schoox FAQs

You, as an Admin, can now define the courses that are equivalent to each other. By using this feature, your academy members will be able to automatically complete all of the courses that are equivalent to the ones they have actually completed.

As as example, if Course A is marked as an equivalent to Course B & Course C, the user that will complete the Course A, will be marked as having completedCourse BandCourse Cas well.

Please note: In this example, if a user completes the Course B, only Course A will be automatically marked as completed.

To set up your equivalencies, go to the Online Training tab of your administration panel and click on the Course Equivalent option.

How to use the Report Builder?

Select the desired course and then click on the relevant checkbox for each of the equivalents.

Once you Save your selection. the equivalent courses will be shownon the About page of the course and a new tab will be added as well, where the user will be able to see which courses are equivalent to the one that he/she takes.

Please note:

You can add up to 10 equivalent courses per course

On coursecompletion, the user is automatically enrolled to all of the equivalent courses which are marked as"completed via equivalent course" at employees dashboard.

This functionality doesn't work retroactively. In case that a userhad completed a course prior to setting up your equivalencies, the equivalent courses will not be marked as completed for him/her.

If you want to run a report in order to check theequivalency relationships that have been set up for your academy courses, try to export the "Courses Equivalent Report" using the Report Builder feature! (Read also:)

You, as anAdmin, can now define the events that are equivalent to each other. By using this feature, your academy members will be able to automatically complete all of the events that are equivalent to the ones they have actually attended.

As as example, ifEvent Ais marked as an equivalent toEvent B&Event C, the user that will attend theEvent A, will be marked as having attendedEvent BandEvent Cas well.

Please note:In this example, if a user has attended theEvent B,onlyEvent Awill be automatically marked as completed.

To set up your equivalencies, go to theIn-class trainingtab of your administration panel for your in-class events or to the Live Sessions tab for your virtual eventsand click on theEquivalent Eventsoption.

How to use the Report Builder?

Select the desired event and then click on the relevant checkbox for each of the equivalents.

Please note that you can set up equivalencies among:

vents (in-class training or live sessions) that are stand-alone ones

vents (in-class training or live sessions)belonging to the same course/curriculum

Master events having the same attendance rules applied, allowing just the attendance only for 1 offer, or allowing the attendance for every offer (for event bundles)

Once youSaveyour selection, the equivalent events will be shownon the Event'spage and the user will be able to see which events are equivalent to the one that he/she is going to attend.

Please note:

You can add up to 10 equivalent events per event

On event's completion, the user is automatically enrolled to all of the equivalent events which are marked as"completed via equivalent event" at employees dashboard.

This functionality doesn't work retrospectively. In case that a userhad completed a eventpriorto setting up your equivalencies, the equivalent events will not be marked as completed for him/her.

If you want to run a report in order to check theequivalency relationships that have been set up for your events, try to export the "Event (In-Class Trainings/ Live Sessions Equivalent Report" using the Report Builder feature!(Read also:)

Schoox gives you now the option torequire that specific members retake a curriculum. You have also the option to create automated reassignment rules.

Just navigate to your Admin tab from the upper navigation menu and select one of the available options that you have in order to oblige a user to retake a curriculum:

Employees Dashboard

Oblige to Retake page

Employees Dashboard

From the left side menu, select Employees Dashboard under Reporting, and click on the Curricula tab.

Search the Curriculum and the User that you want and click on the wrench icon, as presented in the following image.

Click on theOblige to Retake checkbox, add a due date (if needed) and hit Assign Now.

The same procedure can be completed through Employees tab. Just search for the employee that you want, select the Curriculum you'd like him/her to retake and click on the wrench icon. Click on theOblige to Retake checkbox, add a due date (if needed) and hit Assign Now.

Oblige to Retake page

From the left side menu, select Oblige to Retakeunder Online Training, and click on the Curricula tab.

First, you need to select the curriculum that you want (you can find the curriculum easier using the relevant search field).Once you have found the curriculum, click on the name of it to select it.

After the desired curriculum is selected, it is time to select the users that you want to oblige to retake it. You have the option to select either specific employees (Individual retake) or a group of employees based on theirjobandlocation(Advanced retake).

Individual retake

You can find individuals easier using the search field and drop-down filter menus. In order to select an individual,simply click thePlussymbol next to his/her name in the left-hand column. The user will then appear in the right-handSelectedcolumn.To remove an individual from the list, click theMinussymbol.

Once you have selected the users that you want, add a new due date and click on the blue "Oblige to retake" button at the bottom of your page in order to complete the process.

Advanced retake

You can also select users based on their job and location. Moreover, you can create areassignment ruleto be applied automatically in the future.

UnderAdvanced retake, select the specific job to which this retake process should be applied.Then, select both the desiredAbove UnitsandUnitsin their respective columns, filtering using the drop-down menus, if needed. The number of individuals affected will appear below.

You have the choice of either to oblige this group to retake the selected curriculum this one time, and/or setting up a rule that will automatically oblige individuals under these parameters to retake it in the future.

CheckAutomated reassignment ruleto create a rule for this curriculum.You can create automated reassignment rules in two ways:

1. Reassign every x months from curriculum enrollment/completion

2. Reassign on specific date

Please note that you have the option to choose if you want to reassign the curriculum only to users that have already completed it or to all enrolled users.

Add a due date and a message if you want to, and click the blueReassign now and Set Rulebutton when finished.

Please note:If you create a re-assignment rule and set a specific due date (e.g. 10 days), this due date will be applied in every new re-assignment.

By default, students can take courses as often as theyd like. Schoox keeps track of the amount of time spent on each course, and whether or not the course has been completed.

You are able, however, to require that specific students retake courses. You are then able to track each completion attempt separately. You have also the option to create automated reassignment rules.

Just navigate to yourAdmintab from the upper navigation menu and select one of the available options that you have in order to oblige a user to retake a course:

Employees Dashboard

Oblige to Retake page

Employees Dashboard

To oblige a student to retake a course, navigate to your Admin tab from the upper navigation menu. From the left side menu, select Employees Dashboard under Reporting, and search for the employee.

How to count additional time spent on a course after first completion

Select the course you'd like them to retake and click the wrench icon.

Click on theOblige to Retake checkbox, add a due date (if needed) and hit Assign Now.

The student will then be notified that they need to retake the course, and they will no longer be able to see their previous progress. Moreover, the Due date field will be updated accordingly, based on the new assignment.

You can check how many times someone has taken a course, by clicking the retake iconwithin the course.

Important note: You have the option to oblige users to retake the Course even if they have not yet completed it! Just follow the very same process (Click on theOblige to Retake checkbox, add a due date if needed, hit Assign Now button) and their progress will be reset to 0%.

Oblige to Retake page

From the left side menu, selectOblige to RetakeunderOnline Training, and click on theCourses tab.

First, you need to select the course that you want (you can find the course easier using the relevant search field).Once you have found it, click on the name of it to select it.

After the desired course is selected, it is time to select the users that you want to oblige to retake it. You have the option to select eitherspecific employees(Individual retake) or a group of employees based on theirjobandlocation(Advanced retake).

Individual retake

You can find individuals easier using the search field and drop-down filter menus. In order to select an individual,simply click thePlussymbol next to his/her name in the left-hand column. The user will then appear in the right-handSelectedcolumn.To remove an individual from the list, click theMinussymbol.

Once you have selected the users that you want, add a new due date if you want to and click on the blue "Oblige to retake" button at the bottom of your page in order to complete the process.

Advanced retake

You can also select users based on their job and location. Moreover, you can create a reassignment ruleto be applied automatically in the future.

UnderAdvanced retake, select the specific job to which this retake process should be applied.Then, select both the desiredAbove UnitsandUnitsin their respective columns, filtering using the drop-down menus, if needed.

The number of individuals affected will appear below.

You have the choice of either to oblige this group to retake the selected course this one time, and/or setting up a rule that will automatically oblige individuals under these parameters to retake it in the future.

CheckAutomated reassignment ruleto create a rule for this course.You can create automated reassignment rules in two ways:1. Reassign every x months from course enrollment/completion

2. Reassign on specific date

Please note that you have the option to choose if you want to reassign the course only to users that have already completed it or to all enrolled users.

Add a due date and a message if you want to, and click the blue Reassign now and Set Rule button when finished.

Please note: If you create a re-assignment rule and set a specific due date (e.g. 10 days), this due date will be applied in every new re-assignment.

Related articles :

You have access to your Academy Settings through the Admin panel of your Academy. Simply select Admin from the upper navigation bar and thenAcademy Settings. Your Academy has two different types of settings: Basic Settings and Advanced Settings.

A. Basic Settings

1. Wall

The Academy wall is a place where users can post status updates and see news of their peers' activities. You can choose which members can see and post updates.

How To Manage Goals For My Organization?

2. Courses

Here you can choose which users can create, edit and assign courses. These three rights can be set separately.

3. Groups

Groups are smaller communities within your Academy for collaboration, knowledge and content sharing around specific topics. Each group has its own visibility and access rules. From this tab, users with admin rights have the option to define who can create groups and what kind of groups can be created.

4. Library

Use your Content Library to store and share files and web resources across your organization. Create folders and set separately read and write permissions based on jobs and roles.

5. Leaderboard

You can give your members the chance to be featured on their corporate leaderboard and earn rewards. This stimulates continued interest in learning.

B. Advanced Settings

1. Academy Courses

You can create courses to train your employees and/ or your external members. Those courses can be free or paid and the course creator can decide each course's visibility from the Course Administration Panel. Any member on SchooX, employees of your company included, can create a group. But you can decide which group of your members can create courses for your Online Academy. Those groups can be either for corporate training and visible only to your employees or public courses and visible to everybody. The course creator decides who can see the course (e.g. employees, external members, followers, everybody). Courses visible to everybody appear also on the list of public courses on SchooX. You, as an Admin have also the option to decide who should have access to the central question pool. Question pools is a very powerful tool that can save you time and effort when creating an exam (Read also: How Can I Create An Exam For A Course? ). By default, Course Creators have access only to their own question pools. However, you have the option to give them access to the question pools created by an Admin/ Training Manager.

2. Academy Curricula

You can create Curricula for your employees by combining corporate courses created by members of your Academy or courses available on SchooX. Curricula appear on your Academy's tab Curricula,under Training, and are visible only to employees of your company.

3.On The Job Training

Here you can select thetype of assessment you'd like to have for your Academy's On The Job Training. You can select betweenPerformance levels, where the users can be assessed by levels such as good, excellent etc. andScorewhere the users can be assessed by score 0-100%. You have always the option of No assessment. It's up to you!

In case you select the Performance levels option, you are able to set the number, the title and the description of your On-The-Job Training performance levels.

4. Academy Events

Here you can modify the settings of your Events, such as set whocan create and edit Events and who can invite/register and manage the members of theEvents.

5. Academy Library

You can create categories and subcategories of content and set different access (read / write) rules for them based on roles and jobs. Imagine them like folders and subfolders. When users enter the library they will be able to see and store content based on their access rules. Your library has also a non editable category called Shared Content. This is the category where users can send content if they want to share it with other users of the Academy. You can set separately the rules about who will have read and write access for this category. You have also the option to add a Starting Page for your Academy Library and choose the blocks that you want to show up! Last but not least, you have the option to select if you want content to need approval before being displayed in your library.

6. Who can invite members

You can give your customers/external members access to your Academy. However, they will only have access to certain courses and content based on your privacy rules.

7. Integration with Social Networks

If an Academy administrator has completed the Yammer integration, users in the Academy will have the ability to enable automatic sharing of their activities on Yammer, and also control which specific ones will be posted.

The first step is to connect* your Schoox account with your Yammer account by clicking on the corresponding button which will temporarily redirect you to Yammer. After successfully completing this step you will be returned to the same settings page and your Yammer network will be available in the second step for linking it with your Academy. The end result will look like this:

Take special notice of the last option (enabled by default) which essentially controls whether or not user activities will automatically be posted on the Yammer network's All Company group (which essentially serves as a public wall). Each Academy user will have the option to enable the automatic sharing of his/her activities and control which of the available ones will be posted on Yammer.

*Note: this does not mean that the two accounts will be merged (e.g. you won't be able to login to Schoox using Yammer there is a separate procedure for that)

8. Integration with Google Analytics

Connect your Academy with your Google Analytics account.

9. Integration with LogMeIn- GoToTraining

Connect your Academy with your GoToTraining account and create live sessions.

10.Integration with Zoom

Connect your Academy with your Zoom account and create live sessions

11. Integration with Cisco - Webex

Connect your Academy with your Webex account and create live sessions.

12. Mobile access

You can choosehere if your employees will be able to access their training via a mobile device, only if they are connected to a wi-fi connection.

13.Reporting

You can control here if the additional time that the users spent on courses after their first completion will count anyway or just if the users are obliged to retake the course.

Related articles : How To Count Additional Time Spent On A Course After First Completion

Moreover, you have the option to hide the invisible exams (such as scorm exams) from the Employees Dashboard.

14. Adaptive Learning

14.1Adaptive Learning - Suggested Courses

You can control what should be taken into account for the course suggestions that appear on your members' Home Page and if the suggestion algorithm will weigh higher the courses that are relevant to an employee's job or the courses that can improve the required skill-set that is needed for an employee's job.

14. 2 Adaptive Learning - Career Paths

You are able to control if you want to activate the career paths for your online Academy.

15.Toolbar Configuration

You can control which tools will appear at your Academy's Toolbar when you hover over "Tools". These tools will be visible to all the members of your Academy that have the relevant permissions. Please notice that you can select up to six tools.

16. Add Custom Attributes

You can add up to 10 fields of your preference as attributes for your employees, events, courses, curricula and units.

Please note that you have the option to select if your employees should be able to edit their own custom attributes (users' custom fields), on their profile. If you want your custom fields to be editable, just click on the "Employees can edit this field" checkbox.

17. Members' Intro Video

You have the option to show an Introduction video to your academy admins and/ or members.

You have also the option to add a custom video! To do so, check the instructions below:

How to set a video as an intro video for my academy?

18.User's Dashboard

You have the option to select which information should be available to the personal, user's dashboard.

Based on the settings applied, end-users will be able to see the respective tabs when accessing their Personal Dashboard (My Dashboard tab).

Please note:

You will be able to activate the "Alternative jobs to consider" block only if the "Adaptive Learning - Career Paths" option is turned to "Yes".

You will be able to activate the "Perception Gap" block only if the"Adaptive Learning - Career Paths" option is turned to "Yes" and the Self-assessment option is enabled

You will be able to activate the first two options only if the "Performance Module" is turned to "Yes".

19. Academy Login Page

You can add a custom link on the login page for your Academy. You have also the option to add a link for your Android/ iOS mobile app, if any.

20.Academy Email Notifications

You can select if you want to have a custom header on your email notifications and/or a custom color for the buttons on your emails.

21.Goals Module

Choose if you want to have Goals for your Online Academy! Goals feature is anembedded communication tool for collaboration giving you the abilityto set organizational and employees (personal) goals around pillars.

You can define who can Create and Assign academy Goals and/or who will be able to edit them.

Read also:

22. Performance Module

You have the option to select if you want to activate the Skills Management Module for your academy.

If this option is turned to "No", the Skills Management tab will completely disappear from your Administration panel.

Moreover, the User's Dashboard Settings will be automatically updated and the Adaptive Learning - Career Pathssetting will be automatically disabled as well.

Last but not least, you have the option to define how many times can an employee assess themselves on a skill per month and which is the Rating scale that meet your needs. The available options are the following:

0-100%

Star Rating

Custom Rating: You can define specific number of rating levels based on your needs. You can also add a relevant title and description per level.

23.Social Collaboration Module

You have now the option to choose if you want to turn on the Social Collaboration Module.

This module includes three different features/sections:

23.1 Academy Wall/ News Feeds

You can have a Wall on Schoox that can be used in different ways. You can use for example the wall as a communication mean between employees only. In this case the wall will be visible only to employees. Or you can open up your wall to customers or member of Schoox that follow your organization. You can further have control over who can review and who can post to your corporate wall. You may want for example to allow employees to view posts (by Admins) but not be able to post or comment. Or you can deactivate completely the wall. Its up to you!

Apart from the posts that the members of an academy want to share, Schoox also generates some automated wall posts, when one of the following actions takes place:

Action

Posted by

a course is published

course creator

an event is published

eventcreator

a group is published

groupcreator

a poll is published

pollcreator

an academy member enrolls in a course

academy member

an academy member completes a course

academy member

a badge is awarded to a member

academy member (that awarded the badge)

a new friendship between members was created

academy member

a bookmark is saved in the academy library

bookmark creator

If you do not want these auto-generated posts to be visible, just click on the relevant "Hide auto-generated posts" box.

23.2 Academy Groups

Groups are a very powerful feature for content and knowledge sharing and collaboration. Each group has its own visibility and access rules. Any member on Schoox, employees of your company included, can create a group. But you can decide which members can create groups for your Academy. Those groups can be either for corporate knowledge sharing and collaboration and visible only to your employees or public groups and visible to everybody. The group creator decides who can see and join the group (e.g. employees, customers, everybody). Groups visible to everybody appear also on the list of public groups on Schoox.

23.3 Member Settings

You can edit the settings related to your Academy's members, such as About info, Knowledge profile, Certificates and other.

If the toggle for the Social Collaboration Module is turned to No, all of the above (26.1-2-3) will be automatically deactivated for your academy.

24.Gamification Module

You have now the option to choose if you want to turn on the Gamification Module.

This module includes two different features:

24.1 Leaderboard

You can edit the credits a user gains as a learner for several activities or achievements. Please note that changes won't affect past activities. We also suggest making changes only when really necessary. The activities that can be edited are the following: Enrolling in a course, Completing a video lecture, Completing a document lecture, Completing a SCORM lecture, Completing a web embedded lecture, Completing a course, Answering correctly a question, Passing successfully an exam.

24.2 Academy Badges

You can create badges that users can award to other employees and decide who can create and award corporate badges.

If the toggle for the Gamification Module is turned to No, all of the above (27.1-2) will be automatically deactivated for your academy.

25. Content Management Module

You have the option to activate/deactivate the Content Management Module. This module is related with your academy Shared folder.

By turning this off, the employees of your academy will not have the permission to access the Shared folder and upload their files.

Please note that this setting does not affect users with admin rights and training managers.

26.Onboarding Module

You have the option to completely deactivate the Onboardingfeature for your academy.

If this option is turned to "No", the Onboardings tab will completely disappear from your Administration panel.

Moreover, you have the option to define for how long (in days) an employee is considered as a new hired. The default value for this field is 30 days. Please note that this field affects the number of users that will be included in an onboarding profile which is related with the new hires (new members of your academy).

27.Compliance Management Module

Select if you want you turn on/off the Compliance Management Module for your academy.

By turning this setting off, the following features, settings & filters will completely disappear from your academy:

Compliance dashboard

Compliance Course checkbox (Edit Course Info page)

Compliance Courses filter (Employees Dashboard)

28. Internal/External Training Credits

Enable the "Credits" feature for your academy simply by turning on the relevant setting. Moreover, if this setting is set to on, you have the option to select if you want the awarded credits as well as the course category to be shown on course-certificates or not.

By turning this setting off, both Credits' tab and Credits Dashboard will completely disappear from your academy and no credits will be awarded to users for theircourse/curriculum/event - completions.

29. Business Impact Module

You have the option to turn on/off the Business Impact Module for your academy.

If this option is turned to "No", the Business Impact tab will completely disappear from your Administration panel.

30. Auto Deactivation of Users

This setting allows you to deactivate automatically users after a certain number days of inactivity.

31.Organizational Structure

This setting allows you to associate users with multiple (above) units. If multiple (above) units association isn't selected, then you'll be able to move users from one (above) unit to another.

32. Schoox Open Community

Schooxs Open Community is a place where users can take courses from Schooxs course marketplace on their own, build their personal portfolio of qualifications as well as connect and collaborate with other members. Its a separate place that can be accessed through their same account.

If you enable this setting, members will have to agree on Schooxs Terms of Use prior to accessing Schooxs Open Community. If this setting is turned to no, users will not have access to the My Schoox tab, from the upper navigation menu.

Administrators can add any attributes required to the employees of the academy.

Select the "Admin" tab from the top menu. Then on the left panel select the tab "Your Academy" and then the "Academy Settings" from the expanded menu.In the new page select the "Advanced Settings" tab.

Scroll down the list of settings and you will find the "Add Custom Attributes" setting. Click on it to expand and you can add new fields for your employees' profiles.

Please note that you have the option to select if your employees should be able to edit their own custom attributes (users' custom fields), on their profile. If you want your custom fields to be editable, just click on the "Employees can edit this field" checkbox.

Once the Administrator adds a New Field in the settings, this field will appear in the employees' info under "Manage Member", "Edit User". The Administrator can then enter the info to this field for the employee selected.

Please note: This functionality is implemented for anyone using Schoox API calls as these attributes are available there.

Once you have added custom attributes for your employees, Admins andManagers having the relevant permissions enabled,will be able to filter employees' listings based on these custom fields/attributes.

These filtering options are available atManage Memberspage and at Assign Trainingpages (individual & advanced assignment).

For example, you have the option to select the users having their "HR id" equal to "123555" and were hired from 06/12/2019 to 06/18/2019.

In Schoox, you can create polls, t track your employees' feedback or opinions by creating polls.

To set up a Poll, clickAdmin in my academys navigation bar, and then selectPolls.

You can then select either "Standalone Poll", "Course Poll", or "Group Poll".

How Do I Manage My Polls?

Give the Poll a title and a description. You can also set up an expiration date for the Poll, and decide whether or not the members (or just admins) will be able to view the Poll results.

Add some questions to your Poll. You can add as many questions as you'd like by clicking on the Add Question button.

You have the option to combine the following different types of questions:

closed-ended questions, having all of the possible answers predefined.

open-ended questions, whereusers are able to submit their own answer,instead of having to choose between predefined answers.

By clicking the add answer plus sign, you can add as many answers as you'd like.

Please note:

each closed-ended question needs to have at least two answers.

delete an answer by clicking its "x" button

you can reorder the answers'sequence with a simple drag and drop.

Click on the blue Save button when finished.

By default, your poll is in private mode. To make it visible to your employees you have to publish itby flipping the Public toggle to "yes".

1. Standalone Polls

If you publish a Standalone Poll,this becomes visible to all the employees and they can access it from their Home page, under the Polls section.

However, you have the option to make your Standalone Poll available only to specific Employees. To do so, mark your Poll as private, go to the Manage Polls tab (under Polls), find the Poll in question andclick on the Assign option.

You will be given the option to assign the poll either to specific employees (Individual Assignment)or to a group of employees based on their job and location (Advanced Assignment).

2. Course Polls

You can create a Poll as a step of a course. You can decide if the Poll will be needed forthe course completion or not.

Please note: Course polls have no Expiration Date.

3. Group Polls

You can also create a Poll that will be available to all members of a particular group.

Read also:

1) Academy's Notifications

General:

Recipient

Purpose

Imported user summary report

Academy Admin who initiated the import

To inform the admin that the user import process is completed.

You got a message from [Academy]

Selected recipient

To inform the recipient that he has a message from the academy.

[Academy's Administrator] has added you to [Academy]

Selected recipient

To inform the recipient that the academy administrator has added him to the academy. The email includes a Login Now button.

You are now an Admin of [Academy]

Selected recipient

To inform the recipient that the academy administrator has made him an Admin of the academy.

You are now a Training Manager of [Academy]

Selected recipient

To inform the recipient that the academy administrator has made him a Training Manager of the academy.

You are now a Professional Instructor of [Academy]

Selected recipient

To inform the recipient that the academy administrator has made him a Professional Instructor of the academy.

New comment on a academy wall post you are involved

User who replied to a post's comment

To inform the recipient that a user has commented on a post that he is involved.The email includes a Reply Now button.

Request Assessment

Selected recipient

To inform the recipient that he has been requested to assess the skills of the employees. The email includes the assessment date and its due date.

Failed all exam attempts

Exam Creator

To inform the exam creator that a user failed all of the exam attempts for a specific exam.

New Content Publishing Request

Academy Admins

To inform the Academy Admins/ Content Managers that a userhas uploaded new content in the Academy library which is pending their approval to become pubic.

Status Change in Content Publishing Request

Content Uploader

To inform the content uploader that his/her uploaded material has been approved and is now live.

Notification about locked out user

Academy Admins

To inform the Academy Admins that a user has been locked out for 30 minutes due to multiple unsuccessful login attempts

Courses/Curricula:

Recipient

Purpose

[Employee] enrolled in a course

Course creator

To inform the course creator that an employee has enrolled in a course.

[Employee] reviewed your course

Course creator

To inform the course creator that anemployee reviewed a course.

You have been awarded a certificate

User who successfully completed a course/curriculum

To inform the user that he has been awarded a certificate of a course/curriculum completion.

A new course has been added to your curriculum

User who is assigned a curriculum

To inform the user that a new course has been added to a curriculum (and who added the course).

New announcement for your course/curriculum

Selected recipient

To inform therecipient that there is a new announcement on acourse/curriculum (the email includes the content of theannouncement too).

Invitation to enroll in a course

Selected recipient

To invite therecipientto enroll in a specific course.

You have been assigned a course/curriculum

Selected recipient

To inform therecipient that he has been assigned acourse/curriculum.

You have been assigned to retake a course

Selected recipient

To inform therecipient that hehas been assigned to retake a specific course.

Your curriculum has successfully copied

Selected recipient

To inform therecipient that his curriculum hassuccessfully copied.

Notification about course poll

User who has completed all course's modules

To invite the recipient to take thecourse poll

New course enrollment request

Trainee's Unit Managers, Assistant Unit Managers, Head of Aboves and Assistant Head of Aboves who have been given the permission "Approve self-enrollment requests"

To inform the recipient that a userhas requested to enroll in a course

Your course enrollment has been approved/not been approved

Selected recipient

To inform the recipient thathis/her course enrollment has been approved/not been approved

Course that was part of Curriculum was archived

Curriculum owner

To inform the Curriculum owner that a course that was included in his/her curriculum, was archived

Course step available by scheduler

Selected recipient

Once a step is being set as available after a certain number of days, the users enrolled in the course will get notified that those steps are available.

Notification about Courses / Curricula assignment by rule

User added to academy - assigned with courses/ curricula because of a rule

When a new user is being added to the academy and gets auto-assigned to a course/curriculum, he does not receive the associated email notification as the procedure is being done instantly and the user needs some minutes in order to confirm his email. Once the user confirms his email he will receive those notifications.

A lecture has been updated

User who is assigned with a course

This notification will be sent to the enrolled users of a course in order to inform them about a lecture update when their progress is affected.

Groups:

Recipient

Purpose

You have been invited to join a group

Selected recipient

To invite therecipientto join a specific group.

New request to join a group

Group owner

To inform theGroup owner that a user has requested to join the group. The email includes a link for the Group owner to accept or decline the request.

New content has been shared with your group

Group members

To inform theGroup members that someone has shared new content with the group.

A new member joined your group

Group owner

To inform theGroup owner that a user has joined the group.

On the Job Training:

Recipient

Purpose

Trainee gets email notification when he/she is ready for On the Job Training

Trainee

To inform theTrainee that he isready to proceed with his required On the Job Training.

Manager gets email notification when trainee is ready for On the Job Training

Unit Manager/Assistant Unit Manager/ Training Manager

[Required Job Permission: Assess OJT Performance]

To inform the Unit Manager that a Trainee isready to proceed with the required On the Job Training.

Manager gets email notification when trainee has completed the required On the Job Training

Unit Manager/Assistant Unit Manager/ Head of Above Unit/ Assistant Head of Above Unit/ Training Manager

[Required Job Permission: Assess OJT Performance]

To inform the Manager that a specific Trainee has completed the required On the Job Training.

On the Job Training: Home Assignment

OJT Creator/ Unit Manager/Assistant Unit Manager/ Head of Above Unit/ Assistant Head of Above Unit/ Training Manager

[Required Job Permission: Assess OJT Performance]

To inform the Manager that someone hasuploaded a file for the required Home Assignment task.

Events:

Recipient

Purpose

[Academy's Administrator] has invited you to a training event

Selected recipient

To inform the recipient that he isinvited to attend an event. The email includes all the event details.

Your participation for a training event has been approved

Event participant

To inform theparticipant that hisparticipation for an event has been approved. The email includes all the event details.

Details about your training event have been changed

Event participant

To inform the participant about any updated information associated with the event that he is attending.

User has registered to a training event

Event creator

To inform the event creator that a user has registered for the event.

You have been registered for a training event

Selected recipient

To inform therecipient that he registered in a training event.The email includes all the event details.

You have been unregistered from a training event

Selected recipient

To inform the recipient that he has been unregistered from an event.

Your training event has been cancelled

Event participant

To inform theparticipant that the event heis attending, has been canceled.

Notification about a new training event offer

Selected recipient

To inform the recipientabout a new training event offer.

Your Event registration has been received

Selected recipient

To inform the recipient that his event registration request has been received.

Your Event registration was not approved

Selected recipient

To inform the recipient that his registration for a specific event has not been approved.

User has responded to a training event invitation

Event creator

To inform the event creator that a user hasresponded regarding the event.

You are invited to tell us your opinion about an event

Event Attendee

To ask the attendee to take a poll/some polls about the event.

You have been awarded a Certificate for attending an event

Event Attendee

To inform the attendee that he has been awardeda certificate for attending a specific event.

Your bulk registration for an event

Actor of the registration

To inform the actor of registration that the bulk registration was completed

Your training event has been restored

Event Attendee

To inform the attendee that the event in which he was a registrant, has been restored (unarchived)

You have been added as an Instructor to an event

Event Instructor

To inform the user that he has been added as an Instructor to an event

Event has been completed

Event users whose registration was not approved upon course completion

To inform users that were included in the waiting list the Event in question was completed

2) Scheduled Notifications

Recipient

Purpose

Employee notification about course due date

Employee

To remind the employee about the course due date.

Manager notification about employees' course due date

Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above

To inform the manager about the employees who haven't completed a course with a due date.

Notification about missed course due date

Employee/Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above

To inform:

- the employee that he/she failed tocomplete a coursewithin it's due date.

- the manager about the employees that failed to complete a coursewithin it's due date.

Notification about expiring course certificate

Employee/Course Assignor/Unit Manager/Assistant Unit Manager

To remind about an employee's course certification that will expire soon.

Notification about expired course certificate

Employee/Course Assignor/Unit Manager/Assistant Unit Manager

To remind aboutan employee's course certification that expired.

Notification about upcoming training event

Instructor Led Classroom - Employee/Instructor Led Classroom -Instructor/ Live Session - Employee/Live Session -Instructor

To remind the employee or/and the instructor about an upcoming event that they are attending/instructing.

Manager notification about employees' course completion

Course Assignor/Unit Manager/Assistant Unit Manager/Direct Head of Above

To inform the manager about the employees who have completed a course.

Read also: Editing The Email Notifications

Sometimes training needs to take place in person. In Schoox, you can set up various steps that need to be done in the presence of an instructor. You are then able to verify the completion of the steps, and keep track of them within Schoox, as you would normally do with any other training. In Schoox, we call this On the Job Training.

Setting Up an On the Job Training

To set up an On the Job Training Step, navigate to the appropriate course panel, and under On the Job Training tab of the left side menu, clickCreate new On the job Training.

How Can I Complete An On The Job Training Task?

You will be then driven to theEdit Infopage, where you can give basic info about your On the Job Training.

In the space provided, type in the name of your "On the Job Training" step.You can control if trainees will be able to see their evaluation when complete and if this on the job training is required to complete this course.

Please note:Even if trainees cannot see their evaluation, they will be able to read any notes written by the instructor.

In order to save your new On the Job Training step, just click on the relevant Save changes button.

You can then add various tasks that need to be completed during this particular training, or specifics you need to check off the list before the step is considered complete.

To add lectures you have to go to the On the Job Training Panel and select Edit Tasks.

Click on the Create new task button, select one of the available types of tasks and fill in the relevant Title and Description. Select if you want this task to be signable only by an academy admin and click Save new Task when you've finished.

Please note: If you mark a task as "signable only by admin", Managers will not be able to evaluate the users under their org structure even if they have the "Assess On the Job Training Performance" permission enabled.

Available Types of Tasks:

Simple Task: A Simple task does not require any verification from the trainee, they just need to sign off their task in order to be marked as completed.

Home Assignment:You can also set an On the Job Training task to be completed with aHome Assignment.A Home Assignment task requires the trainees to accomplish some sort of homework, and then verify that they have completed the assignment by uploading an assignment document or file. After the upload, the task is considered complete; and the managers can download the assignments, review them, and rate them.

Open Question: You have the option to ask from the trainees to answer to an open question.For example, you can set a task Describe the three most popular dishes in a paragraph of at least 100 words and the employee can write the paragraph to complete the task.

Apart from the task's description, for each of the tasks, you have the option to upload instructions for your trainees by clicking on the Upload Instructions field. Moreover, each OJT task can be associated with a specific skill or set of skills. For each task, click on the Associate with skills field, and choose the skills from the list provided. This allows you to use the results of this On the Job Training alongside skill management in your Academy.

When you're ready,don'tforget to make the training visible to employees!

Evaluation of an On the Job Training

If you have the permission to do so, you can evaluate an On the Job Training. Simply, navigate to the On the job training section of your employees dashboard by selectingAdmin, Manage, or Reporting tab(depending on your role) from the upper navigation bar, and thenReporting. On the left side menu, select(Employees) Dashboard.

From the top panel click on On the Job Training and select the desired On the Job Training. In the employees' list, click on the graph icon on the right.

For each task, you, as a Trainer, have the option tocheck off completed tasks under Signed off by trainer.The date will automatically be recorded.

Moreover, you have the option to:

assess each task

write your comment, if you want to

view the trainee's answer, when it comes to open questions

download trainee's home assignment or upload a Revised Home Assignment, when it comes to Home assignment - tasks.

Please note that you have also the option to bulk download all Home Assignments for a specific OJT. To do so, just click on the folder icon, as shown below. You will receive an email that will contain a URL from where you can download the home assignments (for the users that match the criteria, based on the filters that you have selected).

Trainers (with theBulk OJT Performance Assessment permission enabled) Training Managers and Adminshave also the option tosign off all users' tasks at once. To do so, select the desired On the Job Training from the top panel, select the Above Unit/ Unit/ Job that you want to evaluate and click on the mark all as completed button. Moreover, you have the option to filter your records based on the status of the tasks:

Signed off by Trainer

Signed off by Trainee

Trainer's pending tasks

Trainee's pending tasks

Please note:The trainer can sign off all of the tasks even if the trainee has not completed them yet.

Read also:

In your corporate Academy in Schoox you can assign the following:

Roles:Corporate Academies in Schoox have four predefined roles. Admins, Training Managers, Content Managers, and Professional Instructors. Roles are connected with certain privileges and permissions, determining what they can do in Schoox. Admins have full power over the Academy. They can do everything - Inviting new members, deleting existing members, adding jobs, creating courses and much more. Training Managers can create by default corporate courses and curriculums and assign them to employees. But the Admin can further customize those permissions. Content Managers have the ability to create and upload content within the learning structure determined by the Training Manager and Admin. Professional Instructors can not only create corporate courses but also set a price. Please see the relevant topics for those roles ( What is corporate Training Manager, What is a corporate Professional Instructor )

Jobs: On Schoox you are free to add as many jobs as you want. You can add jobs (e.g. Dishwasher, Server, Host, Line Cook, Bartender, etc) and then assign jobs to employees. You can assign more than one job to an employee. There are four jobs (Unit Manager, Assistant Unit Manager, Head of Above UnitandAssistant Head of Above Unit) that are fixed and cannot be deleted or edited. If you give a member the job of Head of Above Unit he will become theHead of Above Unit of the Above Unit he is assigned to. For example, if you add the role of Head of Above Unit to a member that is assigned to Above Unit "Austin, TX" then he or she will be the Head of Austin, TX and can see reports for all locations that belong to this Above Unit. Please note that you have the option to modify the permissions per Job and give them specific managerial and/or reporting capabilities. (Read also: How can I set up my Organizational Structure? )

Units and Above Units: When your academy's organizational structure is set up, both units and above units are defined. Above units may be regions or states, franchizes or even specific people. Units usually relate to locations or stores that are usually associated in some way to one or more Above Unit. You can then arrange your organization in any way you need. This will also help you filter reports and send out announcements more easily.

1. Assigning Jobs

To add a job navigate to the Admin tab, select Members and click on Manage Members tab. Click Edit Job next to the desired name. Click the desired unit or above unit in the left column. This will display the jobs associated with it. Check any and all jobs that apply for this individual. Each adjustment isautomaticallysaved. To remove jobs, just uncheck them.

See also...

Schoox allows you to organize your company almost any way you need. There are three organizational levels that can be associated with each other in a variety of ways.

Units represent locations, stores, or business units.

Above Units represent areas, organizations, or people that are connected to the units.

Jobs cover the different roles individuals have anywhere in the hierarchy.

How can I label an Above Unit as a Brand?

Step 1 - Set Up Above Units

To set up your companys Above Units, click Admin.Then, on the left, click Members.

Finally, click Set up Organization.

Before adding any actual Above Units, you must first define the type of Above Units there are in your company.

Under Above Units, and the Define Type of Above Units sub-tab, add new Types of Above Units into the space provided, and click Add.

A Management Job (covered later) will automatically be created for each type of Above Unit created.

Give each new Type of Above Units associated Managerial Job its appropriate permissions.

Each adjustment is automatically saved.

Types of Permissions

Reporting: Users can access the reporting dashboard but will be limited to see only units and above units under his or her authorization.

Manage Members: Users can edit existing user associations (Limited to users under their authorization.), such as:

Add/ Remove Units:Users can edit jobs as well as the associated (Above) units

Users' Deactivations

Edit User: Permission to edit Firstname, Lastname, Preferred Language and Custom additional fields.

Change Password:Users are able to change the password for usersunder their authorization.

Edit a users username

Edit a users email

Assign Training: Users can assign training to employees that are in the above units or units that are under their authorization.

Assess Members Performance: Usersare able to rate the skill level of members.

Add Users: Users can add and invite outside employees into the academy.

Assess OJT Performance: Users can evaluate On the Job Training tasks.This option is available only if the "Reporting" permission is enabled.

Bulk OJT Performance Assessment:Users can mass sign off all job training's tasks for all users under their org structure. This permission requires the "Assess OJT Performance" permission to be enabled, in order to be given.

Share Content with Team: Users can share uploaded material within the academy.

Send Announcements: Users can post announcements to those within their authority.

Create Events: Users can create Instructor led Training Events and register only users within their authority.

Register Members to Events: Users can register members to scheduled events on behalf of those members. Limited only to users only under their authorization.

Manage Event Members: Users can manage event members and edit their attendance data.

Create Course: Users can create courses and assign them only to users within their authority.

Create Curriculum: Users can create courses and assign them only to users within their authority.

Create Group: Users can create and manage groups.

Business Impact:Users are able to access the Business Impact feature within Schoox and monitor the impact of Training on business growth for the organizational part limited under their authority.

Delete Exam Attempt: Users are able to delete the last exam attempt for users within their authority. This option is available only if the "Reporting" permission is enabled.

Complete training:Users are able to mark as completed the training material for users within their authority. This option is available only if the "Reporting" permission is enabled.

Bulk Complete Training: to mark a Course or Curricula as completed in bulk for multiple users.This option is available only if the "Complete Training" permission is enabled.

Override ILT Seats Limit: Users are able to override the seats limit defined for an event and register extra members.This option is available only if the "Register Members to Events" permission is enabled.

Register Members to Events After The Registration Deadline: Users have the option to register members to past events. This option is available only if the "Register Members to Events" permission is enabled.

Create & Assign Goal:Users are able to create and assign organizational or emloyees goals to the members of their academy in order to achieve the target goals they have set for their organization.

Purchase Courses: Users have the option to purchase courses from the Marketplace. This option is available only if the "Assign Training" permission is enabled.

View posts to Wall: Users are able to view the Wall posts.

Post Updates to Wall: Users are able to make their own posts to the Academy Wall.

Edit Exams Score: Users are able to edit the exam-score for usersunder their authorization.

Approve self-enrollment requests: Users have the option to approve (or not) the pending enrollment requests.

Add Above Units

Also under Above Units, and the Add Above Units sub-tab, type new Above Units into the space provided, and click Add.

Then, select to which type the new Above Unit is associated using the drop-down menu to the left. Adjustments will automatically be saved.

Step 2 - Set Up Units

To set up your companys Units, click Admin.Then, on the left, click Members.

Finally, click Set up Organization.Under Units, and the Add Units sub-tab, type new Units into the space provided, and click Add.

Then, associate them with one or more Above Units by selecting the appropriate Above Unit from the drop-down menus. Repeat as often as needed.Adjustments will be automatically saved.

Set Unit Permissions

Under Units, and the Set Permission sub-tab, set the permissions for the Managerial Units listed here, as you did with the Above Unit Managerial Jobs earlier.

Adjustments will automatically save.

Under the Archived Units sub-tab, you can search for archived units.

Set Up Jobs

Under Jobs, you will find two categories of jobs; Not editable managerial jobsand Editable Jobs.

All jobs come with configurable permissions: access to reporting, assigning courses, editing users, etc.

Not editable managerial jobs arebeing automatically created to coincide with related Above Units and cannot be edited. In particular, Unit Manager and Assistant Unit Manager are there by default, and might be given to the General Managers and Assistant General Managers, respectively. Heads of Management Jobs are being automatically added when Above Unit types are added.

Editable Jobsjobs can be edited, added or deleted at any time. In order to add new Editable Jobs, just type their name into the Define Job field, and click Add.

If you want to set specific permissions for your editable jobs, click on the Permissions option, choose if the selected job should be associated with Units or Above Units (of a specific type), set the desired permissions and hit Save Permissions.

Related articles:

If you are a member of more than one academies, you have the option to apply different account settings per academy and decide who can see/do what!

First of all,hover overMy Schoox,selectView all Academies in order to see all of the academies of which you are a member and click on the name of the academy in which you want to change your personal settings.

Hover overMeand selectMy Settings.

It's time to define your personal Privacy settings for the selected academy and select who should be able to see and do what.

Please note that you can apply different privacy settings per academy. Moreover, different settings can be applied for your profile inSchoox Community as well.

In Report Builder, every type of report you create has some predefined fields. You can now edit these fields, add or delete some of them, change their order, creating the report that perfectly meets your needs.

Add field: Click on the Choose Field dropdown list and hit the field you want to add. Your field will be located at the end of the field list by default but you can change the order with a simple drag and drop.

Delete field: Just click on the "X" icon next to the name of the field that you want to delete.

How to use Report Builder?

Change field-name: Click on the edit icon in front of the field-name, edit the name and then click Save.

Apply filter (field-level): Click on the small wrench icon next to a field's name in order to filter the data of your report.

For example, you may want your report to include only the members who were enrolled in a course at a specific period.

Another example, related to your org structure is the filtering options when adding the type (of Above Unit) as an extra field.

In this example, you have the option to select if you want the report to include:

- Indirect associations: The field will be populated only if the user is associated with a Unit under an Above Unit of type A.

- Direct Associations: The field will be populated only if the user is directly associated with an Above Unit of type A.

Read also:

To keep track of training that takes place outside Schoox, you need to create academy credits and set them as "uploadable". The users of your academy can then claim that they have acquired certain credits outside Schoox and provide a proof of certification.

1. Setting up your credits as uploadable

To set up your credits as uploadable, navigate to your Admin panel and select Credits > Create Types from the left side menu.

Choose the type of credit you prefer to edit. Under Uploadable, select Yes.

How can I assign specific credits to a course?

2. Create Rules

After creating the types, selectCreate Rulesfrom the same panel. Select the Type, the related job and specify the number of needed credits. If you want to add a rule for optional credits, just selectNoin theRequired Creditsfield. You can also select the courses category, which implies that credits will be acquired only from courses that belong in this particular category. Click on Add New Ruleto finish.

Please note that you have the option to recalculate the credits for employees that had completed their training prior to the rule set up. Simply click on the button Recalc. However, the credits and completions that will show up in the Credits Dashboard, will be only those that occurred in the defined time frame.

Note: When you select Recalc, no credits will be acquired if there aren't any course completions within the specific time frame you've defined.

What the end user sees

Employees and trainees can claim that they have acquired certain credits (from the existing academy credit types) fromexternal training in their personal portfolio. To do so, they need to nagivate to the Credits tab of the ePortfolio (Me > ePortfolio).

The process is quite simple and requires from the user to:

1. Add the number of credits, by selecting the type of credit from the dropdown list

2. Insert the number of credits in the "Credits" field.

3. Insert the date of certification/training.

4. Provide the name of training

5. Upload a document of certification by selecting the "Upload" button. (optionally).

6. Save

The approval process

Once the user provides all the necessary information, you need to approve or decline these credits.The approved credits will appear on the Credits Dashboard.

Select Credits>Pending Requests>Accept or Decline

You can always revoke these credits from the user.

*Please note that Revoke is not available when you Decline the credits.

These credits will appear in the Credits Dashboard.

Read also:

1. Corporate Courses

Corporate courses and curricula either which you have enrolled in or which were assigned to you can be located under Training> My Training in the top navigation bar.

If there is a Due Date for a course or curriculum it will appear right after the course or curriculum description. Courses and Curricula that have a Due Date appear first on the list.

The course or curriculum that has been assigned to you will be marked as Required.

2. External Courses (Personal)

In order to access external (purchased courses), follow one of the following paths:

Hover over Training from the upper navigation menu, click on My training and select the My External Courses tab

Click on My Schoox,select Learn from your personal navigation menu and then Personal Courses.

(Please note that from this page you will be able to view also your academy courses along with your purchased courses)

Schoox gives you the option to organize the training material included in a curriculum by breaking it down to sections. As an example, you can separate your courses by topic or by difficulty andcreate your own sections.

How to Add a Section

Simply selectTraining>Curriculafrom the upper navigation bar, click on theManage Curriculumfield of your Curriculum and then select the Edit Courses option from the Curriculum Panel.

In order to add a new Section, just click on the Add Sections field, type the desired Section name and click on the Save button.

Once you have created the Sections, you can define the sequenceof the Courses per Sectionwith a simple drag & drop.

Don't forget to click on theSave buttonat the bottom of the page to save your changes.

Your employees will be able to track their progress not only for each course but also for each section.

Admins, Training Managers and Managers with the Reporting permission enabled will be able to track theirmembers' curriculum progress by accessing the Employees' Dashboard. To do so, go to Reporting, click on the Curricula tab, find the Curriculum in question and click on the graph icon next to the user's name.

You have the option to check the curriculum-progress, the progress per section, as well as the course-progress for each course included in the curriculum-sections.

To manage your polls, clickAdmin in my academys navigation bar, selectPollsand then Manage Polls.

How Do I Create A Poll?

In the Manage Polls menu, you are able to edit, preview, and delete poll. You can also click the Public/Private toggle under Status to make the poll visible or invisible.

Last but not least, from this page, youhave the option to make your Private Standalone Polls available only to specific Employees.

To do so, just find the Poll in question andclick on the Assign option.

You will be given the option to assign the poll either to specific employees (Individual Assignment)or to a group of employees based on their job and location (Advanced Assignment).

You can also view the results of your polls or export them in PDF format.(Please note that the "Export Results" option is not available in open-ended questions' polls)

The results of the poll will be displayed as a bar chart for your convenience.

Polls are a great tool to take a look at the opinions of your employees on some aspects of the learning process or on the academy in general.

Read also:

Academy Events are actually quick Events that you can create from the Calendar and are visible to all Academy Members.

In order to create a quick academy event, just go to your Calendar (in the Academy's home page), click on a future date and a pop up will appear where you can add some basic information about your event (Title, Description, Location, Time, Duration).

In case you would like to edit thequick academy event, simply click on it and after the edits hit "Save".To delete thequick academy event, click the "Delete" button.

You also have the option to choose the color that you want to have for Academy Events.

Please note:Thequick academy events are not part of any email notification in the system. Academy events were created in order to give Admins the option to create a quick event for all academy members. Any other additional functionality is covered by the In-Class Training events and Live Sessions.

You can control who reads and/or writes content by adding specific permissions in your Academy Library. These permissions can be set per library category, based on jobs and your academys organizational structure. Simply put, you are able to create rules per users job in each category.

Here's the simple procedure you need to follow. First, click on Content in the upper navigation barto go to your Academy Library. Then, select a Content Category and click on the small wrench icon in front of the category's title. A set of functions will appear allowing you to 1. Change Permissions, 2. Rename the Category, 3. Add a subcategory and 4. Delete the category.

By clicking the "Locker" icon, the following screen will be displayed allowing you to add or modify permissions for the category. Admins and Content Managers have access in all categories with no specific permissions required.

Give the permissions you want (read, write or both) to Training Managers or All Employees by selecting your options under the Permissions Profile. You can also choose a specific job and give permissions to ALL units, above units or specifically chosen units. Finally, save to update the category!

Important Tips to Remember:

A category now presents the content of all its subcategories.

If you delete a category, all content includedwill be moved to the Items in deleted category folder. In this category, each user is able to see the items that he/she uploaded and he/she has the option to either delete them permanently or move them to another category. Admins are able to see all of the deleted items within this folder.

If you delete a subcategory, all content included will be listed in the parent category.

In Schoox, you have three different options for assigning curricula:

assign curricula to specific employees

assign curricula to a group of employees based on their job and location

assign curricula to academy groups (an option available only for Admins and Group Creators)

For the third option (group assignment) please follow the link: How Can I Assign Curricula To An Academy Group?

The easiest way to start assigning a curriculum to employees is to navigate to the desired curriculum and click the big blue Assign button.

You are then landing into the Curriculum Panel, where you will be given the option to assign the curriculum either to specific employees (Individual Assignment)or to a group of employees based on their job and location (Advanced Assignment).

Please note that only Admins, Training Managers and Managers with the Assign Training permission enabled can assign a Curriculum.

Alternatively, you can assign a curriculum by clicking on theAssign Curriculum optionin the Curriculum's Administration Panel.

In the window that appears, you will be given the option to assign the curriculum either to specific employees (Individual Assignment), or to a group of employees based on their job and location (Advanced Assignment).

1. Assign a curriculum directly to employees

You can find individuals easier using the Search field and drop-down filter menus.To assign an individual to this curriculum, simply click the plus ("+") symbol beside their name in the left-hand column. Their name will then appear in the right-hand Selected column.To remove an individual from the list, click the Minus("-") symbol.After selecting the desired individuals, you can give them a due date by typing in the number of days they have to complete the curriculum in the Due Date field.Type in a personalized message to them, if you'd like, and click Assign when finished.

Each of these individuals will then receive a notification in Schoox, and an email if they've set up that functionality.

2. Assign a curriculum to a group of people based on their job and location

You can also assign a curriculum to one or more groups of people based on their job and location. Moreover, you can create an assignment rule to assign future hires automatically.

Under Advanced assignment, select the jobs to which this assignment is associated.Then, select both the desired Above Units and Units in their respective columns and filter using the drop-down menus, if needed.The number of individuals affected will appear below.

You have the choice to either assign this curriculum to this group this one time, and/or setting up a rule that will automatically assign to individuals within these parameters in the future.Check Automated Assignment Rule to make this assignment a rule for future hires. Check Only to new hires if you ONLY want this to pertain to future hires, as opposed to assigning it now.

TheUnassign when criteria are not met anymore checkbox gives you the option to define if curricula assigned to users from that rule, should be unassigned from them once they lose their job/ (Above) Units/ Custom fields and they do not meet the criteria anymore. If this option is checked, the users that do not meet the rule's criteriawill be unassigned from curricula that they haven't completed yet.

Important note:The un-assignment will occur only for courses that were assigned from an automated assignment rule. The courses that were directly assigned to users, will not be unassigned from them. While setting up a new rule for your academy, excluding the future hires (Only new hiresoption isunchecked), the system performs two different actions:

Assign now: Direct assignment to the users that meet the rule's criteria at the time that the rule is being created

Set rule: Rule's creation

TheUnassign when criteria are not met anymoreoption will affect only the users that were auto-assigned with the course.

Last but not least, you have the option to set an expirationdate per auto-assignment rule which will define until when the rule should be active.

Add a due date and a note and click on the Assign now and Set Rule button when finished.

In Schoox, you have three different options for assigning courses:

assign courses to specific employees

assign courses to a group of employees based on their job and location

assign courses to academy groups (an option available only for Admins and Group Creators)

For the third option (group assignment) please follow the link: How Can I Assign Courses To An Academy Group

The easiest way to start assigning a course to employees is to navigate to the desired course (not the course panel), and click the big blue Assign button.

You are then landing into the Course Panel, where you will be given the option to assign the course either to specific employees (Individual Assignment), or to a group of employees based on their job and location (Advanced Assignment).

1. Assign a course directly to employees

You can find individuals easier using the search field and drop-down filter menus.To assign an individual to this course, simply click the Plus symbol next to their name in the left-hand column. Their name will then appear in the right-hand Selected column.To remove an individual to the list, click the Minus symbol.After selecting the desired individuals, you can give them a due date by typing in the number of days they have to complete the course in the Due Date field.Type in a personalized message to them, if you'd like, and click Assign when finished.Each of these individuals will then receive a notification in Schoox, and an email if they've set up that functionality.

2. Assign a course to a group of employees based on their job and location

You can also assign a course to one or more groups of people based on their job and location. Moreover, you can create an assignment rule to assign future hires automatically.

Under Advanced Assignment, select the specific job to which this assignment is associated.Then, select both the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed.The number of individuals affected will appear below.You have the choice of either assigning this course to this group this one time and/or setting up a rule that will automatically assign individuals under these parameters in the future.Check Automated Assignment Rule to keep make this assignment into a rule for future hires. Check Only to new hires if you ONLY want this to pertain to future hires, as opposed to assigning it now.

TheUnassign when criteria are not met anymorecheckbox gives you the option to define if courses assigned to users from that rule, should be unassigned from them once they lose their job/ (Above) Units/ Custom fields and they do not meet the criteria anymore. If this option is checked, the users that do not meet the rule's criteriawill be unassigned from courses that they haven't completed yet.

Important note:The un-assignment will occur only for courses that were assigned from an automated assignment rule. The courses that were directly assigned to users, will not be unassigned from them. While setting up a new rule for your academy, excluding the future hires (Only new hiresoption isunchecked), the system performs two different actions:

Assign now: Direct assignment to the users that meet the rule's criteria at the time that the rule is being created

Set rule: Rule's creation

TheUnassign when criteria are not met anymoreoption will affect only the users that were auto-assigned with the course.

Last but not least, you have the option to set an expirationdate per auto-assignment rule which will define until when the rule should be active.

Add a due date and a note and click on theAssign now and Set Rulebutton when finished.

See also:

In Schoox, you can set rules for courses/curricula to be automatically assigned to users.

You can create rules per job positions, based on units or above units, or combine criteria to create more advanced assignment rules to meet your training needs.

The process is pretty much the same when creating a rule for Courses or Curricula.

To assign a course to users, select Manage Course under the course of your preference.

From the left side menu, under Students select Assignment.

From the top panel, click on Advanced Assignment.

Let's take a closer look at different scenarios of advancedassignment.

1. Assign a course to a group of people based on the job

You can assign a course to one or more groups of people based on their job, unit or above unit. Simply you can set anassignment ruleto assign the course to future employees automatically.

UnderAdvanced Assignment, select the specific job(s) to which this assignment is associated.

Then, select the desiredAbove UnitsandUnitsin their respective columns, filtering using the drop-down menus, if needed.

If you want to select users that are directly associated with an above unit, you need to select the above unit required. In case you need to select users associated directly with the unit, you need to select the unit.

In the image, you can check the "Texas" and "California" above units to have the rule applied to the users that have any of these above units assigned. You can also check the "Store #0110" and "Store #0382" to have the rule applied to those users that have any of these units assigned.

The number of individuals that match the criteria will appear below.

You have the choice of either assigning this course to this group this one time and/or setting up a rule that will automatically assign individuals under these parameters in the future.

CheckAutomated Assignment Ruleto make this assignment a rule for future hires.

CheckOnly to new hiresif you ONLY want this to pertain to future hires, as opposed to assigning it now.

TheUnassign when criteria are not met anymorecheckbox gives you the option to define if courses assigned to users from that rule, should be unassigned from them once they lose their job/ (Above) Units/ Custom fields and they do not meet the criteria anymore. If this option is checked, the users that do not meet the rule's criteriawill be unassigned from courses that they haven't completed yet.

Important note:The unassignment will occur only for courses that were assigned from an automated assignment rule. The courses that were directly assigned to users, will not be unassigned from them. While setting up a new rule for your academy, excluding the future hires (Only new hiresoption isunchecked), the system performs two different actions:

Assign now: Direct assignment to the users that meet the rule's criteria at the time that the rule is being created

Set rule: Rule's creation

TheUnassign when criteria are not met anymoreoption will affect only the users that were auto-assigned with the course.

Last but not least, you have the option to set an expirationdate per auto-assignment rule which will define until when the rule should be active.

Add a due date and note as before, and click the blue Assign/Set button when finished.

2. Assigning a course to individuals that belong to more than one group.

You can create rules with criteria that match to more than one set. To better understand this functionality, have a look at the graph below:

Let's assume that you have Data Set A and Data Set B and you want to assign a course to Unit Managers that belong to both Unit A and B.

To do so, set the first rule for the Data Set A. Data Set A will include the user with the job "Unit Manager" that is associated with the above unit "California" or the unit "Store A".

Select the job from the drop-down menu, the above unit and unit.

Select Add Rule.

Once you select to Add Rule, a new panel will be created, where you'll need to insert the rule for the second data set (Data Set B) and then set the combination criteria.

For the second rule, we will select the users with job "Unit Manager" for the Data Set B that are associated with the unit "Store B".

Click on the arrow symbol of the second rule and insert all necessary details; the job and unit.

In the Rule composition editor panel, insert how the rules have to be combined.

In the example, we have the user with the job "Unit Manager" that is assigned to both units "Store A" and "Store B".

To do that, you need to write in the editor "1 AND 2".

Each number refers to the number of the rule. So 1 refers to the first rule (Data Set A) and 2 refers to the second rule (Data Set B).

Click on Calculate to see how many users match the criteria.

CheckAutomated Assignment Ruleto make this assignment into a rule for future hires.

3. Assign a course to three sets of people

You can add up to three rules following the same process. You can click the "Add Rule" button to create a third rule.

In the Rule Composition editor panel add "1 AND 2 AND 3".

This rule will calculate the users that belong to all three rules (Data Sets A, B and C) at the same time.

4. Assign a course to three sets of people, when the third set is independent.

You can also assign a course to three sets when the third set isn't connected with the other two.

Example: You need to assign a course to Unit Managers that belong to Data Set A and Data Set B, and all Sales Managers of Data Set C.

You can create a third rule for Data Set C, for the users with job "Sales Manager" that are associated with above unit(s) and/or unit(s). One the third rule is created, you can write in the Rule composition editor the(1 AND 2) OR 3. This means that the assignment will be applied to all users that are in both Data Set A and Data Set B (rules 1 and 2) and to those that are also in the Data Set C (rule 3) without required to be in the first two Data Sets.

CheckAutomated Assignment Ruleto make this assignment into a rule for future hires.

Possible connections to the Rule Composition Editor are listed below:

1 OR 2: This assigns the course/curricula to all users that are either in rule 1 or 2.

1 AND 2: This assigns the course/curricula to all users that are in both rules 1 and 2.

1 AND 2 AND 3: This assigns the course/curricula to all users that are in all rules 1, 2 and 3.

1 OR 2 OR 3:This assigns the course/curricula to all users that are either in rule 1, 2 or 3.

(1 AND 2) OR 3: This assigns the course/curricula to all users that are in both rules 1 and 2 or in rule 3.

(1 AND 2) OR (1 AND 3): This assigns the course/curricula to all users that are in both rules 1 and 2 or in both rules 1 and 3.

(1 AND 2) AND (2 AND 3): This assigns the course/curricula to all users that are in both rules 1 and 2 and in both rules 2 and 3.

(1 AND 2) AND (2 OR 3): This assigns the course/curricula to all users that are in both rules 1 and 2 and either in 2 or 3.

* The connections can contain up to three sets of rules. Rules included in parentheses are considered as one set of rules and prioritized over the ones outside the parentheses.

* The AND operator has priority when calculated over the OR calculator.

You have the option to show an Introduction video to your academy admins and/ or members. If you want to set your own video as an Into Video, first of all, you have to add it to your Content Library!

Once added, select Content from your upper navigation menu, find the desired video, click onMore and hitSet as intro video.

Once the video has been set, it's title will bedisplayed at the Advanced Academy Settings page under the Members Intro Video section along with a remove icon, in case you want to remove it.

To keep track of training that takes place outside Schoox, you need to set your credits as "uploadable" and allow users to claim that they have acquired certain credits outside Schoox.

1. Setting up your credits as uploadable

To set up your credits as uploadable, navigate to your Admin panel and select Credits > Create Types from the left side menu.

Choose the type of credit you prefer to edit. Under Uploadable, select Yes.

2. Create Rules

After creating the types, selectCreate Rulesfrom the same panel. Select the Type, the related job and specify the number of needed credits. If you want to add a rule for optional credits, just select No in the Required Creditsfield. You can also select the courses' category, which implies that credits will be acquired only from courses that belong in this particular category. Click on Add New Ruleto finish.

Please note that you have the option to recalculate the credits for employees that had completed their training prior to the rule set up. Simply click on the button Recalc. However, the credits and completions that will show up in the Credits Dashboard, will be only those that occurred in the defined time frame.

Note: When you select Recalc, no credits will be acquired if there aren't any course completions within the specific time frame you've defined.

What the end user sees

Employees and trainees can claim that they have acquired certain credits (from the existing academy credit types) fromexternal training in their personal portfolio.To do so, they need to nagivate to theCreditstab of theePortfolio(Me > ePortfolio).

The process is quite simple and requires from the user to:

1.Addthe number of credits, by selecting thetypeof credit from the dropdown list

2. Insert thenumberof credits in the "Credits" field.

3. Insert thedateof certification/training.

4. Provide thename of training

5. Uploada document of certification by selecting the "Upload" button. (optionally).

6.Save

The approval process

Once the user provides all the necessary information, you need to approve or decline these credits.

Select Credits>Pending Requests>Accept or Decline

You can always revoke these credits from the user.

*Please note that Revoke is not available when you Decline the credits.

These credits will appear in the Credits Dashboard.

You have the option to create coupons for the priced courses of your academy, provide them to selected employees and allow them to enroll themselves for free or at a discounted price.

In order to create a new coupon, go to the Course panel of the priced Course in question and select the Sales tab and click on the Coupons option.

You can start filling in all of the necessary information for your coupon such as:

Coupon price

Valid until: the date until which users will be able to redeem your coupon. This is an optional field.

Select your recipients: You have the option to select either specific individuals or academies. You have the option to create a public coupon as well.

Add the maximum quota

Add a custom coupon code, if you want to. Otherwise, a unique coupon code will be automatically created.

Click on the Create Coupon button once finished. Once the coupon code has been created you can check the Coupon History at the bottom of the page. In this way, you will be able to check how many users have redeemed the coupon code that you created and which is the status of your coupon (e.g. Active, Cancelled, Completed, etc.)

When a new employee starts working, assign training and managing the workflow can be a difficult thing to do. Onboarding module in Schoox allows administrators to design the training schedule for all new employees as well as for employees that changed jobs in the company.

Onboarding allows administrators to design and execute the training process as well as monitor the employees progress. Moreover, users with managerial jobs with Reporting permission enabled have now access to the Onboarding Dashboard in order to be able to track the progress of the users under their org structure.

The first thing that is required to do is create a new onboarding profile. To do so, you, as an Admin of the academy, must go to the Admin panel by clicking on the Admin tab on the top menu.

Then select the Onboardings tab from the left panel and click on the Onboarding Profiles sub tab.

Monitoring the Onboarding process

In the new page you can start building the new onboarding profile or check for any existing profiles.

Create Onboarding Profile

In order to create a new onboarding profile, the Admin needs to select the job, the above units and the units that the new onboarding profile should be applied to, when executed.

1. First, click the Select button and a popup window will appear allowing to select the job, the above units and the units.

2. Enter the Profile Name

3. Select the time unit. It can be either days or weeks.

4. Set the duration. If you have chosen days as a time unit and the duration is 5 this means that the employees will receive a training plan for 5 days where you will be able to set training per day. If the time units are weeks then a duration of 5 will imply that the training will last for 5 weeks and training can be set per week.

5. Select whether the onboarding profile will be applied to new hires or to employees that have a job change. You can set the hiring date so that the profile will be applied to the new hires after the selected date.

Please note:

- You can define for how long (in days) an employee is considered as new hire through the advanced settings of your academy.

- You have the option to set up an Onboarding plan withfuture dates (e.g. Employees hired from 01/01/2022). However, these plans will be always off until the hiring date comes.

6. Click on the Create button to have the new profile created.

Manage the Onboarding Profile

Once the new profile is created it will appear in the list of all onboarding profiles. It is inactive as the admin needs to activate it once the training is scheduled in the profile. The following image presents what the new profile looks like in the list.

The Admin can click on the:

Open button to start creating the training plan

Edit button to edit the profiles parameters

Delete button to delete the profile

On/Offswitch to activate or deactivate the profile

Clicking the Open button will expand the days or weeks to set training for each one. It depends on the time units set and the duration you entered while creating the profile.

The profile in this example has a duration of 7 days, so once clicking the Open button the Plan will expand starting on Day 1 till Day 8.

The admin can click on the + sign under each Day Number to select the training that will be set for this day. So, if the admin clicks the + sign under Day 1, 4 different options will be presented.

1. Add Course

Clicking the Add Course option will allow the admin to set the duration for the course training and then select the course. The courses can be filtered based on Jobs or Skills as long as the correlation has been set in the Skill Management Module.

Once a course is selected, a Save button will appear and the admin will be able to add the course in the day selected.

A new line will be created under the Days plan with the new course and its duration. The admin will be able to modify the course by clicking on the icon as presented below:

2. Add Curriculum

Clicking the Add Curriculum option will allow the admin to set the duration for the curriculum training and then select the Curriculum. Once a curriculum is selected, a Save button will appear and the admin will be able to add the Curriculum in the day selected.

A new line will be created under the Days plan with the new Curriculum and its duration. The admin will be able to modify the Curriculum by clicking on the icon as presented below:

3. Add Message

Clicking the Add Message option will allow the admin to set a message that will be delivered via email to the employee. The admin is able to set the day (or week) that the message will be sent, the body of the message and who will be the sender of the email.

Please note:

The "Sender" dropdown list is populated with the role of the Admin as well as the roles of the Managers that:- are directly associated with the users included in the onboarding profile and- have the Send Announcement permission enabled

4. Add Assessment

Clicking the Add Assessment option will allow the admin to set the skills that need to be assessed the day (or week) selected. The admin will select the skills (it is required to have the skills created in the Skills Management Module) to be assessed and then select the assessor. The Heads of the Above Units that have permission to Assess Employees Performance will be presented in the list. When the onboarding criteria are met the user will have to be assessed on the given day on the skillset that is set in the onboarding profile.

Once the Training plan for the onboarding profile has been designed, the admin can activate the profile. All current employees that need to be assigned with the training will be included in the profile.

Read also:

In SchooX there are two ways to add users to your Corporate Academy. You can either add them manually one by one, or add several at a time by uploading a spreadsheet containing all the necessary information.

To add new users, click your academys Admin tab; then under Members on the left, click Add or Invite Members; then the Add Users sub-tab.

Add Users Manually

To manually add employees or customers one by one, please follow the instructions below:

Click Add Row to create a new record and start to fill in the user's fields.

Email is optional (but, as you'll see later, highly recommended), and the password for each individual is automatically generated. Then assign them to the appropriate above units, units, jobs, and academy permissions.

ClickCopy Row, after checking the respective box,if you wish to add the same employee with a different Unit and/or another Job. When added into Schoox, the rows will then be merged into one.

Click Delete Row If you need to delete a row andClear All if you want to deleteall the workyou'vedone up to that point.

Schoox will automatically warn you about any errors by turning a row red and displaying an error code in the error column. Hovering over the error code will reveal what the error means. You can click the Clear all errors option if you wish to erase the records that seem to experience one or more of the issues mentioned below.Error Messages:

201: Already a member of the Academy - This user is already a member of this Academy

210: Email or Username is required - Email or Username is required

211: Firstname and Lastname is required - Firstname and Lastname are both required

510: Unknown Type Name - Above Unit or Unit does not exist

610: Unknown Job - Job does not exist

611: An Above Unit or Unit is required - Above Unit or Unit is required

911: Invalid email - Invalid email

When finished, click Submitto bring them into your academy.

Upload Multiple Users

To upload multiple users at once, please follow the instructions below:

Click Download Template to download the sample spreadsheet. You can use this as a template to fill in the user's data.

Input all users' info into the file. Please Note: each row corresponds to a user record. After finishing, save the file to your computer.

Click Upload Fileand select the file you have just saved. Click Upload to start the uploading process.

When this file is loaded, your employees' data will be populated on the page.

Correct any errors you might get and add or delete rows if necessary.Schoox will automatically warn you of any errors by turning a row red and displaying an error code in the error column. Hovering over the error code will reveal what it means.

Click Submitto start the process.

Individuals added will automatically receive an email from Schoox with their password.

Notes:

If you try to add a user who is already a member of your academy(based on the user's e-mail), the respective row will be highlighted and you will receive an error message.

If you try to add a user who already exists in Schoox(based on the user's e-mail), the users details will be automatically corrected. Details such as the users e-mail and namecan'tbe edited with the Add Users tool. You can only add information related to your academy, such as the users job, above unit, etc.

You can also add a user in multiple units or different job roles by creating multiple copied records of the same user; in such a case only the user information (name, email, etc.) from the first record will be taken into account. All other academy information, such as jobs and units from other records, will be merged.

Youcan'tupload an excel file if your page already contains one or more user records

If a password already exists, the corresponding field will be marked as "Already Set" which means youcan'tchange it.

You can import up to 200 records at a time.

Ifthe same name is used for multiple Above Units, you can identify which is the correct one, by checking the relevant Above Unit Type. If you need to add a user via an excel file, just make sure that you have added the Above Unit Type next to your Above Unit's name. As an example, if you have:

- Above Unit "A" of type "X" and- Above Unit "A" of type "Z"

the relevant fields in the template should be:A-X andA-Z

Feel free to contact [email protected], in case you experience any issue or need additional information on this process.

A block, under the name Promoted Courses, can be added to the academys home page for every user.Up to 4 courses (that have been marked as promoted) can be shown on every users home page. In order to add the "Promoted Courses" block, please check the following how-to article and follow the instructions: How to configure the Home page of my academy?

As soon as the block has been added you can choose which courses should be listed as promoted courses. From the admin panel select Online Training and then Course Listings. All courses will be displayed and you can select the ones you want to be promoted. Please bear in mind that Private courses even if selected as promoted do not populate at the promoted courses block. Courses need to be public.

Up to four courses can be shown on every users home page. For a course to populate as a promoted course at a users home page, the user should not be already enrolled in the course.

Please note: Course category visibility rules outweigh promoted courses setup. For example,a course set as promoted course, part of a categorynot visibleto all employees, won't populate at the promoted courses blockfor an employee.

On the Job Trainings in Schoox, have three types of tasks. Tasks that can be simply checked off when complete, tasks that require some sort of homework from the employee and open questions.

To complete your tasks, navigate to your course panel, and select the appropriate step. In the panel that opens, click on the title of your On the Job Training.

To complete tasks thatdon'trequire any verification from you, simply check off the field under theSigned off by trainee list.The date will automatically be recorded.

To complete a task that requires aHome Assignment,you have to provide some sort of verification to your trainer. This assignment could be a report or even a test, and most likely was given to you by your instructor. After completing your assignment based on your manager's instructions, you have to upload it to Schoox.You can upload different types of files (for example, .ppt, .doc, .xls, etc). To do so, click on theUpload Home Assignmentin the relevant task.

To complete an Open Question task, click on the Answer Questionand submit your answer.

Your manager/admin can then rate your performance, upload a revised home assignment and add any needed comments.

Please note:

After your assessment, you have no more the option to change your answer (open question-task) or update your home assignment (home assignment-task)

When it comes to home assignments, you have the option to sign off your task even if you have not uploaded a file.

In Schoox, users with Admin rights or Group creators with the Assign Training permission enabled, can assign curricula to an academy group.

Start the assignment by clicking onAdminfrom the upper navigation bar and then Assign Training, under theOnline Training tab on your panel. Go to the Curricula tab andselect the curriculum that you want to assign (you can find the curriculum easier using the relevant search field).

After the desired curriculum is selected, it is time for the academy group selection, through the Group assignment option.

To assign a group to this curriculum, simply click the Plus symbol next to the group name in the left-hand column. The name of the group will then appear in the right-handSelectedcolumn.To remove a group from the list, click the Minus symbol.

Please note: An Admin can select any of the existing academy groups while a manager has the right to select only the groups that he has created.

Moreover, Schoox automatically excludes from the To assign list, some individuals based on the following:

If anAdmin assigns a curriculum to a group that he is also a member of, he will beexcludedfrom the To assign list.

If a Group Creatorassigns a curriculum to a group, the system excludes automatically the individuals that this Group Creator has no permission to assign to.

If an individual - member of a group is already enrolled in the selected curriculum, he will not be included in the To assign list.

After selecting the desired groups, you can give them a due date by typing in the number of days they have to complete the curriculum, in the Due Date field.Type in a personalized message to them, if you'd like, and click Assign when finished.

Each of the members of the group will then receive a notification in Schoox, and an email if they've set up that functionality.

If you are an Admin, Course Creator/ Instructor you have the option to export a list of exam questions for a specific exam. To do so, go to theExam panel and click on the Edit Questions option.

Click on the excel icon as shown in the following image and you will receive a report containing the following fields:

Question Id

Question Title/Description

Question Type (e.g. Multiple Choice, Fill in Blanks, etc.)

Creating Exams

Types of Exam Questions

To create an Exam, navigate to the course's Course Panel, and click Create new Exam in the administration panel.

How to export a list of the questions of an exam?

1. Getting Started

On the Edit Exam Info page, fill in the exams basic info, like exam title, description, the type of exam, passing score, instructions etc.

Some settings explained:

Type of Exam: Decide whether you want the exam to be a Try & Learn exam (considered more of a quiz) or a Certificationexam. Certification exams are meant to inhibit cheating. You determine how many questions are randomly selected from a larger group of questions. For example, you can have an exam made up of 10 random questions, even thoughyou'vecreated 25 questions in total for the exam. Each time a learner takes the exam he or she will be given a random set of questions from the complete library of questions created for the exam.

Show Score Realtime:If you have this marked as "Yes", learners will be able to see whether their answer was correct or not immediately after they answer a question.

Order of questions: You can decide whether you want questions to appear in either the order you edited them or randomly.Remember, Certification exams always present the questions randomly.

Students can skip Questions:If you have this marked as "Yes", learners will be able to skip a question, and come back at a later point while taking the exam.

Students can retake the exam: You can allow learners to retake the exam as many times as they want, or limit it up to 10 times.

Waiting Period: This setting is only important if learners are allowed to retake the exam. Decide here the amount of time the learner must wait before being able to take the exam again.

Exam has Time Limit: Here you can decide if and what the time limit will be for the learners to complete the exam. (We strongly suggest giving a time limit of some sort.)

Score after submitting the exam:You can allow learners to see their score after submitting the exam.

Answers visibility: If you have this marked as "Yes", learners will be able to see the answers only once, after submitting the exam.

Prequalification Exam:If you have this option marked as "Yes", when a user passes the exam all previous lecture steps become optional for course completion. If a course has multiple prequalification exams only lecture steps in between become optional.

2. Add / Edit questions

Click Save to be taken to the exam panel. From there you can add questions to your exam. Click Edit Questions.

To add a new question click on the type of question you want.Schoox exams can have following type of questions:

Multiple Choice

Multiple Answers

True / False

Fill in Blanks

Matching

3. Type of Questions

3.1 Multiple Choice

Type your question and the answers you want to be given as choices to the learner. Decide which is the correct answer, as well as the score the learner gets for answering correctly. You can also type in the feedback you would like the learners to see when reviewing the exam. The default page comes with three placeholders for three different choices but you can add as many as you want.

Please Note: You cannot give a negative or zero score for a correct answer. Neither can you give a positive score for a false answer.

You can also upload images or videos and associate them with a question or an answer. Just select the type of the file that you want to upload (image/video) and then click on the icon (e.g camera icon) next to the corresponding question or answer in order to choose your file.

(Please note:The image must have minimum resolution 186x190 px and maximum 1920x1280 px)

3.2 Multiple Answers

This type of question looks very similar to the Multiple Choice Answers but it's quite different. The differences are:

More than one answer can be correct

Learner can click on more than one answer

You MUST give points for both correct and incorrect answers. This means that the learner will get points for checking the correct answer, and also points for not checking the wrong answer. If you don't give points for the wrong answers, the learner could theoretically check all the answers (false and correct), and get the same amount of points for that question. There would be no difference between the learner who checks only the correct answers and the learner who checks everything.

3.3 True / False

This type of question is very similar to the Multiple Choice type but has only two choices for the learner.

3.4 Fill in blanks

Here you can give a text with blank fields that the learner has to fill in. Type in your question just as the exam taker should see it, with an underlined blank signifying where the answer should be supplied. Then, enter all qualifying answers in the space provided, surrounding them with a set of square brackets, and separating each with a vertical bar (usually found under the backspace key).

For example,

'Albert ______ invented the Theory of Relativity.' - with your answers as follows: [Einstein|Einstien]

If you want to accept more than one word as correct you can put all of the accepted words in brackets separated by the break line character ""|"" (not to confuse with the capital i) [word 1 | word 2 | word 3]

"[John|Jack|President] Kennedy was the 35th President of the United States"

3.5 Matching

Matching questions require the students to drag and drop the answers from the bottom of the page to correctly relate to the answers above. Type in the answers as they should appear when correct, and Schoox will automatically randomize them for the student.

4. Exam pools

You can create exam pools in order to be able to use your existing questions in other exams.The pool belongs to its owner and can contain questions that each one created within any academy. Non admin users can only view and add questions from their own pools or admin/training manager pools. They cannot see other users' pools. All admins of the academy can use these groups of questions in order to create new exams.

4.1 Create Exam Pool

While creating a new question you can click on Add to new pool (at the bottom right) and create a new pool. Give a name to your exam pool and click OK.You can also place your question to an existing pool by selecting the desired one instead of creating a new one.

4.2 Add questions to your exam from a pool

Instead of creating a new question for your exam you can click on the Exam Pool icon or navigate to the Question Pools from the Exam Panelin order to add an existing question to your exam. You can filter your existing questions by selecting the type of the question and the name of the pool. You can select the desired question and add it to your exam.

5. Publishing your Exam

When you are finished building your exam, click the big blue Make visible button to make your exam visible. It will then appear on the course card under the Exams section.

Read also:

After you purchase licenses for your members, you then need to assign specific courses to them. To do so, click Admin in the upper navigation bar. From the left-side menu select Online Trainingand then Assign Training.

Assign BizLibrary Courses to Employees

In the panel that opens select External Courses from the drop-down list on the top right corner.

How can I allocate BizLibrary licenses after my subscription?

Search for your preferred course, and select it. This will give you the option to assign the course either to specific employees (Individual Assignment)or to a group of employees based on their job and location (Advanced Assignment).

Read also: How Can I Assign Courses to Employees ?

Send Announcements

In order tosend announcements to individuals that are assigned a BizLibrary course, just search for the course in question in your course catalog and click on the Send Announcements option.

Search the recipients and select them by clicking on the + symbol.To complete your announcement, you can write a message in the space provided or clickUpload Attachmentto upload documents from your computer. Finally, clickAnnounce.

You can also prioritize the announcement by checkingtheHigh Prioritycheckbox right below the message. You need to choose the number of days before your announcement loses its high priority status and becomes a regular announcement.

High priority announcements are shown on the homepage of your academy in theHigh Priority Announcementssection of the page.

Unassign BizLibrary Courses

You can unassign courses at any time. This means that the course will still be accessible to the employee, but itwon'tbe labeled as a required one. To unassign a course, click Admin in the upper navigation bar. From the left side menu select Online Training, and then Unassign Training. In the panel that opens select External Courses from the drop-down list on the top right corner of the page. Search for the course, click its title, and then select the user you want to remove from the course.

You can unassign the course either from specific employees (Individual Unassignment), or from a group of employees based on their job and location (Advanced Unassignment).

Where Can Employees Find Their Training?

After the assignment, the employees need to enroll in the courses. Please note that in order to find their courses, employees will need to select Training from the upper navigation bar, and then My Training. The assigned courses will appear as required under the BizLibrary Training Academy label on the right-side panel.

BizLibrary Courses DashboardTo track users progress on BizLibrary Courses, click Admin in the upper navigation bar. Then from the left side menu, under Reporting, select Employees Dashboard. Choose the Employees, Courses, or Exams tab, depending on what you want to monitor. Filter your results by selecting an option from the External Courses drop-down list on the right.

Read also:

In order tosend announcements to individuals that are assigned an external course, just search for the course in question in your course catalog and click on the Send Announcements option.

Search the recipients and select them by clicking on the + symbol.To complete your announcement, you can write a message in the space provided or clickUpload Attachmentto upload documents from your computer. Finally, clickAnnounce.

You can also prioritize the announcement by checkingtheHigh Prioritycheckbox right below the message. You need to choose the number of days before your announcement loses its high priority status and becomes a regular announcement.

High priority announcements are shown on the homepage of your academy in theHigh Priority Announcementssection of the page.

You, as an Admin, can create organizational templates, that can be usedto facilitate advanced assignments. Your templates can include multiple Jobs and (Above) Units.Using templates, you will be able to assign courses/curricula to your employees much more easily and quickly.

In order to create a template, go to the Online Training tab of your Administration panel and click Organizational Templates.

Select Jobs and the relevant (Above) Units, type the name of your organizational template and click on the Save Organizational Template button.

Please note:You can create templates with criteria that match to more than one set. To do so, click on the Add More Organizational Templates option.

How Can I Set Auto Assignment Rules?

The next time that you will need to assign a course/curriculum to your employees, you (as well as the Managers with the Assign Training permission enabled) will have the option to use the organizational template that you created.

To do so, go to the Assign Training under Online Training, select the course/curriculum that you want to assign andclick on the Advanced assignment tab.

Select the desired template and either create an automated assignment rule or click directly to the Assign now button at the bottom of the page in order to Assign the course/curriculum to the users that currently match the criteria of the organizational template.

Read also:

By branding an Above Unit, you have the ability to differentiate that Above Unit using a custom logo, cover, certificate and/or name.

Navigate to your Admin tab in the upper navigation bar, and select Manage Hierarchy.

On the next page select Above Units.

How do I customize my academy's certificate?

Search for the desired above unit type, click on Decentralized Permissions and check theSet as brand option. To customize this above unit, select Add Above Units. Then, within the specific Brand, click Edit Brand.

Edit Brand

From the drop-down menu you can choose to give a logo or cover photo to this above unitand choose to hide or show the academys name.

You can customize your Brand's look to fit your own needs and preferences. Just click on the Skin Management button. The set of options you can adjust are thebackground menu color,font color,font hover color, andfont size.

Set your brand name, change your Brand's look and then click Save when finished.

These adjustments will be visible only to those who belong in this above unit.

Configure Certificate by Brand

Certificates are automatically awarded whenever a student successfully completes a course. As an academy Administrator, you are able tocreate custom certificates per Brand.

Please read also:

Do you want to allow your employees to be associated with multiple Above Units and/or Units? Or should they be associated only with one Above Unit/Unit? It's up to you! You, as an academy admin, have the option to define if the employees will be able to be associated with more than one (Above) Units!

To do so, hover overAdminfrom the upper navigation menu, click on theAcademy Settings option, go to theAdvanced Settings of your academy and searchfor theOrganizational Structure setting.

[email protected])

This setting allows you to associate users with multiple (Above) units.

If multiple (above) units associations is unchecked, then you (as well as any user with theAdd/ Remove Units permission enabled) will not have the option to add more than one (Above) Units to your academy members.

However, an extra option will be available in this case, which will allow you tomove users from one (Above) Unit to another. Moreover, you will be able to choose if you want to retain the job for this user or not.

Please note:If the employees were allowed to be associated with multiple (Above) Units up to now and you want to disable themultiple (Above) Units associations for your academy from now on, please contact us ( in order to clear the current multiple (Above) Unit associations (Users that have more than one (Above) Units tied to their account).

The admins of an academy are able to edit the messages included in the automated email notifications that users receive after an action was executed.

You, as an admin, can have a preview of the notifications, you can choose the notifications that you want to activate/deactivate for your academy and last but not least, you have the option to edit almost all of them.

To do so, just click on the Edit button, as presented below:

Email Notifications: Data Dictionary For All Mapped-Fields (Cases)

When the admin selects to edit a email notification, a popup window open with the message included in the email. This windows consists of the tools the admin can use to modify the email title as well as the message.

1. Title of the email notification.

2. Toolbar to use. The user can select variables to insert in the message.

3. Message to edit.

4. Select whether the email will be send as plain text with no graphics.

5. Select to restore the message to the default one.

6. Save the message

7. Close the window

Adding Variables in the message

Admins can add variables in order to have the value of the variable presented in the email when delivered. To do that they need to click on the "Add Variable" option on the toolbar.

The list of available variables for the select email notification will be presented. By clicking on a variable, it will be placed in the message.

Please read also: Email Notifications: Data Dictionary For All Mapped-Fields (Variables)

Adding Cases in the message

Admins can add cases as conditions to display or not a message or variable when the case is met. To that that they need to click on the "Add Variable" option on the toolbar and scroll down to reveal the available cases.

Each case has a starting point and an ending point. So when the admin selects to add a case in the message, it creates a line like "#INVALID_EMAILS_CASE_START#" and right below it adds a new line like "#INVALID_EMAILS_CASE_END#". The admin can enter any variables or wording between this 2 lines that needs to be included in the message if the case is met.

For example, if the admin wants to have all the emails that are invalid when importing new users included in the notification then the following should be inserted:

1. Add the Case: Check for invalid emails during import

2. In the message go right below the line "#INVALID_EMAILS_CASE_START#"

3. Write the text: The following email addresses were invalid and failed to receive an email:

4. Add the Variable: @INVALID_EMAILS@ before the line "#INVALID_EMAILS_CASE_END#"

That's it. The case is now added.

Please read also:

Adding Footer in the message

Admins can add footer at the end of a email notification. In order to do that, they need to Select the "Add Variable" option from the toolbar and scroll down to the Footer section.

Click on "Add Footer in Email". Two lines will be added. The first one will be "#FOOTER_START#" and right below the second one "#FOOTER_END#".The admin can enter any variables or wording between these two lines that needs to be included in the message as a footer.

You, as an Admin can configure the home page differently and independently for every category of users. The home page can consist of one or more gadgets that you can add and decide about the order they appear. Most gadgets come in two sizes which provides you more flexibility on how you can design the home page experience.

In order to customize your Home Page, select the Home tab from your upper navigation menu, click on the arrow next to your name and click on the Edit Homepage option.

You can now decide which of the available gadgets should be displayed on the homepage for:

Users with Admin and Management Permissions

For Users without Management Permissions

You have the option to add as many gadgets as you need! To do so, just click on the Add gadget button at the bottom of your screen.

Select one of the available gadgets and click Add.

The following gadgets are available for all users, regardless of their role and job:

Announcements:Users will be able to see the announcements that the Admin/Manager has sent.

Promoted Courses:Up to 4 courses (that have been marked as promoted) can be shown on every users home page. For a course to populate as a promoted course at a users home page, the user should not be already enrolled in the course.Please bear in mind that Private courses even if selected as promoted do not populate at the promoted courses gadget. Courses need to be public.Decentralized categories courses will be hidden from this page as well. Moreover,Course category visibility rules outweigh promoted courses setup. For example,a course set as promoted course, part of a categorynot visibleto all employees, won't populate at the promoted courses gadget for an employee. Last but not least, the promoted courses will not be displayed in this page if you are the course-instructor.

Suggested Courses:Up to 4 suggested courses can be shown on every users home page. Courses are suggested by default only based on permissions that have been set up (i.e. what roles have permission to access which course categories). This means that by default users are suggested the latest courses that have been published and are open for them to take. However, through your academy settings you can also choose if you want the system to suggest courses to end users based on more criteria like theirrole or skills.

Latest Content:Displaying the 4 last uploaded items.

Suggested Groups:Users can see which are the groups that they have the option to join.

Calendar:Once you have enabled this gadget, an extra menu will appear where you have the option to choose the color that you want to have for each one of the events, expiration dates, etc. that will be presented on the calendar of your academy. Moreover, you have the option to determine which should be thedefault first calendar day!

Polls

Quick Training Dashboard:Users can track their progress and see details about their training so far.

Recently Awarded certificates

Curricula In Progress:

Up to 3 curricula can be shown on every users home page, sorted based on the following rules (which can be defined by an Admin):

- Last Progress

- Time enrolled

- Time created

Course In Progress:

Up to 3 courses can be shown on every users home page, sorted based on the following rules (which can be defined by an Admin):

- Last Progress

- Time enrolled

New Messages

New Newsfeed Posts

Most Popular Content:Displaying the 3 most viewed items in the academy.

Favorite Content: Displaying to each user the item(s) that he/she has marked as favorite(s).

Recently Viewed Content:Displaying to each user the last 3 items that he/she accessed.

High Priority Announcements:High priority announcements are shown on the homepage of your academy in theHigh Priority Announcementssection of the page.

Additionally, you have an extra gadget available for Admins and users with Managerial jobs in order to allow them to track the progress of the employees under their org structure, at a glance.

By enabling the My Team's Quick Dashboard,Admins and users with Managerial jobs will be able to have a quick view of their employees, the Total hours they have spent, the average Completion rate and theCompliance Rate.

For each one of the gadgets, you have 3 different options/settings available:

You can change the sequence of the gadgets with a simple drag & drop(Please note that regular users can reorder the gadgets for their own homepage).

Decide whether you want the gadget to be visible on the mobile app or not.

Resize the gadget.

Once you have finished, click on the Save button at the bottom of the page and you' re done!

In case that you need to reset the order of the gadgets, just click on the Reset Homepage Order option on your Home page.

Schoox gives you a high degree of freedom on how to configure the sequence of all types of steps (e.g. lectures, exams, events, polls, OJT etc) from one single interface.

To dictate the sequence you want, find the needed course and click on theManage Course button, on the Course Card.

How Can I Edit Or Delete Lectures In A Course?

Once you have access to theCourse's Administration Panel, click on the "Steps Configurator"card.

The list of all the steps will appear. You can change the order of your course's steps with a simple drag & drop. Moreover, Schoox allows you todecide whetherthe sequence of the steps will be mandatory or not.

Apart from defining your steps sequence, steps configurator gives you the option to set up a specific number of days (relative to the users enrollment in the course) after which each step will be available.To do so, select Yes on the field that is related with the Scheduler and fill in the number of days in the relevant field (per step).

Note: You, as an Admin, have also the option to notify the enrolled users once a course step is available. To do so, just activate the relevant "Course step available by scheduler"Academy-notification.

Please note that visibility and other configuration options for every step have to be set up through the respective type page.

Read also:

Creating courses in Schoox is very easy.

1. Introduction: A few words about courses in Schoox

Courses can consist of as many lectures as you want. You can use video files, powerpoint presentations (ppt, pptx), documents (doc, docx, pdf) or even SCORM packages (SCORM 1.2). You can also use web content like YouTube, Vimeo or TED videos, slideshare presentations or any web page. For the most popular content sites like YouTube, Vimeo and Slideshare we keep full track of the learner's progress, and provide the instructor with analytic data about thebehaviorof the learner in the lecture. Terms of Use

2. Getting Started: Creating your Corporate Online Course

The easiest way to start creating an academy course is to click on the big Create Course button on your Academy'sMy Courses pageunderTraining.

Tip: You can find theCreate Coursebutton on all pages that have courses in Schoox (e.g. your personal course page, public course page, etc).When you click theCreate Coursebutton you will be driven toEdit Infothepage,where you then can give basic info about your course.

Through this page you have the option to do the following:

Define the Course-title and Description

Select the Academy Course category

Set a Certificate Expiration Period, if you want to

Add a Course Estimated duration in order to inform the users about the estimated time that they will spent for this course (this field will be displayed on the course's About page)

Award Certificate upon completion of the course: You can decide whether youwant a certificate to be awarded or not upon course completion

Reassign course before certification expires

Select if the Certificate expiration period is set upon the Enrollment or the Completion date.

(Please note that the Certificate expiration period counts always from the day of completion. However, when the expiration period at the date of enrollment is A months and before the user completes the course you edit it to B months you can choose from this setting what the certificate expiration period will be for this user. It can be either A (i.e. value at the enrollment date) or B -i.e. value at the completion date.)

Select if your Course will have a Discussion Board and/or if the Users will have the option to review and rate your course

Self-enrollment approval: You, as an admin/training manager/course-creator/instructor can setup target groups that need approval when they self-enroll to that course.(Read also: Self-Enrollment Approval )

Choose what should happen with the course progress if the course is a part of a curriculum and a user is obliged to retake this curriculum. Should the course progress remain unaffected?

If you are an Academy professional instructor, you can set a price for the course on this page. If not you can ask your Admin to give you this authority.

Tips:

If you have the authorization to create courses for an Academy, you will be given the option to decide about the ownership of the course.Once you have chosen the ownership and saved, this cannot be undone.The course will be connectedpermanentlywith your Academy.

When you connect a course with your Academy, the logo of the course will appear on the Course Card.

By activating the "Reassign course before certification expires" setting,a course with a Certificate Expiration Period can be reassigned a given number of days before the certificate's expiration date. Once the course is reassigned, the due date for the user will be set to the existing certificate expiration date. When users complete the course the previous certificate will automatically expire and a new one will be awarded.

3. Adding Content / Lectures

As soon as you click Save, the system creates your online course. You are then ready to both add content and invite people to enroll. See topic" How can I add lectures to a course ".

4. Publishing your Course

By default your course is in private and invite only mode. To make your course visible either to the entire community or to a certain group of people (the latter is only for Academy courses) you have to publish it by clicking the "Private" button.

Please Note:

Your course needs at least one visible lecture to be published.

If you choose to connect a course with an Academy, the Academy will become the owner of the course and reserves all the rights. If you leave the Academy for any reason the course will be disconnected from you as an instructor and will be assigned to another corporate member of this Academy.

If the corporate course is a paid course you will be able to track it's financials but Schoox shares revenue with the Academy and not with the creator of the course (for more info about this please visit our page).

Creating courses in Schoox is very easy.

1. Introduction: A few words about courses in Schoox

Courses can consist of as many lectures as you want. You can use video files, powerpoint presentations (ppt, pptx), documents (doc, docx, pdf) or even SCORM packages (SCORM 1.2). You can also use web content like YouTube, Vimeo or TED videos, slideshare presentations or any web page. For the most popular content sites like YouTube, Vimeo and Slideshare we keep full track of the learner's progress, and provide the instructor with analytic data about the behavior of the learner in the lecture. Terms of Use

2. Getting Started: Creating your Online Course

The easiest way to start creating an academy course is to click on the big Create Course button on your Academy's My Courses page under Training tab.

Tip: You can find the Create Course button on all pages that have courses in Schoox (e.g. your personal course page, public course page etc). When you click the Create Course button you will be driven to Edit Info the page, where you then can give basic info about your course.

Through this page you have the option to do the following:

Define the Course-title and Description

Select the Academy Course category

Set a Certificate Expiration Period, if you want to

Add a Course Estimated duration in order to inform the users about the estimated time that they will spent for this course (this field will be displayed on the course's About page)

Award Certificate upon completion of the course: You can decide whether youwant a certificate to be awarded or not upon course completion

Reassign course before certification expires

Select if the Certificate expiration period is set upon the Enrollment or the Completion date.

(Please note that the Certificate expiration period counts always from the day of completion. However, when the expiration period at the date of enrollment is A months and before the user completes the course you edit it to B months you can choose from this setting what the certificate expiration period will be for this user. It can be either A (i.e. value at the enrollment date) or B -i.e. value at the completion date.)

Select if your Course will have a Discussion Board and/or if the Users will have the option to review and rate your course

Self-enrollment approval: You, as an admin/training manager/course-creator/instructor can setup target groups that need approval when they self-enroll to that course. (Read also: Self-Enrollment Approval )

Choose what should happen with the course progress if the course is a part of a curriculum and a user is obliged to retake this curriculum. Should the course progress remain unaffected?

If you are an Academy professional instructor, you can set a price for the course on this page. If not you can ask your Admin to give you this authority.

Tips:

If you have the authorization to create courses for an Academy, you will be given the option to decide about the ownership of the course. Once you have chosen the ownership and saved, this cannot be undone. The course will be connected permanently with your Academy.

When you connect a course with your Academy, the logo of the course will appear on the Course Card.

By activating the "Reassign course before certification expires" setting,a course with a Certificate Expiration Period can be reassigned a given number of days before the certificate's expiration date. Once the course is reassigned, the due date for the user will be set to the existing certificate expiration date. When users complete the course the previous certificate will automatically expire and a new one will be awarded.

3. Adding Content / Lectures

As soon as you click Save, the system creates your online course. You are then ready to both add content and invite people to enroll. See topic " How can I add lectures to a Course ".

4. Publishing your Course

By default your course is in private and invite only mode. To make your course visible either to the entire community or to a certain group of people (the latter is only for Academy courses) you have to publish it by clicking the Private button.

Please Note:

Your course needs at least one visible lecture to be published.

If you choose to connect a course with an Academy, the Academy will become the owner of the course and reserves all the rights. If you leave the Academy for any reason the course will be disconnected from you as an instructor and will be assigned to another member of this Academy.

If the course is a paid course you will be able to track it's financials but Schoox shares revenue with the Academy and not with the creator of the course (for more info about this please visit our page).

Creating courses in Schoox is very easy.

1. Introduction: A few words about courses in Schoox

Courses can consist of as many lectures as you want. You can use video files, powerpoint presentations (ppt, pptx), documents (doc, docx, pdf) or even SCORM packages (SCORM 1.2). You can also use web content like YouTube, Vimeo or TED videos, slideshare presentations or any web page. For the most popular content sites like YouTube, Vimeo and Slideshare we keep full track of the learner's progress, and provide the instructor with analytic data about the behavior of the learner in the lecture. Terms of Use

2. Getting Started: Creating your Corporate Online Course

The easiest way to start creating an academy course is to click on the big "Create Course" button on your Academy's My Courses page under Training.

Tip: You can find the Create Course button on all pages that have courses in Schoox (e.g. your personal course page, public course page etc). When you click the Create Course button you will be driven to Edit Info the page, where you then can give basic info about your course.

Through this page you have the option to do the following:

Define the Course-title and Description

Select the Academy Course category

Set a Certificate Expiration Period, if you want to

Add a Course Estimated duration in order to inform the users about the estimated time that they will spent for this course (this field will be displayed on the course's About page)

Award Certificate upon completion of the course: You can decide whether youwant a certificate to be awarded or not upon course completion

Reassign course before certification expires

Select if the Certificate expiration period is set upon the Enrollment or the Completion date.

(Please note that the Certificate expiration period counts always from the day of completion. However, when the expiration period at the date of enrollment is A months and before the user completes the course you edit it to B months you can choose from this setting what the certificate expiration period will be for this user. It can be either A (i.e. value at the enrollment date) or B -i.e. value at the completion date.)

Select if your Course will have a Discussion Board and/or if the Users will have the option to review and rate your course

Self-enrollment approval: You, as an admin/training manager/course-creator/instructor can setup target groups that need approval when they self-enroll to that course. (Read also: Self-Enrollment Approval )

Choose what should happen with the course progress if the course is a part of a curriculum and a user is obliged to retake this curriculum. Should the course progress remain unaffected?

If you are an Academy professional instructor, you can set a price for the course on this page. If not you can ask your Admin to give you this authority.

Tips:

If you have the authorization to create courses for an Academy, you will be given the option to decide about the ownership of the course. Once you have chosen the ownership and saved, this cannot be undone. The course will be connected permanently with your Academy.

When you connect a course with your Academy, the logo of the course will appear on the Course Card.

By activating the "Reassign course before certification expires" setting,a course with a Certificate Expiration Period can be reassigned a given number of days before the certificate's expiration date. Once the course is reassigned, the due date for the user will be set to the existing certificate expiration date. When users complete the course the previous certificate will automatically expire and a new one will be awarded.

3. Adding Content / Lectures

As soon as you click Save, the system creates your online course. You are then ready to both add content and invite people to enroll. See topic " How to add lectures to a Course ".

4. Publishing your Course

By default your course is in private and invite only mode. To make your course visible either to the entire community or to a certain group of people (the latter is only for Academy courses) you have to publish it by clicking the "Private" button.

Please Note:

Your course needs at least one visible lecture to be published.

If you choose to connect a course with an Academy, the Academy will become the owner of the course and reserves all the rights. If you leave the Academy for any reason the course will be disconnected from you as an instructor and will be assigned to another corporate member of this Academy.

If the corporate course is a paid course you will be able to track it's financials but Schoox shares revenue with the Academy and not with the creator of the course (for more info about this please visit our page).

Schoox gives you the option to create automated registration rules for groupsbased on specific organizational criteria. Once you create an automatedregistration rule all users that match the criteria that you set, will be automatically registered in the group!

Admins and users with the Create Group permission enabled, can create automated registration rules by accessing the Group Administration panel.

To do so, click on the Groups tab from your upper navigation menu and hit Manage Group.

Once you have access to the administration panel, select Register Members and click on the Advanced Registration option. You can register a group of members based on ther job and location. Moreover, you can create a registration rule to registerfuture hires automatically.

UnderAdvanced Registration, select the specific job to which this registration is associated.Then, select both the desiredAbove UnitsandUnitsin their respective columns, filtering using the drop-down menus, if needed.The number of individuals affected will appear below.

You have the choice of either register this group of members this one time, and/or setting up a rule that will automatically register members under these parameters in the future.

To create a rule, just checkAutomated Registration Ruleto keep make this registration into a rule for future hires.CheckOnly new hiresif you want this rule to be applied only to future hires. Add a name for your rule and click (Register Users and) Set Rule once finished!

In Schoox you can connect your Academy, or personal profile with your WebEx account in order to create Live Session events.

Connect Webex with your Academy

You can have one Webex account being used for all Live Sessions of your Academy.

To turn on the integration for your Academy, simply navigate to your Academy Settings, by selecting the Admin tab from the upper navigation menu. Under Academy Settings, select Advanced Settings. In the list that appears, click on Integration with Cisco - Webex.

How do I create an In-Class Training or Live Session Event

Fill in the form with your Webex account details, and then Save.

* The capacity field plays an important role in the number of attendees allowed for your Live Sessions.

After turning on the integration of your Webex account, you can continue with the creation of your Live Session events by selecting Training from the upper navigation bar, and then Events.

Read also:?

Connect Webex with your personal profile

Your Live Sessions don't have to be held solely on one Webex account.

Webex accounts can be connected with personal Schoox profiles. Thus, managers can use their own personal Webex accounts to organize Live Sessions in your Academy.

To do so, select Me and then My Settings from the upper navigation menu.

From the left side menu under Integrations, select Cisco - Webex. Fill in all the necessary details, and click on Save.

Whats next?

You need to make sure you initiate the sync process with your Webex account.

To initiate the sync process, navigate to your Admin tab, and under Live Sessions select Manage Events. Under Status, you can see whether you have synced an event or should sync an upcoming one.

The sync process is available to start at any time and up to 15 minutes after the start of the event. Simply click on the green Initiate eventbutton and select the account that you want to use for this Live Session.

(Please note that you have the option to cancel the initiation of an event that was done in error.)

*The account that is linked to your personal profile is indicated as Personal Account, whereas the account linked to your Academy as Academy Account.

Please note that you need to have at least one registrant to start the event.

When its time to start the event, select Start Event to get redirected to your Webex account where you'll need to insert the meeting id.

Important notes:

Only users that have registered in Schoox with their emails can participate in Live Sessions. Users with usernames can't register in Live Sessions.

Live Sessions can only be one-day events.

In Schoox you can connect your Academy or personal profile with your Zoom account in order to create Live Session events.

Connect your Zoom account with your Academy

You can have one Zoom account being used for all Live Sessions of your Academy.

Simply navigate to yourAcademy Settings, by selecting theAdmintab from the upper navigation menu. UnderAcademy Settings, selectAdvanced Settings. In the list that appears click onIntegration with Zoom.

* Please note that both Zoom meetings and Zoom webinars accounts are compatible.

How do I create an In Class Training or Live Session Event

Select the type of your Zoom account, click on theConnectbutton and enter your credentials in the panel that opens.

* Please note that if it is the first time that your account is connected with schoox, you will need to allow schoox to access your zoom account.

You can now fill in the capacity data. If you have an up to 25 users Zoom account, for example, youwon'tbe able to invite more than 25 users to your event.

After the integration of the accounts you can continue with the creation of your Live Session events by selectingTrainingfrom the upper navigation bar, and thenEvents.

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Connect your Zoom account with your personal profile

Your Live Sessions don't have to be held solely on one Zoom account.

Zoom accounts can be connected with personal Schoox profiles. Thus, managers can use their own personal Zoom accounts to organize Live Sessions in your Academy.

To do so, selectMeand thenMy Settingsfrom the upper navigation menu.

From the left side menu underIntegrations, select Zoom meeting or Zoom webinar.

Fill in all the necessary details (capacity), and click onConnect.

Your zoom account is now successfully connected with your personal schoox account.

Whats next?

After creating your Live Session, you need to initiate your event with your Zoom account.To do so,navigate to yourAdmintab, and underLive SessionsselectManage Events.

UnderStatus, you can see your upcoming events.When its time to initiate the event, click on theInitiate event button and select the account that you want to use for your event.

(Please note that you have the option to cancel the initiation of an event that was done in error.)

You are now ready to Start your event! Just click on the relevant button and youwill beredirected to your Zoom account.

Please also note:

Only users that have registered in Schoox with their emails can participate in Live Sessions. Users with usernames can't be registered in Live Sessions.

You can initiate an event at anytime and up to 15 minutes after the start of the event.

At least one registrant is needed in order to initiate and start the event.

Live Sessions can only be one-day events.

If the connected Zoom account is a sub-account (meaning that someone else set it up for you), you might need to contact the IT Admin (the person that set up your Zoom account) in order to provide you with all necessary (reporting) permissions.

In Schoox you can connect your Academy or personal profile with your GoToTraining account in order to create Live Session events.

Connect your GoToTraining account with your Academy

You can have one GoToTraining account being used for all Live Sessions of your Academy.

Simply navigate to your Academy Settings, by selecting the Admin tab from the upper navigation menu. Under Academy Settings, select Advanced Settings. In the list that appears click on Integration with LogMeIn - GoToTraining.

* Please note that other types of LogMeIn accounts, i.e GoToMeeting and GoToWebinar, aren't compatible.

Select the button Connect and enter your credentials in the panel that opens. You can also select the type of your LogMeIn - GoToTraining account. If you have an up to 25 users GoToTraining account, for example, youwon'tbe able to invite more than 25 users to your event.

How do I create an In Class Training or Live Session Event

After the integration of the accounts you can continue with the creation of your Live Session events by selecting Training from the upper navigation bar, and then Events.

Read also:?

Connect your GoToTraining account with your personal profile

Your Live Sessions don't have to be held solely on one GoToTraining account.

GoToTraining accounts can be connected with personal Schoox profiles. Thus, managers can use their own personal GoToTraining accounts to organize Live Sessions in your Academy.

To do so, select Me and then My Settings from the upper navigation menu.

From the left side menu under Integrations, select LogMein - GoToTraining. Fill in all the necessary details, and click onConnect.

Whats next?

After creating your Live Session, you need to initiate the sync process with your GoToTraining account. To initiate the sync process, navigate to your Admin tab, and under Live Sessions select Manage Events. Under Status, you can see whether you have synced or should sync an upcoming event.

The sync process is available to start at anytime and up to 15 minutes after the start of the event. Simply click on the green Initiate Eventbutton.

(Please note that you have the option to cancel the initiation of an event that was done in error.)

Please note that at least one registrant is needed in order to start the event.

When its time to start the event, select Start Event to get redirected to your GoToTraining account, or access the events link directly from your GoToTraining.

Important Notes:

Only users that have registered in Schoox with their emails can participate in Live Sessions. Users with usernames can't be registered in Live Sessions.

Live Sessions can only be one-day events.

Acourseis a set of lectures that can consist of any type of content (e.g. video, documents, presentations etc).

Acurriculumis a group of courses usually in a related topic. You can create a corporate curriculum if you want your employees to get a more comprehensive skill set on a topic.

Please note:

When you enroll in a Curriculum you will automatically get enrolled in all it's courses. When you attend a course that is part of a curriculum it updates automatically your progress bar on the curriculum's page. So, a curriculum is actually an aggregator for the courses it includes. Every time you go on the curriculum's page you can see details about your progress on all courses it includes and the total progress on the curriculum.

If you were assigned with a course through a curriculum assignment, onceyour Admin/ Training Manager/ Course Creator or Instructor removes it from thecurriculum, you will be automatically unassigned from this course. However, if this course was directly assigned to you or if you got this through another curriculum, you will continue to be enrolled.

If you want to update your training material for multiple courses you have the option to do so, from your Content Library.

Just click on Content from your upper navigation menu and find the training material that you want to update.

Click on the More option, hit Update file and upload the new training material that you want to.

Once you have updated the file, you can now select which are the Courses that need to be updated.

Click on the More option once again but now hit Update Course.

Check the Courses that you want to update with the new training material, click Update Course and you are finished!

Schoox provides you with powerful reporting within your academy, giving you the ability to track student progress in a number of ways. You are now able to receive reports automatically via email, based on the specific parameters you set up.

TheReport Builderfeature provides very detailed data about yourmembers' training performance and gives you the option not only to create your own reports but also schedule them to be sent to specific recipients on a daily/weekly/monthly basis.

To do so, click ontheAdmintab from the upper navigation bar and selectingReporting. From the left side menu selectReport Builder.

How to use the Report Builder?

Click on the Private Reports tab, hitCreate New Reportand choose the type of your report according to your needs. Set up theReport Options,select theFieldsthat you want to include and choose if you wanttoSchedule your Reportto be automatically delivered to you or others within the organization.

Please note that in order tocreate scheduled reports you haveto choose the organization filters first.

You can now set up the needed parameters, based to your needs!

Period: Definethe frequency that the report will be sent. You have the option to select if you want your report to be sent on a daily/weekly/monthly basis.

Note: In case of weekly/monthly reports, the desired day is also configurable.

Recipient: You have the option to create a scheduled report only for youor set an automated rule for a specific organizational entity to receive the report.

If you save the report for yourself (For me), once you Save it, it will be displayed under the Private Reportstab

Ifyou save the report for others within the academy, it will be included under theScheduled Report for others tab

Ending: Select whether the report should stop to be sent on a specific date or not.

Delta Options:

: You will receive a snapshot of all data without time limitation

Yes: You will receive a report with data that changed in the past period based on either the Completion date or the Enrollment date. It's up to you!

Time: The desired time that the report will be sent is also configurable.

Once you have filled in all of the necessary information you can complete the process and save your report. To do so, please follow the instructions below, depending on your report.

Scheduled Report - For you

Once you have set up your report, click on the greenClick here to preview dataarea and if you do not want to change anything, save your report by clicking the blueSave Reportbutton, on the top of the page.

Your report will be saved underthe Private Reportstab.

There are several actions available to you regarding the reports you have created:

Download - You will receive a snapshot of all data without time limitation.The report will be sent immediately (and before its scheduled time)

Edit

Copy

Delete

Create now- You will receive a report with data that changed in the past period based on the setup of your report. The report will be sent immediately (and before its scheduled time).

Scheduled Report - For others

Once you have set up your report, click on the greenClick here to preview dataarea and if you do not want to change anything, save your report by clicking the blueSave and Continuebutton, on the top of the page.

Once you have saved your report, you will need to select the recipients.You can either select recipients individually or use the choose selection criteria from the Advanced selection tab and limit the recipient list.

Choose Select(Individual selection) / Create Report Rule (Advanced selection) to save your recipients.

Your report will be saved underthe Scheduled Report for others tab. In this tab,users having created scheduled reports for others will be able to see the list of the created reports. This list will be also available to the selected recipients. Admins will be able to see all of the saved reports, that were scheduled for others.

There are several actions available to you regarding the reports you have created:

Download - You will receive a snapshot of all data without time limitation. The other recipients will not receive any report.

Edit

Copy

Add Recipients

Remove Recipients

Delete

Create now-You will receive a report with data that changed in the past period based on the setup of your report. The selected recipients will be also notified when the report is ready. The report will be sent immediately (and before its scheduled time).

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