Administrator. RVP/AD User Guide 2/19/2017
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1 Administrator RVP/AD User Guide 2/19/2017
2 Admin RVP/AD Guide TABLE OF CONTENTS Overview... 2 Account Overview... 3 ChoiceU User Group Admin (UGA)/Instructor... 3 Signing in as a User Group Admin... 3 Retrieving your username or password... 4 Control Center Home tab... 5 User Section... 6 Searching for a User... 6 Account Status... 8 Profile - View... 9 Profile User Information (Edit)...10 Job Function Table...11 Profile Certificates...12 Profile - Login as a User...12 Reports Section Export User Data...13 Student Activity...17 Student Transcript...21 User Group Records...22 Saved Reports...26 News and Updates Add a New News Item...27 Edit a New News Item...29 Send Adding and Editing Templates...30 Distribution List...32 Sending the History...35 Support Information Choice University 1 Back to TOC
3 Admin RVP/AD Guide 2016 Choice Hotels International, Inc. All rights reserved. OVERVIEW ChoiceU.com offers multiple resources to administrators such as a User Directory, Content Reporting and Communication tools. This guide will demonstrate these tools and other features available to RVP/AD administrators. I. Account Overview Signing into your account, using Control Center Home. II. User Section User directory, add, edit and inactivating users. III. Reports Section Pull content records for brands and properties. IV. News and Updates Submitting news articles to properties. V. Send Use ChoiceU.com to send s to properties. Choice University 2 Back to TOC
4 Admin RVP/AD Guide ACCOUNT OVERVIEW CHOICEU USER GROUP ADMIN (UGA)/INSTRUCTOR What is a UGA? The User Group Admin account is exclusively for administrative purposes such as, managing users and reviewing content records. What is an Instructor? The Instructor account is used for taking online courses, to register for off-site classes, workshops, seminars and the ability to view and manage class and webinar rosters. SIGNING IN AS A USER GROUP ADMIN 1. Go to 2. At the initial ChoiceU Login screen, the RVP/AD must enter their Admin Username and Password. 3. Depending on your job function your username will begin RVP. or AD. and then your first initial and last name. Example: AD.JGunter 4. Click the Log In button to submit your information. 5. Once you have successfully logged in ChoiceU.com will open up with the Control Center tab open by default. Choice University 3 Back to TOC
5 Admin RVP/AD Guide RETRIEVING YOUR USERNAME OR PASSWORD 1. If you cannot remember your username or password you may retrieve them by clicking on the Forgot Password link 2. ChoiceU.com will allow you to rest our password by either your Username or Address. 3. Click the Reset button. Shortly after clicking the button you should receive an with your username and further instructions to rest your password. If your RVP/AD Admin is not a valid address then you will have to contact a ChoiceU Main Admin to reset your password. 4. Once you have logged into your account you can update your profile or preferences by clicking on the Preferences button. If a field is grayed out you must contact a ChoiceU Main Admin to make the edit. Choice University 4 Back to TOC
6 Admin RVP/AD Guide CONTROL CENTER HOME TAB The Control Center Home tab, displays a snapshot of your properties for example; total students, training hours, etc. Using the Filter by tools you can filter values by Brand, Property, or Job Function. To set up a filter click the Filter by dropdown and select any of the available options. We recommend Brand, Property or Job Function. Click the Where value equals dropdown. This dropdown will display any available values for the chosen filter. Click GO to run the filter. Choice University 5 Back to TOC
7 Admin RVP/AD Guide USER SECTION SEARCHING FOR A USER On the left-hand side of the screen you will find the Admin Navigation menu. From here you can access Users, Reports, Send , and News Items. First, we will review the User section. This tool allows Admins to search, view, edit and inactivate ChoiceU user profiles. To access the User section, you will click on the Users menu button. The User section offers numerous options for locating and filtering user accounts, such as. a. Username (User s unique identifier) b. Frist name c. Last name d. address e. Brand f. Property Code g. Job Function h. Operation Certified To choose a filtering option click on the Filter user where dropdown and select one of the available dropdown options. To modify the filter, you can choose one of the three options Starts with, Contains with, and Ends with. Choice University 6 Back to TOC
8 Admin RVP/AD Guide Type what you are searching for in the text field and click Go. If a user matches your search criteria they will appear in the user window. a. If your search criteria does not match user we recommend clearing your filters by clicking on the Clear Filter button and modify your filters or clicking on the Show Inactive button. The User section has 10 default columns. These columns can be sorted and turned off/on. a. Hover over the column title until it turns blue. b. Click on the Down arrow c. Select sort A to Z Ascending or Z to A Descending d. Select Columns to turn off/on (Last Login and Registration Date are defaulted off). Choice University 7 Back to TOC
9 Admin RVP/AD Guide ACCOUNT STATUS Under the Active column, you will see these status icons. a. Active ( ) students that have log onto ChoiceU.com within the last 365 days b. Idle ( ) students that have not log onto ChoiceU.com within the last 365 days c. Inactive ( ) students that have not logged onto ChoiceU.com within the last 546 days or no longer work at the property. Once a student is set to inactive they will no long have access to ChoiceU.com. 1. If a User is no longer with the property a ChoiceU Admins have the option to set User to Inactive. 2. Hover over the Status Icon 3. Click the icon until it changes to Red ( ). 4. Inactive users can be brought back to an Active status by a ChoiceU Admin. First, click on the Show Inactive button from the User toolbar. 5. Hover over the Status Icon 6. Click the icon until it changes to Yellow ( ). a. Note: If the user does not remember their password you can update it for them by editing the user (ref. Edit User). Choice University 8 Back to TOC
10 Admin RVP/AD Guide PROFILE - VIEW ChoiceU Admins have access to user profiles which displays user information, such as Name, , Property, Brand, and Certificates. ChoiceU Admins only have the permission to view accounts that match their User Group assignments, such as Property and or Brand. 1. To view a user profile double click on the account. 2. From the Edit User window you have access to the following tabs: a. User Information Basic information of the user b. User Change Log A snapshot view of the recent account updates for the past 2 weeks c. Certificates A list of all certificates earned by the user By clicking on the Show User Assignments button ChoiceU Admins can view the user s ChoiceU content and User Group assignments Choice University 9 Back to TOC
11 Admin RVP/AD Guide PROFILE USER INFORMATION (EDIT) Click User Information (this tab is default as open) From this window, you may edit their , First and Last Name, Password, Property Code, or Job Function. a. When editing the password field, it must be entered twice. b. If a text field is grayed out it cannot be edited, you must contact a ChoiceU Main Admin. Once you have made your edits, click Save Changes. Choice University 10 Back to TOC
12 Admin RVP/AD Guide JOB FUNCTION TABLE The following table describes each ChoiceU Job Function and their availability for each Brand. Job Function Brand Availability Description Bartender Catering Management Ascend, Cambria, Clarion & International Brands Ascend, Cambria, Clarion & International Brands Reserved for the Bartender at the property Reserved for the Catering Manager at the property Chef Food Service Employee Food Service Management Ascend, Cambria, Clarion & International Brands Ascend, Cambria, Clarion & International Brands Ascend, Cambria, Clarion & International Brands Reserved for the Chef at the property Reserved for Servers, Bus Boys and Dishwashers at the property Reserved for the Food and Beverage Managers at the property Breakfast Attendant All Brands expect for Ascend, Cambria, Clarion & International Brands Reserved for the Breakfast Attendant at the property Front Office Employee All Brands Reserved for Guest Service Agents and Night Auditors at the property Front Office Management All Brands Reserved for the Front Office Manager at the property Hotel Management All Brands Reserved for General Managers, Assistant GMs, Operation Manager, License Representative at the property Hotel Services All Brands Reserved for Bellman, Doorman, Driver, Valet at the property Housekeeping Management All Brands Reserved for the Housekeeping Manager, Executive Housekeeper at the property Housekeeping Employee All Brands Reserved for Housekeepers at the property Maintenance/Engineering All Brands Reserved for Maintenance workers, Engineers at the property Owner All Brands Reserved for the Owner at the property Sales All Brands Reserved for Sales managers and employees at the property Choice University 11 Back to TOC
13 Admin RVP/AD Guide PROFILE CERTIFICATES Click the Certificates tab to view the certificates the has earned on ChoiceU.com Click the Download link to view or print the certificate. PROFILE - LOGIN AS A USER AD/RVP admins can login as a user. This is a useful tool for answering a user s questions in regards to content assignments or reporting options. Note: This event will not count as a login for the user. Click the Login As This User button Once you click the button you will be logged in as the user. Choice University 12 Back to TOC
14 Admin RVP/AD Guide REPORTS SECTION ChoiceU Admins have access to a content record reporting. RVP/AD Admins have access to four reports. Export User Data Exports the list of users assigned to your User Group Student Activity Lifetime activity for a single student Student Transcript - Completed training records for a single student. User Group Records - Training records for students in a your User Group Saved Reports Report settings you have saved. Student records will not update until overnight; therefore, anything that a student does today will not show on a report until tomorrow. EXPORT USER DATA On the Admin Navigation bar click Reports. Click Export User Data The Report Options window will appear. None of the following options are required to make the report. Options just help you filter the information to see only what you want on the report. Choose a Format, Online (Web View) or Spreadsheet (Excel CSV). The Spreadsheet is recommended. Choice University 13 Back to TOC
15 Admin RVP/AD Guide The Export Data Report has the following default report columns. a. Username b. First and Last Name c. d. User Type e. Active (Account Status) f. Date Registered g. Last Login h. Last IP Address The Show Extra Fields window allows you to add report columns to your output file. The Active Users dropdown allows you to filter by Account Status; All Users, Active User Only, Inactive Users Only and Idle User Only. The Registration Date section allows you to filter students by their registration date. You can choose by a Date Type or a Date Range. Choice University 14 Back to TOC
16 Admin RVP/AD Guide The Last Login section allows you to filter students by their last login date. You can choose by a Date Type or a Date Range. The User Type the section allows you to include Students, Instructors, and/or User Group Admins. The Student checkbox should be selected by default. The Sort By dropdown allows you to sort the data by the report columns, such as Last Name, Property Code, Brand or Job Function. The Filter By and Filter Terms allow you to filter your data by a chosen filter, such as Brand, Property Code, or Job Function. Choice University 15 Back to TOC
17 Admin RVP/AD Guide Leave the Output Options (CSV) as is. If you over see multiple User Groups you must select the checkbox Include Child Usergroups. This setting will allow you to export data from multiple groups. Select your User Group(s) Click Create Report. The report will download to your computer. a. You can save your report settings by clicking Save Settings b. Enter a Title and Any Notes for the report, then click Save. c. You can access your saved reports under Saved Reports Choice University 16 Back to TOC
18 Admin RVP/AD Guide STUDENT ACTIVITY On the Admin Navigation bar click Reports. Click Student Activity The Report Options window will appear. None of the following options are required to make the report. Options just help you filter the information to see only what you want on the report. Choose a Format, Online (Web View), Spreadsheet (Excel CSV) or Document (PDF). The Document (PDF) is recommended. The Content Activity dropdown allows you to filter the student s records by Launched, Not Launched or Both. Launched is recommended. Choice University 17 Back to TOC
19 Admin RVP/AD Guide The Date Range section allows you to filter students by a selected Date Type, or Date Range. a. Date Type This option gives you a predetermined list of date ranges based on the current date. b. Date Range Allows you to select the date range for records. The Date Range applies to dropdown sets the type of dates the date range examines. If you don t select a date type, the filter looks at all dates on a record (i.e. completion, start, etc.). Pick the Completion type that you would like. a. All Results Gives results with both completions and incomplete content records. b. Completed Only Gives results for only completed content records. c. Not Completed Only Gives results for only incomplete content records. Choice University 18 Back to TOC
20 Admin RVP/AD Guide The next options are Optional a. Include date the content was assigned Adds a column to show the date the content was first assigned. b. If set, include the due by date If the content has a due date, it will show the indicated date. If the content was required, it will show if the content was completed by the due date. c. Only records w/ due dates (downloads only) Will show only records that have a due date. Only works with CSV or PDF Format. d. Show Userfields for each entry Adds registration fields to the report columns. e. Show login count Show how many times a user has signed in. The Filter By and Filter Terms allow you to filter your data by a chosen filter, such as Brand, Property Code, or Job Function. Using the search tools find the user that you would like to run the report on. Choice University 19 Back to TOC
21 Admin RVP/AD Guide Click Create Report. The report will download to your computer. a. You can save your report settings by clicking Save Settings b. Enter a Title and Any Notes for the report, then click Save. c. You can access your saved reports under Saved Reports Choice University 20 Back to TOC
22 Admin RVP/AD Guide STUDENT TRANSCRIPT On the Admin Navigation bar click Reports. Click Student Transcript The Report Options window will appear. None of the following options are required to make the report. Options just help you filter the information to see only what you want on the report. Choose one of the following sort options from the Sort by dropdown. a. Last Taken Date the user last launched a content item b. Complete Date Content completion date c. Start Date Date the user started the a content item d. Credits Content credit value Using the search tools find the user that you would like to run the report on. Click Create Report. The report will download to your computer. Choice University 21 Back to TOC
23 Admin RVP/AD Guide USER GROUP RECORDS On the Admin Navigation bar click Reports. Click User Group Records The Report Options window will appear. None of the following options are required to make the report. Options just help you filter the information to see only what you want on the report. Choose a Format, Online (Web View), Spreadsheet (Excel CSV) or Document (PDF). The Document (PDF) is recommended. The Content Activity dropdown allows you to filter the student s records by Launched, Not Launched or Both. Launched is recommended. Choice University 22 Back to TOC
24 Admin RVP/AD Guide The Date Range section allows you to filter students by a selected Date Type, or Date Range. a. Date Type This option gives you a predetermined list of date ranges based on the current date. b. Date Range Allows you to select the date range for records. The Date Range applies to dropdown sets the type of dates the date range examines. If you don t select a date type, the filter looks at all dates on a record (i.e. completion, start, etc.). The Other Options section offers the following options a. Active Users Only Only show active user on the report b. Include Child Usergroups If a user group has more user groups nested within, then it will show the nested groups c. Include Bundled Children Show content bundles as individual records d. Only records w/ due dates Filters out content without due dates e. Remove unassigned content Filters content that is note assigned (defaulted on) Choice University 23 Back to TOC
25 Admin RVP/AD Guide Fields (note: PDF reports always have certain fields) This adds additional or removes columns to the report. Use Crtl + Left Click to select multiple options. Pick the Completion type that you would like. a. All Results Gives results with both completions and incomplete content records. b. Completed Only Gives results for only completed content records. c. Not Completed Only Gives results for only incomplete content records. Content With Multiple Records a. If any record is complete, show all as complete If there are multiple records for a piece of content and any of those records are complete, this option will show all records with completions. b. Show all records individually If there are multiple records for a piece of content, this option will show them as complete or incomplete. Group Record a. Show all records individually Will show all records for a piece of content b. Use only the most recent record Will show only the most recent record if there are multiple records. Choice University 24 Back to TOC
26 Admin RVP/AD Guide The Filter By and Filter Terms allow you to filter your data by a chosen filter, such as Brand, Property Code, or Job Function. Click on your User Group. Click Create Report. The report will download to your computer. a. You can save your report settings by clicking Save Settings b. Enter a Title and Any Notes for the report, then click Save. c. You can access your saved reports under Saved Reports Choice University 25 Back to TOC
27 Admin RVP/AD Guide SAVED REPORTS On the Admin Navigation bar click Reports. Click Saved Reports The Saved Reports window will appear. Select a report from your list and Double click to open and run the report. Settings for your saved report will appear. Choice University 26 Back to TOC
28 Admin RVP/AD Guide NEWS AND UPDATES News & Updates allows admins to send information to users on the ChoiceU. The update can either go to all users or those who belong to specific groups. ADD A NEW NEWS ITEM On the Admin Navigation bar click News and Updates. Click Add News Item Enter all of the required information under the News Information tab (screen capture is on the next page). a. User Group Click Choose to pop-up with all of the user groups available. To send the news items to specific user group(s), click the desired group, then click Select User Group. b. Headline This is the title of the news item. c. Effective/Expiration Date/Time Choose the date and time for the news item to show. This is perfect if you want to preemptively get news up on the LMS before you are ready to share. d. Text News body text. e. Image This allows you to pick an image to display with the news item. The maximum image size allowed is 250x250 pixels. Larger images will be resized. f. Required Reading When this check box is selected, users are required to read the news item after logging in and before they can do anything. Choice University 27 Back to TOC
29 Admin RVP/AD Guide The Information tab is optional. a. Notify Student Check this to send an to students who have not read the news item. b. Notify Admins Check this to send an notifying Admins of student have not read the news items. c. Number of Days This number will tell the LMS when the about unread news should go out. It is the number of days after the news item became visible to users. d. Send To This is where you select the Admins who will receive the based on the Notify Admins checkbox. Once everything has entered and marked, click Save Choice University 28 Back to TOC
30 Admin RVP/AD Guide EDIT A NEW NEWS ITEM On the Admin Navigation bar click News and Updates. Double click the news item that you want to edit All settings are the same as when you set up the news item initially. The only new item is the Active check box. When unchecked, the news item will not display to anyone even if the expiration date has not passed. Click Save to save your changes. Choice University 29 Back to TOC
31 Admin RVP/AD Guide SEND can be sent using the ChoiceU.com system. There are many rules that can be set for who will and will not receive certain s. a. Templates The message that will be sent out via the LMS b. Distribution Lists A specific list of users that can be targeted for a template c. Send Sends an based on a template and distribution list d. History A log of the s that have been sent out and who sent them ADDING AND EDITING TEMPLATES On the Admin Navigation bar click Send . The Templates tab will be selected by default. Click Add New Template Choice University 30 Back to TOC
32 Admin RVP/AD Guide Fill out Subject: and Text: fields, and attach any files that may be needed using the Attachment: section. a. Note: The text editor uses HTML. If you use the source editor, you can create custom templates; or you can contact TraCorp about helping you create custom templates. Click Save and your template will now be listed. To edit a template, double-click any of your templates that are listed. a. You will not be able to remove an attachment, but it can be replaced. To delete a template, highlight a template and click Delete Selected. Choice University 31 Back to TOC
33 Admin RVP/AD Guide DISTRIBUTION LIST Click the Distribution Lists tab. Click Add New Distribution List. Distribution lists are filtered using multiple filter options. Start by adding the List Title. a. User Groups Allows you to send the to all students with in your property portfolio. Choice University 32 Back to TOC
34 Admin RVP/AD Guide b. Basic User Info Allows you to filter out students based on their registration date or last login date or Status. c. Custom User Info - The Custom User Info tab allows you to filter student accounts using search rules. For example if you would like to send an to a specific property you can use this rule, field30= AZ296. We recommend contacting a ChoiceU Main Admin before attempting any complex rules. d. RVP/AD Admins do not have permission to use the other tabs. e. Once your list is set up, you can click Test Filters to see who is listed, click Export User Data to get a.csv list of the users. f. Click Save to save your list. Choice University 33 Back to TOC
35 Admin RVP/AD Guide SENDING THE Click the Send tab. a. Select your desired template from the Template: drop-down. b. Select your desired distribution list from the Distribution List: drop-down. c. From: and Reply To: The From and Reply to s are defaulted to however there is the option to change them to your choice address. This is recommended. d. Click Queue s For Sending. i. Note: Only click Queue s For Sending one time. It may take anywhere from a couple of seconds to a couple of minutes for anything to happen. It is dependent on the complexity and size of your list. If you click the button more than once, the s will be queued a second time. Choice University 34 Back to TOC
36 Admin RVP/AD Guide HISTORY Select the History tab. a. Clicking this tab will display a log of sent based on a date range, username, and address. At least one search option must be selected to generate a list. Choice University 35 Back to TOC
37 Admin RVP/AD Guide SUPPORT INFORMATION If you have any questions about the features or setting mentioned in this guide please contact one of our Main Administers. JT Gunter Manager, ChoiceU User Experiences Denise Newton Manager, Learning Experiences & ChoiceU.com Chris Longstreet Director of Learning Experiences Choice University 36 Back to TOC
38 Admin RVP/AD Guide 2016 Choice Hotels International, Inc. All rights reserved. Choice University 37 Back to TOC
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