Communications

Now you have your awesome Student Portal set up and branded, you want to make sure your students can get access to it easily. Below we'll show you a variety of communications you need to have setup to make ensure the best Student experience and reduce any admin time. But first, check out the video below to understand the login logic and flow:

Setup/Login Link

The best way to ensure your Students can get logged in is to set up an automated email to go out  anytime they register for one of your events. The link within the communications will:

• Direct them to the Password Setup page (If the student has not signed up to the Portal before and therefore)

or

• Direct them to the login page (If they have previously registered on the portal)

It is advised to use the merge field  LMS Setup URL from the Merge Field Picker as this can be turned into a Hyperlink to make the email nicer to read. 

Here's an example communication template:

Self-Registration

Your Student Portal can be configured to allow Contacts that already exist on your instance to create their own Student Portal account. Simply direct students to go to your Student Portal and have them enter their username (usually their email address). A password setup email will automatically be sent to the Contact. After the Contact has set their email, they may sign in to the Student Portal. Please contact Support to enable student self-registration for your Student Portal.

Password Reset

We all forget passwords so it essential you have a communication template set up so when a Student clicks "Forgot Password" it will send them the correct link. An administrator can also send this manually from a contact record. 

Directly from the Student Portal:

As an Administrator in the TMS:

In addition, a one-time code can be generated by an administrator which can be used by the Student to change their password. Contact Support if you would like this feature enabled on your instance.

To create the template, navigate to your Communication Templates and click on System.

You'll then see the grid below

 

Create your template, but be sure to use the LMS URL String merge field from the Merge Field Picker as this can be turned into a Hyperlink to make the email nicer to read. 

 

Navigation & Content

In this section we'll look at all the different sections in the Portal and show you how to update them.

Navigation Links

These links are generally setup by your Account Manager. There are 2 standard navigation links, My Courses and My Achievements. You can set up many different links that link to different portals, different websites, tutorials etc. In the example above, we have added a custom link to help Students navigate to our support documentation.

 

Images

You can set the Image for a Course on the Course Template level, however it is possible to override this on a per event basis.

Setting an Image on a Course Template:

 

 

Setting an Image on an Event:

Course Summaries

Course Summary (About) is a great place to put a little more information about the Course they are about to take.

This section is also set on the Course Template level. It is named LMS Summary. This is where you can edit this:

 

If you want to, you can add a secondary section to provide even more information on the Event level. To do this, edit your event and scroll to the LMS section:

and here's what it looks like in the Student Portal:

Resources

Student Portal Resources are links that you can apply to a Course which are then visible to your students in the Student Portal.

To apply these links and make them readable to the Student, check out the format in the image below. It is the required text, a pipe, then the URL:

 

Here's how it looks to the Student:

Content

Content Types

SCORM

We support SCORM 1.2 & 2004. For more information on authoring best practices see Administrate Student Portal eLearning SCORM Reporting

Video

We've partnered with Wistia to give you a great video playing experience. Here you can upload MP4 videos and the player will automatically track student progress and completion for you

Resource

Typically a PDF. This will launch inline with the Student's browser. If you are uploading things such as Word docs, Spreadsheets or Presentations, these will be downloadable by the student

MP3

It is possible to uplaod MP3 files as a Resource. Once a student clicks into it, it will state that it is downloaded once they have accessed.

 

DMS Folders

It’s very useful to have a logical file storage system in place in the Administrate TMS, particularly for eLearning content which is regularly updated. If this is done right, it will allow her and her team to quickly replace old SCORM files with new ones, and these replacements will carry through wherever the content is found within the event system. This means students will see the changes as soon as the file has been replaced, all the while eliminating tons of process time for all involved.

Adding them here will make them available to all team members, as well as ensuring they’re the single source of truth. This will greatly increase team efficiency and reduce errors that can occur when users are working with multiple duplicate files.

For more information on creating DMS folders click here

 

Student Navigation

We recommend launching your content in a new window to give you the best overall experience and the most accurate reporting.

When a student opens a price of content in a new window, they merely need to close the window down and it will report back to the LMS that the session has finished. It will then update the status based on how you have authored your content. For more information on authoring best practices see Administrate Student Portal eLearning SCORM Reporting

 

FAQ

Why is my SCORM content not working?

Best practice here would be to upload your content to SCORM Cloud to see if it launches correctly. If it does and you see no errors, please contact our support team

My SCORM is not reporting back the grades or the progress I expect

The first thing to ensure is that your content is launching in a new window. If you contnue to have issue having tried this, then please check out our Administrate Student Portal eLearning SCORM Reporting. If you still believe there to be a reporting problem or want some advice on authoring best practices, contact your Account Manager or our support team

When a student Clicks on the content, it just downloads instead of launching

Check on the Outline of the event if your content is set to Resource. Unless it is a PDF, a Resource will always download.