreshing experience for you, our customers. A big part of that is gathering your feedback, listening to your needs and enhancing the product accordingly. We've received a lot of feedback recently asking for a better way to manage financial transactions from voided invoices. We understand that the way we previously handled voided transactions often made financial reporting difficult. So, we are happy to announce the launch of reversal transactions as a way to greatly improve this process.

With this update, a reversal transaction is created for every line item on an invoice when it is voided. These transactions will serve to offset the original transactions, and can be found in the Transaction Report. Furthermore, these will be included in the IIF and CSV Transaction Report exports to offset any transactions already imported/entered into your accounting system.

For example, if you had a $100 invoice for goods or services, and then that invoice is voided, the system creates a "Reversal - Sale" transaction for $-100 (as shown in the image below):

Important Notes:

This is not retroactive. Only voided invoices after 3/1/18 will have reversal transactions created.

Reversal transactions will be created for the following Oasis transaction types when an invoice is voided: Sales, Discounts, Refunds, and Payments.

In order to view the reversal transactions on the Transaction Report you will need to include "Void" in the Transaction Status Filter.We recommend including voids in your standard transaction reporting cadence moving forward.

If you void a partially paid invoice, you will need to take the additional step to handle the payment you have already received. This means either generating a new ad hoc invoice with the correct payment amount, or refunding that payment to your member.

Questions or concerns? Let us know by emailing [email protected].

System Requirements

Network and System (PC) Requirements

Firewall and Port Requirements

If you are not sure if your computer/network meets the requirements, please check with your local IT support services.

Windows 8 and Windows 10 users click here for installation instructions!

What version of Microsoft Windows is my PC running? (Instructions)

Installation Files

Please follow the steps below to installCrystal Reports Viewerand thenWebLink Connect.

Crystal Reports Viewer

Crystal Reports Viewer(Must Install Either 32-Bit or 64-Bit)

Which version is my PC running, 32-bit or 64-bit? (Automatic Version Detection)

32-Bit Operating System: 32-Bit Installer

64-Bit Operating System: 64-Bit Installer

Install File

32-Bit or 64-Bit Operating System:Installer

*The link available here will always be the most up to date version

Installer Steps

NOTE:If you arere-installing after an error or under advisement of the Support Team, please be sure you have deleted the WebLink Connect folder from the following location on your computer before starting the installation:

C:\Program Files (x86)

OPEN SETUP.EXE

Technical Support

ChooseRUNon the Open File - Security Warning screen that appears

STEP 1

ChooseNexton the WebLink Connect InstallShield Wizard screen that appears

STEP 2

ChooseInstallon the WebLink Connect InstallShield Wizard screen that appears

STEP 3

NOTE:During installation you will be prompted to enter your license key, the window can appear behind the installer. Watch for the WebLink Jack icon in your Windows Taskbar to bring up the window to enter your license key

STEP 4

ChooseFinishon the WebLink Connect InstallShield Wizard screen that appears

Troubleshooting

If you are receiving an error during installation, please try the following steps:

Disable any Anti-Virus Software

Disable any Firewall Software

NOTE:If you have completed the troubleshooting steps above and are still receiving an error, please contact .

What is it?

This article will show you the steps involved in creating a Discount Code. Discount Codes are used to offer your members discounts on form submissions. These can be applied for both form price fields, and membership.

How to Access

Discount codes are configurable by navigating to forms> form list> edit next to your form> form settings on the left> scroll down to Discount Codes.

Configuring a Discount Code

Click Add Discount Code to create discount codes that override all other pricing on affected fields.

Once you add the code it will take you back out to the discount code list. Click ‘edit’ to configure your discount code.

Once you are in the settings of the discount code you can configure it.

Discount Code Text: this will establish the characters you would like to set up as your code. This is case sensitive.

Limit Number of Uses: this allows you to cap the number of times this code can be used. If there is not a limit, leave it blank.

Expiration: This toggle will allow you to set a time limit of the use of this code. To the right you can select the calendar date that the discount code will expire.

Enable: This toggle will make this discount code active/inactive.

Once the baseline configuration is established, you will want to set the discounted prices for your Form Price Fields or Membership if applicable.

To discount Form Price Fields ensure the 'Price Fields' tab is selected, and choose one or more Member Types for which the discounted prices will apply using the 'Click here to choose one or more member types' modal, and clicking 'Add a column'.

Here you will see your pricing fields as rows. There will be a ‘Base Price’ column to the left.

This will populate a second column to the right.This column is for the discounted rate, so if you wanted to take $20 off of a $50 price, your column would say "$30".

Once you have set it up, click save at the bottom right, or the 'Membership' tab to discount membership price fields.

NOTE: If you want the Discount Code to be applicable to everyone, you will want to select and apply all listed Member Types.

For membership discounts, select the Membership tab, and add the discounted price for each Member Type you wish to discount. Only applicable Member Types will appear based on their pricing structure.

Member Type pricing structures that are included:

Standard Period or Date-Based

Attribute based where the attribute is a selection set

Member Type pricing structures that are NOT included:

Attribute based where the attribute is a number

Organization based on a number of linked profiles

Notes: Membership pricing with Advanced pricing rules will need to be added as separate fields and can be discounted in the price fields discount section. Additionally, any membership discount codes will work for both joins and renewals.

Keeping your database clean is always a suggested best practice. However, not all profiles should be kept as a member profile. Have you had a member cancel and didn’t know what to do? Or maybe you have very old lapsed members that you want to move out from a lapsed member profile but still keep the record of the profile? If you’d like to retain the profile to contact in the future, the best route is to move them to a Prospect profile.

Did you know that your member profiles (pending, active, graced, and lapsed) all count towards your total number of member profiles allowed in your billing package with Oasis?

This guide can help you to find the best way to keep your database clean, manage cancelled members, and stay within your Oasis billing package.

Glossary of Terms

Profiles: Your profiles in this category are considered to be member profiles not matter their status.(Statuses: pending, active, graced, and lapsed)

Prospect: A prospect profile is a non member profile. It does not count towards your number of custom/ member profiles. They do not pay dues as they are treated as a non-member and cannot participate in member benefits. Often times Prospects profiles are retained to be able to communicate with those profiles and possibly use them for a membership drive in the future.

Where to see prospects:

Settings > Account Settings

[The Highlight Reel] Best Practices for Membership Renewal Reminder Emails

(Note: To see if you are over your profile billing package limit See: Account Settings)

Member Dashboard

Reasons Why You Would Want to Move Profiles to Prospects

There are several different scenarios on why you would want to move profiles to Prospects. Below are possible reasons;

Members decided to not renew

Members cancelled their membership

Over your billing package profile limit

Cleaning up historic lapsed members

How do I do it?

Moving a profile to a prospect profile will depend on the structure of your member type.

Individual Member Type

Organizational Member Type

(Note: Before you move a profile to a Prospect, any open renewal invoices will be voided when you move the profile. This happens automatically. This can be an added benefit to clean up open invoices when you know a member is not going to renew.)

Individual Member Type

Moving profiles to Prospects can be done one of two ways;

To Move One Profile at a Time From the Individual’s Profile:

Once inside the members profile, Click ‘edit’ next to the Member Type. Use the drop down to select ‘prospect’ to move the profile. This is easy when you are moving just a few profiles at a time, or are already in the members profile.

To Move Multiple Profiles at Once:

From the Admin Home page, click Profile List in the top right corner. The Profile List area allows you to use the Advanced Search feature to filter your database to yield the results you are looking for. (See: Profile List for more details on how to do an advanced search and tag profiles)

If you are cleaning up historic lapsed members, use the advanced search to filter by expiration dates. Below is an example of how to set up your search.

Once you run your search you can tag the targeted profiles. When profiles are tagged the green actions bar will pop up below. Click ‘Actions’ > ‘Change Member Type’ > Use the drop down to select ‘Prospect’.

Tip: Once you tag profiles, they will remain tagged until you release them by clicking "Untag All", or utilize the "Untag Profiles After An Action" option.

Organizational Member Type

Unlink the linked user who you would like to move to a Prospect: Prospects are structured like the Individual Member Types. Since the Organizational Structure has a relationship between the linked user (the person) and the organization, the first step is to break that relationship.

Navigate to the Organization’s profile, in the tabs below click on the ‘Linked Profiles’ tab. Find the linked profile you are wanting to move and click ‘unlink’.

Once the profile has been unlinked, use your quick search at the top right of your screen to search the member again. Once inside the members profile, Click ‘edit’ next to the Member Type. Use the drop down to select ‘prospect’ to move the profile.

Note: Since this action is specific to each user, this will have to be done on an individual basis.

What if the whole organization is cancelling or did not renew?

If this is the case then you will need to unlink each linked user and follow the steps above.The organizational record is not able to be converted to a Prospect, therefore you will need to pull up the organization’s profile and delete the record.

Note: deleted profiles will no longer show up in the member type, but are retained in an archived format and can be retrieved by filtering in your advanced search.

How to Mange Prospects

How can I use my Prospect profiles?

Prospect profiles are a great way to retain profiles of people that you still want to stay in touch with. You can use these profiles to advertise your events to increase registrant participation or target them for a membership drive in the future.

What if my now Prospect user wants to join membership again?

If the user that you moved to be a Prospect decides they want to re-join your membership then the user will need to use their existing username and password associated with their prospect account to take the application form. They will not be able to renew, as they are no longer considered a member. So they will have to reapply for membership.

Other Resources

August 2016 MCU: Best Practices for Online Member Acquisition (Video)

Best Practices for Online Member Acquisition

3 Simple Steps to Starting an Online Learning Program

A content delivery system directly integrated with Atlas that’s affordable and adds value for members and/or non-members. It can be used as an education piece, a member benefit, a non-dues revenue stream, a marketing tool for the association, and more.

Here you'll find:

Benefits of MC | LMS

A recorded demo

Answers to frequently asked questions

Pricing details

What to expect in using your LMS

Info on how to take the next step to set up your new LMS

MC | LMS BENEFITS

Single-Sign-On (SSO) with Atlas

Content Upload and Management

Customized Certificates

Continuing Education Tracking

Group-based Permissioning

Progress and Usage Reporting

Demo

FAQ

Frequently-asked questions about MC | LMS:

WHAT DOES IT COST?

Current customer price: $3,000 per year or $300 month-to-month

No setup fee

HOW CAN I SEE AN EXAMPLE OF HOW IT LOOKS AND WORKS?

We have a demo LMS ready for you to experience. Click here to see the content we have put in place for you to explore. Once you’re inside the MC | LMS, click on the courses we have added to show you how it works for you.

WILL I BE ABLE TO MATCH THE BRANDING OF MC | LMS TO MY CURRENT SITE?

Yes, we will take a look at your site and match your logo and color scheme to customize your LMS to match the theme of your existing site.

HOW WILL THE LMS SHOW ON MY SITE?

Your LMS can be linked to your site with a normal navigation menu item to provide easy access to your users.

HOW WILL I BE ABLE TO CATEGORIZE MY CONTENT?

You are able to customize how you can organize your content by creating and naming the labels.

HOW WILL I BE TRAINED ON HOW TO USE MC | LMS?

Great news! We have developed self guided training just for you. This allows you to to get started building out your LMS as soon as you are ready! Click here to take a peak!

CAN WE PUT TOGETHER A QUIZ FOR OUR USERS AFTER EACH COURSE?

Absolutely, You can create a quiz or assessment at the completion of each course. You are able to build these questions and the format in which they display.

IS THERE A STORAGE LIMIT FOR THE CONTENT WE WILL BE UPLOADING?

No, there is not a limit as to how much content you can upload.

CAN WE LIVE STREAM THROUGH THE MC | LMS?

You can! Live streaming is done by embedding the live stream code. We work with two providers to host live webinars. We’ve partnered with TelSpan. If you would like to make live streaming available, just let us know.

WHAT IS THE TIMELINE TO BE UP AND RUNNING?

Your LMS will be delivered and branded to you to match your site in a week of purchasing it. From there, it's yours to add content and develop to your needs!

WHERE DO I GO IF I NEED SUPPORT?

Our Help Team is an awesome resource for you. Chat with them at any time!

READY TO TAKE THE NEXT STEP?

Review the above details to make sure MC | LMS is a fit for you.

We’ll schedule a call to answer any questions you may have.

If you’re ready to begin using your LMS, let us know and we’ll set up the billing to get you started.

Additional Resources

These resources have been pulled from the MemberClicks Blog as well as our MemberClicks University Best Practices Webinars.

Do’s and Don’ts of Selecting a Learning Management System (LMS) (Blog)

5 Things Your Association NEEDS in a Learning Management System (Blog)

Why Associations and Online Learning are a Perfect Pair (Blog)

5 Signs You’re Ready for a Learning Management System (Blog)

How Seamlessly Delivering Content Will Grow and Engage Membership (Blog)

(eBook/guide)

MC | LMS Reference Guide

The following reference information provides a basic overview of MC | LMS features which may answer a few Frequently Asked Questions. Don’t hesitate to contact us for additional assistance.

Navigation

The logo at the top-left will return you to the homepage. Make a change as an admin and want to see the result, select the MC | LMS logo. To access editing options for admins, login as an admin, then select Admin Dashboard in the navbar.

Courses

Create lessons and assessments in courses. Learners can’t see the content until it is Published and contained in a Package. Admins can try them out early in the Course Preview.

Store

Create packages in the store. Packages may contain one or more courses to make available to Learners. For Learners to see these courses, they must be marked Active.

Pricing information displays after setting up a payment gateway in Settings, found in the gear icon. Coupons adds to the Store dropdown and options such as discounts and Group pricing appear.

For Learners, free content still requires login, but doesn’t require the use of the shopping cart. Free content starts immediately.

Groups

Groups may affect Visibility and Pricing for users. Once setup, users and packages may be assigned within Groups, or within Users and the Store.

Examples:

Group: Employees

Users assigned to Employees are the only people who can see Packages assigned to Employees. The packages display after Employees login.

Group: Members

Users assigned to Members see lower prices on Packages assigned to Members Users assigned to multiple Groups see the lowest price according to their Group memberships.

People

Add or edit accounts in the People tab. Keep in mind that emails are generated for each new account. To update the fields required for new users, go to Registration Fields found in Settings.

Distributors purchase vouchers and send them to potential Learners. This action occurs from the Homepage. Select the My Account dropdown, then My Vouchers to purchase/send vouchers. Follow the progress of those who accept the invitations in Learners found in the same dropdown.

Branding

Although some branding may be edited directly from the front of the website, many more options are available within Settings. Select the gear icon and scroll down to see links to these pages.

Tip 1: When making edits, open an incognito window on the homepage to refresh after each change is made.

Tip 2: Worried that someone will see your MC | LMS site before it is ready, put your site Under Construction. Select this in Settings.

Browse the rest of the Help documents for more detailed information about MC | LMS. Return to the main help menu by selecting MC | LMSHelp at the top of this page, or by selecting the question mark, then Help.

For additional information, contact support directly through the contact form or email.

To use the contact form, select the question mark, then Feedback. This generates an email to MC | LMS support. Or email us directly at [email protected] eel free to email questions, concerns or suggestions for new or updated features.

Assessments

Assessments are collections of questions. Outside of MC | LMS, you may call them tests, quizzes, exams - or pre-tests, knowledge checks or surveys. MC | LMS divides assessments into two types, graded and ungraded. This means that a learner either may pass/fail an assessment with a required number of points/percentage, or will take the assessment with no summary information. Finishing an ungraded or passing a graded assessment may qualify an individual to receive a certificate.

Content

Prior to taking an assessment, the learner may need to read some information, or watch a video which is assessment specific. You may also have handouts which are important for the learner to access.

The Introduction media file will display first to the learner if you choose to upload one. Simply choose your file, and don’t forget to upload. Only mp4, ogv, webm, flac, m4a, mp3, ogg and wav under 1 GB are permitted through this upload point. You may have one Introduction media file.

FIll out the Assessment description to convey text, picture, links, embeds or small video information to the learner. This information will display on top if there is no Introduction media file.

Assessment materials may be uploaded as files or through url addresses. These files will not be embedded and are only available to download prior to the start of the assessment. Each file should be less than 20 MB.The learner will identify the files based upon the file names.

The most important parts of any assessment are the questions. Go to the specific help page on this topic for information on question entry.

Settings

Assessment Flow

Edit in which chapter your assessment should be located, or assign a prerequisite with drop-downs. Only valid fields are available.

General assessment settings

All assessments may have time or attempt limits. Entering ‘0’ in either field removes limits. A time limit displays as a countdown during the assessment. Time continues when the learner closes the browser or exits the assessment.

Answer settings

If you are entering questions manually, it saves time to make the default answer count the lower limit for your multiple-choice questions. Each question will begin with this number of empty responses.

For an assessment with many multiple-choice questions, put the answers in random order with the ‘Shuffle answers’ checkbox. This helps you avoid decisions about where the correct answer(s) should appear. If you use questions which rely on ordered solutions or True/False, ‘Shuffle answers’ may be disabled on an individual question with a similar checkbox. Shuffle answers does not affect current questions; it functions while creating new questions.

Graded assessments

Graded assignments display options for selecting passing criteria and, within the question editor, answer points. By default, graded assignments are passed at 60\%, but this value may be changed. You may also choose a specific number of points to pass an assessment, but the questions must be entered prior to making this selection accurately.

Results

Results are the questions and answers from a specific assessment. Select when to share and what to share in the Assessment editor.

After a graded assessment is complete and submitted, the learner will see a progress bar indicating the percentage correct and pass/fail status. An ungraded assessment does not have the progress bar, but instead displays, ‘Congratulations!’ Directly below the progress indicator or message is where the ‘VIEW RESULTS’ button will be placed if enabled.

The first option is to choose when to share results.

‘Always’ is the default option.

‘Upon passing’ will display the results of all attempts once the learner has achieved a passing score. This option is not available for an ungraded assessment since it will never display.

‘Never’ hides the button for any number of attempts or pass/fail status.

The second option is to decide what to share. If no checkboxes are chosen, then the learner will see all questions and answers with checkmarks indicating their responses. This is the default.

For ungraded assessments, you must first start with a graded assessment type, select incorrect and correct values, then switch to an ungraded assessment type.

MC | LMS determines a correct answer as having 1 or more points and incorrect answer having 0 or less points.

The three what options are:

‘Missed questions’ indicates which learner responses are correct or incorrect with green checks and red ‘X’ marks. This selection also turns on a key to let the learner know what each mark means.

‘Correct answers’ are indicated by a black check and grey shading. These are answers that were not chosen by the learner, but are correct.

‘Point values’ gives the value of correct responses over the total value of responses from a question. For instance, in a multiple response (checkbox) question a learner might receive 3 out of a total of 5 correct responses displayed as ‘(3/5 points)’. Ungraded assessments do not have point values.

Branding

Pages

Site pages are web pages which may be edited and linked throughout a single MC | LMS site. Several pages come with any MC | LMS site, and many more may be added. Default pages may not be editable. Add any page from this section to links in the Menu builder after completion to use them effectively.

Below are details for filling out the fields in the Page editor.

Title

The title is only available to Admins while viewing the pages on the site.

Web address

Paste any external url like: http://page.com or an internal path like: page. If you choose an internal path, the website for the page will be https://companyname.MC | LMS.com/en/page.(The en depends on the language.) Add forward slashes to indicate hierarchy in a page title, such as page/one or page/two.

Language

The language for the page. The available options depend upon the setup of the website.

Translates

If multiple languages are used, this links pages which are translations of each other.

Deletable

Most pages are deletable; however it is best not to delete default pages. If default pages are not desired, it is better to remove the links in the Menu builder. Delete pages from the full page list, not in the editor.

Body

Any text, images, tables, video, or embed code should be placed in this entry. For pages to external links, leave this section blank.

Global

This checkbox is not for local admins. It creates global pages like Release notes.

Application

Choose Frontend for any page to be accessible by all visitors to the website. Frontend pages may be linked through the Menu builder. Backend may be chosen but will only be available to admins through direct link, https://companyname.mclms.com/en/admin/page.

Site parts

Site parts are sections on MC | LMS webpages which may not be deleted. The sections may be left blank, but may not be removed. Much of this list is populated after editing a section for the first time through the edit pencils on the site. Some sections may not be accessible until activated, such as Under Construction content. Also, multiple languages will enable additional Site parts. Below is a full list of keys. Site parts may not be added by local admins using the Add part button.

Key

Description

app.admin.title

The first part of text in the browser tab while viewing the Admin dashboard

app.contact

The third center editable content in the editable footer at the bottom of each non Admin dashboard application page

app.contact.company

The second editable content in the editable footer at the bottom of each non Admin dashboard application page

app.frontend.title

The first part of text in the browser tab when not viewing the Admin dashboard

app.homepage.about_us.left_content

Bottom-left content in the About us section on the homepage

app.homepage.about_us.right_content

Right content in the About us section on the homepage

app.homepage.about_us.subtitle

Top-left content in the About us section on the homepage

app.homepage.banner.lead

The bottom of the two entries above the homepage banner image

app.homepage.banner.title

The top of the two entries above the homepage banner image

app.homepage.latest_courses

The title just below the homepage banner image, and above the most recent courses added to the site

app.homepage.latest_courses.text

The text text below the Latest courses title, and above the most recent courses added to the site

app.site.map

The fifth editable content in the editable footer at the bottom of each non Admin dashboard application page. Only the site map title is editable.

app.support

The fourth editable content in the editable footer at the bottom of each non Admin dashboard application page

app.under_construction.body

Second entry below the homepage banner

app.under_construction.title

First entry below the homepage banner

email.message_footer

The content placed at the bottom of all application emails

Required images

Required images are high-profile images for the website. These images may only be replaced, not deleted. All but the favicon may be accessed through the edit pencils on the front of the website. The following describes the location and suggested resolution of each image. A variety of resolutions may be used for any image.

Key

Resolution

Location

homepage.banner

1920x480

Main image at the top of the homepage

homepage.about-us

1920x716

Image behind About Us section on the homepage

homepage.logo-portal

81x67

Bottom left logo in contact footer

homepage.navbar-brand

80x67

Top left logo (Home button)

app.favicon

32x32

Favicon on the front of the website - Non admin dashboard

site.banner

1920x220

Main image at the top of any non-homepage

Partners

Partners are pictures or text displayed between the About us and Contact footer sections on the Homepage. There are 3 options for display.

Display logos, images, etc.

Add images with hyperlinks and alternate text with the Add partner button and edit fields. Each image will be a hyperlink to the supplied url. The images are displayed in the order entered. For best results, use images of the same resolution.

Display text

Choose this option to use the TinyMCE entry for the Partner section. Any content suitable for for the entry will display including text, pictures, video, iframe embed, and hyperlinks.

Disabled

The Partners section will be absent from the homepage.

Colors

Most colors are available to customize through the Colors editor. Simply click on a color, and the browser color editor will open. Change the color, choose ok, and the website has been updated.

Note that each browser has a different color editor, so admins may need to set colors based upon browser specifications. The following is a table of 3 browsers and color options:

Chrome: RGB, HSL

Firefox: RGB, HSL

Edge: HSL

Several colors offer opacity editors where 100\% is solid and 0\% is transparent.

The various colors are divided into sections, but several colors are linked. For example, several of the package colors are used for buttons across the platform.

Menu builder

The Menu builder allows admins to configure the top navbar links on the homepage of the website. This includes adding, editing and deleting the left-aligned menu items in this navbar. The display in the editor is arranged in the same horizontal and vertical order as the homepage of the website.

To save any changes, don’t forget to select the Save button.

Edit any title inline by selecting the area near the title. Arrange main menu items horizontally and drop-down items vertically with the arrows.

Menu builder items must be linked to an MC | LMS page. So, it is best practice to create the pages first, then add the menu items. Items in the Menu builder which are not linked will prevent the saving of changes. Since the items are only links, deleting a Menu builder item, does not remove the page, only the link to it. To truly delete a page, it must be deleted from the Page editor.

If using multiple languages, edit the title of the links by switching the language at the top. Links are automatically associated with the correct language.

Certificates

Certificates make great indicators of progress on an MC | LMS site. Learners receive the certificate as a pdf email attachment, but may download additional copies from the MC | LMS site at any time. Add new or edit existing certificates in the Learning Center.

Certificates may be earned by completing sessions - Lessons or Assessments, and/or by completing CEUs. Lessons are completed upon arrival to the page, or upon completing a chosen percentage of media, depending on the lesson type - Media or Non-media. Assessments award certificates upon passing or completion, depending on the assessment type - Graded or Ungraded. CEUs are earned by completing entire courses. Certificates may have multiple completion conditions.

Certificate file

MC | LMS admins may choose to use a predefined template or upload a custom pdf file. The template includes the learner name, issue date, and expiration date (when used). In addition, templates have rich-text entry for issuer details and certificate conditions/details.

For admins choosing a fully customized look, upload a pdf with form fields for name, issue date and expiration date. You will need to use 3rd party software to add the form fields such as LibreOffice Writer or Adobe Acrobat. View how the certificate will look with these fields by selecting the green download icon on the Certificate List page.

Expiration

Expiration is an optional field for certificates. Expiration may occur on a specific date, or a period of time after the issue date. Choose how expiration should behave on your certificate. Next, choose if and when the learner should be notified through email of the expiration when it occurs.

Email message

The information in this section refers to the email sent upon receiving the certificate. Enter any information you wish into this required field including images you believe your users’ email carriers will accept. The certificate will be attached to the email.

Conditions

Two types of conditions may be used to earn a certificate. Either choose a session, or set up CEU criteria - or both. Certificates may have multiple completion conditions.

To choose a session, select one from the dropdown list. It is best practice to create your session prior to the certificate, since a certificate will not save without conditions selected. Lessons are completed upon arrival to the page, or upon completing a chosen percentage of media, depending on the lesson type - Media or Non-media. Assessments award certificates upon passing or completion, depending on the assessment type - Graded or Ungraded.

To add CEU units, select the Add CEU button, choose a type, then enter the number of units. Types are created in the Course editor. So to create a new type, edit a course, and create your new CEU type. The number of units is the total a Learner should accumulate to earn a certificate. For example, you may want a Learner to complete 4 courses worth 5 units each to earn a certificate. If so, enter 20 for the units in the Certificate editor. There may be multiple CEU conditions.

If using CEUs without session conditions, make sure to select the trashcan icon to remove the default session condition.

Content Library

The Content Library has four functions:

File management

Import questions

Copy questions

Copy sessions

Files

The Files section of the Content Library contains many of the files uploaded by Admins to their MC | LMS portal. This library allows admins to manage files within the application. Files located in the Content Library may be selected from any of the following points:

Images or Media inserted into any Text entry (TinyMCE)

Lesson / Assessment materials

Lesson Media File

To aid with selection and organization, rows may be sorted and thumbnails of images displayed.

To add a file to the library, use one of 3 methods:

Drag a file from your computer onto the Files page or the select file page

Select the Upload file from computer button on the Files page or on the select file page

Select the Upload file from hyperlink button on the Files page or on the select file page

There are two methods for selecting files.

To select a file for use in a Text entry (TinyMCE)

Select Insert from the navbar

Select Image or Media

Select the search folder icon on the right of the Source field

Use the Select button beside the file on the list. Rows without Select indicate files which may not be used. For example, when selecting an image file, text files do not have the Select button available.

To select a file outside of a Text entry (TinyMCE)

Use the Select button beside the entry point. Rows without Select indicate files which may not be used. For example, when selecting a Media file, text files do not have the Select button available.

To delete a file, select the trash icon on the row of the file to be deleted. A confirmation box will contain a table of any locations where the file is linked. These locations are hyperlinks so admins may select them to confirm the file is no longer needed. Select Delete in the confirmation box to confirm. The file will no longer appear in any location on the website. There is no undelete.

Import questions

Append or fill an empty assessment with questions. All question types are available; however, image questions will need the images added after question creation. When creating multiple answers for a question, only the first row needs to contain all question data. Additional answer rows require only: question_id, answer_points, answer_text. The total lines required for a question with 3 answers is 3 since the question and 1st answer are on the 1st row. All questions (including open) require 2 answers. Download the sample file to see several questions created properly.

Copy questions

Copy questions from one or more assessments into an existing assessment with this tool. Choose the assessment where the questions should go, add the questions after viewing them with the Details icon, then select Copy. Copied questions are appended to any existing questions in the assessment.

Copy sessions

Copy lessons / assessments from one course into an existing course with this tool. Choose the course and chapter where the sessions should go, add the sessions after viewing them with the Details icon, then select Copy. Copied sessions are appended to any existing sessions in the chosen chapter of a course.

Coupons

Coupons are codes which reduce the cost of packages for users. Coupons are entered by learners at the time of purchase. They remove a percentage or specific amount from a specific course or an entire purchase. Admins may create restrictions for the number of uses, amount of discount or applicable courses

Coupon List

Add Coupon

Select this button to create a new coupon.

Code

This is what the learner will enter to use a coupon. Codes are not case sensitive.

Expires

The date and time a coupon will no longer be valid.

Max usages/User

A number indicates the max number of uses. No value indicates unlimited uses per user.

Discount \%

When a percent is displayed, this is the percentage removed from the individual course or entire purchase. No value means that the discount is fixed.

Discount Fixed

When a dollar amount is displayed, this is the amount removed from the individual course or entire purchase. No value means that the discount is a percentage.

Active

Active coupons are recognized in the shopping cart.

For package

A check indicates that this coupon is intended for all packages. A ‘X’ indicates that it is intended for specific packages.

Usages

The number indicates the total number of uses of the coupon.

Actions

Edit

Select edit to view the details or edit a coupon.

Delete

Remove the coupon from the website.

Coupon Editor

Code

The coupon code is what the learner must use to use the code. It is not case sensitive and may contain letters, numbers, special characters and spaces.

Usages/User

Leaving this value blank gives the coupon infinite uses. Change this to a specific number to limit the number of uses per user.

Percentage discount

Enter an integer from 1 to 100. Coupons must have a percentage or fixed discount value.

Fixed discount

Enter dollar amount above $0.00. Discounts which exceed the total value of the purchase will change the purchase price to $0.00. Coupons can’t make the website owe the learner.

Valid until

Blank values give a coupon no expiration date. Choose a specific date in the future to limit the time a coupon may be used. When the time passes, the coupon will become inactive.

Active

Coupons must be ‘Active’ to function for learners. ‘Valid until’ or the ‘Active’ checkbox may toggle a coupon to inactive.

Is for packages

In the unchecked state coupons affect all packages. To choose specific packages, the ‘Is for packages’ checkbox must be checked.

Packages

If the ‘Is for packages’ checkbox is checked, ‘Packages’ checkmarks indicate which packages the current coupon affects. Packages is the list of all current packages.

Save

All changes made to a coupon must be saved by selecting the Save button. Save returns you to the Coupon List screen.

Courses

If you want to create learning content, you will need to begin with a Course. Courses are containers for learning and assessment material. They must be put into a package for a Learner to have access to them. This means that a new course is only visible to admins until attached to a package in the store.

Course Editor

View and edit the major outline of course content here. Chapters, lessons, assessments and question sorting and editors are available through the Course editor. Reach the Course editor by choosing the hyperlinked name of a course from the Course list.

Chapters

Courses contain one or more chapters. Each chapter may contain sessions (lessons / assessments). By default, a new course contains a single chapter titled, “Title,” and no sessions.

Delete chapter

A chapter may be deleted when it contains no content. Delete all sessions within a chapter, then use the Delete chapter button to delete a chapter.

Session Type

Sessions are the content of chapters. There are two types.

Lessons

Lessons may contain rich-text content, videos and files for the Learner to download. Learners are also given the opportunity to take and save notes throughout a course. For tips on rich-text entry, go to our help section on this topic.

Assessments

Assessments may contain rich-text content, videos and files for the Learner to download. Assessments also include questions and feedback for learners.

Prerequisite

Prerequisites identify the order sessions must be completed in order to access new content. To the learner, a lock icon is displayed for content which has not been earned. For instance, a lesson may have to be viewed prior to taking an assessment, or an assessment may have to be passed prior to viewing a new lesson.

Prerequisites are selected within the individual lesson and assessment editors. Prerequisites are removed from an entire course if contents are rearranged with the Action arrows. Since they are taken into account while previewing a course, and may be removed upon changing the order of content, you may want to add them last.

Actions

Arrows

The action arrows rearrange content. Note that chapters which are moved bring all of the sessions with them. Session content may not be moved out of a chapter with the Action arrows. Choose a new chapter within the session editors to achieve this. Rearranging the content with arrows removes all Prerequisites from a course.

Edit

The edit icon opens the session editor. There may be restrictions to editing content which has been added to a package and used by a learner, or which is in Preview by an admin.

Delete

The delete icon removes the selected session. There may be restrictions to deleting content which has been added to a package and used by a learner, or which is in Preview by an admin

Questions

The question button opens the question editor. There may be restrictions to editing questions which have been added to a package and used by a learner, or which are in Preview by an admin.

Course List

To get to the Courses page, select the Learning Center and then Courses. The Courses page contains a listing of all available courses with options to preview, edit or create new content.

Courses

The full list of courses is displayed on this page in the order created. Select the hyperlinked name of a course to add content such as lessons and assessments. Read the Course editor help for additional information about adding content to a course. To edit course settings, select the blue edit icon. Read the Course settings help for additional information.

Search

The search bar has filters for many learning categories to help find specific content. Content matching the search may be edited by clicking on any hyperlink, such as a lesson title, or question text.

Add course

The Add course button opens an editor for a new course. Upon filling out the required parts of the course, the Course Creator is opened for adding sessions (lessons / assessments), and the new course will be added to the course list.

Preview

Admins may test their courses out through the Preview. This is an actual test of the material, so Prerequisites and full tests are previewed. Your view will be identical to the Learner view. You may want to add prerequisites after completing course creation in order to shorten your time in preview.

Actions

Edit

Edit existing course settings with this icon. If the icon does not function, try canceling a preview.

Delete

Deletes the specific course. There is no un-delete. Learners do not see courses which are not in packages, so delete with care. Courses may only be deleted if they contain no content.

Details

Use the details arrow to view course sessions quickly. Click on a hyperlink to move directly to the editor for that content.

Course settings

Adjust overall settings for your course by selecting the edit pencil in the actions section. Course settings are also opened when creating a new course. Saving the Course Settings brings admins to the Course editor.

There are two special cases for display/workflow enabled through specific course setting choices.

Skip the Course details screen

When the learner selects the package label, they move directly to the course content when the following conditions are met:

The Long description field is blank

The course has only 1 lesson

The package is free

Full screen lesson content

The Course details panel is removed to allow full screen lesson content when the following conditions are met:

The Long description field is blank

There is no FAQ

There are no instructors

There are no files attached

The course has only 1 lesson

Descriptions

Course descriptions describe the content of a course to learners. The Course short description appears on Package Labels for non-bundled packages (Packages with only 1 course). Short descriptions are text-only (must be less than 256 characters).

When a learner chooses to see Course details, they see the Long description. The Long description is a rich-text entry, so images, video, and embed are supported. If no Long description exists, but a Short description does, the Short description will appear in place of the Long description.

FAQ

If your course requires a Frequently Asked Questions page, fill out this optional information. If no information is entered, learners will not see any indication of the FAQ.

Published

Choose whether or not the course is published. A published course has visible contents to those who own it. A non-published course does not have visible content. For example, you may want to allow users to purchase a course before the content is actually available. When a user selects the course content, the links to sessions are disabled while the course is unpublished. The Description, Table of Contents and FAQ are still available for unpublished courses.

Levels

MC | LMS comes with several preset levels Beginner, Standard, Advanced and Expert. These are not indications of prerequisites, but simply labels for the courses within the store.

If you would like a unique level description, make up your own. You may also want to use this label for a different reason entirely. For example, you may choose to use this label to identify sessions from a specific conference.

Prerequisites

Choose the required completion order for courses by assigning a prerequisite course from the drop-down menu. Prerequisites are enforced in the admin Preview.

CEUs

CEUs (Continuing Education Units) may be added to any course. First select the Add CEU button. If, at any time, you would like to remove CEUs from a course, select the Removebutton to the right of any CEU row.

Either create a new CEU type, or choose an existing type from the drop-down list. Many groups use abbreviations for CEU types, but admins are not limited to abbreviations. You may use words, symbols and spaces.

Next enter the number of units your course is worth. Courses may be worth fractional units. For example, if your course is 1 hour and 30 minutes long, you might choose 1.5.

Courses may have multiple CEU types.

Disqus Configuration

Disqus is a third party commenting platform which allows commenting on lessons in MC | LMS. Admins must have a Disqus account to activate this feature, created at https://disqus.com/profile/signup/. Free and paid accounts will work; however free accounts may show ads. Ads may be disabled by purchasing a Pro account.

To allow comments on all lessons, enter a Disqus Shortname and select the Active checkbox.

Below are a few tips for integrating with Disqus. Visit the Disqus knowledgebase for additional information at https://help.disqus.com/.

Shortname

Every Disqus site has a shortname, so to find the shortname to enter into the MC | LMS site, a Disqus site must be created first. There are several ways to navigate to a correct place to accomplish this.

After creating an account, the next step is to go to the admin dashboard of Disqus at https://disqus.com/admin/. Choose the second option, ‘I want to install Disqus on my site’.

Create a new site

The Website name will be displayed on all of your comment threads in MC | LMS. Create one which represents your organization and a Category. You may easily change this name later.

Choose the plan

Choose the plan which is best for your organization. The free plan may show ads from third parties.

Install Disqus

Don’t worry about this step. Disqus is already on MC | LMS.

Configure Disqus

Select Complete Setup, then Dismiss Setup.

Now you should be viewing the Admin Dashboard as in the picture below.

Select Settings on the navbar. Note that Shortname is the second item on the page. Users will never see the Shortname, so don’t worry if it is not simple. Users see the Website Namewhich may be changed. Copy the Shortname to the corresponding field on the MC | LMS website.

Recommended settings and Tips

Discovery

On the General tab, make sure that Discovery is not checked. Recommendations will cause errors in MC | LMS.

Guest commenting

Guest commenting may be found after selecting the Community tab. The option is disabled by default. It may be enabled, but Pre-moderation is required for all Guest commenting. In addition, Disqus makes the option of adding a guest comment difficult to find. Note in the picture that the checkbox is small and after the other login information. The checkbox is not displayed until the user clicks in the Name field.

Pre-moderation

Pre-moderation may be found after selecting the Community tab. Note that when set to None, guest comments will still be moderated.

Moderators

Additional moderators may be added to the site. Select Community in the top navbar, then Moderators in the left navbar. Moderators must have Disqus accounts of their own.

Groups

MC | LMS organizes people and store content with groups. Groups help to filter packages and give member-based pricing. Some common examples are: Employees, Members, Non-members, and Conference attendees.

Groups may affect two properties - Visibility and Pricing. If a group affects visibility, then a package in that group is only visible to members of that group. If a group affects pricing, then members may see a lower price than non-members. Pricing requires a payment gateway to be active. Below are a few examples to help explain how groups might be used.

Example 1: An organization decides that some content will be for internal use only, such as onboarding courses and required employee safety training. Other content is made available to the general public. So, a group is made for ‘Employees.’ All content in the ‘Employees’ group is only visible to the employees, not the public.

Example 2: The same organization is membership based. So, they want to give members of the organization better pricing than non-members. They create a new group titled, ‘Members’ where pricing is affected. This way ‘Members’ see some items at a reduced rate and any other person see content at a higher price.

Example 3: The organization holds an annual conference. They want to make the material free to conference attendees, free to employees, a reduced rate for members, and a higher rate for the general public. They create a group titled, ‘Conference.’ Now they have all of the groups necessary to create their desired pricing structure. Any individual who logs in to their MC | LMS portal will see the lowest price available according to his/her group memberships.

Groups are easy to add and manage.

Group Management

Create, edit and delete groups in Group Management. Choose if groups affect visibility, pricing, or both. These settings may be changed at any time.

People Management

There are a number of ways to assign / edit people to groups. There are two methods on the People Management page and two on the People page.

You may assign them individually on the People Management page by choosing a group and then selecting / deselecting members. Groups may also be assigned / edited individually on the profile editor on the People page.

Groups may be assigned while uploading new users to MC | LMS through csv. Separate each group name by a ‘|’ and multiple groups may be assigned at once.

Another way is through direct csv import of group members through the People Management page. Importing group members through a file can save time and increase accuracy of groups within MC | LMS. There are three steps to completing this action.

Create your file: Use the template if you wish, but this is an easy one to create. The file must meet the following criteria:

Be in csv format.

Contain email addresses of registered MC | LMS users

Contain no blank lines

Contain no duplicate addresses

Contain valid email addresses

Choose how to add the members

Append Add the users to an existing group. If an email address happens to already be in the selected group, it will still import properly.

Overwrite Make the imported users the ONLY members of the selected group. Users who are not on the list will be removed from the group. Users on the list are added to the group.

Choose which group

Only existing groups may be selected. If you need a new group, make it prior to the upload.

CSV import only affects 1 group at a time. For example, if an ‘employee’ group and ‘overwrite’ type are chosen, other group memberships of individual accounts will remain unchanged.

Package Management

Packages may be added / removed from groups from two points - Package Group Management and the Store.

On the Package Group Management page, select the group you wish to assign, and select / deselect packages which should be in the group. This will make groups with visibility enabled hide the package from non-members. Pricing updates may only occur in the store.

Within the store, the individual package editors have options to add a group. Each group added to a package can have a unique price. Make sure pricing is enabled for the group in order to have it take effect. One package may belong to a number of groups with different pricing for each. When an individual logs in to the site, he/she will see the lowest value according to his/her membership.

Instructors

Instructors are people associated with particular courses who may be contacted for information. Instructors do not have to have an MC | LMS account.

When a course is added to an instructor, the Instructor link becomes available to Learners when perusing Course details. Learners may read about Instructors and contact them through a form. The email address of the Instructor is not shared with the Learner.

Select the Add instructor button to create a new instructor. Enter the required information including name, email, image and biography. The email address is not shared with the Learner.

Select the course or courses to be associated with the Instructor. Make sure Active is selected when you want Learners to see the Instructor. A single course may have several Instructors.

Learning Center

Need to create or edit content? Go to the Learning Center. Within this robust builder, you may create courses, lessons, assessments, certificates within the privacy of your organization account. Content is not visible on your website until you add it to a package in the Store.

To continue learning about content available through the Learning Center select a topic below, or return to the main Admin Help menu.

Lessons

Lessons contain the content that a Learner will consume. It is one of two sessions types, the other being Assessments. To edit a lesson, click on the edit icon next to the lesson title in the Course Creator, or search for your lesson and click on its title.

MC | LMS divides lessons into two types, Text and Media. A text lesson uses the rich-text entry titled “Text content.” A media lesson has a single video or audio file uploaded into the “Media file” section in addition to possible information in the rich-text entry. Learners may also receive information from files uploaded to the “Lesson materials” section. The order for display is Text content, Lesson materials (pdf) and then Media file.

Text content

Enter any content you wish the learner to see in the rich-text entry. Content may include text, pictures, movies smaller than 25mb, embed code, links or inline html. Text content always displays above pdf Lesson Material and Media files. For tips on rich-text entry, go to our help section on this topic.

Media file

Adding a media file converts your lesson into a media lesson, requiring the use of a video or audio file. Only mp4, ogv, webm, flac, m4a, mp3, ogg and wav under 1 GB are permitted through this upload point. Media content is always displayed after Text content and pdf Lesson Materials. A media lesson may only have one media file.

Press the green button with the plus sign to add a media file. Any file available through your computer may be selected. Keep in mind that only mp3, wav, and mp4 file types will function even if another type is uploaded. After choosing a file, a preview version of the file is presented on the screen. Your file has not been uploaded at this time.

Press either of the two blue upload icons to upload your video. A progress bar will appear. When your preview is replaced by the filename and delete icon, your file upload is complete. Use the delete icon to delete and replace your file.

By default, media lessons require the learner to complete 85\% percent of the video content to proceed. Admins may remove this requirement entirely or change the percent required for each lesson.

Lesson materials

Upload files for the learner to download or read throughout the session. Pdf’s are embedded and available for download, while other file types are only available for download. Make sure your content titles are descriptive since the learner will identify the files by their titles. You may upload any number of files, but each should be less than 20 MB.

The first option is to upload a file through the web. Choose a valid web address which is a file, and then choose upload to add the file to the list of available lesson materials. To upload a file from your device, choose the plus sign icon. Any file available to your computer may be selected. Pdf’s will be embedded. Do not forget to upload the file after adding. Files are displayed in the order uploaded.

Estimated duration

Enter the amount of time you estimate the learner will spend consuming the lesson content. If the amount equals zero, then no indication of time will be displayed.

Chapter

All sessions must be contained in a chapter. Although content may be created within any chapter, the assigned chapter may only be edited within the session editors. The chapter dropdown displays all available chapters. Choose one to reassign your session.

Prerequisite

Choose a prerequisite to require the learner to complete the sessions in a specific order. Prerequisites may only be sessions within the same course. They require the admin to view the contents in Course Preview in a specific order. Prerequisites are removed from an entire course if contents are rearranged with the Action arrows on the Course Creator. Since they are followed while previewing a course, and may be removed upon changing the order of content, you may want to add them last.

Comments

Enable commenting on lessons through the Settings page of the Admin Dashboard. Once active, all lessons will allow commenting. A Disqus account is required for the admin and any additional moderators

Certificates

Certificates make great indicators of progress on an MC | LMS site. Learners receive the certificate as a pdf email attachment, but may download additional copies from the MC | LMS site at any time. Add new or edit existing certificates in the Learning Center.

Certificates may be earned by completing sessions - Lessons or Assessments, and/or by completing CEUs. Lessons are completed upon arrival to the page, or upon completing a chosen percentage of media, depending on the lesson type - Media or Non-media. Assessments award certificates upon passing or completion, depending on the assessment type - Graded or Ungraded. CEUs are earned by completing entire courses. Certificates may have multiple completion conditions.

Certificate file

MC | LMS admins may choose to use a predefined template or upload a custom pdf file. The template includes the learner name, issue date, and expiration date (when used). In addition, templates have rich-text entry for issuer details and certificate conditions/details.

For admins choosing a fully customized look, upload a pdf with form fields for name, issue date and expiration date. You will need to use 3rd party software to add the form fields such as LibreOffice Writer or Adobe Acrobat. View how the certificate will look with these fields by selecting the green download icon on the Certificate List page.

Expiration

Expiration is an optional field for certificates. Expiration may occur on a specific date, or a period of time after the issue date. Choose how expiration should behave on your certificate. Next, choose if and when the learner should be notified through email of the expiration when it occurs.

Email message

The information in this section refers to the email sent upon receiving the certificate. Enter any information you wish into this required field including images you believe your users’ email carriers will accept. The certificate will be attached to the email.

Conditions

Two types of conditions may be used to earn a certificate. Either choose a session, or set up CEU criteria - or both. Certificates may have multiple completion conditions.

To choose a session, select one from the dropdown list. It is best practice to create your session prior to the certificate, since a certificate will not save without conditions selected. Lessons are completed upon arrival to the page, or upon completing a chosen percentage of media, depending on the lesson type - Media or Non-media. Assessments award certificates upon passing or completion, depending on the assessment type - Graded or Ungraded.

To add CEU units, select the Add CEU button, choose a type, then enter the number of units. Types are created in the Course editor. So to create a new type, edit a course, and create your new CEU type. The number of units is the total a Learner should accumulate to earn a certificate. For example, you may want a Learner to complete 4 courses worth 5 units each to earn a certificate. If so, enter 20 for the units in the Certificate editor. There may be multiple CEU conditions.

If using CEUs without session conditions, make sure to select the trashcan icon to remove the default session condition.

People

The People tab is divided into two parts, Users and Roles. User accounts have full profiles and a variety of permissions across the website. Roles define the permissions available to the Users.

The three default roles are Learners, Distributors and Admins. Summaries are below. For additional information about Distribution, visit the help page.

Learner

May create own account

May purchase individual packages

May consume learning content

May earn certificates

Distributor

Capable of all Learner functions

May purchase multiple copies of packages Vouchers

May distribute vouchers to others

May track the progress of those who accept vouchers

Admin

Capable of all Learner and Distributor functions

May access the admin dashboard

May edit Packages, Courses and Site settings

May create and edit Learner, Distributor, and Admin accounts

Instructors

Instructors are people associated with particular courses who may be contacted for information. Instructors do not have to have an MC | LMS account.

When a course is added to an instructor, the Instructor link becomes available to Learners when perusing Course details. Learners may read about Instructors and contact them through a form. The email address of the Instructor is not shared with the Learner.

Select the Add instructor button to create a new instructor. Enter the required information including name, email, image and biography. The email address is not shared with the Learner.

Select the course or courses to be associated with the Instructor. Make sure Active is selected when you want Learners to see the Instructor. A single course may have several Instructors.

Distributor

Distributor accounts are learner accounts with some additional features. Distributors may give courses to others through email invitations. Those that accept the invitations give the distributor some tracking / reporting privileges for that content.

Learner accounts may be changed to Distributor accounts, but Distributor accounts may not be changed to a Learner account. This is to prevent users from losing access to content which has been purchased. Admins may control whether Learners have the authority to change their account type in the Registration Field editor.

Invitations

To send invitations to potential learners, a distributor needs to own copies of the content. This is simple for free content. A distributor may send free content at any time. To send invitations for content which is not free, you must first purchase vouchers. Purchasing multiple copies of a package in the form of vouchers may qualify the distributor for bulk purchase discounts.

Vouchers

Vouchers are links sent to others or assigned to the distributor which are redeemed for packages. Only distributors may send vouchers. Accepting a voucher gives the distributor access to a learner’s progress of the shared content. There are two methods of purchasing vouchers.

While browsing through the list of available courses on the homepage, attempt to purchase one. In the shopping cart, change the quantity to your desired amount. Distributors always purchase vouchers through the store. These may be assigned to yourself from a different page.

Select My Account and then My Vouchers. This is a list of all available courses and course bundles. Non-free packages have a Purchase button beside them. Selecting this button will bring you to the store where you may change the quantity and complete the purchase.

Distribute

Distributing a package sends an invitation email to the recipient with a link to claim the voucher. If a learner loses, or claims to have not received an email, distributors may use the Resend button to send an additional copy of the url. Vouchers may only be claimed by potential learners through the email message.

The first step is to choose the Distribute button for the course to be shared. The button is only available if distribution is possible. Prior to adding email addresses and other distribution information, distributors should begin by reviewing the message which will be sent.

View the invitation email message by selecting the Invite button and edit the message. The Send test email can help verify the correct formatting of the content. Choose Save to confirm the message. In addition to the custom message, the users will receive a link to accept the distributor invitation.

Once you are satisfied with the email message, move to the Distribute panel. Enter the email addresses manually, or fill the table by uploading a csv file. Up to 100 invitations may be sent at a time. The only required field is email address. Recipients of the email who do not have MC | LMS accounts will be prompted to create one upon selecting the link in their invitation. Account holders will need to login.

Reminder is an optional field which generates an additional email letting the person know the content has not been completed. The email is sent to those who have not accepted a course, and those who accepted, but have not completed the content. Remind emails may also be sent manually to all individuals who meet the remind conditions by selecting the Remind button.

Expiration is an optional hard date which removes access to a course from a learner at a specific date / time. Once an expiration date has passed, the action may not be reversed. It is similar to Unpublish for Admins without the option of Publishing afterwards.

Select the Send invites button to share your vouchers.

Resend, Remind, Revoke

Now that vouchers have been sent, follow-up with learners. There are three emails which may be sent.

Resend gives the user an additional copy of the Invite email link, and may be sent to any user who has not accepted the original invitation.

Remind is sent to those who have not accepted a course, and those who accepted, but have not completed the content.

Revoke disables the voucher for the recipient and returns a voucher to the distributor.

Start on the Email messages panel at the top of the distribution page. Edit your Resend, Remind or Revoke message, and send yourself a test email if you wish.

Next, move down to the History panel at the bottom of the page. Icons beside each row of the table will send the appropriate email to an individual. Below the table, the buttons send emails to all users who meet the conditions. All of these email buttons require you to Confirm the action. If you do not see the option beside an individual, it means they don’t meet the conditions. For example, once an invite is accepted, then Resend and Cancel are no longer available.

Learners

Once individuals have accepted invitations, they appear in the Learners list accessible in My Account. Only shared learner course data is available. For example, if a distributor shares Course A with a learner, and a learner purchases Course B on their own, the distributor will only see Course A course data.

Upon arriving to the page, all Learners are displayed without specific course progress data. To add course progress data, filter the Learners by course. Learners who accepted specific course invitations are filtered, and percentages for the assessment average and course progress are added to the table. At any time, download a csv of the visible data by selecting the button.

Reports

A variety of reports and report features are available through the Reports tab. To get started, select a report from the provided list or from the top Reports navbar, and interact with the selected report through the second navbar.

Features

Each report has corresponding options for interacting with the data in a meaningful way. Not all reports have the same options. Below are report features.

Download as csv or pdf

Downloads a copy of the report in the selected format - pdf or csv.

View/Print (pdf)

Opens the report in a new tab allowing for quick viewing, print and additional options

Filters

Filter data by date range or period. Date range is a specific range of dates such as 3/1/18-4/2/18. Date period is an amount of time prior to today’s date such as last month or the last 2 weeks. Combine date period with scheduled emails to receive automated updates from the website.

Email

Send email

Send the current report preserving filtering/sorting options to any email address.

Add or remove one or more valid email addresses

Select pdf or csv attachment

Enter a message for the recipient which may include text, pictures, links, etc.

Schedule email

Send the current reports preserving filtering/sorting options to any email address on a regular schedule

Follow the instructions for Send Email, plus optionally include the recipient name(s).

Choose Start/End dates. A blank end date will continue indefinitely.

Choose how often the report should send, by entering a number and selecting Days, Weeks, Months or Years.

Scheduled emails

View scheduled reports to email, sorting and filtering options, recipients, repeat schedule, and schedule dates. Select the trashcan icon to cancel a scheduled email.

Columns

Add/remove default columns on a report with drag and drop. Save changes to view the data as arranged. Reports which contain lists of users may add/remove any registration field, such as Address, Company, or any custom field.

Reports

Recent

Recent reports show the last 5 reports viewed. By selecting a recent report, the report is shown with the same filtering/sorting options that were selected the last time viewed.

eCommerce

Site sales summary

View summary sales information arranged by months, weeks or days.

The top row is always the total sales figure for the range of data selected.

Weeks are always Monday-Sunday.

Package sales summaries

Find out how much money was earned from all packages. Note that the Base price multiplied times the Quantity may not equal the Income for a variety of reasons including:

Change of base price

Coupon use

Group pricing

Bulk discounts

Orders

View all order numbers, individuals, and amounts spent. Larger order numbers are more recent. Missing order numbers indicate cancelled, or abandoned orders. The coupon value is always indicated in dollars, even when percentages were applied. Select the blue details arrow to view the details of an individual order.

Order details

Access this report from the Orders report blue details arrow. Included are the specific packages sold and the information from the row of the Orders report.

Subscriptions

This is a log of package sales, where every entry is a course within a package. For instance, if a package had 4 courses and was sold as Order # 234, then four rows of data will appear - one for each Course within the package.

Courses

The following reports involve course data. Below are a few general tips for these reports.

Admin use of Preview affects data. Cancel Preview for best results.

Adding sessions to a course after users have completed it does not update the Complete status for users, however the session data updates.

Course progress summaries

View a list of courses with average progress information. The list contains every course currently in the Learning Center.

Column label

Details

Course

Course title of all current courses

Total owned

Quantity of packages/vouchers sold containing the course

Total complete

Quantity of users completing/passing every session in the course

Percent complete

Percentage of owners to complete all sessions. Total complete divided by the Total owned.

Total assessments

Total number of assessments in the course

Graded assessment average

Average percents of all attempts, including multiple attempts of individual users

Ungraded assessment average

Average of complete versus incomplete assessments. In progress assessments are 0\% until completed.

Total lessons

Total number of lessons in the course

Lesson progress average

Average of complete versus incomplete lessons. In progress media lessons are 0\% until completed.

Course progress average

Quantity of complete (passed) sessions divided by total sessions.

Course progress summaries by session

View a list of courses with summary progress data of lessons and assessments. The course title, total copies of the course sold, and report displays.

Column label

Details

Session titles

Lesson/assessment titles of current sessions in the course

Session type

Lesson or Assessment

Total complete

Quantity of users to complete/pass all session

Lesson progress average

Total complete divided by Total owned.

Passing score

For graded assessments, either the percentage or number of points required displays. Percentage scores use the \% symbol.

Assessment average

Average percents of all attempts, including multiple attempts of individual users

Max attempts

If set, the maximum number of attempts allowed for an assessment.

Average attempts

Average number of attempts per user who has made at least 1 attempt.

Assessment avg. duration

Average time from start to submit for an assessment, with or without a time restriction.

Course progress by user

Select a course to see general progress information for all owners of the course.

Column label

Details

Purchase

Date the package/voucher containing the course was purchased

Start

Date of the first session completion

Recent

Date of the most recent lesson completion or assessment progress

Complete

Date of completion for all sessions

Assessment average

Average of all test attempts of all assessments

Course progress

Quantity of sessions completed divided by the total sessions

Course progress for user

Enter the first and/or last name of a user, then select the intended user. Next choose the user’s course. Course progress data for the selected user and course are displayed.

Assessment activity

Select an assessment to display assessment summary information for every attempt made by every user.

Column label

Details

Answered questions

Quantity of questions completed

Total questions

Quantity of questions on the assessment

Points received

Points received from given responses

Passing score

Quantity of points required to pass the assessment

Percentage correct

Percentage correct from given responses

Passing percentage

Percentage required to pass

Status

Passed, In progress, or Failed

Time spent

Time from assessment start to submit, with or without a time restriction.

Assessment responses

Select an assessment to see all questions and the responses from each user for every assessment attempt.

Question results

This report gives the average percentage and score for the assessment and each question. Filter the information by choosing a date range.

Certification/CEUs

Earned certificates by users

Select a certificate and receive a list of users who have earned it. Each result gives the issue and expiration date, if applicable.

CEUs by user

Review totals of every CEU type for all users.

Other

Registration fields

All users are listed with available registration field information, including custom, required and optional fields.

User list

View all user accounts with creation date, active status and account type.

Usage report - Rolling 12

Summary usage information for the past 12 months is displayed, including income, active users, certificates earned and assessments passed.

Packages

Packages are the connection point between the learning content and the learner. Courses are shared with learners putting them into packages. Packages may have one, or multiple courses within them. Editing packages in the store means making decisions about cost, visibility, registration, discounts, and groups.

Find the packages section by choosing Store from the Admin Dashboard and then Packages. A list of all packages will be displayed. Packages which may be seen by users are active. Inactive packages may not be seen by users. The price is the base price entered for a course.

To enter the package editor, add a new package, select the title of an existing package, or select the blue edit pencil button.

Name, Subscription description, Price, and Duration

Once in the package editor, there are two required fields for entry.

Package name

Price: This is the base price for the package. Enter 0.00 for free content.

Duration is also required, but 00:00:00 is entered by default. When the value is zero, no duration will be displayed. The value in the grey box is the sum of all course duration values to help in estimating a total duration. Select Copy duration to make the Package value equal the summed Course value.

Enter a subscription description if you wish to give purchase information to users. If the content is free, this text will not display.

Active and Registration

The Active and Registration section is where decisions about when the package will be available. The Active toggle and date selectors control when the package is visible to users. Use any combination of the controls. The Registration toggle and date selectors choose when the package may be purchased, probably within the active period. If the toggle is not selected, no information about registration appears to the user. The registration information presented to the user will update to indicate the open date, registration period, or close date.

Visible only upon distribution

Visible only upon distribution limits package availability to the discretion of Distributors. Distributors may purchase and distribute content to themselves and others. Group filters for visibility to the distributor still apply. Add the check to enable t

Welcome! Congrats on being ready to build your first course in MC | LMS! We recommend following these instructions closely so you gain the context and comfort necessary to learn how the LMS works. Once you go through building one or two courses, you'll be a pro!

1. Add a Course

First, we will go to the Learning Center and hit Courses. Once you land on your Courses page, you will click the Add Course button.

article on determining content

2. Fill in General Course Details

Next, fill in the general details for this course.

Course Descriptions

There are two spots to insert course descriptions:

The short description appears at-a-glance to the learner after the course is packaged (i.e., published) to your LMS front end. It only appears to non-bundled packages (packages with only 1 course). Short descriptions are text-only (must be less than 256 characters).

The long description appears when a learner chooses to see course details. The long description is a rich-text entry, so images, video, and embed are supported. If no long description exists, but a short description does, the short description will appear in place of the long description.

FAQs

If your course requires a Frequently Asked Questions page, fill out this optional information. If no information is entered, learners will not see any indication of the FAQ.

Levels

MC | LMS comes with several preset levels Beginner, Standard, Advanced and Expert.If you would like a unique level description, make up your own. You may also want to use this label for a different reason entirely. For example, you may choose to use this label to identify sessions from a specific conference.

Prerequisites

Choose the required completion order for courses by assigning a prerequisite course from the drop-down menu. Prerequisites are enforced in the adminPreview.

Continuing Education Units (CEUs)

CEUs may be added to any course. First select theAdd CEUbutton. If, at any time, you would like to remove CEUs from a course, select theRemovebutton to the right of any CEU row.

Either create a new CEU type, or choose an existing type from the drop-down list. Many groups use abbreviations for CEU types, but admins are not limited to abbreviations. You may use words, symbols and spaces.

Next enter the number of units your course is worth. Courses may be worth fractional units. For example, if your course is 1 hour and 30 minutes long, you might choose 1.5.

Finally, if your CEU should expire after a certain amount of time, you can add in the amount of days after which that earned credit should expire for the learner. When that credit is earned, it will create an expiration date for that learner based on the date the learner earned it.

Courses may have multiple CEU types.

Click Save!

3. Build Your Course: Adding a Lesson

Now let's get all of the collateral built out so you can get this course closer to completion. If you utilized our, you are officially ahead of the game. Getting your content inventoried and organizedwill ensure you have an easy time uploading everything and, most importantly, that your learner has a clear pathway created for them to absorb and retain information.

First, you will name your first chapter where it says "Title." Hit the Enter key after doing so. When you see the green check mark, you know the chapter title has saved.

Next let's head under Session and click Add Lesson. Give your lesson a name and hit Enter. When you see the green check mark, you know the lesson title has been saved. Then, click the blue icon with the pencil on it to upload your media and configure all conditions.

Good to Know:MC | LMS divides lessons into two types:

A text lesson uses the rich-text entry titled “Text Content."Content may include text, pictures, movies smaller than 25mb, embed code, links or inline html. Text content always displays above the media files and PDF lesson material.

A media lesson has a single video or audio file uploaded into the “Media File” section in addition to possible information in the rich-text entry.Adding a media file converts your lesson into a media lesson, requiring the use of a video or audio file. Files permitted for upload are: mp4, ogv, webm, flac, m4a, mp3, ogg and wav under 1 GB. Media content is always displayed after text content and before pdf lesson materials.

To upload your video, click "Select File." This will pull up a list of media files you've uploaded to your Content Library. If you have uploaded the course video to the library already, just click Select and the video will be attached to your course. If you need to upload a video, click "Upload file from computer, and choose the correct file from your computer. You will see an upload status bar, as well as a preview of your video as it uploads. Once uploading is complete, click Select to attach the video to your course.

Best practice: create a naming convention for your files that make organizational senseto you so you can easily locate them within the library.

By default, media lessons require the learner to complete 85\% percent of the video content to proceed. Admins may remove this requirement entirely or change the percent required for each lesson.Choosing a percentage will restrict a learner from moving on to the next component until they have watched the video to your specifications.

After you have uploaded your text content and media file, you can enter the amount of time you estimate the learner will spend consuming the lesson content. If the amount equals zero, then no indication of time will be displayed.

Remember, all sessions must be contained in a chapter. Although content may be created within any chapter, the assigned chapter may only be edited within the session editors. The chapter dropdown displays all available chapters. If you ever need to reassign you session to a different chapter, just choose the new chapter from the dropdown and it will be rearranged for you.

Once you build out more sessions, you will be able to select a session that needs to meet your outlined conditions (i.e., watching a certain percentage of a video or achieving a certain score on an assessment) in order to move on.

Good to Know:Prerequisites may only be sessions within the same course. Prerequisites are removed from an entire course if contents are rearranged with the action arrows on the course creator.

Best practice: To be be sure the course flow makes sense with the presence of prerequisites, it is a good idea to add them last.

Learners may also receive information from files uploaded to the lesson materials section.Upload files for the learner to download or read throughout the session. PDFs are embedded and available for download, while other file types are only available for download. Make sure your content titles are descriptive since the learner will identify the files by their titles. You may upload any number of files, but each should be less than 20 MB.

Remember, to the learner, the order in which items display is: Text content, media file, and then lesson materials.

Click Save!

4. Build Your Course: Adding an Assessment

Assessments are collections of questions. Outside of MC | LMS, you may call them tests, quizzes, exams, pre-tests, knowledge checks or surveys.

To add an assessment after a lesson or at the end of a course's chapter, click Add Assessment, and give it a name. Press Enter.

Next, let's click the blue edit pencil next to the assessment to set up its conditions. Here is what you need to know to do that:

Assessment Description:Fill this outto convey text, picture, links, embeds or small video information to your learner. This information will display on top if there is noIntroduction media file ( more on that soon).

Time/Attempt Limit:All assessments may have time or attempt limits. Entering ‘0’ in either field removes limits. A time limit displays as a countdown during the assessment. Time continues when the learner closes the browser or exits the assessment.

Introduction Media File:Thiswill display first to the learner if you choose to upload one. Simply choose your file, and then select Upload. Only mp4, ogv, webm, flac, m4a, mp3, ogg and wav files under 1 GB are permitted through this upload point.

Assessment Type:MC | LMS divides assessments into two types, graded and ungraded. This means that a learner either may pass/fail an assessment with a required number of points/percentage, or will take the assessment with no summary information. Finishing an ungraded or passing a graded assessment may qualify an individual to receive a certificate.

Chapter:This is where you tie an assessment to the chapter it belongs to.

Passing Score:Graded assignments display options for selecting passing criteria and, within the question editor, answer points. By default, graded assignments are passed at 60\%, but this value may be changed. You may also choose a specific number of points to pass an assessment, but the questions must be entered prior to making this selection accurately.

Assessment Materials:These may be uploaded as files or through url addresses. These files will not be embedded, and are only available to download prior to the start of the assessment. Each file should be less than 20 MB.The learner will identify the files based upon the file names.

Prerequisite:Prerequisites are selected within the individual assessment editor and dictate what lessons are to be completed before an assessment can be accessed.

Default Answer Count:If you are entering questions manually, it saves time to make the default answer count the lower limit for your multiple-choice questions. Each question will begin with this number of empty responses.

Shuffle Answers:For an assessment with many multiple-choice questions, put the answers in random order with the ‘Shuffle answers’ checkbox. This helps you avoid decisions about where the correct answer(s) should appear. If you use questions which rely on ordered solutions or True/False, ‘Shuffle answers’ may be disabled on an individual question with a similar checkbox. Shuffle answers does not affect current questions; it functions while creating new questions.

Assessment Material:These may be uploaded as files or through url addresses. These will not be embedded and are only available to download prior to the start of the assessment. Each file should be less than 20 MB.The learner will identify the files based upon the file names.

Results Share When:You can choose to share assessment results with the learner always, only upon passing, or never.

Share What:When you choose to share assessment results "Always" or "Only Upon Passing," you can then choose what you want to share. You can choose as many of the following options as you'd like: Missed questions; Correct Answers; Point Values; and/or Pass/Fail and Score.

Click Save!

Now, let's load in your questions. If you click the Questions button, you will have several options for setting up questions and answers manually including:

Single Response - Text - This option allows your user to make a single selection from a set of answers you have created.

Single response - image -This option allows your user to make a single selection from a set of images you have uploaded

Multiple response - text -This option allows your user to make more than one selection from a set of answers you have created

Multiple response - image -This option allows your user to make more than one selection from a set of images you have uploaded

Open Response -This option allows the user to write in their own response to a question or prompt.Note:Unless there is an exact response that needs to be written in per the answer you provide and the learner will be scored according to their ability to type that exact response, you will instead want to leave the "Minimum points to pass question" for this question type as zero. This is so that the learner can type in a response of their own creation, but will not see this question as having "failed". The admin will be able to review and score after the assessment has been submitted.

Best practice: regardless of which method you use to get assessment questions and answers into the LMS, make sure you are always working off of a hard copy (doc, spreadsheet, etc.) that you can keep on your server as an answer key. It is not a best practice to create and manage assessment details in the LMS only.

You also have an option to Import questions from a .csv file. If you click Import, you will receive instructions on how to upload a full list of questions and answers so they easily go into your chosen assessment. Make sure you download the template so you are setting up the file correctly.

5. Publish Your Course

All the work you've done up until now has been to build the content of a course. You've added all the materials. Now, you need to package the course so that the finished product is published, making it visible to your learners on the front end of your LMS site. First, head to Store and then click Packages. Once you arrive on the Packages page, click Add Package.

Create a Package Name. Most of the time, you'll be creating a package that contains one course, so it's a best practice to copy/paste the name of the course as the Package Name. You can skip Subscription Description.

Duration is required, but 00:00:00 is entered by default. When the value is zero, no duration will be displayed on the front end.

Make sure the check box next to Active is checked if you want this Package to publish when you hit save. If you ever need to take away visibility on the front end for a course, simply unclick the box next to Active. If you would like for the package to be active for a predetermined amount of time, fill in the "From" and "To" with those pertinent dates and times.

You can skip both the "Registration" and "Visible only upon distribution" sections.

Under Courses, select the course (or courses) that you you'd like to be published into the selected package. As mentioned, most packages will contain one course, but you can also add multiple packages to create a bundle.

Under Level, you can select how you want to distinguish the package content to your learners. While these are not required, built-in levels are Beginner, Standard, Advanced and Expert. You can also create a custom level (ideas: Webinar, Podcast, Introduction, etc.).

In order to for the package to show on the front end, regardless of group/permission settings, click "Summary visible for all." This is a good idea if you'd like LMS visitors to see all of your offerings but gain access only to those packages that they are granted permission for (through Groups).

Next, select a group or groups that are able to have access to this package. Any learner inside the selected groups will be able to have access to the learning material. Those who may gain access to a package may include an association member (versus non-member) or someone who paid for the course through an AMS form or your own, standalone payment processor. You can skip "Guest login."

In the Tags area, you are able to type in any tags that you may want to include for each of your packages. These tags will appear with the package on the front end of the site, and will be searchable within your courses as well. As soon as you've created any tag by simply typing it in the box, that tag will then be stored and appear as a drop down going forward so you can tag additional packages in the future.

CONGRATS! You've built and packaged a course!

How to determine your LMS content

Congratulations on your decision to purchase MC | LMS! Whether you are an established learning management system pro, or this is your first go-round with this type of tool, the best place to start is by considering how you will organize your content. Based on customer-tested approaches, we recommend following the steps listed in this documentation to optimize your success. This is an exciting time, and we know you are eager to get started. Making this document the first stop on your LMS journey will assure you are ready to hit the ground running as soon as you log into your new learning tool!

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Quick Glossary Items

First, it’s important to outline some of the more readily used terminology. See the big ones below. You can access full Help documentation here.

Learning Center- This is your staging area. This is where you build out all of your content packages, which are made up of courses, chapters, lessons and assessments. Whatever you build in the Learning Center will not be made live until it is published by making it a Package.

Click here to continue

Courses- When you build a course in MC | LMS, you are putting all the pieces together in order for your learner to move seamlessly through a learning experience. The course is broken into chapters, lessons and assessments. Your learner cannot see these items until they are made into a Package (more to come on that later).

Chapter -A chapter is the top item in a course under which all sessions fall, whether those sessions are lessons or assessments. You can give your chapters whatever name makes sense within the context of your course offering. You can easily go back and rename chapters at any time for convenience and flexibility. Finally, you can have unlimited chapters within your course.

Session -A session is a part of a chapter which contains either a lesson(s) or an assessment. You can have unlimited sessions per chapter. Many customers have one or two lessons that need to be consumed prior to the learner taking an assessment to prove their proficiency in the presented content.

Lesson -A lesson is where you present a file(s) to your learner in order to encourage mastery on a particular subject. The content of each lesson could be a video, a PDF of slides or a combination of the two.Lessons are completed upon arrival to the page, or upon completing a chosen percentage of media (which you determined), depending on the lesson type: media (video) or non-media (document).

Assessment -An assessment is an exam or quiz you set up for your learners to take in order to prove their content mastery. Assessments also often unlock more content in future chapters, which--if navigated successfully--ultimately can lead to the learner earning a certificate. Access to the assessment, as well as what constitutes a passing score are determined by you, the admin. Learners can earn CEUs through successful completion of a course OR you can tie CEUs to a certificate, which is generated after the learner successfully completes a course. That certificate is housed in their LMS account and is also emailed directly to them.

Packages -If building course materials in the Learning Center is thought of as the staging area, creating a package can be thought of as the publishing hub where the course is visible and ready for consumption on the learner-facing site, your LMS.Note: the course will not show on your learner-facing site without being published through Packages.In packages, you also select what the Groups are able to see. With Packages, you can make one course the package, or you can group several courses together to form a bundle. Packages can be found under the Store menu item.

Groups -This is how content accessibility is controlled. We recommend making a Group for each Package. Any learner that is not in a certain Group will not be able to access that material. Typically permission is based on if the learner is a member or not; if the learner has paid the price to access the course; or the learner has achieved the necessary rights established by the admin to gain access. Groups is the way you can control who is seeing what content.

People- This refers to the individuals within your LMS that are designated as admins or learners. There are two ways learners get into the LMS system:

Single Sign On(SSO) - If you are an Oasis or Atlas customer, learners are added to your LMS automatically via the single-sign-on process.

Stand Alone- If you are an MC | LMS customer that does not use the Oasis or Atlas AMS products, you are able to upload learners to the system either through a .csv file import or one at a time manually.

Additionally, the two roles utilized in MC | LMS are Admin and Learner. Those are defined below.

Admin

Capable of all Learner functions

May access the admin dashboard

May edit Packages, Courses and Site settings

May create and edit Learner and Admin accounts

Learner

May consume learning content

May earn certificates

May pay for courses, if necessary(Single-sign-on only)

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Content Delivery: Prep Your Materials

Now that you have been acquainted with the definitions of the most popular components within the LMS, let's discuss the best way to organize your content so that you have a super easy time loading it into your new LMS! Following these suggestions will ensure that your learner has a clear pathway created for them to absorb and retain information.

Determine what content you have currently

Do you already have videos and supporting documents (PDFs) ready to load? Awesome! Take inventory of those items and maybe even start gathering them into topic-specific or file-specific folders so they are ready to load into your LMS when you are ready. This is a great exercise in understanding what you have and what gaps you may have to fill in later.

Develop an outline of how you’d like your content to flow

This is an important step, as it allows you to know exactly how to build your courses once you get into MC | LMS and start working with real collateral. Doing this step will also give you a leg up in making sure you are creating the most delightful and comprehensive learning journey for your audience.

Course: Do You Understand Money?

Chapter 1: Finance 101

Lesson 1: ABC Title

Video File: example1.mp4

PDF/Powerpoint: example1.pdf

Lesson 2: BCD Title

Video File: example2.mp4

PDF/Powerpoint: NONE

Assessment: Chapter 1 Quiz (.csv)

Chapter 2: Finance 201

Lesson 1: ABC2 Title

Video File: example11.mp4

PDF/Powerpoint: example11.pdf

Lesson 2: BCD2 Title

Video File: example21.mp4

PDF/Powerpoint: example21.pdf

Assessment: Chapter 2 Quiz (.csv)

Course: Marketing Basics

Chapter 1: Marketing 101

Lesson 1: XYZ Title

Video File: example3.mp4

PDF/Powerpoint: example3.pdf

Lesson 2: BCD Title

Video File: example4.mp4

PDF/Powerpoint: example4.pdf

Assessment: Marketing Basics Quiz (.csv)

Course: Membership is Vital

...so on, and so fourth...

Another benefit to this step is to help your organization understand where gaps exist. Can’t find that powerpoint to turn it into a PDF? That’s something to add to the to-do list and get done before you’ve spent any time inside the LMS tool.

Ensure you keep all of your content

This may seem obvious, but before you start uploading: it’s important that you have all of your content saved outside of the LMS. Keep in mind that the LMS is a content delivery tool, allowing you to take your materials and deliver then to your learner in an easy and organized fashion. But it should never be where everything lives. Our recommendation would be to ensure you have all videos, PDFs, certificates, and assessment question-and-answer keys (spreadsheet format is best) saved to your internal server or computer. That way, you know if you ever have to change anything, you have master copies stored somewhere other than your LMS. Don’t worry, nearly anything you put into the LMS can be downloaded back out, but it’s best to reserve that for emergencies only.

Build your first course!

While you are still learning this new system, the absolute best thing you can do is take everything one step at a time to ensure maximum success. You will learn a TON just by going through the steps necessary to publish your very first course. Ready?

LET’S GET STARTED! !

This article will explain the built-in Roles within the LMS, how to create new Roles, and how to customize permissions.

Roles in the LMS

Within the LMS, "Roles" refer to what type of access an individual has within the system. These can be accessed and edited by navigating to People > Roles

The four built-in roles are as follows:

Admin -Admins have full access to all parts of the system. They can see all learner functions, can create and edit courses, packages and site settings, and may create and edit all user accounts.

Distributor -Distributors are a specialized role whose purpose is to distribute coupon codes externally to bring new learners to the LMS system.

Learner -Learners are users within the system. They do not have any administrative access by default, and can only access content based on the permissions of the groups they are assigned to.

Supervisor -Supervisors are a type of admin role whose access is limited only to the leaners who are assigned to a group to which the supervisor has administrative access. In this way, they are allowed to view reports and progress just for learners who are within a group that they oversee, but not information for all learners.

Customizing Role Access

Though the access levels for each role have preset system defaults, you are able to customize the access for each role by clicking the dropdown arrow

Upon clicking the dropdown, the settings for that role with appear. Along with the baseline settings, there is also a radio button to enable custom settings

When "Custom" is clicked, the following options will appear that can be customized for that particular role based on your particular use cases

Adding New Roles

In addition to the built-in roles, you also have the ability to create new custom roles based on your organization's needs. To create a new role, you will simply click the "Add Role" button at the top right of the Roles page. Upon clicking this button, a line will be automatically added into the Roles list. From there, you will simply give the new Role a name, and can set the permissions levels going through the steps above.

Adding an Image to a Course

To add an image to a course, navigate to the courses page of your site (Learning Center > Courses).

From here, click the blue pencil icon next to the course to which you would like to add an image

On the following screen, click the button to "Choose File" next to the Short Description Image section. From here, you will be able to select an image from your computer. Note that for best image quality, we recommend image dimensions of 690x300

Once you have uploaded an image to the course and saved, you will then see that image appear for that course in the course list

Adding an Image to a Package

You can add an image to a package by navigating to the Packages area of the site. From within any package, you will then see the option to add a "Bundle Image" to any package (Note: the option to include a bundle image will only appear within a package if two or more courses are included in that package. If only one course is included in a package, the image within that course will display by default).

Once you have uploaded your image and saved, you will see that image appear for that package on the front end of your site

Assessments are collections of questions. Outside of MC | LMS, you may call them tests, quizzes, exams, pre-tests, knowledge checks or surveys.

To add an assessment after a lesson or at the end of a course's chapter, click Add Assessment, and give it a name. Press Enter.

Next, let's click the blue edit pencil next to the assessment to set up its conditions. Here is what you need to know to do that:

Assessment Description:Fill this outto convey text, picture, links, embeds or small video information to your learner. This information will display on top if there is noIntroduction media file ( more on that soon).

Time/Attempt Limit:All assessments may have time or attempt limits. Entering ‘0’ in either field removes limits. A time limit displays as a countdown during the assessment. Time continues when the learner closes the browser or exits the assessment.

Introduction Media File:Thiswill display first to the learner if you choose to upload one. Simply choose your file, and then select Upload. Only mp4, ogv, webm, flac, m4a, mp3, ogg and wav files under 1 GB are permitted through this upload point.

Assessment Type:MC | LMS divides assessments into two types, graded and ungraded. This means that a learner either may pass/fail an assessment with a required number of points/percentage, or will take the assessment with no summary information. Finishing an ungraded or passing a graded assessment may qualify an individual to receive a certificate.

Chapter:This is where you tie an assessment to the chapter it belongs to.

Passing Score:Graded assignments display options for selecting passing criteria and, within the question editor, answer points. By default, graded assignments are passed at 60\%, but this value may be changed. You may also choose a specific number of points to pass an assessment, but the questions must be entered prior to making this selection accurately.

Assessment Materials:These may be uploaded as files or through url addresses. These files will not be embedded, and are only available to download prior to the start of the assessment. Each file should be less than 20 MB.The learner will identify the files based upon the file names.

Prerequisite:Prerequisites are selected within the individual assessment editor and dictate what lessons are to be completed before an assessment can be accessed.

Default Answer Count:If you are entering questions manually, it saves time to make the default answer count the lower limit for your multiple-choice questions. Each question will begin with this number of empty responses.

Shuffle Answers:For an assessment with many multiple-choice questions, put the answers in random order with the ‘Shuffle answers’ checkbox. This helps you avoid decisions about where the correct answer(s) should appear. If you use questions which rely on ordered solutions or True/False, ‘Shuffle answers’ may be disabled on an individual question with a similar checkbox. Shuffle answers does not affect current questions; it functions while creating new questions.

Assessment Material:These may be uploaded as files or through url addresses. These will not be embedded and are only available to download prior to the start of the assessment. Each file should be less than 20 MB.The learner will identify the files based upon the file names.

Results Share When:You can choose to share assessment results with the learner always, only upon passing, or never.

Share What:When you choose to share assessment results "Always" or "Only Upon Passing," you can then choose what you want to share. You can choose as many of the following options as you'd like: Missed questions; Correct Answers; Point Values; and/or Pass/Fail and Score.

Click Save!

Now, let's load in your questions. If you click the Questions button, you will have several options for setting up questions and answers manually including:

Single Response - Text - This option allows your user to make a single selection from a set of answers you have created.

Single response - image -This option allows your user to make a single selection from a set of images you have uploaded

Multiple response - text -This option allows your user to make more than one selection from a set of answers you have created

Multiple response - image -This option allows your user to make more than one selection from a set of images you have uploaded

Open Response -This option allows the user to write in their own response to a question or prompt.Note:Unless there is an exact response that needs to be written in per the answer you provide and the learner will be scored according to their ability to type that exact response, you will instead want to leave the "Minimum points to pass question" for this question type as zero. This is so that the learner can type in a response of their own creation, but will not see this question as having "failed". The admin will be able to review and score after the assessment has been submitted.

Best practice: regardless of which method you use to get assessment questions and answers into the LMS, make sure you are always working off of a hard copy (doc, spreadsheet, etc.) that you can keep on your server as an answer key. It is not a best practice to create and manage assessment details in the LMS only.

Once you begin creating questions for your assessment, you also have the option to add question rationale to some or all questions. To display rationale for a particular question, click the checkbox

Upon doing so, a field will appear where you can type out the rationale that will appear to your learner in the event that they choose the correct answer. If you would also like a rationale to display in the event an incorrect answer is chosen, you can check the "Add separate rationale for wrong answer" box to include that as well.

You also have an option to Import questions from a .csv file. If you click Import, you will receive instructions on how to upload a full list of questions and answers so they easily go into your chosen assessment. Make sure you download the template so you are setting up the file correctly.

One of the great things about MC | LMS is its ability to take your learner on a journey from consuming content all the way through obtaining a certificate after proving their knowledge. Using Adobe Acrobat Pro, you can prepare a PDF with editable fields that will allow the LMS to pull in information from pertinent data fields.

Build a Template

First, you can build a simple certificate template using Microsoft Word or PowerPoint. Be sure to "hard code" any pertinent course detail such as the course name, number of CEUs it may be worth, etc. Any learner-related data--such as learner name, course completion date, certificate expiration, any special license numbers, etc.--can be merged into the certificate in a later step. So you do not have to put those details into the document or powerpoint file.

Save Certificate as a PDF

Once you complete your certificate document, save it as a PDF. Then, open that PDF in Adobe Acrobat Pro.

Add Merge Fields to PDF

Open your new PDF certificate and select Prepare Form from the tools available on the right-hand side of your screen.Pro tip: If you do not see Prepare Form, click More Tools and you should be able to add it to your quick toolset by choosing it from a larger list of available tools.

On the next screen, click Start after making sure the correct file is selected. You may get a message that says "No new form annotations were detected." That's ok! Just click OK.

Next, let's add some merge fields so that the LMS can take information from registration fields and automatically place it in the pertinent position on your certificate before issuing it to the successful learner.

You can create a merge field for any information that is captured in the Registration Fields of the LMS.Use for student name, certificate issue date and expirationdate, you must stylize those as follows:

studentName

certificateDate

expirationDate

For all other fields you would like to use (i.e., Company, License Number, etc.), just make sure that what you set up in Adobe matches how it appears in the LMS Registration Fields setup.

Here's how it would look inside Adobe as you add merge fields:

When you add a merge field (outside of student name, certificate date or expiration date) to your certificate, just make sure it matches exactly how the correspondingRegistrationField exists in the LMS. See below for example:

A few quick tips for setting up your merge fields. When you click All Properties, you're able to stylize how merged information will appear on your certificate.

Adjust the font and font size by going to the Appearance tab.

Adjust alignment of the text by clicking on the Options tab (we recommend aligning Center).

It's time to save your PDF!Once you have built your PDF the way you'd like it, click Close and then Save! Now, let's upload your certificate into your LMS!

Upload Prepared Certificate PDF

Head into your LMS, and click Learning Center, followed by Certificates. Once there, click New. Create a title for your certificate. Make sure the name is obvious so you know at a glance what course it belongs to. Then upload your certificate PDF that has been prepared with merge fields.

Once you've uploaded your certificate, you can set up the specifics. You'll want to choose the email language that will be included in the email containing the learner's certificate.

Then, select the session or sessions (which can be lessons or assessments) that the learner needs to complete in order to gain the certificate.

Next, if earning a certificate also gives the learner continuing education credits (CEUs), you can note that in the CEU condition.

Finally, select an expiration date for the certificate, if applicable. You can choose for the certificate to expire on a specific date or a certain number of days after issue. Additionally, you can choose to send expiration reminders to your learners at certain intervals (1 day, 7, days, 30 days and/or 60 days).

Click Save! You should now see your certificate in the list of available certificates. Now, any time a learner meets the necessary conditions, they will receive an email with the certificate, and they will also see all of their certificates when they go to My Account and then My Certificates.

This article will provide a step-by-step walkthrough of setting up a Supervisor Role in the LMS.

What is a Supervisor Role

When someone is assigned as a Supervisor within the LMS, that person will have the ability to see reports and learner progress only for the learners who are assigned to a group that that Supervisor has access to.

Setting up a Supervisor Role

Create a Group

The first step to getting a Supervisor Role set up is to create a group to which all the individuals to be managed by the Supervisor will be added. To do this, navigate to Groups > Group Management, and click "Add Group" at the top right. Fill out the fields for the group creation, and save.

Add Learners to the Group

Next, you will want to add the learners to the group who will be managed by the Supervisor to whom the group will be assigned. To add learners to a group, navigate to People > Users and click the blue pencil icon next to each user you will be adding to the group. Within their profile, check the group(s) they should belong to and save

Ensure your Supervisor has been assigned the Supervisor Role

Again from the Users area, you will navigate to the profile of the individual who should be the Supervisor for the group. Within that profile, you will want to make sure that their "Type" has Supervisor selected, and beneath that, you will want to select the group(s) that individual should have Supervisor access for. Remember: The person whose type is the Supervisor is the person who will be able to view the course progress of all people within a group.

Within the LMS, you can set expirations so that learners who are added to a group will be removed from that group after a set time.

To do this, navigate to Groups > Group Management.

From here, as you are setting up the group details, you will see the field for Expiry Period [Days]

In this field, you can enter in the amount of days that a learner should be included in that group (and therefore, have access to all materials to which that group has been granted access). Once a learner has been in the group for that amount of days, the system will automatically remove them from the group. If they repurchase the content or packages for that group, they will be added back in, and the clock will start over at that time.