ETS Global E-Commerce Platform User Guide V2.1. Table of contents 1. LOGIN TO THE ONLINE ACCOUNT... 3

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2 Table of contents 1. LOGIN TO THE ONLINE ACCOUNT First Login - initialize your password Renewal of your password ACCOUNT MANAGEMENT B2B user creation / edition Contract validation Creation/Edition of locations and rooms PRIVATE SESSIONS MANAGEMENT Order a private session (with the number of candidates) Order a private session (with the candidates names) Edit a private session Cancelling a private session PUBLIC SESSION MANAGEMENT Confirm or reject a public test session Order an appointment in a public test session Print session roster of an open-to-the-public session MANAGEMENT OF APPOINTMENTS ORDER OF PREPARATION MATERIAL Page 2

3 1. LOGIN TO THE ONLINE ACCOUNT 1.1. First Login - initialize your password Open the website. Do not click on create a new account as this will create a B2C user account for you. For all business clients, ETS Global staff will create your user and enter all contact details. Once this is done, you will receive an from the address noreply@etsglobal.org. The subject will be ETS Global - Initialize your password. Please open the and click on the link A new page will open automatically in your internet browser On this page, you will be asked to enter a new password (twice) with at least, 6 characters, 1 number and 1 special symbol. Then, click on Initialize password to complete the initialization phase. You will be directed to the login page, where you will be able to indicate your address (as the username) and your password. Page 3

4 You are, at this point, logged in and identified onto your private account with access to the various tabs according to your user status. The tab My company account is now visible Renewal of your password If you don t remember your password, you can create a new one, by clicking on Forgotten password? on the login page. Page 4

5 You will then be asked to enter your address and click on Send to receive an with a new link to renew your password. The procedure to renew your password is the same as the procedure to initialize it: You will receive an from the address noreply@etsglobal.org and will be asked to click on the link, to enter a new password (twice) with at least 6 characters, 1 number and 1 special symbol. Clicking on change password will complete the reset. A message will confirm that the password has been changed. Page 5

6 2. ACCOUNT MANAGEMENT 2.1. B2B user creation / edition All users attached to your Account will be listed in My company account > Users. Description of user roles: Administrator: creation/edition of users, creation/edition of testing locations and rooms, visualisation of the history of orders/invoices of all the purchasers of the account. Purchaser: placing orders, visualisation of his own orders and invoices. Legal Representative: validation/refusal of contracts. Accountant: visualisation of the account s orders and invoices. TCA: administration of test sessions. His/her accreditation(s) must be validated by ETS Global. Page 6

7 As a user with the role Administrator, click on Create new user to fill-in the user s contact details. Select one or several role(s) according to the status required and click on Save. As an Administrator, you can also edit the role of existing users. A message will confirm that a user has been added and the user will receive an to proceed with his first login. Note: The Administrator will need to contact the Customer Service to create and edit users with the role TCA. TCAs must be accredited by ETS Global to be assigned to a private session. Once accredited, the TCA is certified (for the tests he/she has been accredited for) and will be able to administer sessions. Please contact your Customer Service to organize the TCA training. Page 7

8 2.2. Contract validation The Legal Representative of the account will receive an alerting him/her that a contract is awaiting validation. As a Legal Representative, you can visualize and validate your contract here: "My company account"> Contracts. You can view the PDF contract by clicking on View contract. The contract is in status Awaiting validation. Click on Accept and the status will change to Confirmed or Validated" (if the start date of the contract is in the future). Should you wish to make an amendment to the contract, click on Refuse and contact your sales representative or Customer Service for further details. Note: Please make sure that your Direct Client (DC) contract or ETS Preferred Partner (EPA) contract is validated before placing your order, as your discounted prices will only apply when the contract is validated. The previous contracts become Expired the day after the end date. You can still consult the contracts history at any time from the contracts list. Page 8

9 2.3. Creation/Edition of locations and rooms Upon your account creation, you have been provided with the ETS Global security requirements regarding the testing location and room layout. Please make sure that pictures of your premises have been submitted to ETS Global to check their compliance with ETS Global requirements. Once your pictures are validated, you can then create your testing location(s) and room(s). Location In "My company account"> "Locations and Rooms" click on "New location" and fill-in the required fields to create your location. While entering the address, the Google map will refresh automatically to identify the location on the map. You may adjust the position of the pointer manually. Just drag and drop the pointer so that the position is as precise as possible. Note: Make sure to specify the exact address, as candidates will use this to find the test room on the day of the test. Candidates will also have access to this map. A message will confirm the creation of the room and the location will be listed in your account locations list. Page 9

10 The room To create a "Room", click on the location name to be directed to the room creation form. Name the room, select the test type and specify room capacity: for public sessions (if you have a Public Test Center contract) for private sessions (if you have a Direct Client or ETS Preferred Partner contract) Click on Save to validate. Note: The capacity must be specified for each test type. Page 10

11 A message appears confirming that your Room has been created. You may create multiple rooms for the same location Note: Only an "Administrator" can add/edit Locations and Rooms. You will need at least one location and one room to order a session. The room must be validated by ETS Global before being created. Page 11

12 3. PRIVATE SESSIONS MANAGEMENT Pre-requisite for a private session order: - Contract must be validated - Location must be created and approved by ETS Global - Room must be created and approved by ETS Global - Room must have seat capacity for the test type of your session - TCA with valid accreditation - Country selected at the top right is the country where the session will take place The Purchaser can now place an order. From the Store tab of his online account, the Purchaser may: order, edit or cancel a private session book or cancel an appointment to a public session for a candidate 3.1. Order a private session (with the number of candidates) To run through this process, you must have the role: Purchaser Click on Order a private session and fill in the required fields. Note: The dropdown list of test types is in accordance with the test types listed in your contract. From this page, you will be guided through the validation process until the final confirmation step. When selecting the date, you will notice that some days are greyed out These dates cannot be selected because they are too close to the current day (based on the lock delay linked to logistic requirements to ship the test material) Page 12

13 When selecting the session starting time, the field Candidate arrival time will fill in automatically and show 1 hour before, as it includes the time required to proceed to the candidates ID check. You may edit both of these times. You will also have to select the location and the room and certify that they comply with the ETS security requirements (this is compulsory), before clicking on Next to continue the order. If you cannot see any locations, please contact the Customer Service to check if the location and rooms have been validated. A message will appear to inform you that your order is in status pending. The price of the appointment is based on your current active contract. Page 13

14 You will now be asked to choose between 2 candidate input types: - with candidate names or with the number of candidates. Note: The additional options selected will apply to all candidates of the session if you choose the input type number of candidates. On the next page, you will be asked to confirm the addresses. By default the test material shipping address and the test results shipping address is identical to the location address. This may be changed by clicking on choose another address. You can then either select another address from your address book or create a new one. Shipping addresses require a telephone number and either a contact (with civility, first name and last name) or a company name. Select the TCA(s) who will administer the session and click on Next to review the details of your order. Note: The TCA(s) must be active and have a valid certification for the test type selected. If there are no TCAs listed, please contact the Customer service for further information. If your Accounting Department requests an internal reference for the invoicing and payment of the order, please fill in the Internal Purchase Order field. If you do not have this information at the time of ordering, you may return to the purchase order and edit this field in the future, as long as the session is in status Scheduled. Page 14

15 After reviewing all the details, click on Confirm to complete the order. A message will appear to confirm that the order is confirmed and your session will be listed in the Private Sessions tab. The Purchaser receives an confirming the order Order a private session (with the candidates names) If you select the candidates names input type, you will be asked to fill in the candidate s first name, last name, address and any additional options fields. The additional option(s) which you will select at this stage will be attached to each candidate, which will enable you to customize the order for each candidate individually. Page 15

16 When you save the details, the candidate will appear in the box called "Candidates". Repeat the process until you have entered all candidates and click on Next. Note: The number of candidates entered cannot exceed the maximum number of candidates allowed in this room for this test type. If your Accounting Department requires an internal reference for the invoicing and payment of the order, please fill in the Internal Purchase Order field. Page 16

17 After reviewing all the details, click on Confirm to complete the order. A message will appear to confirm that the order is completed and your session will be listed in the private sessions tab. The Purchaser then receives an confirming the order. Each of the candidates will receive an informing them of their registration to this session Edit a private session In My Company account > Private sessions, you will find the list of all the private sessions ordered. You can use the search filters to find the session (by date, test type, session status etc.) To amend a private session, click on Edit and you will be directed back to the order form. Page 17

18 You will then be able to make the required changes and go through the ordering process until the order confirmation, just as for the original order. Note: A Purchase Order can only be edited by the Purchaser who originally placed the order (consequently, a session cannot be edited by a user who is not the one who purchased the private session in the first place) A Private Session can only be edited when the session is in status "incomplete" or "scheduled" AND the Purchase Order is either in status "pending" or "ordered" You will be able to amend a private session until the lock delay, which is the deadline to place (or amend) an order. If you need any further confirmation about the lock delay for your country, please contact the Customer service Cancelling a private session In My Company account > Private sessions, you will find the list of all the private sessions ordered. To cancel a private session, click on Cancel. You will then see a pop-up asking you to confirm. Click on OK. Your private session and purchase order are now in status cancelled. Page 18

19 4. PUBLIC SESSION MANAGEMENT (Only available with a validated Public Test Center contract) 4.1. Confirm or reject a public test session To create public sessions, you will need to contact the Customer Service who will create the dates on your account. Once created, the Administrator of the account will receive an with the list of sessions that need to be validated (in status awaiting confirmation ). To access the calendar for these sessions, go to the My Company Account > Public Sessions page. Note: You can look for sessions with the search filters (by date, test type, session status etc.) To validate the session (if the session details are in accordance with the details you provided us with): Click on "Confirm": the session status will change from "awaiting confirmation" to "confirmed" Page 19

20 A message will appear to confirm that the session is confirmed Once the session is confirmed, it appears on the ETS Global website of the country where the session will take place and candidates will be able to register online. To refuse the session (if the sessions details are not in accordance with the details you provided us with) Click on Reject" and the session status will change from "awaiting confirmation" to "rejected" A message will appear to confirm that the session is rejected Note: If the sessions details are not in accordance with the details you provided us with, please contact your Customer Service Order an appointment in a public test session As a Purchaser, you will be able to register a candidate to any of the public sessions listed on the ETS Global website. To access the calendar of public sessions per country, click on Store then Book a test, fill-in the required fields and click on Search. Make sure that the country selected at the top right of the page is the country where the session will take place. Upon selecting the type of test, a short description of the test will appear. You will then be able to select the country and city where you wish to register the candidate. The last filter will allow you to narrow your research by sessions dates. Note: Please note that you will only be able to visualise the sessions for the upcoming 6 months. Page 20

21 Click on Search. The full list of all sessions for that test type in that country/city and during the time frame selected will be displayed. Find the session for which you wish to register candidates and click on Register Note: You can visualize the testing location on a map and you will be informed about the registrations deadline. Page 21

22 The session information, location and price will be displayed. Note: Please make sure there is an active Public Test Center contract attached to your account for your discounted prices to apply. If there is no active Public Test Center contract, the public price will apply for tests, Products and Services. Fill-in the candidate details, select the additional Product and Services you wish to order for the appointment and click on Save details. Page 22

23 Repeat the process for each candidate you wish to register. Review the full list of candidates, which will appear at the bottom of the page o You may check the details of each registration by clicking on the arrow to show or hide the corresponding Products and Services o You can erase a registration by clicking on "Delete" Click "Show basket and confirm" to continue and finalize the order. You will now review the full list of products in your basket. Click on "Confirm basket" Please then specify the Delivery Address where the results documents will be sent. After specifying the Delivery Address and checking the Billing Address, click on Next. Note: the "Billing address" displayed is the Billing address provided upon account creation. This address cannot be amended from your online account. If you wish to amend this address, please contact our Customer Service. You are now able to review all the details of your order. You will be asked to tick the box to confirm that you have read and accept the general conditions (NB: these are for the B2Cs) Click on Finish to complete the order A message will appear to confirm that the order has been completed and your appointment(s) will be listed in My company account > Appointments. An will be sent to the Purchaser to confirm this order An will be sent to each candidate registered to confirm their registration Page 23

24 4.3. Print session roster of an open-to-the-public session On the test day, the TCA must print the list of registered candidates in order to greet the candidates and check their ID. The TCA will login to the online account, then access the list of candidates through the My Company account > Public sessions. Find the session, then click on Export to upload the list of candidates and an excel file will open, ready to be printed. Note: The export of the registered candidates list can only be done by the Administrator and the TCA(s). The session status must be Confirmed or Locked and there must be a minimum of one candidate registered to enable file export. 5. MANAGEMENT OF APPOINTMENTS After ordering a private session with names of candidates or booking a test to a public session for candidates, you will then view all of these appointments in the tab My company account > Appointments. You can search for these using filters. Click on the arrow next to filter appointment list to display the search filters. Clicking on the arrow beside the name of the candidate will open up to reveal more information regarding this appointment. Page 24

25 6. ORDER OF PREPARATION MATERIAL According to your country, books and online products can be purchased via your online account. Go to the tab Test and Preparations. You can then search through preparation materials for tests. Once you have found the chosen product, click on add to basket and follow the process through. Please do not hesitate to contact our Customer Service if you need any further information. Page 25

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