Pulse LMS: User Management Guide Version: 1.86

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1 Pulse LMS: User Management Guide Version: 1.86 This Guide focuses on the tools that support User Managers. Please consult our separate guides for processes for end users, learning management and administration of the Pulse system. There are also separate guides for building reports and for authoring using the Adrenaline tool Interaction Training Pty Limited : (Intl)

2 Table of Contents 2 Table of Contents User Management 4 Users and Groups 5 Adding, Editing and Deleting User Groups 6 Setting up Group Catalogue fields 7 Personalising Adrenaline Interfaces at the group level 7 Edit and Delete Groups 9 Editing Group and Default Catalogues 9 Adding Users into Pulse 10 Importing Users from CSV files 10 To manually add Users: 12 User Fields on the General tab: 13 User Fields on the Options tab: 16 Editing a User Record 17 Locating Users 18 Find User 18 Search 18 Selecting and Applying Changes to Multiple Users 19 Change Property of Selected Users 19 Moving and Deleting Users 19 Exporting Users to Excel 19 Assigning Learning to Selected Users 20

3 Table of Contents 3 Assigning an elearning Catalogue to Users 20 Assigning elearning Items to Users 21 Suggest Learning to Users 23 Enrol Users in Event 24 Assigning Resources to Users 24 Managing Virtual Groups 26 Creating Virtual Groups 27

4 User Management 4 User Management The Administration options are only available to User Managers, Learning Managers and Administrators. If your Pulse security access level is not one of these, you will not see an Admin button at the top of your screen and you will also not see the Reports button. When you click on the Admin button, Pulse will display up to three tabs, which will also reflect your Pulse security access level. The three tabs offer access to a variety of functions and tools. If you have User Manager access you will see the User Management tab only and only the Users and Groups button will be shown on it; If you have Learning Manager access you will see the User Management and Learning Management tabs with all options displayed; If you have Administrator access, you will be able to see the User Management, Learning Management and System Management tabs. The options displayed on each of the tabs will be further personalised by your Pulse security access level. As an example, the graphic shows all of the options on the User Management tab, however User Managers will not see the Manage Capabilities, Manage Job Roles and Manage Employee Types options that are only available to Learning Managers and Administrators. User Managers should though, be aware of their existence and intent, which is covered in the separate Learning Managers guide. In this guide, we will focus on the Users and Groups option that is available to all User Managers and all Learning Managers as well as Administrators.

5 Users and Groups 5 Users and Groups If you click on the User Management tab followed by the Users and Groups button, the options offered will reflect your Pulse security access level. Administrators can see and access all groups at any level, while User and Learning Managers will only be able to access the group level and any sub-groups and users that he or she is stored in, as well as any users who report to him or her but are stored in groups outside of the manager s group. Groups and Users that the manager cannot access will be greyed out. The Users and Groups option is designed to set up and store user groups in a hierarchy that reflects the physical locations of the users in an organisation. In fact, when fully expanded, the user groups should reflect the actual Organisation Map. This natural hierarchy will allow Managers to oversee the development of their teams and provide access to courses that reflect the specific needs of their department or section. For the loading of users and the setting up of the hierarchical groups, Pulse can deliver seamless interoperability with your HR system by directly linking the two databases so that groups and users are automatically added, moved and removed from Pulse in line with organisational changes made in the HR system. Users can also be uploaded in batches from a basic spreadsheet import or they can be added manually at any time. Completion data can be mapped into learning paths and scheduled learning can be forwarded to Outlook or Lotus Notes calendars. You can expand or collapse any of the groups by clicking on the arrows to the left of their name and a group s users are displayed in the main pane when you click on the group in the left-hand pane. The group folder views in Users and Groups, Adrenaline and Manage Learning are all set to all initially open the tree at the second level, thus automatically collapsing any structure thereunder. You can click on the Expand all button at any time to see all groups in all levels that you have access to.

6 Adding, Editing and Deleting User Groups 6 Adding, Editing and Deleting User Groups There are a number of ways that you can load an organisation s workers into Pulse. For details on how Pulse can deliver seamless interoperability with your existing HR system or how you can import users from a spreadsheet, please see the Import options in this guide. You can also manually import users and groups from a spreadsheet layout that InterAction supplies, and/or manually add an unlimited number of sub-groups to Pulse. To manually add User groups: 1. Start by selecting the group that you wish to add a sub-group to - this can be at any level you can see in the hierarchy. 2. Click on the Groups drop menu button, which displays a range of options that you can use when working with groups. 3. Selecting the Add Group option displays the Add Group window, which allows you to enter the new group details. Some fields will be automatically completed with the defaults set for the Parent Group. Hint: If you click on the main Groups button (rather than the Down arrow button on its right-hand side), Pulse will automatically load the last option selected from the drop menu. If you are adding a batch of groups, you can select the Add Group option from the drop menu in the first instance and thereafter simply click on the main Groups button. 4. The Add Group dialogue box displays a series of tabs, with the General tab selected by default. There is just one mandatory field, which is identified in Pulse using a red asterisk and that field requires that you enter a Group Name. Once you have completed this field, work through the tabs, selecting the appropriate entries that you would expect most users in that group to prefer. Note: To save time, these default entries will be passed on to sup-groups and users added to this group and can of course be changed at any level to suit individual needs. Two fields to pay particular attention to are the Group Catalogue and Default Catalogue fields on the General tab, which allow you to pre-define the learning that users added to the group will see by default when they first sign-in.

7 Adding, Editing and Deleting User Groups 7 Setting up Group Catalogue fields At the bottom of the General tab on the Add Group dialogue box are two Catalogue fields. A Catalogue is simply a collection of learning items that can be set up by Learning Managers or Administrators who have access to the Manage Catalogues option on the Learning Management tab. They can set up as many catalogue combinations of learning items as they require reflecting the specific needs of each individual user group. The learning items that are included might require approval or be immediately available. The Group Catalogue field determines the learning items that a user can find and then request access to when they use the Search button (next to Home at the top of the screen). The catalogue also determines learning items that can be offered to users by that group s User Manager(s). The Default Catalogue determines the learning items that are automatically available to all users in that group when they are added to Pulse. It must be a subset of the Group Catalogue or can also include exactly the same learning items as the Group Catalogue. Personalising Adrenaline Interfaces at the group level Pulse s on-board authoring tool, Adrenaline, allows you to design and save the staging interfaces you wish to utilise for the delivery of elearning, assessments and surveys. If you wish, you can design interfaces specific to work units within your organisation and then select the saved interface here at the group level. When any Adrenaline built module is launched from Pulse by any user, the first thing Pulse will do is to go back to the user s group settings and see if there is an interface set there. If there is, it will use the group identified interface instead of the title s inbuilt interface to launch the module the content will not change but the staging area will. The benefit of this is that a single piece of authored content can be applied and maintained while being delivered to a number of differently branded business units. You will need the support of a Learning Manager or Adrenaline Author to establish, save and make available interfaces that cen then be selected from this drop menu.

8 Adding, Editing and Deleting User Groups 8 The field settings that you apply on the Defaults tab are passed on to the Options tab for users added to this Group: Launch Training Windowed tells Pulse to open elearning course modules in a separate window when you double-click on them. The option to launch full screen hides other windows that are open so that the user can focus on learning. Default Learning View allows you to set the Personal Learning Plan default view for this user. They can change this setting at any time by accessing their settings through the button that displays their name in the bottom left of the Home screen. The Messaging option allows Pulse to send messages and calendar requests to the user s inbox so that they are aware of elearning and surveys that need to be completed and classroom courses that need to be attended, as well as general information on their progress through their learning plan. Working Hours allows you to adjust the starting and finishing time for the user s typical working day by dragging the sliders. Doing so allows Pulse to identify learning completed both inside and outside of standard work hours. Allow access to learning on these days defaults to all. You can turn off access to the training on certain days, such as peak work days or days reserved to observe religious requirements. The Notes tab allows you to add descriptive notes to identify the purpose or perhaps restrictions that have been applied to the group. The Icon tab allows you to browse and select a graphic to be displayed on the Home menu for users added to this group. If a graphic is not selected Pulse simply displays the default logo. If you do add a logo, you will need to be careful that you select a graphic that is an appropriate size and has been saved as a.jpeg,.png or.gif file type.

9 9 Edit and Delete Groups You can change any of the details established for a User Group at any time by clicking on it and then selecting the Edit Group option from the Groups drop-menu, or by simply double-clicking on the group. You can also delete a group including all of the users it contains by clicking on it and then selecting the Delete Group option from the Groups drop-menu. There will be a message asking you to confirm your request as this action is irreversible so you need to think hard before you confirm the deletion! Editing Group and Default Catalogues A Learning Manager or Administrator will need to be involved if the catalogue allocated to your group needs updating, perhaps to provide access to additional courses. Thereafter, any new users added to the group will see the new catalogue settings. Existing users will need any changes to the group catalogues to be pushed through by the Learning Manager or Administrator who can using the Refresh Catalogue Assignments option in the Manage Catalogues section to update all users who are in the groups that access the catalogue selected there. When you double click on an existing group or select it and then select Edit Group from the Groups drop menu, the Editing Group dialogue box opens. It offers one setting that cannot be found in the Add Group dialogue box. Copy catalogue settings to child groups will allow you to push changes you make to the selected group, such as the selection of a different default catalogue, down to all sub-groups below the selected group.

10 Adding Users into Pulse 10 Adding Users into Pulse There are a number of ways that you can load an organisation s people into Pulse. Larger organisations will typically prefer to set up a link to their HR system so that groups and users are automatically added, moved and removed from Pulse in line with changes made to the HR database (completion data, for example, can also be sent back to the HR systems). For details on setting this capability up, please contact support@interactiontraining.net. Other organisations might prefer to utilise the option to import users from a CSV spreadsheet file Importing Users from CSV files If you choose to batch import your users from an Excel Spreadsheet you must do so with extreme care - and only after triple checking the quality of the data in the source file you are using. Best results will be achieved by checking the data is clean, then copying and pasting the specific cells that contain the data to a new worksheet (so that there can be no hidden data) before using Excel s Save as tool to save the data in the Text-MSDOS file format prior to attempting the import. Details on what can be imported field by field are available in the template spreadsheet that you can get from your normal Pulse support contact. Most of the fields are self-explanatory, however just a word on Virtual Groups and Job Roles before you continue. You can assign any users that you import with any number of job roles and include them in any number of virtual groups; however you must make sure that those job roles and virtual groups you are assigning are set up in their respective databases prior to running the import, otherwise the entries will be ignored. These fields are non-mandatory and multiple values must be separated by a semi-colon. Once you have prepared the spreadsheet: 1. In the Groups pane, click on the top-most level in the structure and then click on the Users drop menu button and select the Import Users option. 2. In the Import Pulse Users dialogue box, select the file containing the new users that you wish to import into Pulse by clicking on the Browse button and browse to and select import file.

11 Adding Users into Pulse Click on the Next button and Pulse will import the columns in your spreadsheet into the Import Users dialogue box. If the columns in your spreadsheet had a header in the first row, then you will see that at the top of this import view. Obviously you would not want to set up a user record using the column headers, so you can remove them by simply clicking on the My file has headings in row 1 check box. If you do so, you will see the first row is removed before you click on the Next button. 4. Select the Update user groups for existing users option if you wish the import process to move any existing users to the groups identified in your input file (this option will maintain any learning history of course). If the option is left deselected which is the default - any existing users will simply be ignored by the process, and left in the group they are in. The existence of existing users is determined by the Username field, which we use as the unique ID for all users. 5. Clicking Next moves to Step 2 in the Import wizard, which involves confirming how the columns that have been extracted from your file should be mapped to fields inside of Pulse. Once you have used the series of drop menus to select and then check all fields, click on the Next button to move to step 3 where the wizard will ask you to simply confirm that you are ready to import the data by clicking on the Import button. Please note that you might need to click on the Admin button to refresh your browser and then reselect Users and Groups to see the result of your import.

12 Adding Users into Pulse 12 To manually add Users: 1. Start by selecting the group that you wish to add the user to - this can be at any level you can see in the hierarchy. 2. Click on the Users drop menu button, which displays a range of options that you can use when working with users. 3. Selecting Add User displays the Add New User window, which allows you to enter the user s details on a series of tabs. Some fields will automatically display the defaults set for the Group you are adding the user to. Hint: If you click on the main Users button (rather than the Down arrow button on its right-hand side), Pulse will automatically load the last option selected from the drop menu. If you are adding a batch of users, you can select the Add User option from the drop menu in the first instance and thereafter simply click on the main Users button. 4. The Add New User dialogue box displays a series of tabs, with the General tab selected by default. Those fields displaying red asterisks ( * ) are compulsory, so the Ok button will not become active until they have all been completed. Note: Having completed the fields required by the various tabs that we will detail hereafter, you can select the Send Welcome selection box at the bottom of the Add New User window before you click on the Ok button. If you do so and you have included an address in the field on the General tab, Pulse will the user a link to Pulse along with their sign-on details. This makes it easy for you to provide new users with what they need to get started. Let s now work through the tabs on the Add new User dialogue box

13 Adding Users into Pulse 13 User Fields on the General tab: First Name is a compulsory field where you enter the first name for the new user. Last Name is a compulsory field where you enter the family name for the new user. is the first of the non-compulsory fields although we strongly recommend that this detail be included and the field does include a standard format validation. With the communication tools built into Pulse, you really should make sure that accurate addresses are entered for all users. Username is a compulsory field and the entry for each user must be unique. If you enter a Username that is already taken, Pulse will display: Sorry, the Username you have entered has already been assigned. Please enter a different Username. Password and Confirm are also compulsory and the password you enter is case sensitive. For best results, enter a password that includes upper and lower case characters combined with numbers and a symbol character (for example: Summer1! ). For security reasons, both fields will display asterisks as you type rather than the actual characters entered. The indicator below the Confirm field will rate the strength of your entry and both fields will need to be identical before you can click on OK to save your changes and add the user. Must change password on next login is a selection box that sets Pulse to ask the user to change their password the next time they login to the system. They will need to know their current password before they can set a new one. This option is often selected when you set up a standard password for users and asks the user to change that password to one that they are more comfortable with once they have confirmed that they know the default entry.

14 Adding Users into Pulse 14 Access Level controls the main security for the Pulse system. From its drop down list, a new user can be upgraded to a User Manager by another User Manager, or to a Learning Manager by another Learning Manager, or an Administrator by another Administrator. Pulse users with: Users will not see the Admin or Report buttons. Details of their own progress can be found in the Navigation pane s Achievements option; User Managers will see all options on the main pane. They will not be able to see the Learning Management or System Management tabs, but will see the User Management tab and will be limited to only being able to administer and report on users and subgroups within their group; Learning Managers will see all options on the main pane. Typically limited to HR and more specifically Learning and Development people, Learning Managers will not be able to see the System Management tab, but will see the Learning Management tab as well as the User Management tab where they will be limited to only being able to administer and report on users and sub-groups within their group; Administrators will see all buttons and can access all users, groups and tools in the system. Full Report Access is a checkbox that will give this user unrestricted access to build reports on Pulse usage for people throughout the organisation. The intent is to allow people who need to run such reports to do so without giving them unnecessary access to the setup of the system proper. The option will require confirmation before being accepted. Report group allows you to browse and select any extended group level that you would like this user to be able to report on. You choose the upper level and all sub-groups will be accessible at the same time. Employee Number and Cost Centre are both self-explanatory and non-compulsory fields that are often populated when users are imported direct from an interface to HR systems. The Group field is automatically populated using the group selected. It cannot be amended from this option. If you wish to move the user, after saving you can simply select and then drag the user listing onto the group you wish to move him or her to. Pulse will assume that the first user set up as a User Manager in the current group is the user s Manager and will not display that name by default. The Reports to field allows you to over-ride this default by browsing to and selecting a different person.

15 Adding Users into Pulse 15 The Job Role and Employee Type fields are also non-compulsory and designed to support the allocation of learning specific to the various job roles and employee types in your organisation. Both draw from separate tables that can be set up and maintained from their respective button on the Users and Groups tab... The Job Role field allows you to select from the range of job roles stored in the separate Job Roles database. Job roles can be simply set up to require specific learning, but can also be set up to work hand in hand with a more granular Capabilities map detailing the specific skills and competencies required of people working in that job role. Employee Type options might include: Full Time, Part Time, Part-Time Permanent, Part Time Casual etc. The field sources predefined options from the Manage Employee Types table that is displayed on the User Management tab.

16 Adding Users into Pulse 16 User Fields on the Options tab: The fields on the Options tab default to those set for the Group: Launch Training Windowed tells Pulse to open elearning course modules in a separate window when you double-click on them. The option to launch full screen hides other windows that are open so that the user can focus on learning. Default Learning View allows you to set the Personal Learning Plan default view for this user. They can change this setting at any time by accessing their settings through the button that displays their name in the bottom left of the Home screen. The Messaging option allows Pulse to send messages and calendar requests to the user s inbox so that they are aware of elearning and surveys that need to be completed and classroom courses that need to be attended, as well as general information on their progress through their learning plan. Working Hours allows you to adjust the starting and finishing time for the user s typical working day by dragging the sliders. Doing so allows Pulse to identify learning completed both inside and outside of standard work hours. Allow access to learning on these days defaults to all. You can turn off access to the training on certain days, such as peak work days or days reserved to observe religious requirements. The Notes tab allows you to add any specific notes that you want to tag on to the user. Really this could be any relevant data, perhaps reflecting their learning contract agreement, performance or personal goals. The Photo tab allows you to import a photograph of the user into the Pulse system using a simple browse option. This photograph might be used in communications interactions and various User interface screens. Important: Pulse needs an actual user record to be stored in the database before it can attach assigned or suggested learning to that user, so the Assigned Learning and Suggested Learning tabs will only become available after you have saved the user record by clicking on the OK button and then reopened the user record in Edit User mode. These tabs will be covered in the Editing a User Record section

17 Editing a User Record 17 Editing a User Record To Edit a User, first select the Group that the user is stored in and all Users in that group will be displayed in the main window. To find a specific user record, you can sort this display by clicking on any of the user column detail headers and then use the scroll bar on the right to locate the user you are looking for. Once you have located the user record, select it by clicking anywhere on the row and that record will be highlighted. With the record selected, you can open it by selecting the Edit User option from the Users dropmenu or by simply double clicking anywhere on the record. The User s details will be displayed allowing you to make changes to any of the fields on the tabs we covered in the Adding a User section as well as the Assigned Learning and the Suggested Learning tabs that we will cover here. Note that you will have to save a new user and then re-open them before you can access these options: The Assigned Learning tab will be pre-populated with the learning items contained in the Default Catalogue assigned to this user s group. The Assign Learning button allows you to apply additional courses that you would like the specific user to have access to, while the Unassign button allows you to remove learning items. The Suggested Learning tab allows you to recommend additional learning that you would like the user to consider. It will often be used to suggest classroom based learning that will map well to that individual s needs. By suggesting the learning the individual can then be hand held by Pulse through the process of requesting and then selecting a suitable date to attend the course and / or being added to the waiting list. Having selected the Suggested Learning tab, click on the Suggest Learning button and select the learning items from the window that displays all of the Learning available. You can select one or a number of learning items before clicking on the Suggest button at the bottom right to send a message to the user. Pulse will display a dialogue box the next time the user logs in. He or she can then double-click on a learning item and view the course enrolment details before clicking on the Request option to enrol in a course. If no approval is required, the learning item will be displayed on the Users learning carousel.

18 Locating Users 18 Locating Users Pulse offers several ways to locate specific users in the Group hierarchy. If you know which group they are in and what their name is then the quickest way is to select that user s group in the left-hand pane and then click on a column header to sort the users, perhaps by Last Name. If you are not sure which group the user is in, you can select the Find User option from the Users drop-menu or click on the Search button in the top right corner of the user list. Find User: opens a dialogue box into which you can enter the Username, First Name and /or Last Name and then click on the Search button. Users in your viewable groups that match the search criteria will be listed. Click on the user that you require and then click on the Ok button and the Find window will close and the group that contains the user will be displayed with the user highlighted. Search: Simply clicking on the Search button without entering any criteria will display all users that your security access level allows you access to. You can also enter specific data in the search fields (that allow you to enter any combination of Username, First Name and /or Last Name, as well as searching by access level and job roles) and when you click on the Search button, a list of users that match those criteria will be displayed in the main pane. You can then double-click a user to open their details or select from the options in the Users dropmenu. Note: you can click on the Group option in the top right of the user list to exit Search and return to the default view at any time!

19 Selecting and Applying Changes to Multiple Users 19 Selecting and Applying Changes to Multiple Users You can select groups of users using Shift-click and Control-click selection options. Clicking on one user and then holding down the Shift key before selecting another user further down the list selects all users that are in between. Holding down the Control key and clicking on specific users selects them if they were not selected, or de-selects them if they were selected. Once you have selected the required users, you can apply certain actions to all of them at once, including: Change Property of Selected Users: Once you have selected your group of users, you can set specific settings for certain fields including the User Reports to field, Launch Training Windowed, Messaging and the Default Learning View. Moving and Deleting Users: Once you have selected your user or group of users, you can move them to another group using a simple drag and drop operation. You can also delete them by selecting the Delete Users option from the Users drop menu. Exporting Users to Excel: Having selected those users who you want to export, you will notice a button at the bottom-right that displays: Export XXX returned users to Excel. If you click on this button, the list of users in the current Group will be exported into an Excel workbook. You can choose to manipulate the data using standard Excel functionality and, for example, choose to save this in a format that allows the data to be shared with other systems. Self-explanatory dialogue boxes will guide you through the process.

20 Selecting and Applying Changes to Multiple Users 20 Assigning Learning to Selected Users Pulse categorises learning items into three primary types that can be assigned to users individually or in batches. The three types of learning are: 1. elearning (any Scorm compatible elearning course that has been imported into Pulse) 2. Event Learning (includes internal and external classroom training, webinars, seminars, conferences, study groups etc.) 3. Resource Learning (includes white papers, PowerPoint presentations, assorted documents and workbooks etc.) The options to assign all of these types of learning items are available from a group on the Users drop menu, which can be opened after selecting the user or users that you wish to apply the learning to. Assigning an elearning Catalogue to Users A Catalogue is simply any combination of elearning items note that Catalogues cannot include Event learning items or Resources. A Learning Manager or Pulse Administrator can set up as many catalogues with as many combinations of elearning items as they require using the Manage Catalogues option on the Learning Management tab. The Assign elearning Catalogue to Users option allows Pulse to assign any of the catalogues that have been set up to the users that are currently selected. The items in the catalogue will then be offered in addition to any titles that are already available to each user, without creating duplicates. 1. Start by selecting the user or users that you wish to apply training to. 2. Select the Assign Catalogue to Users option from the Users menu. 3. Click on a Catalogue in the top pane and the elearning items that it includes are displayed in the bottom pane. 4. Apply the selected Catalogue to the users you have selected by clicking on the Ok button, or click on the Cancel button to close the window without applying a catalogue to the currently selected users.

21 Selecting and Applying Changes to Multiple Users 21 Assigning elearning Items to Users An option to assigning a pre-defined catalogue that contains a number of elearning items is to assign a specific elearning item to the selected users. This option also allows you to set up a date by which the learning needs to be completed and you will notice there is also an option to Unassign elearning below. 1. To assign elearning, first select the user or users that you wish to apply Learning items to. 2. Select the Assign elearning to Users option from the Users menu. 3. The dialogue box offers tabs from which you can select individual elearning titles. You can also select any combination of title groupings using a single click. 4. If you click on a single learning item, the Edit Assignment Details pane is displayed at the bottom of the dialogue box allowing you to set a From and/ or an expiry date. The From date sets the date that the item should commence being offered in the user s Personal Learning Plan, while the expiry date options set the date by which the learning needs to be completed. When the From check box is not selected, you can select a pre-defined expiry term such as within 3, 6 or 12 months, or you can click on the Specific option and then set a specific date using the calendar. Please note that selecting the From option will disable the pre-set options for the expiry date fields; however you can still select the Specific expiry option and then select a specific expiry date. If you select the From check box to set a date from which the learning item selected can be made available, you can select the required date using the Calendar browse button. This option may be used, for example, when you wish to make the learning available on the date that the subject matter becomes available or perhaps when the current version expires.

22 Selecting and Applying Changes to Multiple Users 22 Once an expiry date has been reached, the course will continue to be displayed in the Personal Learning Plan but will not be accessible. The user will still be able to access his or her achievements and certificate results for that title. You can re-assign the learning if you wish to make it available to them again and all usage will be maintained when you do. We recommend that an Automated Prompt is set for courses that expire. This can, for example, the user 14 days prior to the date to let them know that they have two weeks left to complete the learning. You might also include a contact name or procedure in case they wish to extend their access period. Automated Prompts can be set up by Learning Managers or Pulse Administrators on the Prompts tab for the learning item 5. Once you have made your selection, simply click on the Assign button to assign those Learning items. If you wish to change the selected users, you will need to click on the Cancel button to close this dialogue box and start again.

23 Selecting and Applying Changes to Multiple Users 23 Suggest Learning to Users The Suggest Learning to Users option allows you to recommend additional learning that you would like the user to consider. It will often be used to suggest Event (classroom based) learning that will map well to that individual s personal needs. By suggesting the learning the individual can then be hand held by Pulse through the process of requesting and then selecting a suitable date to attend the course and / or being added to the waiting list. 1. Having selected the Suggest Learning option, select the learning items from the dialogue box that displays all of the Learning available in Pulse. You can select one or a number of learning items. 2. Decide whether you would like to send a message informing the user that you have recommended some learning to them and prompting them to sign into Pulse to investigate. 3. Click on the Suggest button at the bottom right to send a message to the user. Pulse will display a dialogue box the next time the user logs in. He or she can then double-click on a learning item and view the course enrolment details before clicking on the Request option to enrol in a course. If no approval is required, the learning item will be displayed on the Users Personal Learning Plan.

24 Selecting and Applying Changes to Multiple Users 24 Enrol Users in Event The Enrol Users in Event option allows you to push the selected users onto any of the Event Learning items that are currently set up in the system. 1. Select the user or users that you wish to enrol in an event (noting that you can Shift click to select a continuous group of users or Control click to select or de-select disparate users. 2. Select the Enrol Users in Event option from the Users drop menu. 3. Select the learning item from the dialogue box (it displays all of the Event learning items currently available in Pulse). Notice at the bottom left of the screen is a default option that will message the selected users informing them that you have enrolled them on the event and prompting them to sign into Pulse to select a date, confirm their attendance, etc. 4. Click on the Next button at the bottom right to display currently scheduled events so that you can either choose one that suits your team or add the users to the waiting list if none are scheduled or none of the current ones suit. 5. Click on the Enrol button. If a user has not reacted to the automated message, Pulse will display a further message the next time he or she logs in to prompt them to complete the enrolment process.

25 Selecting and Applying Changes to Multiple Users 25 Assigning Resources to Users The Assign Resource to Users function allows you to assign specific Resource items to the selected user or users. New Resource items can be created or you can select from any of the Resources that are currently set up in the system. Resource learning items might include objects such as white papers, PowerPoint presentations, Excel Workbooks, assorted documents and workbooks, links to web pages, etc. Once they have been identified, Resources can be attached to an elearning or Event learning item or they can be sourced direct from the Resources option in the Home screen s Navigation pane. Resources are usually attached to learning items, and the learning items are assigned to users. When a resource is attached to a user using this method, the Resource folder option in the Navigation pane will indicate that the resource is Standalone (in the Attached to column).

26 Managing Virtual Groups 26 Managing Virtual Groups Virtual Groups are created to allow you to establish groups of users who have something in common that is not their physical user group location in the User Groups view. The advantage of this function is that it makes it possible, for example, to collaborate with and assign learning to specific types of workers throughout an organisation, irrelevant of where they are placed in the User Groups list. To access the Virtual Groups options, select the User and Groups option from the User Management tab under Admin, and then select Virtual Groups from the View By drop menu. You will notice that the functionality available from the action buttons for the Virtual Groups are much the same as those offered under Users and Groups. For example, from the Groups drop menu, you can add, edit and delete virtual groups, and from the Users drop menu you can assign and un-assign learning, suggest learning and to enrol the group s members in an Event. You can also use the Communications button to send a message to all or any selected members in the group. To investigate many of these options, please see the prior explanations under Users and Groups, while recognising that you cannot move users around in virtual groups, just add or delete them, so the drag and drop option does not work here. The Community tab allows you to select whether you wish to create a Community Forum allowing the members of this virtual group to collaborate. You can also identify Moderators for the virtual group if you do wish to set up this functionality. The Community will then be available to all members directly from their Navigation pane.

27 27 Creating Virtual Groups To set up a new Virtual Group, select the Create New Virtual Group option from the Virtual Group drop menu. Doing so will open the same dialogue box and series of tabs offered when editing a group and the General tab is selected by default. There are one mandatory field on the General tab, being the Title and there is also an option to add a Code for the new virtual group and select whether you wish to set up a forum for the members to collaborate in. You can also add a Description that might help to make this virtual group easily identifiable. The Resources tab allows you to add or assign relevant resources to the members of this group, such as a web link, pdf, a video or audio file or a zip file. The Rules tab allows you to establish rules that will automatically determine the users that will be added to this virtual group, rather than you having to add the users manually. These can only include obvious selections that can be applied to users in the Pulse system, such as their job role.