PING PONG Help and Manuals

Transcription

1 PING PONG Help and Manuals Version release/ Table of contents Activate the cloud service Box in PING PONG 3 Create test and survey 4 Wiki 5 Administrator 10 Events 11 Create/Edit 13 Level of access 27 Grouping event 35 Check list 38 Assign users 40 Member types and functions 42 Course occurences 46 Mer om kurstillfällen 51 Create event groups 54 Event roles 58 Event logs 65 Import events 66 Users 70 Create user groups 71 Create/Edit 78 Import 89 Supply teachers 99 Organisation 101 Settings 102 Basic information 129 Support management 130 User fields 134 Event fields 142 Policy Management 147 CV 150 Open Pages 153 Password Management 154 ILP: Course types 156 Misc. 157 Send support question 161 Access rights 163

2 Interface 172 Organisation overview 184 Events 186 Users 192 Groups 195 Global 202 Settings 204 Templates 207 Tag collections 214 Competence management 218 Competence management: Terminology 225 Co-workers 226 View co-workers' competence profiles 228 Reports 233 Inventory reports 234 Matching reports 236 Work as a Competence administrator 237 Parents/Guardians 242 Additional services 244 Trainer created events - administrator 253 Plagiarism control 255

3 Page 3/256 Activate the cloud service Box in PING PONG If your organisation uses the cloud service Box, you can activate it in PING PONG in two ways: Use the File selector to fetch personal files from Box and upload copies to PING PONG. This is available to all users. Embedded folders from Box is used as the event's document folder. Trainers choose folders to activate. Contact Ping Pong AB to activate the file selector and/or embedded folder. Use file selector from Box Once Ping Pong AB has activated the file selector, the service becomes immediately available in the user interface for all users with no extra settings needed. Activating the service means that all users can upload files from their own Box accounts wherever files can be uploaded in PING PONG, e.g. Documents and Content editor. Embed a Box folder in the event's Documents Go into box.net and locate the folder, Click Share. Copy the link. Go the the event's settings and paste the link under the Document section. Done! The Box folder will be visible under Event's documents and participants in the event can access the contents. Trainers can also upload files via PING PONG so that they are put directly into the Box folder. Remember that when you share a folder in this way, you increase the risk of unauthorized persons accessing the files.

4 Page 4/256 Create test and survey You can create different question types and let the participants in the event answer a test or survey. To read more about how to create tests and surveys, go to one of the pages below. Test Anonymous survey Non-anonymous survey

5 Page 5/256 Wiki Users who have the role of Trainer or Edit content rights can, using this tool, create Wiki folders where the participants of that certain event can create and edit content pages. When you work with Wiki folders, the following tabs are visible: Overview, Properties, Access and Versions. Overview This shows an overview of all pages that are in the wiki folder you selected. The list shows you the names and types of objects in the folder and their settings (e.g. if access is limited or if they are unpublished) and when they were last published. Key to symbols Under the Status column: page or folder contains changes not yet published. page or folder has limited access. page or folder is published on the event's open pages. page or folder will not be included when publishing. a group can edit the page or folder. the page or folder is new and not yet published. Go to a folder/page To go directly to a folder or page, click its name in the list. To find out more about folder or page settings, click one of the symbold in the table. The object's settings relating to that symbol will then be opened. So if for example, you click the limited access symbol, you will be taken to the object's access tab. Add content To add a page or folder to your content, click the Add... link at the top of the page. Publish and delete content

6 Page 6/256 Publish and Delete buttons are situated above the table. They are greyed out by default until you select one or more pages or folders using the checkboxes to the left of each object in the list. This activates the two buttons allowing you to publish and/or delete the selected objects. You can also use the Publish everything link at the top of the page to publish all content in one go. Move content You can change the order of pages and folders by using the arrows on the far right of each object in the list. 1. Select the page/folder you wish to move by clicking on the arrows to the right of it. 2. Click the arrows on the destination row where you want the selected object to be moved to. The page/folder already on the destination row will automatically move down one row. Properties Decide the name of your folder here, as it will be seen in the event s menu. Style: Here you can specify whether or not the page will use the course's standard appearance (learn more here: Style). Metadata: Write a description of the page plus keywords here. Navigation and Orientation: This lets you customise how the menu and content are displayed. Navigation area: The event's menu. Orientation area: The content's menu. Maximize content: When Maximize content is set to On the content on the page expands to fill the browser window's width and the menu is hidden. Learn more about Properties here: The top folder: Content. Folder display

7 Page 7/256 Choose whether participants will see a list of the folder's content when they click the folder or if they will see the first page in the folder. If you choose Display the folder's content you can then choose how many levels within the folder's hierarchy of content should be displayed. Language filter If the additional service, Open pages is activated for the event, you can choose to activate the language filter for the pages. The filter is then activated for the system's open pages where the user selects their preferred language by clicking on a flag. You can choose between: Language independent: The page is displayed regardless of what language a user has selected. Swedish: Only display to users whose chosen language is Swedish: The page is only shown to users who have selected Swedish. English: Only display to users whose chosen language is English: The page is only shown to users who have selected English. Please note: If the page is in a folder, the folder's language filter settings are inherited. Lock properties If you have Event administrator rights for an event, when you are editing a folder in it, you have access to the following choices: Lock property: "Name": Select this if you want to prevent users with the role of Trainer or Edit content rights from changing the actual folder's name. Lock "Publish in the system's open pages": Choose this if you wish to prevent users with the role of Trainer or Content creation rights from changing the actual folder's publication settings. The Publish in the system's open pages option exists for all kinds of pages (not just folders) but is only shown in events in which the Open pages function has been activated as an additional service. Lock content structure in this folder: Select this if you wish to prevent users with the role of Trainer or Edit content rights from adding, removing or changing the position of pages in the actual folder. Publishing You can uncheck the Include when publishing box if you do not want changes to the folder and its content to be visible to participants. Save

8 Page 8/256 Don't forget to Save before you navigate away from this page or click another tab. If you wish, you can also click Save without publishing so that your changes are saved without becoming visible to participants. Otherwise click Save and publish to display your changes straight away. The publish command only applies to the folder you have been working on. Access Under this tab you can decide who will have access to the folder you are working on and under what time period. If no special choices are made, all participants will be permitted access for as long as they have access to the event, by default. Visibility Choose whether participants will be able to see the folder in the left hand menu s page structure (under Content). If you choose to hide the folder in the menu, it will only be accessible to participants via a link from another page. Otherwise participants will be unable to view the folder and its content. Access Control user access to the folder in the following ways: Time limited: Choose whether access to the folder will only be enabled between certain dates and times. Objective completion required: Choose whether a user must have completed an objective (as defined under Objectives and progress) before they can get access to the folder. Group membership required: Select this option if you only want certain groups to have access to the wiki folder. Next select the desired group(s) in the list under the option. If no group is selected, the folder is shown to everyone with access to the event. Please note that a selection means that if you yourself do not belong to any of the groups you select, you will only be able to see the folder in the content editor. You can select more than one group by holding down the Ctrl key when clicking with the mouse button. To see more information about groups, you can select one or more groups and click the i symbol. Versions

9 Page 9/256 Under this tab you can view an earlier, published version of the wiki folder plus its content. Versions are listed with the time at which they were published plus who published them.

10 Page 10/256 Manuals for users with access to the administration tools This section contains instructions and interactive guides to help users who have administrator privileges in PING PONG. The manuals aim to guide you though common processes in the system and help you make the most of specific functions. Please note that the Administrators' manuals are only partially complete. New manuals are in development to reflect changes to the Administration tools.

11 Page 11/256 Event administration Under the Events tab you can create new events. These events are empty when you first create them, ready to be filled with educational material and functions in collaboration with your teachers. For this to happen, you will need to give some users the role of Trainer or other relevant event roles in the event(s) you create. Events can be grouped together and just like users, the same event can be put into more than one event group. System users can be given different roles in an event, e.g. Trainer or Participant. These users can enter the event directly from their Start page when they log into PING PONG or by going to Events > My events. Workflow An administrator creates a new event in the Administration tool under Events > Create/Edit. The administrator determines who will have access to the event and which roles the different users will have in the event, under Events > Assign users. The new event can be viewed by all users assigned to the event via Start page > My events > Active events. Assigned users can now enter the new event and perform tasks according to the rights they have been

12 Page 12/256 assigned. For example, users with the role of Trainer can begin creating content whilst Participants can start accessing and using the content that has been published.

13 Page 13/256 Manage event Under Create/Edit you can create new events, put up information about events and adjust a range of settings for events. You can also edit existing events. This help page is about how you can create and edit events in the administration tool. Here we describes: different event types, creating a new event and editing an existing one, copying an existing event. The subsidiary page, Level of access describes how you can configure access to an event. Event types When you choose to create a New event you have three types to choose between. You can choose to create a new Event, Grouping event or you can Copy template event*. An Event is an environment where a selected group of users gather to take part in a course, discussion, project work, test or survey. An event can contain many features such as a discussion forum, noticeboard and content. A Grouping event is an event group that both groups together events and is an event in itself. Grouping events have the same functionality as a normal event and are useful for courses/programs that contain multiple events. To learn more about this special type of event, read the following help page: Grouping events. When used in combination with the additional service, Open pages, Grouping events can also be used to implement an open course web/course catalogue at a web address of your choice that can be accessed without logging into PING PONG. A Template event is a normal event that a user with Organisation administrator and Event administator rights has chosen to use as a Template event. This is useful in cases where an event contains content that has wide application in an organisation. So an event created as a "Expectiations survey" might be useful for several different courses, so offering it as a template event allows other trainers to adapt it to their course requirements..

14 Page 14/256 To copy a template event, you must have Event administrator rights and/or have the role of Trainer with access to Trainer created events*. Please bear in mind that once you have created an event, it is not possible to change the status from event to grouping event. Neither is it possible to change a grouping event to a regular event. Roles in events The most common roles in events are Participant and Trainer. A user with the role of Trainer gains access to virtually all tools and functions whilst a user with the role of Participant has more limited access to the material made available in the event by trainers and other users with rights to create content. Other event roles include Instructor, Teaching assistant, Content producer, etc. Read more about different possible roles in events here: Event roles. Create a new event Create a new event Click New down on the left of the window to create a new event. Choose event type First you need to select whether you want to create a regular event or a grouping event - then click Next.

15 Page 15/256 Step 1: Create new event Here you configure basic settings for the event: Name Give a name to the event. Group membership The event must belong to at least one event group. Use the object selector to search for and select event group(s) to which your new event will belong. Give me trainer rights

16 Page 16/256 Check this box if you want to assume the role of trainer in the event. (Contact PING PONG if you would like this option to be selected by default.) When you have configured the above settings, click Next. Step 2: Created event (or Edit event) In this stage there are three tabs: Basic settings, Follow up and Advanced. For events with application management, there is an extra tab Applications) under which you configure further settings for the event. The settings you configured in step 1 are also accessible here in case you wish to make any changes. Some settings in step 2 are group specific, which is why you need to save and reopen if you wish to change group membership after step 1. If you are editing an existing event, you will come directly to this step. The following settings can be configured in step 2: Basic settings

17 Page 17/256 Information Enter or edit general information about the event here: You can change the name and enter a description of the event. Content language is the language that the actual content pages of the event are written in. Setting the language here optimizes the system's search function and gives better results when users search within PING PONG. This setting does not affect PING PONG's interface language, which is chosen by each user. Max total SMS*: Specify how many SMS text messages can be sent to mobile phones from the event. When a trainer has sent a text message, the number of credits used is shown. If the organisation has purchased SMS credits, the event's trainers can use these to send information from the event. Event fields: Enter the requested information in each field. What fields are shown depends on how the event environment has been configured. The most common fields are entry requirements, course length and date. Event fields can be customised for different event groups, so event group membership can affect what fields you see here. An organisation administrator can add new event fields under Organisation > Settings > Event fields. Open pages: Check the box if you want the event to be displayed on your organisation's Open pages. You then can determine the time period for display and an alternative name of the event if users change the language to English. If the event is displayed on open pages, trainers can then choose to publish selected parts of their course material from the event on the open pages. Group membership You can change which event groups your event belongs to. Don't forget to click Save if you change group membership, as the visibility of certain settings depends on which event group(s) your event belongs to. Check list Here you can create a simple checklist of things that need to be done in relation to the event. Click the Edit button to create the list, mark off completed tasks and edit, remove or add tasks to the list. The list is displayed in its own window and by clicking on a task's you can see who has created the task and who has marked it as completed. When the list is created, it is shown in a field on the right in the administration tool and a bar shows what proportion of the tasks have been completed. Read more about this function here: Check list. Access

18 Page 18/256 Specify what type of access the event will have. Your choice affects how your participants will access the event. You can learn more about configuring access on the following page: Level of access. You can choose between the following types of access: Access via administrator: When you create an event, this is the default level of access. It means that you as an administrator must actively give access to individual users or groups of users, assigning them roles such as Trainer, Participant or other roles (under Events > Assign users). Participant can start directly (public): Select this type if you want users to be able to start the event themselves (and in this way gain access to it). Events with this level of access will be visible to participants and can be started via the Catalogue function. Password protected: A password protected event works in the same way as a public event. The only difference is that a participant must have a password to be able to start the event. Apply for event: Selecting this level of access makes the event available for application for selected user groups. This type of event is visible in the catalogue by access is gained by submitting an application which then must be approved by an administrator. Notification of interest: You can use this type of event as a placeholder to see how many of your users would be interested in participating in a particular course. Functions in the event You can view and change which functions have been activated in the event, create content and view statistics and learner progress using the functions here. Clicking one of the buttons below gives you temporary rights to perform tasks that are normally reserved for Trainers or other users with specific event roles. Show activated functions: Click to see a list of functions that have been activated in the event. Bear in mind that if the event is new, a trainer may not yet have changed any settings. Event settings: Click to open the Settings page in the event and view/change settings for Functions, Activation of participants, Logo, Navigation, Curriculum and/or Archiving. Content editor: Click to enter the event's Content editor. Here you have the same rights as a Trainer so you can create an informative start page, add a survey, a test, etc. Progress tool: Click to open the event's tool for viewing progress and following up what participants have been doing. You can see login statistics, test results, survey results and marks (if these are used). Follow up Course evaluation

19 Page 19/256 This function takes you to the Survey function in the event's Content editor. It thereby allows you to quickly and easily create a course evaluation survey that participants can later answer. When you click on one of the buttons below, you are granted temporary rights to perform tasks that are normally reserved for Trainers or other users with specific event roles. Create/edit course evaluation: Click to go directly to the survey creation tool. Begin by choosing whether the survey will be anonymous or non-anonymous. Give the survey a name and you then enter editing mode. You have access to the Help function in the top right hand of the page. Send link: Use this function to send a direct link to the event's start page. Depending on what user groups there are in the event, you may see a list of groups that include: Applied (4), Accepted (2), Participants (3), Passed (0), etc. The figure in brackets shows you how many users are in that group. Click the desired group to open the Create message form where you can write your messages and configure settings for the message. Summary: Click to go directly to the survey results summary in the Progress tool. Here you can see the event's surveys and view statistics for the desired survey. Diploma/Certificate The Template function allows you to create template individualised documents such as diplomas, course certificates, etc. for participants that are members of groups listed under the Diploma/Certificate heading. These could include: Applied Accepted Participants Passed Next to each group you will see a Create diploma button. Click this to go directly to the function where you generate diplomas/documents for the group's members. Read more about this on the following help page: Templates. Overview View lists containing information such as the number of participants that have started and passed the chosen event. Objectives and Progress Among the objectives you can include in your event is the passing of another event, In the group selecter below, you can select an event group or a grouping event. Any of the events included in the event group/grouping event you chose can then be included when you create objectives in your event.

20 Page 20/256 Report card Create detailed reports in Excel format of the event's components (assignments, logins, SCORM objects, etc.). Started and Passed Fetch a report on when participants started and passed the event. Advanced Archive Check the box beside Archived event if you do not want the event to show up in normal searches in the administration tool. To search for an archived event, you need to check the box beside Show archived under the search field. Users with access to the event will no longer see it under Current events but will be able to find the event in the list of archived events under My events. If you or another user opens an archived event, the menu will be greyed out by all the information contained in the event remains and everything will work as normal. The only other difference is that What's new will no longer send messages from the event. If you uncheck the box beside Archived event, the event will be reactivated as a current event. Template event If you have Organisation administrator and Event administrator rights you can make the event a Template event by selecting This event is a template event. Doing this makes the event available to users who when creating a new event choose Copy template event. To be able to copy a template event, you must have Event administrator rights or be a trainer with access to Trainer created events*. Help event If you have Organisation administrator rights for the top level group in the organisation, you can search for and select events and mark them as Show event in help.

21 Page 21/256 Please note that only users with access to the event will be able to access it via the help function. Competence management You can link Qualifications and/or Competencies to the event, meaning that when participants pass the event, they are awarded the qualifications and/or competencies you select here. The available competencies are dependant on settings made in PING PONG's competence management tool. Objectives & Progress If Objectives & Progress in the event shall make use of Passing of event as a type of sub-objective, choose here which events shall be available as options. If you choose an event group from the list, all included events will be available in Objectives & Progress. IP address limits* If the additional service, IP address limits is activated, you can limit the range of IP addresses from which access to the event is permitted. Here you enter IP addresses that are forbidden from accessing the event. Separate multiple IP addresses using commas. SwedSec* If the additional service, SwedSec is used, reports of Passed users can be sent to SwedSec. Click the Swedsec button and then click Send. To be able to connect to SwedSec, your organisation must have an agreement with SwedSec and connect events in the report to SwedSec. Contact Ping Pong AB for information and activation of this service. Learn more about SwedSec Licensiering AB, here: Validity period

22 Page 22/256 Validity period determines how long a pass in the event is valid for. This setting allows you to limit the validity of a pass for a set period of time. It does not take away the fact that a user has passed the event, but allows for cases when users need to periodically refresh their knowledge when the validity of a pass is deemed to have expired. To activate this function and configure it, do the following: 1. Click edit and a small window opens. 2. Tick the box Use validity period and set the following: Validity period [x] days: Enter the number of days for which a pass is valid. Use reminder: Check this option if you want administrators to be sent a reminder before the pass expires. Remind [x] days before: Enter how many days before expiry you want a reminder to be sent. Send message to administrator: Enter the addresses of the administrator(s) you want reminders sending to. Message template for administrators: Choose which template will be used for the messages sent to administrators. You can create new templates under Administration > Organisation > Templates > Reminders about validity period. Send message to participant: Check this option if you want participants to be sent a reminder before their pass expires. Message template for participants: Choose which template will be used for the messages sent to participants. You can create new templates under Administration > Organisation > Templates > Reminders about validity period. 3. Click Save. The Catalogue tab If you have made your event visible in the catalogue Basic settings > Access the Catalogue tab is displayed. Under this tab you can control settings and actions that influence the way the event is shown in the Catalogue. Link The link to the event in the Catalogue. Send link Share the Catalogue link to the event via . The link can be sent either to everyone who has applied for the event ( applied button) or to those who have not yet applied ( not applied button).

23 Page 23/256 Compose information message As an information administrator you can create a message that will be displayed to user groups who can see the event in the Catalogue. Upload/Change logo As administrator you can upload an image/logo to add to apply for events. The image will then be displayed in the Catalogue: Application If under the Basic settings tab and Access choose Apply to event, the Apply tab is displayed after you have saved the event once. Here you can configure settings for how applications will be handled. Application form fields Here you can compose an application description for you events that are open for application, and create fields that participants shall fill in when applying. Application fields can be of the following types: a text field with multiple rows a text field with one row a dropdown menu You can also decide if the application field will be obligatory for the participant to fill in. Creating application form fields:

24 Page 24/ Click the Manage fields button. A new window opens - here you can change the instructions and create a new user field. Click the link Change instructions to write instructions to those who are applying. Click Save after writing the instructions. Click the Create new field link. Select the type of field and click Next. Enter a name for the field and specify whether or not you want it to be obligatory for users to fill in. If you have chosen a field with multiple rows, specify how many rows you want and when everything is complete, click Save. Add more fields and move them up and down in relation to one another using the arrows. When you are finished, close the window. Copying application form fields from another event: Click Copy from another event. Choose which activity you want to copy from in the dropdown list, then click Save. Add more fields as desired and move them up and down in relation to one another using the arrows. When you are finished, close the window. When participants click Send application in the catalogue, they are taken to a page containing a description of the application and application fields. If the participant does not complete the obligatory fields, a warning is displayed and the application is not sent.

25 Page 25/256 In the Lists function (in the administation tool), application form fields are shown as columns if you decide to retrieve a list of event participants. templates This shows you a list of templates used when s are issued automatically by PING PONG events. You can select templates in the dropdown menu to the right of each type of automatic . If you make no customisations, the default template will be used. As an organisation administrator, you can also create and edit templates. Do this by clicking the Create and edit templates here link Copy an existing event If you decide to copy an existing event, all settings are carried over to your new event. To copy an existing event, do the following: Go to Administration > Events > Create/Edit. Locate the event you wish to copy using the search field on the left of the page. Select the event. Click the Copy button down on the left of the page. The page reloads and you are now presented with all the different parts of the event which you can choose to include in your copy. Enter your new event's name and description and select what you want to copy. Search for and select the event group(s) you want the new event to belong to. Do this using the object selector in the upper right of the window. Select Give me trainer rights if you want to have the role of Trainer in the event. Click the Save button in the lower left hand corner of the window. PING PONG needs to then create a copy of the event and when this process is complete, a dialogue box appears saying, "Click Save to finalize the copy!". Click OK in the box. Click Save in the administration window. Now that the copying process is complete, the event can be edited like any other. Configure settings, assign trainers, participants and/or users with other event roles and start it to make any changes.

26 Page 26/256 *Additional service. A Ping Pong support person from your organisation should contact Ping Pong AB for a price quote and for activating the function.

27 Page 27/256 Level of access Choose how your users will gain access to the event here. By deciding how the event is accessed, you as an administrator can control which user groups will be able to apply to join the event, the period during which applications are possible and you can set up rules such as making a pass in one event a requirement for entry to this event. You can choose between five different types of access: Access by Administrator: When you create an event, this is the default level of access. It means that you as an administrator must actively give access to individual users or groups of users, assigning them roles such as Trainer, Participant or other roles (under Events > Assign users). You can configure the following for this type of access: Catalogue label Groups with viewing rights Participant can start directly (public): Select this type if you want users to be able to start the event themselves (and in this way gain access to it). Events with this level of access will be visible to participants and can be started via the Catalogue function. You can configure the following settings for a public event (further down you can read more about these settings): Catalogue label Groups with viewing rights Groups with view and apply/start rights Time Dependency Password protected event: A password protected event works in the same way as a public event. The only difference is that a participant must have a password to be able to start the event. You can configure the following settings for a password protected event (further down you can read more about these settings): Password Catalogue label Groups with viewing rights Groups with view and apply/start rights Time Dependency

28 Page 28/256 Apply for event: Selecting this level of access makes the event available for application for selected user groups. This type of event is visible in the catalogue by access is gained by submitting an application which then must be approved by an administrator. You can configure the following settings for an apply for event (further down you can read more about these settings): Applications Application settings Applications handled by External registration settings Display of administrator/ trainer name and address in the Catalogue Catalogue label Unregistering Groups with viewing rights Groups with view and apply/start rights Time Dependency Notification of interest: You can use this type of event as a placeholder to see how many of your users would be interested in participating in a particular course. You can configure the following settings: Application settings External registration form settings Applications handled by Display of administrator/ trainer name and address in the Catalogue Catalogue label Groups with viewing rights Groups with view and apply/start rights Time Dependency Common settings for the different access types Depending on which type of access you choose, you will see different choices. One of the settings (viewing rights) is common to all types. A further 3 settings, (view and apply/start rights, time and dependency) are common to public, password protected and apply for events. Catalogue label

29 Page 29/256 You can add one or more words to draw attention to your event in the Catalogue, e.g. "New": Groups with viewing rights Search for and select the group(s) of users that you wish to be able to see the event in the Catalogue. Users in these groups will only be able to view information about the event but not apply to join or start the event as long as they only belong to a group with viewing rights (see next heading). To see more information about the groups you choose, click beside a group's name. Note! To make a local course offering accessible to other parts of or even the whole of your organisation, it is possible to activate a function that gives departments the right to see and select groups outside of their own department in this particular group selector. Contact Ping Pong AB to have this function activated. Groups with view and apply/start rights" Search for and select the group(s) whose members you want to be able to see and apply to join or start the event from their Catalogue. You must choose at least one group. To find out more about a group, click beside a group's name. Time You can set limits to the time period during which an event will be visible in the Catalogue and also limit the time for starting and/or applying for the event. One of the fields (start or end date) may be left blank in case you wish to leave the event open in that direction. In the adjacent image you can see that someone has chosen from now (empty field) to Users can always apply to take part in this event has been selected which means that they can do so during the indicated time period. For a Public or Password protected event, a similar setting allows access during the selected period. Please note that the dates must be entered in in the following format: "yyyy-mm-dd".

30 Page 30/256 Dependency By setting up Dependency rules you can create an automatic stream whereby users who have begun or completed one event automatically gain access to the current event via the Catalogue. Further settings for open events For open events which users may start participating in themselves, it is possible to configure Role in the event. Here you choose which role a user is assigned when starting the event - participant or trainer. If you select the role of trainer, the user will gain full editing abilities over the event's content and settings. Further settings for password protected events If your event is password protected you can also choose a password. In the Overview box there is a Specify password box. Here you specify a password that a participant must give in order to start the event. Further settings for apply for events If you have created an apply for event there are some further settings to configure: Applications Choose what parts of the event are open for application and how users apply: Apply to the event: If you want users to be able to apply directly to enter the event, select this option. If is suitable for events that do not contain course occurrences. When this option is selected, you can also configure settings for management of Unregistrations (see below). (x) course occurrences are open for application: Select this to allow users to apply for specific course occurrences within the event. This means that in the Catalogue when a user clicks Send application a list of course occurrences is presented for the user to select from.

31 Page 31/256 Maximum number of course occurrences a user may apply to: You can permit users to apply to several course occurrences by selecting a number in the dropdown menu. The user can select multiple course occurrences and an administrator can then do things like move a user to Accepted or Activated for one course occurrence and to Inactivated for other course occurrences. Course occurrences are created under Administration > Events > Assign users > [Search event] > New course occurrence. Settings for applications You configure general settings for applications here: Maximum number of participants: Specify if you wish to limit the total number of participants by entering a number here. If the event is set to accept applications to course occurrences, the number you enter applies to each course occurrence. Send to administrator when maximum number of participants is reached (Applied included): Check the box here to get the system to do this. Disable applications when Max number of applied/accepted/activated is reached Checking this box removes the possibility of sending an application to join an event when the maximum total participants is reached. Personal information is verified on applications started from Catalogue: Select this if you want a user's personal information to be displayed when they go to the Catalogue and click Send application. The user must check and/or change their details before clicking Send application. Require managerial approval: If the additional service Manager approval is activated, this option appears. If you select it, a manager must approve or reject an application before an administrator can move the user to Accepted, Activated or Inactivated. Please note that the event will then only be displayed in the Catalogue of users who have a Manager assigned in the system. You can learn more about Manager approval on this page: Additional services. Send to administrator when someone applies/unregisters: Select this if you want the administrator (as chosen under Applications dealt with by) to receive an when someone applies for or unregisters from the event.

32 Page 32/256 language: Choose which language the s will be in. Applications handled by Specify one or more people who will receive an when anyone sends an application. (Automatic s are activated under Settings for application.) Settings for external registration forms These settings can be used by organisations that have external forms for things like course registration linked to PING PONG. Enable applications without being logged in: If the course catalogue reflects an external webpage for course applications, you can activate this function. Activating this function then allows you to choose a form that is used for people to apply via the organisation's Open pages, if this additional service is used. Unregister This lets you configure participants' ability to unregister from the event. This option becomes available if Apply to the event under Applications (see above).

33 Page 33/256 Enable unregistering from Participants: This is usually not permitted unless you select this option. When a participant unregister, move that participant to Inactivated: With this option, the administrator lets those who unregister change status to Inactivated participants to make it easier to see who has unregistered. When someone is unregistered, move the first participant in line to: This means that if there are users waiting in a queue to join in the event, the first in line is automatically assigned the status the administrator chooses here, either Accepted or Activated participant. Display of administrator/ trainer name and address in the Catalogue This setting allows you decide whether or not the name and address of the event's administrator/ trainer will be on display in the Catalogue. Further settings for "Notification of interest" events There are a further five settings to configure with notification of interest events: Interest notification settings You configure general settings for interest notifications here: Maximum number of participants: Specify if you wish to limit the total number of participants by entering a number here. If the event is set to accept applications to course occurrences, the number you enter applies to each course occurrence. Send to administrator when maximum number of participants is reached: Check the box here to get the system to do this.

34 Page 34/256 Disable applications when Max number of applied/accepted/activated is reached Checking this box removes the possibility of sending an interest notification in an event when the maximum total participants is reached. Send to administrator when someone applies/unregisters: Select this if you want the administrator (as chosen under Applications dealt with by) to receive an when someone submits an interest notification or unregisters from the event. language: Choose which language the s will be in. External registration form settings This setting can be used by organisations that have external registration forms linked to PING PONG, such as course applications. Enable applications without login: If the course catalogue is mirrored on an external website where users are encouraged to apply directly for courses, you may wish to activate this function. Activating it then also allows you to choose a form that can be used on the organisations's Open pages (if this additional service is used). Applications handled by Specify one or more people who will receive an when anyone sends an application. (Automatic s are activated under Settings for application.) Display of administrator/ trainer name and address in the Catalogue This setting allows you decide whether or not the name and address of the event's administrator/ trainer will be on display in the Catalogue.

35 Page 35/256 Grouping event A Grouping event is an event group which not only groups together a number of events but also acts as an event itself, with all the related functions such as discussion, message board and content. One possible application is when you are running a program containing several courses that are further divided into different sub-courses that participants progress through from one term to another. Grouping events can also be useful if you want to implement an open course or course catalogue at a specific web address that is publicly accessible, using the Open pages function. Create a Grouping event A grouping event is created in Administration tool, under Events. Click the New button down on the left of the page and then choose New grouping event as in the image below. Then click Next. Grouping event Event group Once you have saved the grouping event, the event can be edited in the same way as any other event. However, you have one extra button: Edit group for grouping event.

36 Page 36/256 A grouping event is basically an event group and can therefore be edited like one. When you click the Edit group for group event button, you are taken to the event group editing view (see below). Grouping event's content A grouping event (such as the "Master's Degree Programme in Biomedicine" seen in the images) can contain both ordinary events and other grouping events. In the image below you can see grouping events placed within a grouping event. In this case, terms which contain different courses (each course is an event). When you have added events to a grouping event, the event's members can see them in the menu on the left:

37 Page 37/256 Course web: a combination of Grouping events and Open pages When used in conjunction with the additional service Open pages, Grouping events can be used to construct and publish information about courses and other events on a public/open website which is accessible to users who are not logged into the system. The address is usually a subdomain of the organisation's top domain (e.g. courses.mydomain.com) and settings are configured with PING PONG AB as the Open pages function is activated and these pages are created. If your organisation already has Open pages activated, you can learn more in the following helptext: Open pages. Copyright Ping Pong AB.

38 Page 38/256 Checklist Checklist is a function that can be used with every event and allows you to create a simple checklist of things that need to be done in connection with the course/event. Creating a checklist To create a new checklist, proceed as follows: Go to Administration > Events > Create/Edit. Search for the event you want to create a checklist for. Highlight the event so that its settings are displayed to the right of the page. In the Checklist field on the far right of the page, click Edit. A new window opens in which you can edit your checklist. 1. Click Add task, to create a new task. 2. Insert a name 3. You may fill in a description if you wish. The text field also supports variables to enable you to personalise the message (click the little information symbol above the field to learn more about how you use variables). 4. If you want a reminder to be sent out, state the time for that. 5. Specify one or more recipients for the reminder. You can choose to send reminders by selecting one or more roles in the event, or you can write addresses in the text field underneath. 6. Save. 7. Add more tasks if required. 8. Use Edit, Remove and Move buttons to deal with previously created tasks. 9. Close the window when you are finished working on the checklist. Tip! Use tasks to create automatic messages If one of the tasks is to send out a message, you can use the description field to write the message text. Then check the box further down beside Mark as completed when a reminder has been sent and the task will be carried out as the message is sent automatically. Using the checklist Use the Search function to locate and select an event and click Edit in the Checklist field. Check the boxes next to each task that has been completed. As you check boxes, the page is updated and a bar shows what percentage of the tasks have been done. Create new tasks or edit existing ones as required (see above).

39 Under the tasks "i" you can see who has created the task and who has marked it as completed. Page 39/256

40 Page 40/256 Assign users To give users access to an event, regardless of what role they shall have, click the Assign users, then: Use the search function on the left part of the window to find and select the event you wish to assign users to. Choose one of the roles in the dropdown list on the top right (see below). For example, if you want to select users who will be able to access the event as participants, choose Participants. In the search area in the middle of the window, search for individual or groups of users that you want to assign to the selected role. Using your mouse, select the desired users and use the arrows to move them across into the list on the right. Click Save. There are several types of user. Go to Member types and functions to learn more about the different groups. Create list When you are in the Assign users tab, have selected an event and the top dropdown list is set to Participants, you can see a link to the Create list function. Click the link to come to the Lists tab under which the current event is preselected. Bulk management applications and acceptances If you wish to handle applications and acceptances for several events simultaneously, exporting and importing lists can make things easier. As an administrator, you can retrieve an excel file containing the names of all users who have applied and been accepted for events that are part of one or more event groups. Export applications

41 Page 41/256 The first sheet of the exported file contains an overview of the export with a column for user names, names, address and any other information from the application form plus which events each person has applied to and has been accepted for. There follows individual sheets for each event containing columns for application information plus Application date, Queue position and Accepted. This is how you export a file: Click Export applications at the bottom of the page under the group selector (if you have a specific event open, click Cancel first!). Choose whether you wish to add any particular user fields to the overview sheet and event sheets. These will be included as extra columns. Choose which event group(s) from which you want to obtain application and acceptance data. Click Export Import acceptances Once you have completed the export, you can edit the resulting excel file and then import it, thus updating the application and acceptance statuses for the selected events Open the excel file. Select the sheet for the event you wish to edit. In the Accepted column, select the persons you wish to accept by entering a cross by their names. In the Queue position column you can change the number to reorder the queue. The lowest queue number means that the person will be accepted first. If you wish to move a person who was accepted back into the queue, remove the cross in the Accepted column and enter a queue number instead. Save the file Go back to the administration tool and click Import acceptances Select the file you have just updated and click Import You see a summary of the updates contained in the file. Approve the updates by clicking Save.

42 Page 42/256 Member types and functions You will often encounter several types of user when assigning them to an event. You can read more about them further down in this text. On the Assign users page you can read about how to give users access to an event. Important functions in the Members field Administrators can access several important functions in the Members field: Move to: By selecting one or more users in the list and then choosing Accepted or Participants in the dropdown menu next to Move to, it is easy for administrators to change the role of the selected user(s). Applications log: The Applications log records and shows things like when a user applied for the event or unregistered their application. Mail selected users: After selecting one or more users, administrators can click Mail selected users to send, e.g. a course confirmation or other information by or PIM (PING PONG Instant Message). Create new course occurrences: New course occurrences allow different groups access to the same event but at different times. You can also make course occurrences open for application under Administration > Events > Create/Edit > Level of access > Apply for event and select (X) course occurrences are open for application. Create project groups for each course occurrence: Click here to create project groups based on course occurrence and participants. You are taken to a view containing a table showing course occurrences, members and whether project groups can be created for the course occurrence. If no members are linked to a course occurrence, no group can be created. Project groups will be created only for course occurrences that have members. Member types

43 Page 43/256 Activated and inactivated trainers and participants - always visible All users who have been assigned to an event are placed in either the Trainers or Participants groups. They can start the event from Start page > My events. If the event is Public (i.e. accessible via the Catalogue) and an assigned user has not yet logged into PING PONG, they are not classed as activated until they log in for the first time. Administrators can move activated participants to the group of Inactivated users. Those users can then no longer enter the event. However, statistics and data relating to their activities in the event remain in the system and can be accessed by searching among Inactivated participants. Designate trainer responsible for event If you choose the role of trainer in the dropdown list, a further dropdown list appears under the list of users that have the role of trainer. Here you can choose to appoint one of those users as responsible for the event. That trainer thus becomes the Event manager and the person's name will be visible in the Catalogue, as a contact on the support page and on the organisation's open pages (if the event has open pages). Member types whose visibility depends on settings Applied users - visible if application function is linked to event If an event needs to be Applied for in order for users to gain access, this is the category they will be automatically put into when they apply. Here they stay until they are placed into a different group. Those who apply for admission to an event are shown in a list under "Applied". They are placed in a queue in order of application submission. In the Catalogue, users who have applied for the event can see their place in the queue. Accepted users - visible if application function is linked to event

44 Page 44/256 If an event can needs to be "Applied for" in order for users to gain access, and users are accepted, they fall into this category. Here they stay until they are placed into a different group. "Signed up log" and the possibility to send e- mails is available when this group is selected for display. Passive users - only visible to users with Activate participant rights Administrators can move users to the Passive group. Users in this group cannot see or enter the event. However, users who have the role of Trainer in the event can see who is in this group. Furthermore, they can allocate them to Project groups, etc. before the event gets underway. Trainers can also be given the right to Activate participants which they can then do via the Toolbox. To award this right to selected groups of trainers, go to Organisation > Access rights > Other. Inactivated users - visible if event has course occurrences The list of Inactived users shows people who had access to the event via one particular course occurrence which has since expired. Click Reactivate and extend to give selected users more time to access the event. Read more about this in the manual called "Course occurrence". You can also or PIM selected users by clicking Mail selected users. Invited users - visible if event trainer uses Invitation to event function The Invited list contains all participants that have been invited by an event trainer to join an event. Trainers can administer invitations themselves but as an administrator, you can make changes. Read more about invitations in the following manuals: Invitation to event: Administrator or Invitation to event:trainer. Users activated via course occurrence - visible if event has course occurrences

45 Page 45/256 The list of those Activated via course occurrence shows those users who have access to the event during the current course occurrence. Next to certain names, there are brackets containing information about when each user must finish the event. Read more about this in the Course occurrence manual. Course occurrence: Course occurrence name - visible if the event's course occurrences are open for applications If the event has course occurrences that users can apply to join, each course occurrence is shown in a dropdown menu with options for the underlying member types: Applied (course occurrence name) (total): Click here to see who has applied for the course occurrence. The total number of applications is shown directly in the dropdown menu. Within the list you can select users and move them to the desired member typle. Note that if the additional service Manager approval is activated, a manager must applove the application before an administrator can move the person. Accepted (course occurrence name) (total): Click here to see who has been accepted for the course occurrence. The total number of acceptances is shown directly in the dropdown menu. You can move users in the same way as with Applied (see above). Activated (course occurrence name) (total): Click here to see who has been activated as a participant in the course occurrence. The total number of acyivated participants is shown directly in the dropdown menu. You can move users in the same way as with Applied (see above). Inactivated (course occurrence name) (total): Click here to which participants have been inactivated in the course occurrence. The total number of inactivated participants is shown directly in the dropdown menu. You can move users in the same way as with Applied (see above). Temporary access to event Users with Assign User Administrator rights can place themselves temporarily in an event as Trainer, Participant or one of the Event roles. Assignment is done under Events > Assign users. Search for and select an event and in the dropdown menu at the bottom of the window, select Temporarily add me to > Activated Trainers/Participants. When this choice is made, the event opens automatically in a new window and you can see the event from the chosen role's perspective. When you log out of PING PONG, your temporary access to the event ends.

46 Page 46/256 Course occurrence If you have the same course that you wish to offer on different dates, the course occurrence feature lets you allow users to apply to join the course on one of those dates/course occurrences. It also allows you to administer different participant lists for each occurrence using information from the application form fields, etc. Furthermore, with course occurrences you can also configure settings for reminders and end dates for each occurrence. So you can do things like set the system to send out reminders to participants about when their course ends, keep an eye on when different groups start and end their courses, extend a course when necessary, and so on. Different types of course occurrence Time limits can be imposed in several ways: Decide the course occurrence's start date. Individuals and groups placed into this course occurrence will be able to access the event from the given date. Decide the course occurrence's end date. Individuals and groups placed into this course occurrence will be able to access the event up to and including the given date. Access from first login. Individuals and groups placed into this course occurrence will be able to access the event for a given number of days, starting from the date of their first login. Access after passing an event. Individuals and groups placed into this course occurrence will only be able to access the event for a given number of days after they have passed it. NOTE! Every 10 minutes, (i.e. 11:10, 11:20, 11:30) the system checks and implements course occurrence settings. If an administrator goes in and starts to edit the relevant course occurrence settings, the system waits until the administrator saves changes or exits. This means for example that: If the course occurrence is one in which participant has access to an event for 1 whole day after passing it, the participant who gains a pass at 11:13 will lose access at 11:20 the next day. An exception is when an administrator logs in and makes a change between and PING PONG will not exclude the participant until the administrator saves the settings. For a course occurrence in which the start date has passed: If a new participant is placed in a group that already has access to an event, that individual may have to wait up to 10 minutes for the system to check and admit the participant to the event. To give participants faster access, the administrator can go in and save the course occurrence directly after placing the new user in a group with access to the event via course occurrence. Additional NOTE!

47 Page 47/256 Avoid placing a user in more than one course occurrence. Whenever this happens, the system attempts to implement the different course occurrence settings in the least restrictive way possible, which can lead to conflicts and unpredictable results. One example: A user is placed in the following course occurrences: "Access till 3 days after passing" AND "Access 30 days after login": The user has access to the event up to passing the event and for 3 further days, irrespective of when the user first logged in. If the user passes on day 1 after first logging in, that user still has access to the event for a further 30 days. If the user passes on day 30 after first logging in, access to the event remains for a further 3 days. Step-by-step-instruction: Create a course occurrence Choose Assign users under Events in the Administration Tool. Search for the event you wish to create a course occurrence for using the search function on the left. Click the New course occurrence link under the Members field. Give the course occurrence a suitable name. Determine whether the course occurrence is open for application or not by cjecking/unchecking the box. Decide if the course occurrence will have any time limits and specify those limits: For a course occurrence with only end date: Check that the automatically filled in start date is suitable, and if not, insert a new one. Mark the Only start date choice. Continue to step seven below. For a course occurrence with end date (as well as possible start date): Check that the automatically filled in start date is suitable, and if not, insert a new one. Mark the Fixed end date after which the group cannot log in and insert an end date. Continue to step seven below. For a course occurrence with time limit after first login: Check that the automatically filled in start date is suitable, and if not, insert a new one. Mark the Access to event after first login and insert Total days.

48 Page 48/ Continue to step seven below. For a course occurrence with limited access after passing: Check that the automatically filled in start date is suitable, and if not, insert a new one. Mark the Access to the event after passing choice and insert Total days. Continue to step seven below Write the message that users will see if they attempt to start an event after its course occurrence has finished. If you do not write anything, a system message will be shown. The text can be edited by an administrator while the course occurrence is being edited/created. Choose whether the system should send an automatic reminder before access to the event ends. 1. Indicate whether the message should be sent by PIM or Indicate how many days before the deadline the message should be sent. 3. Write the reminder message. (If you don't write anything, but do indicate a toltal number of days, the standard message will be sent out to participants. Read more about reminder messages further down the page. Save! Extend time for one participant When the time expires, participants are shifted into the Inactivated list. However, the time limit for an individual in that list can be changed like this: In Administration choose Assign users under Events. Search for the event you wish to edit a course occurrence for using the search function on the left. Highlight the event. Choose Inactivated in the dropdown menu under Participants. Highlight the one or more (through use of the Ctrl key) to extend the time limit. Click Reactivate and extend.

49 Page 49/ In the small window that opens, indicate how many days from now you want to extend the course time limit. In some web browsers, you might be asked if you want to allow pop-ups. In such case, click "Yes" then go back in your browser to make sure that your settings are cleared and you an proceed with popups. You are now moved automatically down to the Activated via course occurrence list where you can see users that have been activated for a while, among them those who you just activated. Each user will have access to the event from the day shown next to their name. Note! Users in the Participants group always have access to the event, regardless of whether their placed in a course occurence that for the moment does not have access to the event. Message when time has expired When the course occurrence has finished, i.e. when its time limit has expired, a message is displayed to those who attempt to access the event. This message mention the administrator who set up the course occurrence. Do the following: To create a new occurrence and add a message: Go to Assign users in the administration tool. Search for and select the event. Click Create new course occurrance under the list of participants. Give the course occurrence a name. In the view that opens, configure settings for the occurrence. Write your message in the text box under Message to users when occurrence expires. Save! If you will add a message to an existing occurrence: Go to Assign users in the administration tool. Search for and select the event. Select the course occurrence you wish to add a message to from the dropdown list over the list of participants. Click Edit course occurrence under the list of participants. In the view that opens, configure settings for the occurrence. Write your message in the text box under Message to users when occurrence expires.

50 Page 50/256 Precisely as with other messages sent out by PING PONG you can use variables and write things like: "Hello %name%!" to make the message more personal. The recipient's name will then appear in the , e.g. "Hello Maria Stjernberg!". %firstname%, %lastname%, %login%, % %, %course% and even %person field's namn% (person field's name being the name of a field under Personal) can be used in the message. However, do remember to choose fields that the user has completed, otherwise they will appear as blank in the message. If you choose to include %password% in your message, two different things can happen: Users who have never previously logged in will be given a new password, generated automatically by PING PONG. Users who have previously logged in will see the text, "Your usual password" - not their actual passwords. Automatic reminder Before the end time has run out, it can be good to get a reminder message. Here an administrator can write a message and decide how long before the course occurrence finishes that the message should be sent. The message can be sent by or PIM (PING PONG Instant Message). Note that this reminder function is not related to the handling of applications to course occurrences. All created course occurrences are shown under the course occurrences header in the dropdown menu at the top right hand of the page. (Participants are preselected in the list). If you wish to edit an occurrence, highlight it in the list and click the Settings for course occurrence that is shown under the Members field when a course occurrence is chosen.

51 Page 51/256 Additional information about Course occurences This page gives you additional information about how you can benefit from functions regarding course occurence. Below you can read more about how you can extend the time limit for a participant, notify when the time expires and send automatic messages to the participants of the course. NOTE! Every 10 minutes, (i.e. 11:10, 11:20, 11:30) the system checks and implements course occurrence settings. If an administrator goes in and starts to edit the relevant course occurrence settings, the system waits until the administrator saves changes or exits. This means for example that: If the course occurrence is one in which participant has access to an event for 1 whole day after passing it, the participant who gains a pass at 11:13 will lose access at 11:20 the next day. An exception is when an administrator logs in and makes a change between and PING PONG will not exclude the participant until the administrator saves the settings. For a course occurrence in which the start date has passed: If a new participant is placed in a group that already has access to an event, that individual may have to wait up to 10 minutes for the system to check and admit the participant to the event. To give participants faster access, the administrator can go in and save the course occurrence directly after placing the new user in a group with access to the event via course occurrence. Extend time for one participant When the time expires, participants are shifted into the Inactivated list. However, the time limit for an individual in that list can be changed like this: In Administration choose Assign users under Events. Search for the event you wish to edit a course occurrence for using the search function on the left. Highlight the event. Choose Inactivated in the dropdown menu under Participants. Highlight the one or more (through use of the Ctrl key) to extend the time limit. Click Reactivate and extend.

52 Page 52/ In the small window that opens, indicate how many days from now you want to extend the course time limit. In some web browsers, you might be asked if you want to allow pop-ups. In such case, click "Yes" then go back in your browser to make sure that your settings are cleared and you an proceed with popups. You are now moved automatically down to the Activated via course occurrence list where you can see users that have been activated for a while, among them those who you just activated. Each user will have access to the event from the day shown next to their name. Note! Users in the Participants group always have access to the event, regardless of whether their placed in a course occurence that for the moment does not have access to the event. Message when time has expired When the course occurrence has finished, i.e. when its time limit has expired, a message is displayed to those who attempt to access the event. This message mention the administrator who set up the course occurrence. Do the following: To create a new occurrence and add a message: Go to Assign users in the administration tool. Search for and select the event. Click Create new course occurrence under the list of participants. Give the course occurrence a name. In the view that opens, configure settings for the occurrence. Write your message in the text box under Message to users when occurrence expires. Save! If you will add a message to an existing occurrence:

53 Page 53/ Go to Assign users in the administration tool. Search for and select the event. Select the course occurrence you wish to add a message to from the dropdown list over the list of participants. Click Edit course occurrence under the list of participants. In the view that opens, configure settings for the occurrence. Write your message in the text box under Message to users when occurrence expires. Precisely as with other messages sent out by PING PONG you can use variables and write things like: "Hello %name%!" to make the message more personal. The recipient's name will then appear in the , e.g. "Hello Maria Stjernberg!". %firstname%, %lastname%, %login%, % %, %course% and even %person field's namn% (person field's name being the name of a field under Personal) can be used in the message. However, do remember to choose fields that the user has completed, otherwise they will appear as blank in the message. If you choose to include %password% in your message, two different things can happen: Users who have never previously logged in will be given a new password, generated automatically by PING PONG. Users who have previously logged in will see the text, "Your usual password" - not their actual passwords. Automatic reminder Before the end time has run out, it can be good to get a reminder message. Here an administrator can write a message and decide how long before the course occurrence finishes that the message should be sent. The message can be sent by or PIM (PING PONG Instant Message). Note that this reminder function is not related to the handling of applications to course occurrences. All created course occurrences are shown under the course occurrences header in the dropdown menu at the top right hand of the page. (Participants are preselected in the list). If you wish to edit an occurrence, highlight it in the list and click the Settings for course occurrence that is shown under the Members field when a course occurrence is chosen.

54 Page 54/256 Create event groups Under Events -> Event groups you can create new, or edit existing groups of events. There are three basic event groups that are always in the system: All events All groups Your organisation NB Administrators do not necessarily have access to all groups at all levels in an organisation. Why put events into groups? One of the main reasons for grouping events is that it makes it easier to delegate responsibility to other users in the form of rights (privileges). For example, if you are in a school setting, it may be appropriate to group events by subject and then award administrative rights to subject teachers so that each teacher can administer events in their own subject group but not in anybody else's. Considerations when creating event groups Think through what groups you need in your organisation. It can be good to prepare by making a sketch of your desired groups and how they will relate to each other in terms of hierarchy etc. Start from the top and work down by creating groups directly beneath the level of the whole organisation. It is much easier to then place subsequent events in the correct group. Think about how you want to name your groups. For example, if you are an administrator in the Social Science Institute, you may want to create a group of events called Short courses. However, at the same time there might be another administrator in the Natural Science Institutewho has exactly the same idea! This is not a problem for PING PONG, but a system administrator (who sees all these groups) might get a bit confused. The solution is simple - add something to the name of the event group that makes it easier to identify. In this case, you could use Short courses SSI whilst your counterpart in the Natural Science Instituteuses Short courses NSI.

55 Page 55/256 It is also worth adding a description for each event group. You might want to include details such as that this group is only visible to particular groups of users and what types of event should be put into this event group. Try to avoid placing individual events directly in the top level group - put them as far down the group hierarchy as possible. A group must always sit within a parent group. It is not possible to delete a group or its final parent. For example, you cannot take group B from group A is A is the last parent to B. You cannot put a group inside itself. Step by step: Create an event group Log into PING PONG. Choose Administration under Tools. Under Events, choose Event groups and read the Manage event groups instructions that you see there. Click the New button to the bottom left of the window and then insert the name of your first group. If your users are using more than one language for the interface, you may wish to give the name in those different languages. For example, those that use the English interface may see Evaluations whilst those that use a Swedish interface will see Utvärderingar if you have used those two languages. Make use of the description fields by inserting relevant information. For example, a group called "Nordic events" could be described as "Courses and events for Scandinavian users". You must put your new group into an existing group - shown in the list on the right. Do this by selecting a group using your mouse button. When you are ready, click Save. Repeat steps 4-5 to create more groups, always remembering to click Save before navigating away. Create several groups in a hierarchical relationship to one another Before you embark on creating many event groups in PING PONG, it is a good idea to sketch out the way your event groups will be structured. It is usually easiest to build from the top down. For example, if you were going to offer a range of Maths courses using PING PONG, you could start by creating an event group called "Mathematics". Then, if you create event groups such as "Algebra", "Geometry", etc. you can place them directly into "Mathematics". If you have not ordered your groups in relation to one another, or simply wish to change the structure of your event groups, this is easily done in the Administration tool under Events -> Event groups. First, find and select the event group in which you wish to place other event groupsusing the search function on the left. Then click the Edit button at the bottom of the window. Now click the Members button, also at the bottom. A new search field appears in the centre of the window allowing you to find and select event groups that you want to put into the event group you just selected. By holding down the Ctrl key, you can select many groups at the

56 Page 56/ same time. When you click the arrow, the selected event groups become members of your previously selected event group. You have now created a hierarchy of event groups. When you are ready, click Save. After you have arranged your event groups, you can check your arrangement in two ways: 1. Using the search function on the left, select the group that is at the highest level in the structure you wish to check. Next click the "i" symbol above the results list. In the pop up window that opens, click the Show/Hide group structure button at the bottom. This will show a diagram of the groups contained by your selected event group and how they relate to one another. Click on an event group at the top to show the hierarchy from that group downwards. 2. Again, using the search function on the left, choose a top level group from the dropdown list at the top. In the list below, you should now see all the event groups that are contained in that top level group. Select a group and click the arrow that points downward and to the right - you will now see further down the hierarchy. This is a good way to check that your groups are correctly ordered and that they can be located using the search function. Send message You can send messages simultaneously to members of several events within an event group. To do this, first select the event group in the tree structure, then click Send message at the bottom of the page. Then select which members shall receive the message using the following alternatives: Applied Accepted Participants Trainers Users that have logged in at least once Passed Having chosen your recipients, click the button underneath and the Create message window opens with all members are of the events in the group are preselected as recipients. The window contains a form that allows you to: Show message log: Click here to see what other messages have been sent to the selected group. Information about using variables: Click here to learn more about how you can use variables in the message. This can be interesting if, for example you wish to send personalised information about a user or event. Send message Show recipients: Clicking this displays a list of all recipients matching your previous selection. If you wish

57 Page 57/256 to omit a person from the list of recipients, click the trash icon next to that person's address. Sender: Your mail address is shown and you can remove or add addresses to this field. Subject: Enter the message subject in this field. Message: This is where you write the actual message. You can include variables to personalise the message. Click the little information symbol at the top of the page to learn more about how you use variables. Bear in mind that if you include this variable: %password% then a new password will be generated for users that have never before logged into PING PONG whilst other users will see "Your usual password" instead. Attach files: Click this button to attach a file. Maximum size per file is 7 MB. Alternatives: Choose how you want the message to be sent. Send as This option routes the message to each recipient's address. Send as PIM: This option routes the message to recipients within PING PONG using the PIM function. Send myself a copy: This option adds yourself as a recipient so that you also receive a copy either via the address you have registered in PING PONG or via PIM. Templates: A list to the right of the window displays any templates you may have access to. Click a template to use it. You can change the message text without affecting the selected template. Templates are created by users with Organisation administrator rights at the Administration window's startpage > Organisation > Templates. A link to the template tool is shown to users with that level of access under the list of existing templates - Edit templates. You can preview your message by clicking the Preview button. When you are ready, click Send. Templates If you or another administrator have created templates for different types of messages, they are shown in a list on the right of the window. Click a template's name to use it. You can change the text in your message without affecting the selected template. To edit a template, click Edit templates.

58 Page 58/256 Event roles Users with Organisation administrator rights can create Event roles and specify what rights each role shall have. These roles are linked to event groups, meaning that events within an event group can assign then assign these roles to event members.examples of the types of roles that could be created are Mentor, Teaching assistant, Instructor, Discussion moderator, etc. Here, under Event roles is where you create new roles and/or copy existing ones. System roles Trainer and Participant are system roles which cannot be changes. However, you can Copy them and edit the rights attributed to that copy and give it a new name. The role of Trainer has full event rights assigned to it (plus some extra system rights) whilst the role of Participant has few rights. Event roles A list in the lower part of the page shows the Name of each of the organisation's created event roles, which Group the role is linked to and the role's Description. Under Functions you can choose to Edit, Copy or Delete each role.

59 Page 59/256 Create a new role To create a new role, do the following: Click the Create a new role button at the bottom of the page. Fill in the Name and Description in the required languages. Within an organisation, each role must have a unique name. Select the Rights you want the role to have. Place your mouse pointer over the i symbol to see more information about the right you are interested in assigning. You can read more about different rights below. Select Event group. The new role can be used in any event belonging to the event group you select here. Save! Note! If you create a new role and save it without assigning any rights to the role, the role will be assigned the same rights as those of an event participant. Edit a role Click the Edit button next to a role which you wish to edit. In edit mode, you can add or remove rights, change the event role's name and description and change the event group to which it is linked. When editing a role, please remember the consequences this may have: Remove rights: All users who currently have this role will lose the rights you take away here. Add rights: All users who currently have this role will gain the rights you add here. Change event group: If you change an event role's event group, the role will be shown as "Role name (Historic)" in those events in which the role was used before the change. Users that currently have the role keep it, along with the rights assigned to it. As long as at least one user has the historic role, it will remain a role in that event until the last user is removed from the role - then it disappears from that event. Moving an event (event administration): If you move an event from "Event group A" which has certain roles to "Event group B" which doesn't have them, the users who currently have the roles are not affected. The affected roles will be shown as "Role name (Historic)" in those events in which the role was used before the change. Delete roles from an event If you want to completely remove a role from an event, you must do this in 2 steps: 1. Delete the role from the event group the event is in OR remove the event from the event group the role is linked to.

60 Page 60/ Remove all users from the role (under Events > Assign users > [Select event] > "Role name (Historic)"). Copy roles By copying a role you can work from the roles existing settings and create a new role. Next to each role is a Copy command which you can click and then edit the settings as desired. Don't forget to Save when you have made all the desired changes. Event rights To make the rights system as flexible as possible, every organisation can create its own event roles and assign the available event rights in any combination for different event groups. Below you can see all the available event rights that you can assign to a role. Event - Functions Edit objectives: Gives user the right to see the Edit objectives page in Toolbox and create new sub-objectives and folders there and configure settings for them. Discussion management: Gives user the right to create and edit discussion forums for event members in Discussion. Project group management: Gives user the right to see the Project group tool in the Toolbox and use it to create and edit project groups for event members. Message board poster: Gives user the right to create and edit messages to event members that appear on the Message board. FAQ editor: Gives user the right to create and edit questions and answers visible to the event's members in the event's FAQ. Document management: Gives user the right to upload, edit and delete folders, documents and links in Event's documents which can then be accessed by the event's members. Chat management: Gives user the right to create new permanent channels for event members in Chat and also to clear chat history. PodCast management: Gives user the right to upload new files and edit existing ones in the PodCast function, all of which event members can subscribe to. Calendar editor: Gives user the right to add new items to the event's Calendar and edit existing ones. Event - Settings Function activation: Gives user the right to see the Settings tool in the Toolbox and use it to configure the event's Functions, Logo and (if activated) Navigation. Event archiving: Gives user the right to see the Settings tool in the Toolbox and use it to manage archiving of

61 Page 61/256 the event. Event - Communication Send message: Gives user the right to see the Send message tool in the Toolbox and use it to send messages as s/pims to event members. Logbook management: Gives user the right to add entries, comments and contact notices to participants' and project groups' Logbooks if these are used in the event. Answer questions: Gives user the right to see the Answer questions tool in the Toolbox and use it to answer questions posted by event participants. Change user images: Gives user the right to use Change image button in the Members function to change the selected user's personal image/photo. E-meeting management: Gives user the right to configure e-meeting time limits in the event's E-meeting room. Event - Content editor Publish: Gives user the right to see the Content editor in the Toolbox and use the Publish command there to make content created by users with Edit content rights visible in the event. Edit style: Gives user the right to see the Content editor in the Toolbox and use the Style tool there to determine the visual style of content created by users with Edit content rights in the event. Edit content: Gives user the right to see the Content editor in the Toolbox and there create and edit event content (pages, tests, surveys, assignments, etc.) which can then be published by users with Publish rights and thereby made visible to event members. Progress tool - Statistics Content statistics: Gives user the right to see the Contents page in the Progress tool and there view members' activity and any results they have achieved on each page in the event. Test results: Gives user the right to see the Test results page in the Progress tool and there view members' results per test and per question. Survey results: Gives user the right to see the Survey results page in the Progress tool and there view full and summarised results per survey. Document statistics: Gives user the right to see the Documents page in the Progress tool and there view members' activity in the event's Document function. Ask/Answer question statistics: Gives user the right to see the Ask/Answer questions page in the Progress tool and there see who has asked and answered questions and when this has occurred. Discussion statistics: Gives user the right to see the Discussion page in the Progress tool and there view the event's discussion forums and see how active discussion forum members are. Message board statistics: Gives user the right to see the Message board page in the Progress tool and there view which users and how many users have read each Message board post.

62 Page 62/256 Blog statistics (external blog): Gives user the right to see the External blog page in the Progress tool and there view the URL, status and total number of posts per blog. Overview statistics: Gives user the right to see the Overview page in the Progress tool and there see information about how often, how many and when event members have logged into the event Portfolio reviewing: Gives user the right to see the Portfolio page in the Progress tool and there view the documents that event members have in their Portfolios. Create list: Gives user the right to use the Create list function in the Progress tool and there view statistics and results taken from the event. Progress tool - Follow up Test marking: Gives user the right to see the Free writing page in the Progress tool and there view respondents' answers to questions, set marks and write comments. It also gives the user the right to see event members' results per test and per question. Assignment assessment: Gives user the right to see the Assignment page in the Progress tool and there view respondents' submitted assignments, set marks and write comments. It also gives the user the right to export information on a selected assignment. Passfuntion: Gives user the right to see the Pass function in the Progress tool and there view members' results in relation to the event's sub-objectives. If a pass in a sub-objective is configured so that it can be awarded by a Trainer, the user with this right can also award or withdraw a pass using this function. Portfolio editor: Gives user the right to see the Portfolio page in the Progress tool and there view existing documents and add new documents and comment on all documents that event members have in their Portfolios. Event role visibility When Event roles are created, they become visible in many different places in PING PONG. My events You can see all your event roles next to each event listed on the My events page in the menu on the left of the page (Start page > Events > My events).

63 Page 63/256 Members Within the event, all the event roles it contains can be viewed under Members. On the right of the page, under Type of list, you can see all event roles in the event listed. Click on an event role to see a list of all event members who have that event role. Personal In many places in the system, a user's name is displayed in the form of a clickable link, e.g. in the lists under Members. When you click on a name, a small popup window opens displaying more details about the user according to settings made by the user themself and an administrator in PING PONG. If you click on a user's name in the context of an event, you will be able to see what event role(s) that person has in that event (see image below).

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65 Page 65/256 Event logs Under the Logs tab, an administrator can see when different roles were created and see any changes made to them. Filtering After a while, the list of event roles may become very long so you can filter the logs in order to more quickly find the information you need. There are 3 types of filter: Time: In the dropdown menu you can limit the log to displaying actions that have been done Since yesterday, Since last week or Since last month. Person: The dropdown menu presents a list of users who have rights to create and edit event roles. Select a user to see actions performed by that person. Role: The dropdown menu lets you select an event role so you can view actions affecting that role only.

66 Page 66/256 Import events To save you from having to create one event at a time, you can choose to import event information and create multiple events at once. The information imported to PING PONG must be saved in Excel format. In the first row of the import file, you must create columns corresponding to PING PONG fields. Bear in mind that a column with an empty first row will not be included in the import. The following information can be imported: name Event name (obligatory field). If an imported name already exists in the organisation, a warning is given. description Event description. Give a description of the event here. event groups Event groups. Specify which event groups the event will belong to using the id numbers, e.g or 6543,8989. You can also skip this now and specify event groups in the 3rd stage of the import. language Content language. Specify the content language. access type Type of access (Catalogue). signup = application, interest = notification of interest, password = password protected, public = start directly, non-public = administrator gives access. access password Password (Catalogue). If access requires a password, the password is obligatory. access show from: Displayed in the Catalogue from. When the event is displayed in the Catalogue (not the same as available for application or start). access show to Displayed in the Catalogue till. When the event is shown in the Catalogue (not the same as available for application or start). access start from Application via Catalogue from. When users can apply for or start the event from the Catalogue. access start to Application via Catalogue ends. When users can no longer apply for or start event from the Catalogue. access groups Target groups (Catalogue). Specify the user groups that will be able to see the event in the Catalogue using id numbers, e.g or 6543,8989. access max participants Max participants (Catalogue). Specify the maximum number of participants that can apply to the event.

67 Page 67/256 access admin logins Application administrators (Catalogue). Specify the user names of administrators that shall handle the event and receive s, e.g. al.dente or al.dente,lisa.ahl. passive groups Passive groups. Specify groups placed into Passive, e.g or 6543,8989. teacher logins Trainers. Specify event trainers e.g. al.dente or al.dente,lisa.ahl. responsible login Event manager (trainer). Specify the user name of the trainer responsible for the event. (the trainer is automatically added to the list of trainers if not included above). participant logins Participants. Specify user names of event participants, e.g. al.dente or al.dente,lisa.ahl. field Event fields. The organisation's own fields, e.g. Mobile phone, Department, etc. Double check that the fields have been created in PING PONG before you try to import user information. New database fields are created by the organisation administrator under Organisation -> Settings -> Event fields. To specify which field the information is intended for, the column heading begins with "field" and then the name of the field, e.g. field Course code. role Event roles. You can assign roles by creating columns like this: role Supervisor. You then assign users by user name under the column, e.g. al.dente or al.dente,lisa.ahl. All the above information plus a sample file can be found on the first page of the import function. Below you can see an example of a typical Excel file created for importing events to PING PONG. In this case, new events are created with names under the "name" column and all of them are placed in the event group with ID Stage 1: Upload file

68 Page 68/256 In stage 1, you upload the file containing the event information you wish to import. Remember that the fields contained in the file must correspond to those in the PING PONG database so that the information can be successfully imported. New database fields are created by the organisation administrator under Organisation -> Settings -> Event fields. Click Select file to locate the file you wish to import. Click Next in the middle of the page to proceed. Stage 2: Validation PING PONG validates the data you entered in the file. If a field cannot be imported, you receive feedback and can correct the file. Stage 3: Settings Create each event from scratch: If you do not wish to use another event as a temple to the new events you are creating, select this option. Copy another event: This alternative lets you select an existing event from the event hierarchy to use as a template for your new events. Groups: If you have not allocated your new events to event groups in the file, you do it here. Stage 4: Preview

69 Page 69/256 When you have completed the first three stages, PING PONG is ready to carry out the import. In stage 4, a preview is shown of the results of the import. All events that shall be created, along with associated fields are shown in the table. Check that the information is in the right places. If there are any problems, click Cancel, correct the file and upload it again. If everything looks ok, click Next complete the import. Stage 5: Confirmation In stage 5 you should receive a confirmation that the import has been successful.

70 Page 70/256 Users PING PONG's administrative tool enables you to manage users by organising them into groups. By doing this, it becomes easy to delegate responsibility for managing the system by awarding rights to specific users and/or groups of users. You can place each user in more than one group, giving you and the users maximum flexibility and freedom. Those who are responsible for adapting PING PONG to the needs of your organisation are advised to think carefully about how their own organisation's structure can be reflected in PING PONG before actually starting to create groups in the system. When you are ready to start, go into the Administration tool and click the Users tab to begin creating user groups and assigning users to them. In the manuals relating to managing Users with the Administration tool, we will look at how to create/edit user accounts, manage user groups, import users, create lists and delete accounts.

71 Page 71/256 Create user groups Under Users -> User groups you can edit or create new User groups. There are 3 basic user groups that are always in the system: All users All groups Your organisation. NB Administrators do not necessarily have access to all groups at all levels in an organisation. Why put users into groups? Different users will get different rights in the system. By creating groups, those responsible for courses in different departments in an institution can be given rights to administer users and groups within just their own department. Information is often sent out to users in PING PONG. If the target users are already in a group, it will be quick and simple to them all through PING PONG. Groups can be given a customised start page with different groups getting different images, page elements, etc. It is usually much quicker to manage groups of users rather than one user at a time. It can be interesting to view statistics relating to a specific group of users. Considerations when creating groups of users Think through what groups you need in your organisation. It can be good to prepare by drawing a diagram of your desired groups and how they will relate to each in terms of hierarchy etc. Start from the top and work down by creating groups directly beneath the level of the whole organisation. It is much easier to then place subsequent groups/users in the correct group. Think about how you want to name your groups. For example, if you are an administrator in the Social Science Institute and you have a lot of users doing short courses, you may want to create a group called Short courses. However, at the same time there might be another administrator in the Natural Science Institutewho

72 Page 72/256 has exactly the same idea! This is not a problem for PING PONG, but a system administrator (who sees all these groups) might get a bit confused. The solution is simple - add something to the name of the group that makes it easier to identify. In this case, you could use Short courses SSI whilst your counterpart in the Natural Science Instituteuses Short courses NSI. It is also worth adding a description for each event group. You might want to include details such as that this group has certain rights/privileges and notes on what types of user should be put into this group. Try to avoid placing individual users directly in the top level group - put them as far down the group hierarchy as possible. A group must always be contained within another parent group and it is not possible to remove a group from its final remaining parent. For example, one cannot take group B out of group A if group A is the final remaining parent to group B. A group cannot be placed within itself. Step by step: Create a group of users Log into PING PONG. Choose Administration under Tools. UnderUsers, choose User groups and read the Manage user groups instructions that you see there. Click the New button to the bottom left of the window and then insert the name of your first group. If your users are using more than one language for the interface, you may wish to give the name in those different languages. For example, those that use the English interface may see Management whilst those that use a Swedish interface will see Ledningif you have used those two languages. Make use of the description fields by inserting relevant information. For example, a group called "Scandinavia" could be described as "Users who are employed in Scandinavia". You must put your new group into an existing group - shown in the list on the right. Do this by selecting a group using your mouse button. When you are ready, click Save. Repeat steps 4-5 to create more groups, always remembering to click Save before navigating away. Create several groups in a hierarchical relationship to one another Before you embark on creating many groups in PING PONG, it is a good idea to sketch out the way your user groups will be structured. It is usually easiest to build from the top down. For example, if you wanted to manage users in Scandinavia, you could create "Scandinavia" first. Then, if you create user groups such as "Sweden", "Norway", etc. you can place them directly into "Scandinavia". If you have not ordered your groups in relation to one another, or simply wish to change the structure of your user groups, this is easily done in the Administration tool under Users -> User groups. First, find and select the group in which you wish to place other groupsusing the search function on the left. Then click the Edit button at the bottom of the window. Now click the Members button, also at the bottom. A new search field appears

73 Page 73/ in the centre of the window allowing you to find and select groups that you want to put into the group you just selected. By holding down the Ctrl key, you can select many groups at the same time. When you click the arrow, the selected event groups become members of your previously selected group. You have now created a hierarchy of groups. When you are ready, click Save. After you have arranged your groups, you can check your arrangement in two ways: Using the search function on the left, select the group that is at the highest level in the structure you wish to check. Next click the "i" symbol above the results list. In the pop up window that opens, click the Show/Hide group structure button at the bottom. This will show a diagram of the groups contained by your selected group and how they relate to one another. Click on a group at the top to show the hierarchy from that group downwards. Again, using the search function on the left, choose a top level group from the dropdown list at the top. In the list below, you should now see all the groups that are contained in that top level group. Select a group and click the arrow that points downward and to the right - you will now see further down the hierarchy. This is a good way to check that your groups are correctly ordered and that they can be located using the search function. Smart user groups* With this additional service you can create groups by setting up criteria for membership. PING PONG then automatically places users that match the criteria in the new group. Your smart groups are updated each night. This is how you create a Smart user group: Log into your PING PONG enviroment. Select Administration under Tools. Under Users select Manage user groups. Click the New Smart group button at the bottom of the page. In the view that opens, add your chosen criteria. You can choose between group membership, user fields and (if your organisation uses PING PONG's competence management), competences. Once you have selected a criteria, you can then choose how a user must meet the criteria; for example, by being a member of a group you have specified. Give the Smart group a name. You can also give a name in English that will be displayed to users who have selected English as their interface language in PING PONG. Give a description. This can also have an English version. Choose what group(s) the new Smart group will be a part of. All user groups must belong to another group. Click Save!

74 Page 74/256 If conditions for criteria are changed after the group has been created, e.g. if a role is deleted when it is part of the group's criteria, a PIM is sent to the administrator who created the smart user group. User group functions When you have located and selected a user group in the Search field, a number of buttons appear at the bottom. This is what they do: Edit When you click the Edit button, you see the group's name and description, access rights and members. The group name and description are directly editable. Settings* Customers using PING PONGs tool for competence management will see the Settings option. This allows you to make the following choices: Show Competence under My profile: Check this box if you want all users in the group (including those in groups that are contained in this group) to see Competence under My profile on the Start page. When this is used in an organisation, it is usually implemented at the highest level. This means you shouldn't need to change this setting so often. Allow users to edit their own skills profiles: Check this box if you want all users in the group (including those in groups that are contained in this group) to see Competence under My profile on the Start page and also be able to edit their own competence profile. Assign to groups When you click the Assign to groups button, a new window opens, containing two fields - Available groups and Selected groups. Select as many groups as you want the current group to be part of then click the arrow to move them from the list of Available groups to that of Selected groups. Do the opposite to move them back out again. NB a user group must belong to at least one overlying group. Click Save when your are ready. Members Under Members you can see a list of all users/groups that are members of the currently selected group. By using the search function in the middle of the page, you can find, select and add users/groups to the currently selected group. If you want to remove a user/group, select them and then click the recycle bin symbol.

75 Page 75/256 Events Displays a list of the events that the group is a member of plus information on what type of membership the group has. Interface settings Displays information about any group interface settings that may have been made. If you have the rights to edit interface settings for the group, you will be able to click the Edit interface settings button to add new settings or change existing ones for the group. Rights Displays information about any rights assigned to the group. If you have the right to edit group user rights, you will be able to click the Edit rights button to add new rights or change existing ones for the group. Create mail If you select a group and click this button, a new window opens for you to write the . The group's members are preselected as recipients. In the window you can: Show message log: Click here to see a list of messages that have been sent to the chosen user group. Show information about the use of variables: Click here if you want to read more about how to use variables in a message, e.g. to use personal information as names in a message sent many users. Create message Show recipients: Click Show recipients to see a list of them. Each name has a delete symbol beside it for if you want to miss someone out. Sender: A pre-set address is shown here. You can change if you want the sent message to show another sender address. Subject: Please use this to indicate what the is about. Message: As well as writing a message here, you can personalize the messages by using variable. Read more by clicking the link to Information about the use of variables. If you choose to include %password% in your message, two different things can happen: Users who have never previously logged in will be given a new password, generated automatically by PING PONG. Users who have previously logged in will see the text, "Your usual password" - not their actual passwords. Attachments: Click this if you want to attach anything to the mail. The maximum file size is 7 MB. Options: This allows you to choose how the message will be sent:templates: A list to the right of the window displays any templates you may have access to. Click a template to use it. You can change the message

76 Page 76/256 without affecting the chosen template. Templates are created by users with Organisation administrator rights via the Administration window's startpage > Organisation > Templates. A link to the template tool are shown to user's with this access under the list with templates. Send as The message will reach the each recipient's address. Send as PIM: This is an internal communication system, used in PING PONG. Send a copy to myself. This sends an additional copy to your address. You can preview your message by clicking Preview. When you have finished editing your message, click Send. Delete If you wish to remove a group, select it from the list in the Search field and click Delete. Note that you can only delete groups that have no members in them. Members Click the Members button to view and/or change group membership. Statistics Click the Statistics button to go to Organisation overview > Users where the group you are working on is preselected. You see information on how many users have been selected and what report types are available. These could include: Overview: The overview function is used most of all for seeing what courses members of the selected group have access to and how far they have come in their events. Under the settings tab you can adjust what data is included in the report, such as information on applications, end dates and personal field information can also be included. Policy: If the additional service, Policy management has been activated for your organisation, you can fetch reports on which members of the group have/have not accepted a policy. Cancel Clicking Cancel takes you back to the main menu. Save

77 Page 77/256 Once you are happy with changes made, click Save. Special features for organisations using external synchronisation Organisations that import or synchronise users and user data into PING PONG from external systems can have a modified interface with slightly different functionality to that described above. If your organisation has such IMS integration, the following settings are available: Remove New button under Users: This command is useful for organisations that do not want new users to be created within PING PONG. Prevent editing of imported group membership: If your organisation has IMS linked group membership, you can turn on or off the ability to edit such groups within PING PONG.

78 Page 78/256 Create/Edit user account Under the Create/Edit tab you can edit existing user accounts and create new ones. You can also place individual users into groups and award them rights for different events. On this help page you can learn more about: how you create new user accounts and edit existing ones. different types of field where you can configure specific user settings. Certain fields are there by default while others are linked to specific additional services. Creating a new user account Go to Users -> Create/Edit. Click the New at the bottom of the window, to the left. 3. Fill in the new user's details (name, etc.). Specify a user name (unless you want the system to generate one). The First name, Last name and fields are standard. Further fields can be created by your organisation and these are displayed in the next stage, once the user account has been saved. User names can contain the following characters:.,_-@ abcdefghijklmnopqrstuvwxyz

79 Page 79/256 ABCDEFGHIJKLMNOPQRSTUVWXYZ. No spaces are allowed in the user name. (Your organisation should consult Ping Pong AB if it wants to have different rules for user names.) Group affiliation: Select one or more groups that the user shall belong to. Try to avoid placing the new user in the organisation's top level group. Save. The details registered for the new user are now displayed. N.B. The user's password is only shown this once. Print or the password and user name so the new user can log in. As an administrator, you can always use the Change password button if the password is lost. If the organisation has created a user field that has been tied to only one group, the user must be assigned to that group before the field becomes visible in this view. Editing a user account Basic settings, Roles and relations, Rights and Advanced are the 4 tabs you see here, allowing you to configure a wide range of user account settings. You can also access and edit the original settings made when a user account was created. When you wish to edit an existing account, you are taken directly to this view. To edit a user account, do the following: Go to Users -> Create/Edit. Use the Search function on the left to locate the user whose account you wish to edit. Click on the user's name to bring up that user's details. Fill in the new details. Remember that users can themselves fill in any information that is missing from their personal profile. When you have made your changes (see below), click Save in the little window. Click Refresh in the administration window if you want to check that the settings are correct. A summary of the details registered for the new/edited user is displayed. You can inform the user of information registered by using the Print and Send message functions. You can configure the following:

80 Page 80/256 Basic settings User information Add or change personal information here, including first and last names, address and other types of information that your organisation for which may have created user fields. If your organisation has created user fields that are linked to specific user groups, these are only visible if the user actually belongs to the respective user group to whom the user field has been assigned. Group affiliation This shows you what group(s) the user belongs to. You can change a user's group membership: Click the Assign to groups button. A new window opens. In the upper field, you see groups that the user currently belongs to. The lower field allows you to browse other user groups. Add the user to a new group by searching for and selecting a group in the Object selector. Remove the user from a group by clicking the Trash symbol next to the group's name. Remember that a user must belong to at least one group. Click Save. Refresh the page to see updated information on the user. If you attempt to make changes to a user's group affiliation but lack the rights and permissions to do so, a warning message is displayed (see information box below). Things to note when editing group affiliation When you edit a user's group membership, you can occasionally receive warning messages. This may be because: IMS membership cannot be taken away: If a user profile was imported to PING PONG via IMS (linked to other systems), it is not permitted to take the user out of groups that were imported via IMS. Rights: If you are not a user administrator for the group, you cannot take a user out of that group. Editing one's own group affiliation: It is vital that you do not take yourself out of the groups that give you the rights you are currently using in the system. For this reason, you will receive a warning whenever you try to edit your own user account. System groups: (e.g. All users) can never be removed. Acknowledged policies

81 Page 81/256 Using the Policy management* function, an organisation can create its own policies which users must accept in order to log into PING PONG. For example, a policy might concern the organisation's management of PUL (Sw: "personuppgiftslagen" - privacy law), privacy rules or rules for use of social media. At the bottom you can see a list of policies that the selected user has accepted. Interface groups Here you can see which interface settings apply to the user and what group membership forms the basis of these settings. Click the Fetch info button to see information about: Start page. Shows you which start page elements are displayed on the user's start page. Menus. Shows you which menu options the user has access to in the main menu, sorted by different menu headings. Welcome message. Shows you if the user has a custom welcome message including a small preview of that message. User's events All events that a user participates in are displayed here. If the user has participated in any archived events, they can be viewed in a dropdown list by clicking the arrow next to Archived events. You can also assign a person till one or more events in this view: Click Assign to events. A new window opens with a list on the left in which you can search for Available events and a list on the right of Selected events. In the right hand list, you need to select a status from the dropdown list (Activated participant, activated trainer, etc.). If you want to give the user a role other that Participant or Trainer (i.e. an Event role), go to Events > Assign users. Select an event from the list on the left by clicking on it with your mouse. By holding down the Ctrl key you can select more than one event. Click the arrow to assign the user to the selected event with that chosen status/role in the event. Click Save in the same window. Then Close it. The list of events that the user has access to is now updated. To the right of each event listed there is a box (in the "A" column) which you can check if you want the user to be Anonymous in the event. Read more about that in the information box below. When you are satisfied with your changes, click Save in the main Administration window.

82 Page 82/256 Anonymous (A) access to an event If you check the box in column A next to an event's name, the user will have anonymous access to that event. In practice this means that the user can log in and take part in the event like everyone else but will not be visible to other participants in the Participants list. Trainers can see anonymous users' names but with a line struck through them. If anonymous participants chooses to actively make themselves visible (e.g. by posting a reply in Discussion), their names will be visible to other participants. This function is useful when you want to check how well an event is working without wanting to be seen by participants in the list of participants or trainers. Remove access to events If you want to stop the user being an Activated user/trainer, select the event in the right hand list and click the link below that list "Move to inactivated participants/trainers". When you select Inactivated participants or Inactivated trainers from the dropdown menu, a delete icon appears below the list. By selecting an event and clicking Delete, the user is removed from the event. Alternatively, you can click "Move to activated participants/trainers" to restore access to the event. Removing a user's access to events - worth noting Remember that if a user belongs to a group that has been given access to an event, to remove event access from an individual user you must either remove the user from the group OR the group's access to the event must be removed. Statistics generated by the user in the event will remain in the Progress tool under Inactivated participants/trainers (if the user remains there) and/or under the Logged in group (if the user ever logged in). Roles and relations

83 Page 83/256 Under the Roles and relations tab you specify what role(s) a user shall have. Different types of role may be available, depending on how your organisation uses PING PONG. Here are some common roles: Parents and Guardians/Children* If the additional service, Parents is activated, you can see information about who is linked to who as Parent/Guardian and Child. If you have Manual parent/guardian administrator rights (see below) for a group that the user belongs to, you can add parent/guardian and child relationships to the PING PONG system Click the Assign child button and a new editing window opens. Search for the child of the parent/guardian in the page's search field. Any matches are displayed in the lower part of the window.. Select one or more children of whom the user is parent/guardian. Save. To remove a parent/guardian or child relationship in the system, select the person you wish to remove then click the Trash symbol intill namnet. Finally, click Save. Read more about administering parent/guardian and child relationships in PING PONG here Parent/guardian account. Mentor* If either of the additional services, ILP* (Individual Learning Plan) or Attendance management* is activated, you can configure settings for which groups a user is Mentor to. Click the Settings button and a small window opens. Search for and select groups for which the user is Mentor. These are then displayed in the upper field. Clicking the Trash symbol next to a group's name removes that group from the user's responsibility. As Mentor you can (for users in the user groups you are a mentor for): Work in PING PONG's ILP tool: Write ILP documents. Sign and Conclude ILP documents. View the ILP archive. Search for students that have been marked as Risk of failing to achieve a pass, Individual education plan required and/or Individual education plan. Create and edit ILPs. If an ILP administrator has given you sufficient rights, you can create and edit

84 Page 84/256 ILPs for the students that you have been assigned as mentor. Read more about this further down the page. Read more about ILPs from a mentor's perspective here: ILP: Mentor. Work in PING PONG's Attendance management tool: Create/fetch reports Manage timetable changes Register absence Create absence notifications Read more about attendance management here: Attendance management. Work with Progress reports: The Progress report function allows users with the role of Mentor or Headteacher to obtain reports showing which learners are Passed or Not passed in selected events. The Sub-objective achievement report lets you see which sub-objectives learners have passed in selected events and the Progress alert report shows any students who have been warned by their teachers that they risk failing to achieve a pass. Read more about Progress reports here: Progress reports. School teacher* If the additional service, School teacher and/or the ILP (Individual Learning Plan) function is activated, School teacher is presented as an option. This role is used to more easily distinguish members of a school's teaching staff from users who have the role of Trainer in PING PONG events. If you have user administrator rights, you can specify that a user works as a teacher, i.e. that they are responsible for one or more learners in a school. If you want to give School teacher status to the user you are editing, click the Settings button and highlight the user group(s) (student groups) or individual users (learners) that you wish to assign to the School teacher. To edit a current School teacher's assigned group of learners, click the Settings button and search for and select the user group(s) (student groups) or individual users (learners) that you wish to assign to the School teacher. Current learners are shown in the upper field. To remove any, click the trash symbol next to their names.

85 Page 85/256 A user who has been assigned the role of School teacher in relation to at least one other user (referred to here as Student) will have My students as an extra menu option under Tools on the Start page. Entering My students lets the School teacher quickly find information about specific students. A list is displayed showing the functions activated for a student (e.g. Portfolio, ILP, Logbook and Attendance). The role of School teacher can also be assigned automatically via the additional service, Teacher created events in which the trainers are automatically designated as School teachers for the current academic year (1 July - 30 June), for those groups of students that they have been given the right to create events for. Action program* If the Action program additional service is activated, you can configure groups over whom a user is Action program administrator and/or Action program mentor. If you have user administrator rights, click the Settings button under the respective role and a small editing window opens. Add new groups by searching for and selecting them using the Object selector. Remove existing groups by clicking the Trash symbol next to a group's name. Read more about Action programs here: Action program: Introduction. Supply teachers* This is an additional service which if activated, gives user administrators the ability to link teachers to their supply teachers using the Supply teachers function. Here you can choose if a teacher Has supply, or if a supply teacher Supplies for. Existing links are shown here and you can user the icons to edit the links or remove them. At the bottom of the box there is also a link to a Log of all users' supply teacher links. The links can be created using Manage users or under the Supply teacher tab where you can also see an overview of all links. You link teachers and their supply teachers by selecting which users shall have the teacher/suppy teacher relationship and determining the start and end dates and which of the teacher's events in PING PONG the supply teacher shall have access to. If you are an administrator and the Supply teacher function has been activated, you can read more about this function here: Supply teachers. Manual parent/guardian administrator

86 Page 86/256 Sometimes there is a need to create parent/guardian accounts manually in PING PONG. For example, if a parent/guardian lives outside of the local education authority's area or if the parent/guardian is a grandparent, they may not be registered in the source system from where parent/guardian links to children are imported. If you are a Manual parent/guardian administrator* you can go to Start page > Tools > Parent/guardian > Manual account and create accounts for such parents/guardians and link them to the children concerned. Here you can see if a user is Manual parent/guardian administrator for any user groups. If you have user administrator rights, you can click the Settings button under the respective role and a small editing window opens. Add new groups by searching for and selecting the desired groups using the Object selector. Remove existing groups by clicking the Trash icon next to the group's name. Headteacher A user who has the role of Headteacher has access to several educational administrative functions such as Attendance management, Action program, Progress reports, Student lists and Attainment management, etc. If the additional service, Headteacher role is activated, you can configure which groups a user is Headteacher for and see who a user's Headteacher(s) are. If you have user administrator rights, you can click the Settings button under the respective role and a small editing window opens. Add new groups by searching for and selecting the desired groups using the Object selector. Remove existing groups by clicking the Trash icon next to the group's name. Manager The role of Manager gives the user access to functions such as Manager approval (handling applications to events) and Manager reports (view users who have passed or not passed selected events and sub-objectives). The role of Manager is also used in the Competence management tool. If the additional service, Manager approval* is activated, you can set which groups a user is manager of. You can make a user Senior or Immediate manager of the group. Both roles include rights to use manager functions but the senior manager is not notified about things like manager approval of applications. Click the Settings button and a small window opens. Search for and select groups that the user is manager of. These are then displayed in the upper field. Clicking the Trash symbol next to a group's name removes that group from the user's managerial responsibility. Here you can also see who is a person's immediate manager and/or senior manager.

87 Page 87/256 Rights This displays all the rights assigned to a user and the groups to which these rights apply. This field is not displayed if a user has no special rights assigned to them. A user's rights are edited by placing the user in groups that have been assigned the relevant rights. Rights are assigned to groups under Administration > Organisation > Rights. Advanced The Advanced tab is only displayed to certain users who have specific rights. One time password* To increase security around the Action program* function, organisations will usually wish to implement a one time password for users with rights to view/administer these when logging into the function. Users with a mobile phone will receive the one time password sent to them. Those with no mobile number registered in the system can obtain a printout of passwords from an administrator. These pdfs/password sheets are created in this view. To create a password sheet for a user, do the following: Click Create. A message pops up telling you that 60 passwords will be created. Clicka OK. A window opens with the following information: "A PDF document with 60 one time passwords has been created. Dowloading will begin automatically. Upon login, the user will be referred to the document's serial number and one of the passwords. The serial numbers and passwords are only stored in the PDF document and nowhere else. Print it and give it to the user." A PDF sheet with passwords is simultaneously created. The sheet is saved on your computer and will normally open immediately. Print the sheet and give it to the user in a secure manner.

88 Page 88/256 Important: If a user misplaces their password sheet before all the passwords have been used, the user should immediately inform an administrator who can click Delete to remove all of the user's one time passwords and then repeat the 4 steps outlined above to create a new password sheet for that user. Delete account Go to the Delete account tab to remove user accounts. Account deletion means that the user's account disappears and cannot be restored, so exercise great care when using this function. A better alternative if you wish to prevent a person logging in and using a PING PONG account can be to place that user in a group with No access to PING PONG. It is not possible to remove user accounts that have absence or attendance registered. To remove such accounts, you must first remove the absence or attendance registrations by setting them as non-reported or non-relevant. Special features for organisations using external synchronisation Organisations that import or synchronise users and user data into PING PONG from external systems can have a modified interface with slightly different functionality to that described above. If your organisation has such IMS integaration, the following settings are available: Remove New button under Users: This command is useful for organisations that do not want new users to be created within PING PONG. Prevent editing of imported group membership: If your organisation has IMS linked group membership, you can turn on or off the ability to edit such groups within PING PONG. Limit the possibility to create and delete IMS accounts The possibility to create and delete IMS accounts can now be limited to certain user administrators. Contact Ping Pong AB to activate this right for specific user groups within the organisation.

89 Page 89/256 Import users To save you having to create one new user account at a time, you can choose to import user information and thereby create multiple user accounts in one go. The Import function can also be used to update user data and/or to assign users up into groups and/or events. When updating user accounts, it is much easier and safer if every user has some kind of unique identifier as part of their personal information. This prevents the creation of new user accounts when all you want to do is update an existing one. The most common means of identification is user name but it is also possible to use personal id number (if that information is already stored in the system). If the import file is lacking a unique identifier for a user, PING PONG will look for someone with the same first and last name in the system. Any users with matching names will be presented in a list and you will be asked if you want to update one of these accounts or create a new one. This can lead to unnecessary duplication, so we recommend the use of unique identifiers in the file. Information that is to be imported to PING PONG must be saved as an Excel file or in a CSV-file (a text file with information that is separated with commas, tabs or semi-colons). In the first row of the import file, insert a heading corresponding to a personal information field in PING PONG. Bear in mind that columns whose first row is empty will not be included in the import. The following can be imported: User name, Password, First name, Last name, These fields are always found in PING PONG. User fields: Your organisation s custom fields can be used, e.g. Mobile tel., Department, etc. Double check that the field has been created in PING PONG before trying to import the file. New information fields can be created by users with organisation privileges under Organisation -> Preferences -> User fields. Group allocation: Allocating users to groups can be done in two ways: Group: Group name: Create a column heading entitled "Group: Group name" and in the rows below, indicate if a user will be a member by inserting a character (e.g. X). Note: If the group has not already been created in PING PONG, you will be alerted to this when the file is imported and asked where you want to place the group. In this way you can create a new group! If there is more than one group using the same name, you will be asked to select which group you mean. The field can be used as many times as you wish so you can place users in several groups using one file. Group: Group ID: Create a column heading entitled "Group id: 12345" and in the rows below, indicate if a user will be a member by inserting a character (e.g. X). If the Group ID does not exist in your organisation, you will be alerted and the import will be stopped. The field can be used as many times as you wish so you can place users in several groups using one file. Allocation of participants to events can be done in two ways: Course participant: Event name Give the event's name in the form: "Course participant: Event name" in the top row, then in the rows below, indicate if a user will be a member by inserting a character (e.g. X). The field can be used as many times as you wish so you can place users in several events using one file. Course ID participant: Event's ID: Create a column heading entitled "Course id participant: 12345" and

90 Page 90/256 in the rows below, indicate if a user will be a member by inserting a character (e.g. X). If the Course ID does not exist in your organisation, you will be alerted and the import will be stopped. The field can be used as many times as you wish so you can place users in several events using one file. Allocating Trainers to events: You can allocate trainers to events in two ways: Course trainer: Event's name: Create a column heading entitled "Course trainer: Event name" and in the rows below, indicate if a user will be a trainer in that event by inserting a character (e.g. X). If there is more than one event using the same name, you will be asked to select which event you mean. The field can be used as many times as you wish so you can place users in several events as trainers using one file. Course ID trainer: Event's ID: Create a column heading entitled "Course id trainer: 12345" and in the rows below, indicate if a user will be a trainer in that event by inserting a character (e.g. X). If the Course ID does not exist in your organisation, you will be alerted and the import will be stopped. The field can be used as many times as you wish so you can place users in several events as trainers using one file. Below is an example of a typical Excel file that is used to import user data. Examples can also be found on the Import page in the Administration tool. Please note that you cannot import users to Event roles. Instead, you must assign roles in PING PONG's interface via Events > Assign users. Here you can see one possible type of Excel file that can be imported to PING PONG. In this example, new user accounts are being created and the users will be placed into "J group". Some of them will get access as participants to a course called "IT support" The import procedure has 5 steps. Below can you read about each one. Step 1: Upload file

91 Page 91/256 In step 1, you upload a file containing the user information you wish to import. Bear in mind that all the column headings in your cocument must match information fields established in PING PONG so that the information can go somewhere. New information fields can be created by users with organisation privileges under Organisation -> Preferences -> User fields. Click Browse to locate the file you wish to import (see image below). Character encoding: If you are importing a CSV file and know which character encoding it contains, state it here. Otherwise, you can leave it blank and let PING PONG work out which character encoding the document uses. If you later discover that the document does not display or print properly, you can go back here and try another character encoding. Miscellaneous: More info on Import history / sending and Import templates can be found towards the end of the manual. Click Next > in the middle of the page. Step 2: Field order In Step 2 you can see a preview of the first 5 rows of the file you are importing. Match the field: Here you should match the fields in PING PONG with the fields in the file by checking that it is the users' last names that are displayed under the Last name column, etc If the field name in the import file has no corresponding field in PING PONG, you will see "Choose field" at the top of the column. If this happens, search in the list under Choose field and highlight the one that corresponds to the data in the column. This can happen in cases were PING PONG has a field called "Zip code" and the import file has "Post code". Note! If you have a field in the import file which you do not want to import, you can exclude it from the import operation by clicking the arrow and selecting the last choice which is Do not use. Exclude the first row: If you haven't written any column headings in the first row, you must match the fields yourself. It is then very important to uncheck the box beside Exclude first row otherwise you will lose all data contained on that first row. The reason why Exclude first row is switched on by default is that the majority of users write column headings in their Excel file to make it easier to match the data with PING PONG's fields. Exclude first row prevents the creation of a user account for a person called "First name Last name, etc). Save settings as a template: If you think that you will often perform imports with files containing the same information fields, you can choose to create a template out of the current import operation. By creating an Import template you can skip the field matching in step 2 next time you import user data. In the description that follows, no template is being used.

92 Page 92/256 Check that all fields are correct. You may need to scroll to the right to see all fields. If everything seems to be in order, click Next. Fault detection If PING PONG detects anything wrong with the import file, the import operation is interrupted and warning messages displayed: If a column is not linked to a field, an information message is shown. If there already exists a user in the system with the same first and last name as a user in the import file, you will see a list of warnings and possible solutions. Please double check to see whether the existing user merely shares the same name as a new user or if it is in fact the same user in the import file. Then make a choice: Create: Select this option if you want to create a new user who happens to share the same name. Update: Select this option if you want to update the existing user's data and/or group membership. (If the update option is not shown, this means that there is more than one user with that same name in the system. If your aim is to update user information in the system, you should include a unique identifier in the import file, e.g. user name.) Skip: Select this option if you will continue the import without including the particular user data which PING PONG flagged. Warning: first or last name is missing for a new user account Warning: the user name includes characters that are not permitted Warning: the same user name or personal ID number is used on more than one row Warning: a personal information field cannot be validated according to settings regarding integers, decimals, dates etc. Warning: a password contains fewer than 6 character. Warning: if attempting to update a personal/civic ID number for an existing user - this is not possible.

93 Page 93/256 Step 3: Assigning In step 3 you can decide which groups you want to place users into and which events they will have access to. Assign to groups - if there are no group membership columns in the import file If you import a file with no information about group membership, you will be presented with a group assignment tool in which you can search for groups, choose them and direct the system to place the users into. New users must be put into at least one group when you create their accounts in PING PONG. Click Next when you have assigned your users to groups. Assigning to groups - if there are group membership columns in the import file. If you have included group membership data in the import file that relates to existing groups in PING PONG, information on the group(s) will be displayed. You can click Next to proceed. If you have included group membership data in the import file that does not relate to existing groups in PING PONG, the system will automatically create the new group(s) and will ask you to position any new groups in the group structure. Once this is complete, you can click Next to proceed.

94 Page 94/256 Fault detection Group-id cannot be found (or is not available to you because you do not have the user Rights to place people in that group): The id(s) is/are displayed with a list of how many users you were trying to place in those groups that cannot be accessed. The import is cancelled. Multiple groups with the same name: If you included a group which has a name that occurs more than once in the system, you will be required to choose which group you mean. Assign to at least 1 group: If you miss anybody out when assigning to groups, the user account(s) will be flagged and you will be asked to place them in at least 1 group. Assign to events - if there are no event columns in the import file If you import a file with no information about event access, you will be presented with an event assignment tool in whichyou can search for events, choose them and direct the system to give the users access to them. If the users are to be given trainer rights in an event, check the box next to Users will be trainers in the chosen events. Click Next when you have assigned your users to events. Note that in many cases it can be advantageous to assign groups of users to events instead of assigning individual users, one at a time. Therefore, you may wish to skip this step if you prefer to manage event access via group membership. Assigning to events - if there are event columns in the import file.

95 Page 95/256 If you have included event access data in the import file, this will be displayed in the next step. Fault detection Event-id cannot be found (or is not available to you because you do not have the user Rights to place people in that event): The id(s) is/are displayed with a list of how many users you were trying to place in those events that cannot be accessed. The import is cancelled. Multiple events with the same name: If you included an event which has a name that occurs more than once in the system, you will be required to choose which event you mean. Event name cannot be found The name(s) is/are displayed with a list of how many users you were trying to place in those events that cannot be found. The import is cancelled. When you have made all your choices, click Next. Step 4 The first 3 steps should have enabled you to correct any faults or missing data, so by stage 4 the import is ready to go ahead. At this stage, you see a preview of what will happen when the file is imported. A table shows you all the new accounts being created, accounts being changed and any rows that will be excluded. If you did not specify user names for new users, they will be created automatically according to the "first name.last name" model. All diacritic characters such as å, ä, ö é, ü will be changed to their nearest basic Latin equivalent such as a, e, o, or u. Check that the information is in the correct position (i.e. telephone numbers under "Telephone number" etc.). If you spot a problem, click Back to go back and make changes. If everything seems to be in order, click Next to complete the import operation. Step 5 In step 5, the completed user accounts are displayed.

96 Page 96/256 The import is now complete! This is the only time that passwords are shown, so it can be a good idea to save them in some way. You can print out the data or, if you have included addresses in the user accounts, you can command PING PONG to each user with their user name and password. These s are logged by PING PONG so you can check who s were sent to whenever you wish. If you prefer to wait before distributing user account details, you can export the information in either CSV or Excel format. All these choices are available to you and you can choose more than one. If you decide to export the data, it can appear slightly differently depending on your web browser. Choose if you wish to open the file directly or save it to disk. If you save it to disk, you will be prompted to decide where to place the file and what to call it. Document from template: Click this if you want to link data in the list to a template such as a course confirmation. A new window (or tab) opens and you can choose which template you wish to use and how the pages should be saved. Read more in the Templates manual. Import history / s sent Each import operation is recorded in the system so you can later view the time and date of the import plus all the details concerning user accounts created, group and event assignment etc.. You can also see if users have logged in and any s sent to them. If you want the system to remind previously logged in users of their passwords or create passwords for new users, you can do this using %password%. A template for this is made available when you click . Recipients who previously logged in do not get a new password. Instead, they are given the following information: Password: (your usual password) in the . Import templates

97 Page 97/256 Because PING PONG automatically matches fields, you may not often need to use the Import templates function as long as you import files that have the correct column headings. Nevertheless, the possibility exists and is useful for importing files that lack column headings. To create an import template, start the import as usual and choose the Save settings as template in step 2. You can give the template a name and description. The description is a suitable place to indicate what fields the file will contain if the template is created for Excel file imports. If it is for CSV imports, you could indicate what separator is to be used. If you give the template the same name as an existing import template, the existing one will be replaced with the new one. When you want to use an import template, choose the file to be imported in step 1 and click Next. In step 2, choose Field order from template: "Template name" in the dropdown menu. Additional service > "Removed users group" > Remove users Organisations that create a "Removed users group" can import references to this group using name or ID, and in this way remove selected users marked with an x from all user groups (except system groups such as All users). When removing users in this way, it is also possible to assign users in the file to new groups by placing the new group in the column immediately to the right of the Removed users group. Users marked with an x will in this way be removed from all previous groups, placed in the group of removed users and assigned to the group that is on the right of the removed users group in the file. See example below: In the image above we can see an example of an import file in which users have been selected for removal. For the removal of users to work properly, the file must contain: a unique identifier for the users, e.g. username. name or id number of the organisation's Removed users group (here the group's name is "Removed users").

98 Page 98/256 In the image shown above, all the users will be transferred to the "Removed users" group and thus removed from any other groups they previously belonged to. However, the 3 users who have been selected with an x in the "Group: Friends again" column will be not only be removed from any previous groups; they will also be placed in the "Friends again" group. Remember: Organisations often set No access to PING PONG to the Removed users group which means that users in that group can no longer log into the system. Read more about Removed user groups on the Additional services page. A PING PONG support person in your organisation must contact Ping Pong AB to activate the "Removed users group" feature.

99 Page 99/256 Supply teachers Managing supply teachers with the Administration tools Create a new link between a teacher and a supply teacher A user administrator creates and edits the links under Users in Administration. There are three ways to link teachers and supply teacher: Under the Supply teachers tab: Click Create new supply teacher, fill in the person's civic registration/id number and click Next. In the list that then appears, select the teacher you want to link the supply teacher to. Under Edit users: Search for and select a teacher. Under Roles and relations you can find the heading Supply teacher in editing mode, you can link another person as a supply teacher by clicking Has supply and selecting a name from the list in the window that opens. Once this link is made, it will be shown under the Supply teacher heading. Under Edit users: Search for and select the user you wish to designate as supply teacher. Under Roles and relations you can find the heading Supply teacher in editing mode, you can link a teacher to the supply teacher by clicking Supplies for and selecting a name from the list in the window that opens. Once this link is made, it will be shown under the Supply teacher heading. If you choose to create supply teacher links under Edit users, you must have user administrator rights for both the teacher and the supply teacher. Furthermore, both the supply and the regular teacher must have accounts in your PING PONG system. However, if you choose to create supply teacher links under the Supply teachers tab, you only need to have user administrator rights over the teacher and if required, you can create a new user account for the supply teacher at the same time as you create the supply teacher link. Once the teacher and supply teacher relationship has been established according to one of the above 3 methods, you can now configure the following settings: Start and end date: These dates determine the duration of the active supply teacher link. Once the link has expired, the supply teacher will be placed in the Archived users group. Information: You can enter any information you want to be displayed in an information box when the teacher and supply teacher log into PING PONG (for as long as the supply teacher link is active). Events: Select which of the teacher's events you want the supply teacher to have access to. Supply teachers tab

100 Page 100/256 Under the Supply teachers tab you can see all the links between teachers and their supply teachers that you have access to, i.e. those links with teachers for whom you have user administration rights. You can choose to filter the links by Current, Future or Previous by checking the relevant box. You can edit each link in the list, view a log of the link and/or delete the link. Edit supply teacher link You can edit/delete a supply teacher link in the list under the supply teachers tab and also under Supply teachers in the Create/edit users view (by first searching for and selecting a teacher or a supply teacher). Use the cross icon to delete the link and the pen and paper icon to edit the link. Deleted supply teacher links are logged in the history so that it is possible to go back and see what arrangement was in place. To restore a deleted supply teacher link, click edit, make your changes and then save.

101 Page 101/256 Organisation This section contains manuals relating to administration at an organisation-wide level in PING PONG. The manuals aim to guide you though common processes in this part of the system and help you make the most of specific functions. Please note that the Administrators' manuals are only partially complete. New manuals are in development to reflect changes to the Administration tools.

102 Page 102/256 Settings for the organisation Under the Organisation > Settings tab you can configure settings for your organisation's PING PONG environment. You can create new fields which will be added to PING PONG's database, or edit existing ones. You can also fill in basic information such as your organisation's address, and configure other basic settings. In the dropdown menu under Settings for on the left, you can choose from a range of different settings. On the following pages you can read in more detail about the choices on offer. Basic information So that users can see the correct information about your organisation, it is vital that you keep the details published in Basic information up to date. Fill in your organisation's name, address and telephone numbers here. You should also add the start page which users need to visit to log into PING PONG. In these boxes you can fill in or change the organisation's details, provided you have Organisation administrator privileges. If the whole organisation's name is going to be changed, get in touch with your organisation's Ping Pong-contact person. He or she can change the organisation name for you. Don't forget to save any changes you make.

103 Page 103/256 Support management Under the Support management heading you can indicate your organisation's PING PONG support personnel and also give a description of what to do if you need help. These details will be available to all participants under Main menu > Support > Contact. Click the Create new support contact to add a name and contact details of someone who can help users with any problems they encounter. You can keep clicking this button to create new contacts. Fill in a general description of how technical support is managed. Choose if you want to activate the Send support question for your organisation (more about this below).

104 Page 104/256 This is what the information will look like from a normal user perspective under Start page -> Support -> Contact. If you have activated Use the Send support question function, a Send support question link will be visible here. More details below. SEND SUPPORT QUESTION Checking the box beside Use the Send support question function creates a link called Send support question in Start page > Support > Contact > Technical matters. When a user clicks this link, they are given a form to complete, allowing them to send their question to a technical support person. The advantage of this over simply sending a normal is that the Send support question function gathers some important information about the user's computer which is automatically included in the message (e.g. web browser, desktop size, operating system, etc). This is all really important for technical support, but not something most users would think to include in a regular .

105 Page 105/256 The form allows users to attach files if they so wish, e.g. screen shots. This can make it easier for the tech support personnel to solve the problem. If the organisation cannot solve the problem, they can forward it to Ping Pong AB's technical support. The information in the form can prove to be extremely useful. User fields

106 Page 106/256 User fields are used to describe an organisation's users. When an organisation has just started to use PING PONG, the list is empty, apart from the fixed fields always found in PING PONG (First name, Last name and address). As the organisation uses the system, probably more fields will be created, depending on what is seen as useful - e.g. Mobile number, Home address, Homepage, Department and Personal ID number. You can even create more specialized fields such as Delegation rights, etc. You can configure settings for each new field you create. Read on to learn more details about individual settings. Fields created here are visible in many different parts of the system - on the Start pages, under the My profile tab, under Members in all events, in the Administration tool under Users -> Create/Edit plus in several places in the Skills management tool. By selecting a field in the list, you can move it up or down. The order you decide here after clicking Save will be the same order in which the fields are presented throughout the system. FIXED FIELDS PING PONG is delivered with 3 predefined user fields - First name, Last name and address. You can choose whether or not to allow users to edit their first and last names in the system. With address you can do everything except change the name of the actual field. ADDITIONAL FIELDS

107 Page 107/256 To give you the greatest possible freedom, the system administrator in each organisation can define fields that are deemed essential for his or her organisation. Fields can also be connected to specific user groups within the organisation. CREATE AND CONFIGURE USER FIELDS Click the New button on the bottom left hand side of the PING PONG window to create a new user field. Give the field a Name. If some parts of your organisation use PING PONG with different interface languages, it could be very important to insert the name of the new field in all those languages. Type: Decide on the type of field you want to create. What you choose here will determine what users can enter into the field. In the image you can see the types available. For example if you created a field called "Street", you would probably choose Text field one line as the most suitable type of field. Other options:

108 Page 108/256 Text field multiple lines: A slightly bigger text field is created. Suitable for "About me" fields etc. Date: Useful for any field needing a date, e.g. "Began work". PING PONG monitors input and tells the user if the field is incorrectly filled. Integers: Useful for recording information in the form of a whole number, e.g. "Employee number". PING PONG monitors input and tells the user if the field is incorrectly filled. Decimal numbers: Useful for recording information in the form of decimal figures. PING PONG monitors input and tells the user if the field is incorrectly filled. Drop down menu: The user chooses from the alternatives you give. You can offer the alternatives in multiple languages. Add alternatives by clicking Add menu item and do the opposite by clicking the recycle bin symbol next to menu alternatives. Multiple choice menu: This is configured in the same way as the Drop down menu. Receipt: Receipt field is a special field that is used for a user to confirm changes that an administrator makes. For example, perhaps the administrator wants users to confirm that they have read and approved a set of terms and conditions. When the value of receipt field is changed to Yes by the administrator, the user has to approve or deny the value at the next login. The status of the field can be seen when editing a user and when making lists. If an administrator group is specified, only administrators in that group will be able to edit the value of the field. Think carefully about the type you select before saving. It is not possible to later change the type in a User or Event field from a general field type to a more specific, e.g. from Text till Integers.

109 Page 109/256 Show field in: Choose where you want the field to be displayed to users. Public information: Select this option and the field and information it contains will be visible in the system's public information functions, e.g. Member lists and in the small "Business card" (information window) that is displayed when you click on a username. Note that if the Each participant selects visibility option (below) is chosen, a participant must then actively choose to reveal information in his or her personal information window (Personal > Personal information > Change > Public information). Personal information: Checking this box makes the field visible under Personal -> Personal information on the Start page. Contact list: Checking this box means that the field is displayed in the Contact list function under Communication on the start page. The Compose button is shown in the Contact list if the user field has been activated (Field visible in > Contact list). Skills management: Checking this box makes the field visible to Skills administrators who work with the Skills management tool. Progress tool: Checking this box makes the current user field visible in those functions which show user fields in the Progress tool (Miscellaneous > Pass function > Overview, Miscellaneous > Pass function > Sub objectives, Miscellaneous > Create list, Miscellaneous > Reports). If any of the other visibility options are chosen, these are automatically activated for the Progress tool. If you uncheck the other visibility options, you can still check the box next to Progress tool to make the fields visible there. Manager reports*: Select this option is the field is to be visible in the Manager reports function.

110 Page 110/256 Other: Under this heading you can configure the following: Unique values: Here you determine if the information entered in a user field must be unique, so that information entered in this field must be unique and only one user can have that information in that field. Please note that fields are not case sensitive, so if a unique field contains the word, "manager", another user cannot have "MANAGER" or "Manager" in that same field - the system would see them all as the same. Each user selects visibility: Checking this box creates a checkbox that users have access to when they go to Personal -> Personal information on the Start page. Users can check or uncheck the box to show or hide information in this field from other users in places like Members and the Contact list. Only System administrators can see the information that the user has chosen to hide. This is a very useful option, especially given that sharing personal data without a person's permission is illegal in many countries. Note: If Each user selects visibility is unchecked after users have chosen to hide their details, those details will become visible in the system again. However, their preference is stored should Each user selects visibility be reactivated. This field may be edited by the user: Check this option if you want users to be able to edit their own information. This field is compulsory: With this selected, users cannot Save settings in Start page > Personal > Personal information > Change personal information until they have filled in the field. Additional properties: An organisation can link PING PONG to other administrative systems here and also add other specific properties to a field. Settings for IMS under Additional properties is used primarily by organisations that want to link PING PONG to other administrative systems. Contact PING PONG if you are interested in implementing this feature. In the Others category, additional properties can be added to a user field. PING PONG supports the IMS Enterprise standard. IMS (Instructional Management Systems), is a well established protocol and set of standards for exchanging educational material and activities via the Internet. It allows for links between different systems.

111 Page 111/256 When you create a new field or edit an existing one, you can choose to link it to an IMS standard to make it ready for linking to your organisation's existing personal administration system. Under Additional properties you can choose IMS when you create any type of user field or Others if you want to give specific properties to a field. By deciding what type of field you create, PING PONG is able to successfully communicate with external systems, allowing the import and export of data to and from PING PONG with other systems. Obviously, the other systems must also support the IMS standard. E.g. if you want to create a Street field, you would choose Street (IMS > adr/street). In this way, both PING PONG and IMS compatible systems can classify the data as a street address and nothing else.

112 Page 112/256 The Others category allows for special cases where the administrator might wish to add custom properties to a field: Description: This property can be used in conjunction with description information in other systems. ICQ-number: This allows for direct linking to an Instant Messaging program called ICQ. If used, it will add an ICQ symbol and ICQ number to the user's profile which are clickable. Clicking the symbol takes you to the user's ICQ page at whilst clicking the number enables users with IM programs to send instant messages to the user. URL: The URL property means that information inserted here will become a clickable link in PING PONG. Civic registration number: This property is used to create a unique ID for each user. It makes things easier, especially when synchronising with other systems and when there are users who share the same name. By default, the format of the Civic registration number is yyyymmddnnnn. If another format is required, contact Ping Pong AB when you are about to create the field to select an alternative format (e.g. yyyymmddnnnn, yyyymmdd-nnnn, yymmddnnnn or yymmdd-nnnn). When the field has been created, a validation check is activated to ensure that any numbers entered follow the rules for the chosen form. Note: Provisional civic registration numbers can be used as the first three characters in the final four if a civic registration number may contain letters rather than numbers. Therefore, when one chooses "yyyymmdd-nnnn" the following type of civic registration number is permissible: " T005". Points: This property makes the field display a summary of points accumulated in events which the user has passed. It only works if points are awarded for events (see below). Call to: If users have an IP telephony program installed, e.g. Skype, they can click the Skype name to call someone directly if they have a Skype name inserted into this field. Source signature: This is useful if you need to sign items from different sources (e.g. if a person is a teacher in two schools and is entered in a timetable as a resource). School: This property is primarily used by local authority clients where it is important to see quickly which school a student belongs to, e.g. Haydock High School. Class: This property is primarily used by local authority clients where it is important to see quickly which classl a student belongs to, e.g. Class 7A. Please note: When you add a property to a field that can only be used once in one field, it immediately disappears from the list.

113 Page 113/256 Field visibility: Once you have made your choices and clicked the Save button, the group selector will appear at the bottom of the view. Use this to specify which groups the field will be visible to. If the field has any additional properties, you can only choose the organisation's top group. If you have not configured any additional properties, you can select one or more subgroups. If you do not select any groups, this will be highlighted in the list by the text, no group in brackets and the field will not be visible in the system. Event fields Event fields are used to describe the organisation's courses and other events. When an organisation first implements PING PONG, the list of event fields will be completely empty. After a while, your organisation might begin exploiting the possibilities here to customise fields. Common fields are things like Entry requirements, Price, Course date, etc. You can have different settings for each new field you create. Further down you can read more about each setting. You can specify whether the field wil be visible for all the organisation's events or for just certain event groups. Fields created here can be made visible in many different parts of the system - on the Start pages, under My events and Catalogue, and in the Administration tool under Events -> Create/Edit. By selecting a field in the list, you can move it up or down. The order you decide here after clicking Save will be the same order in which the fields are presented throughout the system.

114 Page 114/256 CREATE AND CONFIGURE EVENT FIELDS Click the New button on the bottom left hand side of the PING PONG window to create a new event field. Give the field a Name. If some parts of your organisation use PING PONG with different interface languages, it could be very important to insert the name of the new field in all those languages. Type: Decide on the type of field you want to create. In the image you can see the types available. The following are possible: Text field one line: A field for text consisting of one row is created. Text field multiple lines: A slightly bigger text field is created allowing for multiple rows of text. Date: Useful for any field needing a date, e.g. Course start. Integers: Useful for recording information in the form of a whole number, e.g. Course code. Decimal numbers: Useful for recording information in the form of decimal figures. Drop down menu: The user chooses from the alternatives you give. You can offer the alternatives in multiple languages. Add alternatives by clicking Add menu item and do the opposite by clicking the recycle bin symbol next to menu alternatives. Multiple choice menu: This is configured in the same way as the Drop down menu.

115 Page 115/256 Show field in: Choose where you want the field to be displayed to users. Checking the box next to Event Catalogue makes the field visible in all event lists accessible from the Start pages, i.e. All, Current, Passed, Archived, as well as in the Catalogue. If you don't check this box, only administrators will see the field, under Events -> Create/edit. Other: Under this heading you can configure the following: Unique values: Here you determine if the information entered in an event field must be unique, so that information entered in this field must be unique and only one event can have that information in that field. Please note that fields are not case sensitive, so if a unique field contains the word, "Room 1", another event cannot have "ROOM 1" or "room 1" in that same field - the system would see them all as the same. Field is compulsory when an event is created or edited. Use as category in the Catalogue. This only works when the field must be filled in with those events that are shown in the current view and can be selected with a right click on the Catalogue. Read more here: Catalogue. Use as category in My events. This only works if the field is filled in for the events displayed in the current view and can by right selected on the right in My events view. Read more about it here: My events. Additional properties: An organisation can link PING PONG to other course administration systems here and also add other specific properties to a field.

116 Page 116/256 Course ID: This property is used when importing course data from course administration systems like Ladok. In this field you can insert the course's unique code/id. This allows a course to be identified when importing, e.g. when you want to assign users to it. Points: If PING PONG is to be synchronised with a system that produces or receives information relating to how many Points an event gives, this property needs to be used. Subject: If PING PONG is to be synchronised with a system that produces or receives information relating to which Subject an event belongs to, this property needs to be used. Subject code: If PING PONG is to be synchronised with a system that produces or receives information relating to an event's Subject code, this property needs to be used. Please note: When you add a property to a field that can only be used once in one field, it immediately disappears from the list. Field visibility: Once you have made your choices and clicked the Save button, the group selector will appear at the bottom of the view. Use this to specify which event groups the field will be visible for. If the field has any additional properties, you can only choose the organisation's top group. If you have not configured any additional properties, you can select one or more subgroups. If you do not select any groups, this will be highlighted in the list by the text, no group in brackets and the field will not be visible in the system. Skill management These settings allow you to configure Skill management according to your organisation's needs. Job title: Decide how job titles will be used in the skill management tool.

117 Page 117/256 Enable multiple job titles for users: Check this box if you want to allow users to have more than one job title at the same time. Automatic assignment of Job Title when all competences are achieved: This means that when a user acquires all the competences linked to a job title, they are automatically awarded that job title. Enable users to choose Job Titles: This allows users to go into My competence profile and edit, remove or add to their Job title. The "Job title" heading can be changed to suit an organisation's needs by an administrator. Some organisations prefer to use a concept like "Certification" instead. Whatever you decide on, you can change the title under Administration -> Organisation -> Settings -> Customized texts. See below for more information on this. Personal > Competence profile: Choose what view will be used on the page at My competence profile under Start page -> Personal. PING PONG Classic: In this view, the first field in Job title and immediately underneath is the My competences field followed by My knowledge events which includes events the users themselves include such as previous education plus the organisation's events that the user has linked to and/or that an administrator has linked the user to.

118 Page 118/256 Green/Yellow/Red progress summary: In this view, three fields are displayed next to one another: My competences (those already achieved), Current competences (relating to events the user is currently working on) and My competency needs (as defined by the user and his or her manager or mentor). Above these is the Job title field in which the user can match existing competences with a job title or change the job title. Policy management* Using the Policy management function, an organisation can set its own policies which you the user must accept in order to log in to PING PONG or apply to join in an event/course. For example, a policy might concern the organisation's management of PUL (Sw: "personuppgiftslagen" - privacy law), privacy rules or rules for use of social media. There are two different types of policy: Login policies: A login policy is displayed as soon as a user logs in and must be accepted if the user wants to gain further access to the system. Application policies: An application policy is displayed to those who apply to join a course to which the policy is attached. The user must accept the policy in order to submit an application to join the event. This type of policy is usually shown under Events > Catalogue > Apply, but an application policy can also be attached to the additional service, External application management*. You can access this function if you are an Organisation administrator and can use it to create and edit policies. Here is how you create a policy: Login policy Click New Login Policy at the top of the page. Enter a Title and Wording in each of the organisation's languages. Check the text on the Accept button. A default text is given but it can be customised for each policy if desired. Choose which Group(s) must approve the policy in order to be able to log in.

119 Page 119/ Save! The policy is now saved but inactive. Click Preview to see a preview of how it will look to users. To make changes, click Edit. Activate the policy when it is ready to be use by clicking this button. When a user belonging to one of the selected groups tries to log in, they must first approve the policy. Application policy Click New Application Policy at the top of the page. Enter a Title and Wording in each of the organisation's languages. Check the text on the Accept button. A default text is given but it can be customised for each policy if desired. Choose which Event group(s) the policy will be applied to. The policy will be shown to those who apply to join any event in that belongs to any of the selected groups where the application function has been activated. Save! The policy is now saved but inactive. Click Preview to see a preview of how it will look to users. To make changes, click Edit. Activate the policy when it is ready to be use by clicking this button. When a user applies to join an event belonging to one of the selected event groups, they must first approve the policy. Application policy for events with External application management* An active application policy will be displayed in all the events that belong to the event groups, regardless of how applications are made. This means that the policy will apply to events that have External application management*, if the event only belongs to one of the event groups for whom the policy has been activated. Policy overview The new policy is displayed in the Policy overview. Here you can find information about: Title: The policy's name. Type: If it is a login policy or an application policy. Accepted by: This shows the total number of users who have accepted the policy out of the number of users in the group(s) that the policy is for, e.g. 2 / 14, i.e. 2 out of 14 users have accepted the current revision of the policy. Created: The date when the policy was created. Groups: The group(s) for whom the policy has been created. Revision: The number under the Revision heading shows which version of the policy is currently active. When the policy is first written, it has zero as the revision number. Status: Each revision of a policy has a status which can be one of the following: Active: The policy is active and users in the selected group(s) must accept the policy to log in. Inactive: The policy is not in force and not displayed to users when they log in. Pending: When a policy is revised but that revision is not yet activate, the new revision is classed as

120 Page 120/256 Pending until it is manually activated. Obsolete: A revision of a policy automatically assumes this status once a new revision is activated. Functions: The availability of each function depends on a policy's status and whether anyone has accepted the policy. Here are the functions: Edit: You can always Edit a policy - before it has been activated, if it is Active or Inactive. If you choose to edit a policy that at least one user has already accepted, the new revision you create assumes the status of Pending. This means that the previous version is still Active until you Activate the new revision. Please note that if/when you activate the new revision, any users that have accepted a previous revision of the policy do not have to accept the new revision. So if you have made substantial changes to the policy and want all users in the group(s) to accept it, you should create a new policy. Editing an existing policy should be confined to correcting spelling mistakes or making other minor modifications that do not change the meaning, extent or significance of the policy. Delete: You can Delete en policy as long as nobody has accepted it. Once a user has accepted it, the policy cannot be deleted for reasons of traceability. Activate: You can Activate a policy that is Inactive or Pending. When you activate a policy, users in the selected group(s) must have accepted the policy before they can log in. Inactivate: By Inactivating an active policy, you close it. Preview: If you want to see how the policy will look to those who are required to approve it, click Preview. Statistics on who has accepted what Administrators with the right to view the Organisation overview can, Users > Select group > Policy, see who has or has not accepted a policy. User information Under Administration > Users > Create/Edit user administrators can see which policies a user has accepted. My acknowledged policies Every user can go to Start page > Personal > Acknowledged policies, and see which policies they have accepted.

121 Page 121/256 CV Under the CV heading, you can configure if and how users can create their own CVs. You can see an example (in Swedish) here of how the result can look. Settings: This is where you can configure the CV function. Enable users to create their own CVs: This box has to be checked to allow users to see the CV page under Start page -> Personal. Enable users to choose objects in their CVs: This allows users to decide what fields should be included in their CVs, e.g. Postal address, Competences, etc. Enable users to create personal objects in their CVs: If you want users to be able to add their own fields to CVs (e.g. Work experience), check this box.

122 Page 122/256 Headline and logotyp: This allows you as an administrator to impose a headline and logo on all CVs produced using the CV tool. Headline: This lets you decide what the headline will be on each CV. You can use %name% and %date% to enter the user's name and the current date in the headline, e.g. "CV för Maria Stjernberg ". Logotype: Upload a logo here by clicking Browse. Structure of the organisation's CV-template: Here you decide what objects will be in the CV template. Select objects on the right and use the arrow to move them to the field on the left. In the left hand field, select an object by clicking on it and use the up and down arrows to move the object up and down in the list. If you checked the box beside "Enable users to choose objects in their CVs", under Settings, users will be able to remove some of the objects you choose here.

123 Page 123/256 Display your CV: Finally, you can click the Preview button to see how your CV design will look. Customized texts Befattning (Swedish) and Job title (English) are standard terms in PING PONG's Skill management took and are linked to functions. These concepts can be changed by an administrator by editing the text strings listed under Customized texts. Job title/befattning: Because this concept is used in several parts of the system, if you want to change it, make sure you do so in all the text strings where the concept is found. Select the texts you want to change and insert your own replacement concept. Remember that you may need to do this under the heading Texts in English and Texts in Swedish. Open pages If your organisation has activated the possibility of having Open pages in PING PONG events, this option will be available in the dropdown menu.

124 Page 124/256 If the organisation wants to use the functionality of Open pages in cunjunction with Grouping events to create an Open course catalogue, a grouping event must be selected which will be used as the top level of the open pages. The top level event could be a grouping event names after the organisation or something along the lines of "Education at the organisation". All grouping events and normal events that are placed below the top level event and that are marked as visible on the open web can be navigated to from the open course web/catalogue in the domain specified by the organisation. This top level will be accessible via a special domain, e.g. courses.mydomain.com. Contact Ping Pong AB to configure this. In this view, choose if you want to activate the top level on the open web by clicking Activate top level on open pages and choose which grouping event will act as the top level in the dropdown menu. Password management Under Password management an organisation administrator can change the organisation's password policy, customising security settings. The following settings are possible: Minimum number of characters Specify the minimum number of characters a password must have. Allow special characters Specify which special characters may be used in a password. By default, users can use the following characters:,.-; :_!%&/+*. You can remove and add special characters such as åäö?=][&%# etc. Please remember that some special characters may be difficult to replicate on keyboards designed for different languages or devices (e.g. mobile devices) which could make it difficult for a user to locate or enter the required character. Character groups

125 Page 125/256 A password must always contain characters from at least two different character groups, but you can require that passwords contain characters from 3 or 4 character groups. Here is what is meant by character groups: Special character (,.-;:_!%&/+*) abcdefghijklmnopqrstuvxyz (lowercase) ABCDEFGHIJKLMNOPQRSTUVXYZ (uppercase) (number) Password change required By default, Require user to change passowrd when an administrator or the system creates a new password is selected. This means that when a user logs in with a newly generated password, the user is immediately required by the system to create a new password. Specify the number of days after which a user must change password. Specify how many old passwords the system will record for each user to prevent them reusing an old password. When you have finished adjusting your organisation's password settings don't forget to click Save! ILP: Course types* Students' ILP subjects can be fetched from the events/courses they are registered for in the current academic year. For this to work, the following is required: The organisation must have integrated Teacher created events*. ILPs are created using the Create ILP with course registration as subject*. If the events/courses have been categorised on IMS import, this function lets you choose which sorts of course types will be used in created ILP subjects. The reason this is placed in the interface instead of being hard coded into the IMS integration is so that the organisation itself can customise the function so that it fits in with their own PING PONG installation. Worth noting:

126 Page 126/256 All course types that come in via IMS integration in the most recent academic year (since 1 July) can be selected in a check box for each of them. For backwards compatibility, the list of types is represented as a "blacklist" in which the types you do not want are stored. Thus means that if a new type is introduced, it will come into the ILPs by default. To prevent this, you must go the the settings page. Misc. This gives you access to various other administrative settings. Default language: When you create a database field (to describe users or events) and create groups (to group together users and events) you have to give a name to the field or group. You can assign names in different languages for users who have chosen to use PING PONG in different languages, but of course, that is not always done. Therefore there must be a "fall back language" for fields that have not been translated. The Default language fulfils this role and the language you set as default will apply to the whole organisation. Choose your organisation's default language in PING PONG from the dropdown menu. If you choose English as Deafult language and there is a missing translation for a field, for instance "Street", the word "Street" will be shown for all users, even the ones who have chosen another interface language. For example: An organisation has chosen English as the Default language. Under Settings -> User fields, an administrator has created a new field called Mobile telephone. The administrator then forgot to add anything to the equivalent Swedish field before Saving the changes.

127 Page 127/256 When a user who has chosen to have a Swedish interface logs in, the word Mobile telephone will be displayed. Note! If you change the Default language, names of groups and fields will still default to the previous default language if a name is missing in the newly chosen language. Event catalogue: Event groups: If you want to be able to sort events shown in the Catalogue into categories, check the first box here. Event groups will then be listed as categories in the Catalogue (see example below). Here you can see the following event groups: Accounting and Financial Management, Aerospace Engineering etc. in the Catalogue. Newsletter: Check this box if you want users to be able to apply to subscribe to newsletters from the Catalogue. You can read more about Newsletter in the manual with that same title.

128 Page 128/256 Validate compulsory user fields when a user logs in Check this box if you wish the system to check that each user has filled in your organisation's compulsory user fields (shown under Start page > Personal information when ) whenever the user attempts to log in. The check presents the user with any incomplete compulsory user fields which must be filled in before the user can proceed and use the system. Strong authentication in ILP* To raise the security level of the ILP function, you can activate Strong authentication in ILP. This means that users must enter their password to enter the ILP function. To activate the function, you specify how many minutes of inactivity will result in the user being required to log back in again. If you specify "0", strong authentication is turned off and a password is no longer required to access the ILP function. Strong authentication in Action program* To increase the security of the Action program function, you can activate Strong authentication in Action program. This means that logged in users must enter their passwords again to access the function. Configure (in minutes) how much inactivity in the system will require a user to re-enter their password to resume their session. For security reasons, once Strong authentication has been activated, it cannot be deactivated. Open registration for parents/guardians* If the organisation activated open registration for parents/guardians, an information text is shown on the open page for parents/guardians. Tracking code for Google Analytics* If the organisation has activated the Open pages* function and has also activated the function for gathering usage statistics using Google Analytics, a Tracking code (ID for web resources) which lets you see statistics and reports from Google Analytics. Read more about Google Analytics here: URL to the Guide Each organisation can have a different URL to the Guide (shown under Support > Guide and in the page element called PING PONG-Guide). By creating a customized guide for your own organisation and giving it a separate URL the default PING PONG Guide is replaced by your organisation's custom Guide. This option could be useful for organisations that, for example use PING PONG in ways not really illustrated in the default Guide. If you make any changes here, don't forget to Save. *Additional service.

129 Page 129/256 Basic information So that users can see the correct information about your organisation, it is vital that you keep the details published in Basic information up to date. Fill in your organisation's name, address and telephone numbers here. You should also add the start page which users need to visit to log into PING PONG. In these boxes you can fill in or change the organisation's details, provided you have Organisation administrator privileges. If the whole organisation's name is going to be changed, get in touch with your organisation's Ping Pong-contact person. He or she can change the organisation name for you. Don't forget to save any changes you make.

130 Page 130/256 Support management Under the Support management heading you can indicate your organisation's PING PONG support personnel and also give a description of what to do if you need help. These details will be available to all participants under Main menu > Support > Contact. Describe the support function Give a description of how the technical support function operates, both in Swedish and English using the respective fields. Use Send support question By checking the box beside Use the Send support question function you activate this function for your organisation. A link is then displayed in the main menu under Support > Contact which users can use if they encounter problems. Read more about this function further down the page. Create new support contact

131 Page 131/256 Click the Create new support contact button to specify an address and name (personal or general such as "help desk"). Specify what role the person/function has. Add further support contacts by clicking the button again. Here it is also possible to point out certain support contacts for certain user groups so that users only see their closest support contact under Contact. This is what the information will look like from a normal user perspective under Main menu > Support > Contact. Send support question Checking the box beside Use the Send support question function creates a link called Send support questionin Main menu > Support > Contact > Technical matters. Question form

132 Page 132/256 When a user clicks this link, they are given a form to complete, allowing them to send their question to a technical support person. The advantage of this over simply sending a normal is that the Send support question function gathers some important information about the user's computer which is automatically included in the message (e.g. web browser, desktop size, operating system, etc). This is all really important for technical support, but not something most users would think to include in a regular . Attach files The form allows users to attach files if they so wish, e.g. screen shots. This can make it easier for the tech support personnel to solve the problem. Tip! Did you know that you can add your own custom fields to your organisation's support form? Just go in in under Administration tool > Organisation > Settings > Support management. You can add information for users to read plus text fields and checkboxes for users to fill in. For example:

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134 Page 134/256 User fields User fields are used to describe an organisation's users. When an organisation has just started to use PING PONG, the list is empty, apart from the fixed fields always found in PING PONG (First name, Last name and address). As the organisation uses the system, probably more fields will be created, depending on what is seen as useful - e.g. Mobile number, Home address, Homepage, Department and Personal ID number. You can even create more specialized fields such as Delegation rights, etc. Settings You can configure settings for each new field you create. Read on to learn more details about individual settings. Visibility Fields created here are visible in many different parts of the system - on the Start page, under the My profile tab, under Members in all events, in the Administration tool under Users > Create/Edit plus in several places in the Skills management tool. Sorting the fields By selecting a field in the list, you can move it up or down. The order you decide here after clicking Save will be the same order in which the fields are presented throughout the system. Fixed fields

135 Page 135/256 PING PONG is delivered with three predefined user fields - First name, Last name and address. You can choose whether or not to allow users to edit their first and last names in the system. With address you can do everything except change the name of the actual field. Additional fields To give you the greatest possible freedom, the system administrator in each organisation can define fields that are deemed essential for his or her organisation. Fields can also be connected to specific user groups within the organisation. Create and configure user fields Click the New button on the bottom left hand side of the PING PONG window to create a new user field. Give the field a name. If some parts of your organisation use PING PONG with different interface languages, it could be very important to insert the name of the new field in all those languages. Type Decide on the type of field you want to create. What you choose here will determine what users can enter into the field. In the image you can see the types available.

136 Page 136/256 This creates a free text field adapted for displaying one line of text - suitable for shorter texts like street, job title, etc. Text field multiple lines: A slightly bigger text field is created. Suitable for "About me" fields etc. Date: Useful for any field needing a date, e.g. "Began work". PING PONG monitors input and tells the user if the field is incorrectly filled. Integers: Useful for recording information in the form of a whole number, e.g. "Employee number". PING PONG monitors input and tells the user if the field is incorrectly filled. Decimal numbers: Useful for recording information in the form of decimal figures. PING PONG monitors input and tells the user if the field is incorrectly filled. Drop down menu: The user chooses from the alternatives you give. You can offer the alternatives in multiple languages. Add alternatives by clicking Add menu item and do the opposite by clicking the recycle bin symbol next to menu alternatives. Multiple choice menu: This is configured in the same way as the Drop down menu. Receipt: Receipt field is a special field that is used for a user to confirm changes that an administrator makes. For example, perhaps the administrator wants users to confirm that they have read and approved a set of terms and conditions. When the value of receipt field is changed to Yes by the administrator, the user has to approve or deny the value at the next login. The status of the field can be seen when editing a user and when making lists. If an administrator group is specified, only administrators in that group will be able to edit the value of the field. Think carefully about the type you select before saving. It is not possible to later change the type in a User or Event field from a general field type to a more specific, e.g. from Text till Integers. Show field in

137 Page 137/256 Choose where you want the field to be displayed to users. Public information: Select this option and the field and information it contains will be visible in the system's public information functions, e.g. Member lists and in the small "Business card" (information window) that is displayed when you click on a username. Note that if the Each participant selects visibility option (below) is chosen, a participant must then actively choose to reveal information in his or her personal information window. Personal information: Checking this box makes the field visible under Personal > Personal information on the Start page. Contact list: Checking this box means that the field is displayed in the Contact list function under Communication on the start page. The Compose button is shown in the Contact list if the user field has been activated (Field visible in > Contact list). Skills management: Checking this box makes the field visible to Skills administrators who work with the Skills management tool. Progress tool: Checking this box makes the current user field visible in those functions which show user fields in the Progress tool. If any of the other visibility options are chosen, these are automatically activated for the Progress tool. Progress reports: This adds the field as a column in progress reports. Invitation to event*: Choose if you want the field to be included in the invitation to event form. Other

138 Page 138/256 Under this heading you can configure the following: Unique values: Here you determine if the information entered in a user field must be unique, so that information entered in this field must be unique and only one user can have that information in that field. Please note that fields are not case sensitive, so if a unique field contains the word, "manager", another user cannot have "MANAGER" or "Manager" in that same field - the system would see them all as the same. Each user selects visibility: Checking this box creates a checkbox that users have access to when they go to Personal > Personal information in the Main menu. Users can check or uncheck the box to show or hide information in this field from other users in places like Members and the Contact list. Only System administrators can see the information that the user has chosen to hide. This is a very useful option, especially given that sharing personal data without a person's permission is illegal in many countries. This field may be edited by the user: Check this option if you want users to be able to edit their own information. This field is compulsory: With this selected, users cannot save settings in Start page > Personal > Personal information > Change personal information until they have filled in the field. Additional properties An organisation can link PING PONG to other administrative systems here and also add other specific properties to a field. Under Additional properties you can choose IMS when you create any type of user field or Others if you want to give specific properties to a field. By deciding what type of field you create, PING PONG is able to successfully communicate with external systems, allowing the import and export of data to and from PING PONG with other systems. Obviously, the other systems must also support the IMS standard. IMS: PING PONG supports the IMS Enterprise standard. IMS (Instructional Management Systems), is a well established protocol and set of standards for exchanging educational material and activities via the Internet. It allows for links between different systems.settings for IMS under Additional properties is used primarily by organisations that want to link PING PONG to other administrative systems. Contact PING PONG if you are interested in implementing this feature. In the Others category, additional properties can be added to a user field. When you create a new field or edit an existing one, you can choose to link it to an IMS standard to make it ready for linking to your organisation's existing personal administration system.

139 Page 139/256 E.g. if you want to create a Street field, you would choose Street (IMS > adr/street). In this way, both PING PONG and IMS compatible systems can classify the data as a street address and nothing else. Other: The Others category allows for special cases where the administrator might wish to add custom properties to a field: Description: This property can be used in conjunction with description information in other systems. ICQ-number: This allows for direct linking to an Instant Messaging program called ICQ. If used, it will add an ICQ symbol and ICQ number to the user's profile which are clickable. Clicking the symbol takes you to the user's ICQ page at whilst clicking the number enables users with IM programs to send instant messages to the user. URL: The URL property means that information inserted here will become a clickable link in PING PONG.

140 Page 140/256 Civic registration number: This property is used to create a unique ID for each user. It makes things easier, especially when synchronising with other systems and when there are users who share the same name. By default, the format of the Civic registration number is yyyymmddnnnn. If another format is required, contact Ping Pong AB when you are about to create the field to select an alternative format. When the field has been created, a validation check is activated to ensure that any numbers entered follow the rules for the chosen form. Note that Provisional civic registration numbers also can be used as the first three characters in the final four if a civic registration number may contain letters rather than numbers. Therefore, when one chooses "yyyymmdd-nnnn" the following type of civic registration number is permissible: " T005". Points: This property makes the field display a summary of points accumulated in events which the user has passed. It only works if points are awarded for events (see below). Call to: If users have an IP telephony program installed, e.g. Skype, they can click the Skype name to call someone directly if they have a Skype name inserted into this field. Source signature: This is useful if you need to sign items from different sources (e.g. if a person is a teacher in two schools and is entered in a timetable as a resource). School: This property is primarily used by local authority clients where it is important to see quickly which school a student belongs to, e.g. Haydock High School. Class: This property is primarily used by local authority clients where it is important to see quickly which classl a student belongs to, e.g. Class 7A. Please note that when you add a property to a field that can only be used once in one field, it immediately disappears from the list.

141 Page 141/256 Field visibility Once you have made your choices and clicked the Save button, the group selector will appear at the bottom of the view. Use this to specify which groups the field will be visible to. If the field has any additional properties, you can only choose the organisation's top group. If you have not configured any additional properties, you can select one or more subgroups. If you do not select any groups, this will be highlighted in the list by the text, no group in brackets and the field will not be visible in the system.

142 Page 142/256 Event fields Event fields are used to describe the organisation's courses and other events. When an organisation first implements PING PONG, the list of event fields will be completely empty. After a while, your organisation might begin exploiting the possibilities here to customise fields. Common fields are things like Entry requirements, Price, Course date, etc. Settings You can have different settings for each new field you create. Further down you can read more about each setting. Visibility You can specify whether the field wil be visible for all the organisation's events or for just certain event groups. Fields created here can be made visible in many different parts of the system - on the Start page under My events and Catalogue, and in the Administration tool under Events > Create/Edit. Sort fields By selecting a field in the list, you can move it up or down. The order you decide here after clicking Save will be the same order in which the fields are presented throughout the system.

143 Page 143/256 Create and configure event fields Click the new button on the bottom left hand side of the PING PONG window to create a new event field. Give the field a name. If some parts of your organisation use PING PONG with different interface languages, it could be very important to insert the name of the new field in all those languages. Type Decide on the type of field you want to create. In the image you can see the types available. The following are possible: Text field one line: A field for text consisting of one row is created. Text field multiple lines: A slightly bigger text field is created allowing for multiple rows of text. Date: Useful for any field needing a date, e.g. Course start. Integers: Useful for recording information in the form of a whole number, e.g. Course code. Decimal numbers: Useful for recording information in the form of decimal figures. Drop down menu: The user chooses from the alternatives you give. You can offer the alternatives in multiple languages. Add alternatives by clicking Add menu item and do the opposite by clicking the recycle bin symbol next to menu alternatives. Multiple choice menu: This is configured in the same way as the drop down menu.

144 Page 144/256 Show field in Choose where in the system the new field will be visible. Event catalogue: If you check the box beside Event catalogue, the information in the field will be visible in all event lists (All, Current, Passed, Archived plus the Catalogue). If this box is not checked, the information will only be visible to administrators under Events > Create/Edit. Open pages: If you check this box, the information in the field will be visible on the organisation's Open pages. Checking this box also gives you a further choice of showing the field in the list of open pages. Other Some other settings you can configure: Unique values: Here you determine if the information entered in an event field must be unique, so that information entered in this field must be unique and only one event can have that information in that field. Please note that fields are not case sensitive, so if a unique field contains the word, "Room 1", another event cannot have "ROOM 1" or "room 1" in that same field - the system would see them all as the same. This field is compulsory: When an event is created or edited, data must be entered in this field. Use as category in the Catalogue: This means that the field and its contents can be selected on the right in the Catalogue view and thereby used as a filter for whatever events are listed. Read more in Catalogue. Use as category in My events: This means that the field and its contents can be selected on the right in the My events view and thereby used as a filter for whatever events are listed. Read more in My events. Additional properties

145 Page 145/256 An organisation can link PING PONG to other course administration systems here and also add other specific properties to a field. Course ID: This property is used when importing course data from course administration systems like Ladok. In this field you can insert the course's unique code/id. This allows a course to be identified when importing, e.g. when you want to assign users to it. Points: If PING PONG is to be synchronised with a system that produces or receives information relating to how many Points an event gives, this property needs to be used. Subject: If PING PONG is to be synchronised with a system that produces or receives information relating to which Subject an event belongs to, this property needs to be used. Subject code: If PING PONG is to be synchronised with a system that produces or receives information relating to an event's Subject code, this property needs to be used. Please note that when you add a property to a field that can only be used once in one field, it immediately disappears from the list.

146 Page 146/256 Field visibility Once you have made your choices and clicked the Save button, the group selector will appear at the bottom of the view. Use this to specify which event groups the field will be visible for. If the field has any additional properties, you can only choose the organisation's top group. If you have not configured any additional properties, you can select one or more subgroups. If you do not select any groups, this will be highlighted in the list by the text, no group in brackets and the field will not be visible in the system.

147 Page 147/256 Policy management* Using the Policy management function, an organisation can set its own policies which you the user must accept in order to log in to PING PONG or apply to join in an event/course. For example, a policy might concern the organisation's management of PUL (Sw: "personuppgiftslagen" - privacy law), privacy rules or rules for use of social media. You can access this function if you are an Organisation administrator and can use it to create and edit policies. Policy types There are two different types of policy: Login policies: A login policy is displayed as soon as a user logs in and must be accepted if the user wants to gain further access to the system. Application policies: An application policy is displayed to those who apply to join a course to which the policy is attached. The user must accept the policy in order to submit an application to join the event. This type of policy is usually shown under Events > Catalogue > Apply, but an application policy can also be attached to the additional service, External application management*. Create a policy Here is how you create a policy: Login policy Click New Login Policy at the top of the page. Enter a Titleand Wordingin each of the organisation's languages. Check the text on the Acceptbutton. A default text is given but it can be customised for each policy if desired. Choose which Group(s) must approve the policy in order to be able to log in. Save! The policy is now saved but inactive. Click Preview to see a preview of how it will look to users. To make changes, click Edit. Activate the policy when it is ready to be use by clicking this button. When a user belonging to one of the selected groups tries to log in, they must first approve the policy.

148 Page 148/256 Application policy Click New Application Policy at the top of the page. Enter a Titleand Wordingin each of the organisation's languages. Check the text on the Acceptbutton. A default text is given but it can be customised for each policy if desired. Choose which Event group(s)the policy will be applied to. The policy will be shown to those who apply to join any event in that belongs to any of the selected groups where the application function has been activated. Save! The policy is now saved but inactive. Click Preview to see a preview of how it will look to users. To make changes, click Edit. Activatethe policy when it is ready to be use by clicking this button. When a user applies to join an event belonging to one of the selected event groups, they must first approve the policy. Application policy for events with External application management* An active application policy will be displayed in all the events that belong to the event groups, regardless of how applications are made. This means that the policy will apply to events that have External application management*, if the event only belongs to one of the event groups for whom the policy has been activated. Policy overview The new policy is displayed in the Policy overview. Here you can find information about: Title: The policy's name. Type: If it is a login policy or an application policy. Accepted by: This shows the total number of users who have accepted the current revision of the policy. Created: The date when the policy was created. Groups: The group(s) for whom the policy has been created. Revision: The number under the Revision heading shows which version of the policy is currently active. When the policy is first written, it has zero as the revision number. Status: Each revision of a policy has a status which can be one of the following: Active: The policy is active and users in the selected group(s) must accept the policy to log in. Inactive: The policy is not in force and not displayed to users when they log in. Pending: When a policy is revised but that revision is not yet activate, the new revision is classed as Pending until it is manually activated. Obsolete: A revision of a policy automatically assumes this status once a new revision is activated. Functions: The availability of each function depends on a policy's status and whether anyone has accepted the policy. Here are the functions: Edit: You can always edita policy - before it has been activated, if it is Activeor Inactive. If you choose to edit a policy that at least one user has already accepted, the new revision you create assumes the status of Pending. This means that the previous version is still Activeuntil you Activatethe new revision. Please note that if/when you activate the new revision, any users that have accepted a previous

149 Page 149/256 revision of the policy do not have to accept the new revision. So if you have made substantial changes to the policy and want all users in the group(s) to accept it, you should create a new policy. Editing an existing policy should be confined to correcting spelling mistakes or making other minor modifications that do not change the meaning, extent or significance of the policy. Delete: You can delete en policy as long as nobody has accepted it. Once a user has accepted it, the policy cannot be deleted for reasons of traceability. Activate: You can activatea policy that is Inactive or Pending. When you activate a policy, users in the selected group(s) must have accepted the policy before they can log in. Inactivate: By inactivating an active policy, you close it. Preview: If you want to see how the policy will look to those who are required to approve it, click Preview. Statistics on who has accepted what Administrators with the right to view the Organisation overview can, Users > Select group > Policy, see who has or has not accepted a policy. User information Under Administration > Users > Create/Edit user administrators can see which policies a user has accepted. My acknowledged policies If you are a member of a group for whom the menu option Accepted policies has been activated and you have accepted at least one policy, you can see the policies you have accepted here: Start page > Personal > Accepted policies.

150 Page 150/256 CV Under the CV heading, you can configure if and how users can create their own CVs. You can see an example (in Swedish) here of how the result can look. Settings This is where you can configure the CV function. Enable users to create their own CVs: Check this box to give users the possibility to create a CV, giving them access to the CV page under Personal in the main menu. Enable users to choose objects in their CVs: This allows users to decide what fields should be included in their CVs, e.g. Postal address, Competences, etc. Enable users to create personal objects in their CVs: If you want users to be able to add their own fields to CVs (e.g. Work experience), check this box.

151 Page 151/256 Headline and logotyp This allows you as an administrator to impose a headline and logo on all CVs produced using the CV tool. Headline: This lets you decide what the headline will be on each CV. You can use %name% and %date% to enter the user's name and the current date in the headline, e.g. "CV för Maria Stjernberg ". Logotype: Upload a logo here by clicking Browse. Structure of the organisation's CV template Here you decide what objects will be in the CV template. Select objects on the right and use the arrow to move them to the field on the left. In the left hand field, select an object by clicking on it and use the up and down arrows to move the object up and down in the list. If you checked the box beside "Enable users to choose objects in their CVs", under Settings, users will be able to remove some of the objects you choose here.

152 Page 152/256 Display your CV Finally, you can click the Preview button to see how your CV design will look.

153 Page 153/256 Open pages If your organisation has activated the Open pages function in PING PONG events, this option will be available in the dropdown menu. Activate top level Here you can choose if you want to activate a top level in your organisation's open pages to be able to use Open pages in conjunction with Grouping events to create an Open course catalogue. To activate the top level, check the box beside "Activate top level on open pages". You must also choose which grouping event shall be the top level by selecting one from the dropdown list. All events within the grouping event will then be listed on your open pages. Tip! The top level event could be a grouping event named after the organisation or something along the lines of "Education in the organisation". All grouping events and normal events that are placed below the top level event and that are marked as visible on the open web can be navigated to from the open course web/catalogue in the domain specified by the organisation. Add top level links Here you can add links that will be displayed on the open pages, next to the home button. Simply give a name and the URL of the link.

154 Page 154/256 Password management Under Password management an organisation administrator can change the organisation's password policy, customising security settings. The following settings are possible: Minimum number of characters Specify the minimum number of characters a password must have. Allow special characters Specify which special characters may be used in a password. By default, users can use the following characters:,.-; :_!%&/+*. You can remove and add special characters such as åäö?=][&%# etc. Please remember that some special characters may be difficult to replicate on keyboards designed for different languages or devices (e.g. mobile devices) which could make it difficult for a user to locate or enter the required character. Character groups A password must always contain characters from at least two different character groups, but you can require that passwords contain characters from 3 or 4 character groups. Here is what is meant by character groups:,.-;:_!%&/+* (Special character) abcdefghijklmnopqrstuvxyz (lowercase) ABCDEFGHIJKLMNOPQRSTUVXYZ (uppercase) (number) Password change required

155 Page 155/256 By default, Require user to change password when an administrator or the system creates a new password is selected. This means that when a user logs in with a newly generated password, the user is immediately required by the system to create a new password. You can also specify: the number of days after which a user must change password. how many old passwords the system will record for each user to prevent them reusing an old password. When you have finished adjusting your organisation's password settings don't forget to click Save!

156 Page 156/256 ILP: Course types* Students' ILP subjects can be fetched from the events/courses they are registered for in the current academic year. For this to work, the following is required: The organisation must have integrated Teacher created events*. ILPs are created using the Create ILP with course registration as subject*. If the events/courses have been categorised on IMS import, this function lets you choose which sorts of course types will be used in created ILP subjects. The reason this is placed in the interface instead of being hard coded into the IMS integration is so that the organisation itself can customise the function so that it fits in with their own PING PONG installation. Worth noting: All course types that come in via IMS integration in the most recent academic year (since 1 July) can be selected in a check box for each of them. For backwards compatibility, the list of types is represented as a "blacklist" in which the types you do not want are stored. Thus means that if a new type is introduced, it will come into the ILPs by default. To prevent this, you must go the the settings page. *Additional service

157 Page 157/256 Misc. This gives you access to various other administrative settings. Default language When you create a database field (to describe users or events) and create groups (to group together users and events) you have to give a name to the field or group. You can assign names in different languages for users who have chosen to use PING PONG in different languages, but of course, that is not always done. Therefore there must be a "fall back language" for fields that have not been translated. The Default language fulfils this role and the language you set as default will apply to the whole organisation. Choose your organisation's default language in PING PONG from the dropdown menu. If you choose English as Default language and there is a missing translation for a field, for instance "Street", the word "Street" will be shown for all users, even the ones who have chosen another interface language. Event catalogue Event groups: If you want to be able to sort events shown in the Catalogue into categories, check the first box here. Event groups will then be listed as categories in the Catalogue (see example below).

158 Page 158/256 Here you can see the following event groups: Accounting and Financial Management, Aerospace Engineering etc. in the Catalogue. Newsletter: Check this box if you want users to be able to apply to subscribe to newsletters from the Catalogue. You can read more about Newsletter in the manual with that same title. Validate compulsory user fields when a user logs in Check this box if you wish the system to check that each user has filled in your organisation's compulsory user fields (shown under Start page > Personal information when ) whenever the user attempts to log in. The check presents the user with any incomplete compulsory user fields which must be filled in before the user can proceed and use the system. Strong authentication in ILP*

159 Page 159/256 To raise the security level of the ILP function, you can activate Strong authentication in ILP. This means that users must enter their password to enter the ILP function. To activate the function, you specify how many minutes of inactivity will result in the user being required to log back in again. If you specify "0", strong authentication is turned off and a password is no longer required to access the ILP function. Strong authentication in Action program* To increase the security of the Action program function, you can activate Strong authentication in Action program. This means that logged in users must enter their passwords again to access the function. Configure (in minutes) how much inactivity in the system will require a user to re-enter their password to resume their session. For security reasons, once Strong authentication has been activated, it cannot be deactivated. Open registration for parents/guardians* If the organisation activated open registration for parents/guardians, an information text is shown on the open page for parents/guardians. Tracking code for Google Analytics* If the organisation has activated the Open pages* function and has also activated the function for gathering usage statistics using Google Analytics, a Tracking code (ID for web resources) which lets you see statistics and reports from Google Analytics. Read more about Google Analytics here: För att aktivera Öppna sidor och Google Analytics i PING PONG, ta kontakt med Ping Pong AB. URL to the Guide Each organisation can have a different URL to the Guide (shown under Support > Guide and in the page element called PING PONG-Guide). By creating a customized guide for your own organisation and giving it a separate URL the default PING PONG Guide is replaced by your organisation's custom Guide. This option could be useful for organisations that, for example use PING PONG in ways not really illustrated in the default Guide. If you make any changes here, don't forget to Save.

160 *Additional service. Page 160/256

161 Page 161/256 Send support question Create your own fields for the support form than users can access via the main menu, under Contact. More information about activating the support form function plus what the basic form contains can be found on the following page: Support management. Create custom formular field To add a field or information to the form, click Create new field. You can then choose between three types: Text field Create a free text field with a title of your choosing in which the user can enter information. Decide whether it will be a mandatory field or not. Checkbox Create a checkbox which the user can check (e.g. that the user gives permission for support personnel to log in as them to solve the problem). Information This lets you write an information text for users. You can use basic HTML formating such as <b> for bold type, <i> for italics and <u> for underlined type. Multiple choice question: This lets you create a heading/question and multiple alternatives that the user can choose between. Specify whether the question will be obligatory or optional. Html formating To make a word appear in bold type, enter the bold tag "<b>" in front of the text to be formated, and "</b>" after the text to be formated. For example: Certain words in this sentence will be in <b>bold type</b> while others will be in <i>italics</i> or <u>underlined</u>. Result: Certain words in this sentence will be in bold type</b> while others will be in italics or underlined. Edit, delete and order fields In the overview there are links to make changes to fields or delete them. To change the order of fields, put your mouse pointer over the Move to arrow symbol until the pointer turns into a hand. Now you can hold down the left button whilst dragging the field to the desired position in the list.

162 Page 162/256 Log Click Log to see a chronological list of all changes made. The date is shown whenever new fields are created or existing ones are changed, along with the user who made the change.

163 Page 163/256 Access rights Introduction to administering access rights in PING PONG By creating user groups and awarding access rights to some of those groups, you can delegate administrative responsibility by giving specific groups the right to perform administrative tasks in relation to other user groups or event groups. When you create a user group and award that group administrative rights, any user who is moved into that group also gets to share those rights. Furthermore, if you create or move a group so that it falls inside a group with administrative rights, those subgroups inherit the same administrative rights. In the example below you can see the organisation structure for Ping Pong AB on the left. On the right you see how the user group, Administrators have been given User administrator rightsover the "Staff" group. Continuing down the right hand side, you see that by having administrative rights over "Staff", the administrators have the same rights over "Sales", "Administrators", "Development" and "Support" - divisions that all belong to "Staff".

164 Page 164/256 Tips! In bigger organisations, it can become inefficient and counterproductive to allow all administrators to manage all users in the system. It is usually better to create groups with particular responsibility - as in the above example. If all administrators can change all system settings, the end result is that few users are trusted with administrative rights so responsibility is not shared. When there are groups of administrators taking care of strictly limited aspects of the system, more users can be safely awarded administrative powers and responsibility is shared, leading to more effective and efficient administration. Types of Administrator rights Each organisation can create their own administrative roles by using different administrative rights in combination with different administrative groups. Below is a list of available administrative rights that can be awarded in PING PONG. User groups User administrator - has access to Users in the Administration tool and can edit users and user groups. User administrators also have access to the Users tab in the Organisation overview function. Interface administrator has access to Organisation - Interface in the Administration tool and can create welcome messages, set up logos, group images, menu choices and customise the layout of Start pages. Information administrator has access to the administration section of Information on the Start page and can create messages to be sent to selected groups of users. ILP administrator (user) has access to the ILP (Individual Learning Plan) tool and can create and edit subjects/questions, templates, assessment levels, comment guidelines and ILP document fields. ILP administrator (user) rights are awarded in relation to selected groups. ILP administrators (user) can create, edit and delete ILPs for users in those groups they have responsibility for. Skills administrator has access to the Skills management tool if they are used by your organisation. Calendar Resource administrator has access to the Resource management tool and can lay the groundwork for booking physical resources for events recorded in the Calendar.

165 Page 165/256 Rights administrator has access to Rights under Organisation in the Administration tool and can award rights to groups of users. Timetable Reviewer has access to the timetables of selected groups. Timetable Editor has access to the timetables of selected groups and can also create/edit timetables for them. Attendance management administrator has administrative rights in PING PONG's attendance management function. *Attendance Administrator has administrative rights in Skolplatsen. Specify the school(s) that the group will admininster. *Attendance Rector has rector (headteacher) rights in Skolplatsen. Specify the school(s)that the group will admininster. *Attendance Welfare officer has welfare officer rights in Skolplatsen. Specify the school(s)that the group will admininster. Worth noting about Skolplatsen rights! As a rights administrator, when you award any of the Skolplatsen rights to a group, you should search for and select the school(s) that users n the group will have the right to administer. For example, if you wantro give "Bluecoat School Administrators" Attendance Administrator rights, locate and select "Bluecoat School" when configuring Attendance Administrator rights. Skolplatsen is a system for high schools that is delivered by one of Ping Pong AB's partners. The system is designed to integrate applications from students, student administration, course choice, attendance and assessment. It is designed to be accessible to personnel, students and parents. A PING PONG support person in your organisation should contact Ping Pong AB for more information and to activate this function. Assignment administrator has access to Assign users under Events in the Administration tool and can assign users to events, either as participants or trainers.

166 Page 166/256 Event groups Event administrator has access to Events in the Administration tool and can create events and edit their settings. ILP administrator (event) has access to the ILP (Individual Learning Plan) tool and can connect subjects/areas to event groups. Rights administrator has access to Rights under Organisation in the Administration tool and can award rights to groups of users. Access administrator can give users access to events under using Create/Edit under Users in the Administration tool. N.B. Access administrator does not give sufficient rights to use Assign users under Events. Miscellaneous Activation of users: Trainers also have this right - to activate or inactivate participants in an event. Help administrator: Help administrator is a useful right to award a group of users who offer technical support to your organisation's users in PING PONG, e.g. "Support personnel". Users who are given Help administrator rights can create question categories and configure Support FAQ which appears under the Support tab in the main menu and in Help. A Help administrator can answer questions posted by users and can also create questions and answers to place in the Support FAQ. Only the Organisation administrator can assign users to be Help administrators. Learn more here: Support FAQ. Organisation administrators have access to the Organisation tab in the Administration tool and can do the following for your organisation: Edit preferences under Administration > Organisation > Settings. Edit Templates in Administration > Organisation > Templates. Edit RSS-feeds, group weights and image links under Administration > Organisation > Interface. Obtain reports about the whole organisation in Administration > Organisation overview. Create event roles and link them to the desired event groups. Read more under Event roles. For organisations with additional functions activated and/or links to external systems, an organisation administrator can also:

167 Page 167/256 Turn an event into a help event. Turn an event into a event template. Edit NovaSchem settings. Link a user to another in a parent (or guardian) / child relationship. Access denied No access to PING PONG is a sort of "zero rights" status which can be awarded to a group. Any user placed in this group will be unable to log into PING PONG. When they try to log in, they will be greeted with a message informing them that they are denied access. Note that at least one person in your organisation must take on the role of Rights administrator. This person can then award rights to other administrators. Combining administrative rights It is common to give users a combination of administrative rights. In fact, certain combinations are required for the user to gain access to the Administrative tool. This applies to the like of Assignment administrator and Access administrator. Assignment administrators: In order for a group of assignment administrators to be able to assign users to events, they need to be given the right of "Assignment administrator" in relation to one or more user groups plus the right of "Event administrator" in relation to one or more event groups. An Assignment administrator can also assign users to an event under Events but cannot access the Users tab in the Administration tool. Access administrators: In order for a group of access administrators to be able to give users access to events, they need to be given the right of "Access administrator" in relation to one or more event groups plus the right of "User administrator" in relation to one or more user groups. An Access administrator can give users access to events using their "personal information page" (Users -> Create/Edit), but they do not have access to the Events tab in the Administration tool. Organisation overview: To gain access to the Organisation overview function in Administrative tools -> Organisation, you must be an Event administrator in relation to one or more event groups and a User administrator for one or more user groups.

168 Page 168/256 Event roles Users who have access to an event can be given different rights in that event. These rights depend upon what role(s) they have been assigned in the event and what rights are assigned to the role(s). The default roles are Participant (with quite limited rights) and Trainer (with extensive rights). An organisation administrator can create other roles for different types of work that may need to be carried out in an event. These roles are created under Event > Event roles. You can learn more about this under Event roles. Step by step: Awarding rights Here is an example of how rights are awarded: An educational organisation runs schools at 2 sites: City Business School and St Helens Institute of Technology and both schools share the same PING PONG environment. However, the management want to ensure that personal data does not spread from one school to another. They will achieve this by creating two separate sets of administrators (one for each school) and limiting their rights to their respective schools. This solution will give maximum freedom to the two groups of administrators in relation to their own school whilst protecting staff and student confidentiality. Below you can see how rights are awarded to the Personnel administrators in City Business School, to allow them to manage the personnel in City Business School Log into PING PONG. Choose Administration under Tools. Under Organisation choose Access rights. Read the instructions found there about allocating access rights to user groups. Use the Search function on the left to locate and select "Personnel administrator: City". Click the Edit button below the Search function. The group's current rights will now be displayed. User groups 6. The picture below shows us beginning by editing the rights that are linked to User groups (see top of picture). We check the box beside User administrator and then click the Edit selected button. If you are going to assign different rights in relation to different groups, it's easiest to edit one set of rights at a time. On the other hand, if were going to award a broad range of rights to "Personnel administrator: City" for the same user groups, it would be quicker to check multiple boxes and click Edit selected. However, in this case we do not want to award the group so many administrative rights, so we take one right at a time - User administrator.

169 Page 169/ In the next view, we now search for a group or groups over which "Personnel administrator: City" will be able to exercise User administrator rights. Choose a group by checking the box next to its name (see below). 8. Click Save. In the new view, you can see which groups "Personnel administrator: City" has User administrator rights for. 9. By continuing in this way, we could award other administrative rights such as Message administrator in relation to "Trainers City", etc.

170 Page 170/256 Event groups The next stage is to edit the rights that are linked to Event groups (midway down the page). This is done according to the same principles as above, but we include detailed instructions below. 10. Check the box beside any rights you wish to edit and then click Edit selected (see image below). If you are going to assign different rights in relation to different groups, it's easiest to edit one set of rights at a time. On the other hand, if were going to award a broad range of rights to "Personnel administrator: City" for the same sets of user groups, it would be quicker to check multiple boxes and click Edit selected. However, in this case we do not want to award the group so many administrative rights, so we take one right at a time - Event administrator. 11. In the next view, we now search for a group or groups over which "Personnel administrator: City" will be able to exercise Event administrator rights. Choose a group by checking the box next to its name (see below). 12. Click Save. In the new view, you can see which groups "Personnel administrator: City" has Event administrator rights for. 13. By continuing in this way, we could award other administrative rights such as Access administrator in relation to "Finance: City" and "HRM: City", etc.

171 Page 171/256 Other rights 14. Finally, there are some specially adapted rights in the lower box. These are general rights and there is no need to select user groups over which these rights will be exercised. But they are rights that can be awarded to a group - in this case, "Personnel administrator: City". In the column down on the right hand side, click Activate if you want the group to the respective right. Access denied Finally, there is a sort of "zero rights" status called No access to PING PONG (the lowest box) which can be awarded to a group. Any user placed in this group will be unable to log into PING PONG. When they try to log in, they will be greeted with a message informing them that they are denied access. Just as with the other Miscellaneous rights, it is linked to a group that you have selected for editing. 15. In the column on the right in the rights box, you can click to Activate button to apply "zero rights" status to the currently selected group. A good way of double checking that you have set everything up correctly is to create a "dummy" user account and place it in the group you have awarded rights to (in the above example, that would be "Personnel administrator: City". Log in using the dummy account and check that everything is as it should be. Done!

172 Page 172/256 Interface settings Introduction to configuring your organisation's PING PONG interface PING PONG s interface tool allows you to decide things like what page elements and images the members of different user groups will have on their individual start pages. When you click Interface you will see three options on the top left: Group settings Group weights (only visible to top level organisation administrators) Manage subscriptions (only visible to top level organisation administrators) Image link element (only visible to top level organisation administrators) Overview Read below to learn more about what these three options allow you to do. Group settings Under Group settings you can customize the Start page for selected groups of users. For example, you can change the Welcome message and choose which page elements group members will see. You can also upload images to be displayed on group members start pages. To customize the start pages of a particular group, you must first choose that group and make the desired changes. To make a change to the start page that affects everyone in the organisation (e.g. add your organisation s logo to everyone s start page), you simply choose the top group. Instructions: Click Group settings and the Search field appears to the left of the page. Use the search field to locate and select the group whose settings you wish to change. Having selected a group, you can then make changes in the following areas: 1. Start page: Customise the Start page for a selected group here. For example, you can change the Welcome message and choose which page elements shall be available to the group.

173 Page 173/ Menus: Customise a group's start page menu and main menu shortcuts here. Images: Upload a logo for the group and/or group images that can be chosen as page elements under the Start page tab. Links: Create links that can be used as page elements or shortcuts. Page elements: Configure what type of logos will be displayed in the Recently visited events page element. Proceed as follows: When you click Group settings, the Search field is displayed on the left of the page. Use it to find and select the group you wish to configure settings for. Once you have selected a group, click Show. 1. Start page Start page - Layout Here you can change the layout of the group s Start page. This is what to do: 1. Click Customize the start page for the group. A new window opens. In the lower part of the window you can see a preview of the group s start page elements including their relative position on the page. Directly above that, you can see two boxes: Unused elements and Used elements. This lets you see what elements are available. You can freely move elements between Unused and Used by clicking the buttons Move > or < Move. An element listed under Unused elements will not be displayed on the start pages of members of that group. On the other hand, all elements listed under Used elements will be shown on group members start pages and you may well want to make sure that the group has exactly those elements you want them to use, according to the requirements of your organisation and the needs of the selected group. A page element can belong to one of the following categories which are listed in the Used elements box as follows: Optional: If an element is classed as Optional it will not be immediately visible on the start page but a group members can themselves add it to their start pages under Personal > Preferences > Adjust your Start page. Fixed: An element classed as Fixed is positioned on the start page by an administrator and it cannot be taken away or moved by an individual user. Default: An element classed as Default is displayed on group members' start pages by default. However, individual group members can move or take away the element under Personal > Preferences > Adjust your Start page. You can only add Optional elements to the group's start page. The rest are already in use and can be reclassified using the controls in the preview section. 2. To add an optional element to the start page, or to turn an optional element into a default or a fixed element:

174 Page 174/ Click on the element to select it and then click either the Set as default or Set as fixed buttons. The page is refreshed and the element is shown in the preview section. Remember that if you set the element as Fixed, users will not be able to move or remove it. To move an element around page: Click the arrow pointing in the direction you wish to move the element. The page is refreshed and the element is shown in its new position. Repeat the procedure to move the element around the page, step by step. To remove an element: All elements shown in the lower part of the window have either been set as Default or Fixed. To remove an element, do the following: In the preview section, click Optional directly above the element's heading. The page is refreshed and the element has now disappeared from the preview. Instead, it is listed under Optional in the Used elements box. If you wish to prevent users from being able to add the element to their start pages, select it in the list and click the < Move button to place it in the Unused elements box. Click To everyone in the group to update the element's visibility to all users in the current group. Next time group members log in, they will see that element again. Note that as long as the element is classed as Default, users can remove again it from their individual start pages. The Group image element can be placed anywhere on the start page and can be classed as Default or Fixed. However, to actually upload a group image, you need to go to Administration > Organisation > Interface > Group settings. More information about this below. Image link element can be placed anywhere by you on the Start page and can be set as Default or Fixed. The element is created under Administration > Organisation > Interface > Image link element. Read more below. The changes you make to group start pages are implemented directly in the system. Therefore, as soon as you are happy with the page layout, you can simply close the window. Note that if users are members of several groups which have different start page layouts, the settings that are applied are those belonging to the highest weighted group. More information below under Group weights. Remove settings If you decide to remove a group's start page settings, click Delete settings. The group's start page will revert to a typical PING PONG style. Examples of elements you can use Recently visited events Shortcuts to the events the user was most recently logged into plus a shortcut to All

175 Page 175/256 my events. Users can choose to display between 3 and 100 events. Group images: An administrator can upload images for specific groups that can be used as Start page elements. Information A sort of noticeboard containing messages from administrators directed to selected groups. Contact list This is a list of people the user has added so as to reach them quickly and easily. Any contacts who are logged in are shown at the top of the list. Upcoming events The next events in a user's chosen calendars. Group links: This contains links considered useful for groups the user is a member of. More info on this below. What's new Shortcuts to new messages, discussion contributions and other vital updates from the user's Events. Project groups: This contains a list of all project groups the user is a member of. Click the name of a group to go directly to the group's overview page. My links Users can add their own links to external websites with this element. Upcoming tasks The tasks in a user's calendar which are of highest priority or have the closest deadline. PING PONG tips Useful tips to help users get the most out of PING PONG. PING PONG guide This page element leads the user into a tour of the essential parts of the PING PONG system. Subscriptions that an administrator has linked to a news service using RSS. To learn how to make RSS feeds available, see below under Manage subscriptions. Image link element: This is a matrix of clickable images that link internally to different places in PING PONG. Click an image to go to the function or page linked to the image. ILP: This element gives the user access to current ILP activity. Users with the role of Trainercan see how many students they can currently comment on. Mentors can see how many students they can write ILP documents for. Students also receive useful information such as when it is time to sign their ILP document. YouTube: This page element lets you look for and display YouTube clips on the Start page. Google clock: Displays an image of an analogue clock giving the correct time to the second. Wikipedia: This page element consists of a search field. Enter your query in the field, click Go and you will see search results from Wikipedia. "Wikipedia is a multilingual, web-based, free-content encyclopedia project based on an openly-editable model." ( Västtrafik: This page element lets you plan journeys using public transport in and around Gothenburg, Sweden. SL: This page element lets you plan journeys using public transport in and around Stockholm, Sweden. Attendance, My children's attendance, Attendance administration: Customers who have linked PING PONG to an external attendance monitoring systems can offer users an Attendance page element for Students, Teachers or Parents/Guardians. Ladok on the web: Customers who have "Ladok on the Web server" can add a start page element that displays information on students Programme and Course registration and Unfinished courses. The element contains links to further information on points, study mode (full/part time), etc. Contact Ping Pong AB to have this feature activated on your PING PONG installation. Users can always add their own images and RSS subscriptions to their individual start page as well.

176 Page 176/256 Welcome message Here you can customize the Welcome message that is shown as a Start page element, to suit your selected group of users. Multiple language fields are given so you can insert a message in different languages. With the Editing tool above each field, you can format text and using the Variables field you can insert variables which pull the appropriate information from the system and insert it into the message. Here is an example: "Welcome %firstname%! This is your Start page and here you can find information about your courses." When you have inserted your message, click Save and it will be displayed on group members' start pages directly. Please note that in cases where users are members of several groups which have customized welcome messages added to their start pages, the highest weighted group's message is displayed. More information below under Group weights. 2. Menu options The Menu options section allows you to adapt the selected group's menus and create shortcuts to functions in PING PONG. Click Customize to see all the options available. A wide range of functions are shown, sorted into the same order in which the these tabs appear on the Start page: Events Personal Communication Tools Support Under these headings you will see individual functions that can be added, removed or turned into shortcuts. Menu option: Check this box if you want group members to see and have access to the function when they move their mouse pointer over the appropriate tab at the top of their Start page.

177 Page 177/256 In the above example you can see that an administrator has checked the Menu option box under Personal information. On the right, you can see how a user now has access to Personal information under the Personal tab on her start page. No shortcut: This is the default setting and means that no shortcut will be added to the main menu. Optional shortcut: This allows individual group members to add the link to their own main menu field under Personal > Preferences > Tools. It is worth noting that functions that require certain rights (e.g. the Admininstration tool) will only become an optional shortcut for users who have the required rights in the system. Fixed shortcut: This adds a link to the function to each group member's main menu. Home screen settings in PING PONG Mobile The column on the far right hand side allows you to configure home screen settings in PING PONG Mobile, if your organisation uses this service. By checking or unchecking the box beside Show on home screen in PING PONG Mobile you can choose which icons are visible on the app's home screen. Only the menu options with Show on home screen in PING PONG Mobile beside them can be added to the app's home screen. The visibility of menu options in the web interface and in PING PONG Mobile are completely independent of one another. So for example, if you add the PIM function as a homescreen icon in the app, this does not influence whether or not it is displayed in the web interface menu (and vice versa). On the other hand, your user rights in the system will affect which icons can be displayed on your home screen in PING PONG mobile. Underneath the menu options you can choose the order in which icons are displayed on your home screen in PING PONG Mobile. You can change the order of display be dragging and dropping elements in the list of menu options to be displayed. Number 1 in the list will be displayed in the top left hand corner, number 2 on its right and so on in three columns. Below you can see an example of the relationship between a list of menu options and how they appear on the app's home screen:

178 Page 178/256 Don't forget to click Save when you have made your changes. The changes you make will be implemented on each member's Start page the next time each group member logs in. Please note that if a user is a member of several groups which have customized menu options, the highest weighted group's settings apply. More information below under Group weights. 3. Images Logo If you want group members to have a specific logo on their start pages, upload it here. The logo will be displayed in the top left hand corner of the start page. Please note that the image you upload cannot exceed a width of 100 pixels and a height of 50 pixels. If you upload a larger image, it will be scaled down automatically to fit these dimensions and the quality of the image may be adversely affected. Therefore, we strongly recommend that where necessary, you scale the image down yourself before uploading it. Click Browse to locate the image you wish to use as a logo on your computer. When you have selected your image, click Upload. Your logo will now be displayed on every member's start page. Any members that happen to be logged in when you add a logo may need to refresh their start pages to see the logo. In some cases, they may not see the logo until they have logged out and then logged back in again.

179 Page 179/256 Please note that only one logo can be displayed on a start page. Therefore, if users are members of several groups which have logos added to their start pages, the logo added to the highest weighted group will be the only one displayed. More information below under Group weights. Group image A group image can be a good way to strengthen a group's identity. Once uploaded, it can be handled as a separate start page page element (see above under Start page - Layout). It is a good idea to think about where you want to position the image on the start page. You will also need to think about how group members typically view PING PONG on their computers in terms of screen size and whether they tend to use "full screen" mode when browsing. Some experimentation may be required to ensure optimal display on different systems. Assuming an average screen size with users browsing in full screen mode, the following can work well: A group image intended as a page element that will be positioned on the left or right of the start page should not exceed 225 pixels in width. If it is to be placed in the centre of the page, it should not exceed 695 pixels in width. Please note that whilst multiple group images can be displayed on a start page, their positioning may be affected by group weights. More information below under Group weights. 4. Links Here you can enter links to be displayed on group members' start pages. Once added, these links can be handled as a separate start page page element (see above under Start page - Layout). The links can also be added to the main menu, depending on the selection made in the dropdown menu: No shortcut: This means that the link will only appear in the Group links page element and not in the main menu. Optional shortcut: This adds the link to the Group links page element and it also allows individual group members to add the link to their own main menufield under Personal > Preferences > Group links. If several groups have an identical link (both in Name and URL) as a start page element, users that are in more than one of those groups will only see the link once. Fixed shortcut: This adds the link to the Group links page element and it also adds the link to each group member's main menu. Create a link by inserting a name (e.g. Ping Pong AB) and then a URL (e.g. If you want the link to be visible in the main menu, select Optional shortcut or Fixed shortcut from the dropdown menu. Otherwise, the default is No shortcut.

180 Page 180/256 Remove links by clicking the trash can to the right of each link. Don't forget to click Save when you add, remove or change links. Please note that multiple group links can be displayed on a start page so if a user is a member of several groups, all group links added will be displayed. 5. Page element Configure page element settings here. Recently visited events: Set the appearance of this page element. Next to each event listed you can set the system to display: No logo (default) Small logo (an event's name appears beside its logo) Normal sized logo (an event's name appears under its logo) Don't forget to click Save when you are finished and wish to apply your settings. Group weights If a user is a member of more than one group and those groups have customized Welcome messages, logos, menus or Start pages, each group's relative weight will determine the settings that apply to that particular user. Under Group weights you can prioritise groups in relation to each other. Combined view Use combined start page settings allows Start page elements from all groups a user is a member of to appear on that user s Start page but not the organisation's default page elements as well. The order of appearance is determined by group weights. Links as separate menu

181 Page 181/256 If you choose Use separate menu for links a new tab is added to the start page containing the user's shortcuts and links. All links that would ordinarily be displayed in the main menuare now situated in a dropdown menu that appears when you hover over this tab. Click the tab and you come to an overview page containing all the same links. To activate this feature, go to Administration > Organisation > Interface > Group weights. Weights In the list, you can see all groups that have customized interfaces. Letters in brackets next to a group name indicate what customizations have been made for that group: [L]: The group has a custom Logo. [V]: The group has a custom Welcome message. [S]: The Start page has been customized for the group. [M]: Menu options have been customized for the group. The group at the top of the list has the highest weight and its custom settings will override those of groups lower down the list. Move a group by clicking on it and then clicking the Move up or Move down button. Always highest means that the selected group will always gain highest priority amongst groups. Please note that when you customize the interface of a group that has never previously had any changes made, it will automatically be placed at the top of the list. Therefore, whenever you make changes to any group interface, it is a good idea to check the Group weights to make sure you have not accidentally pushed a group too high up the list as well as just to check the group weights from time to time. Manage subscriptions This allows an organisation to add RSS subscriptions as a possible Start page element when working in Start page - Layout (see above).

182 Page 182/256 Here is how to add an RSS subscription: Locate the address of the RSS feed that you want to make available as a Start page element. Give it a name, e.g. "BBC News". Insert the actual URL of the chosen RSS feed, e.g. Click Save. Each subscription you create here will be added to the Optional list in the Customize the start page for the group window. From there it can be added to a particular group's Start page. Image link element This lets you create a matrix of clickable images linked to other parts of PING PONG. First you upload images and then you create internal links (see the example below). The Image link element can be accessed by interface administators under Administration > Interface > Group settings > [Choose group] > Customise start page for the group, if the element has been made accessible for that group. All users who have been given access to the element on their Start pages can choose which images (including links) they want on their Start pages by going to Start page > Personal > Preferences >Adjust your Start page and then checking or unchecking the box beside each image. Here is how to create an image link element:

183 Page 183/ Click Create new. Fill in the image link element's name. This will be visible to administrators on the Image link element page, when editing the start page of the group you have selected and also under Personal > Preferences > Adjust your Start page for users who belong to the selected group. However the name will never be seen on an actual start page. Enter Columns, i.e. how many images wide the element will be. Choose group(s) (whose members and administrators will be able to choose the page element) using the group selector on the right. Search for and select desired groups. Click Add new image. A form appears for the first image. Click Choose image. The Resource dialogue opens and you can choose images from Organisation's images, Images in My documents, Recently used images, Images in My Events. Alternatively, you can simply Upload images. Select the desired image and click Insert. The image is now shown in the form. Click the Link icon (earth symbol with + sign). The Resource dialogue opens and you can choose to link to Events or functions under Personal, Users, Communication, Tools or Support. You can also choose to add links manually and then also make use of PING PONG's variables. Select the target event or function and click Insert. Check Open in new window if that is what you want to happen when the user clicks on the link. Enter text that will be shown when a user's mouse hovers over the image. Text on mouse-over. Repeat steps 5-11 fo each new image you add. Save. All image link elements are now displayed in a list at the top of the page. The list contains Edit and Delete functions. Overview This gives you an overview of Interface settings that apply to different groups in your organisation. The group names are links that take you directly to the editing of different settings.

184 Page 184/256 Organisation overview Organisation overview enables you to receive statistical reports of events and users. In this introductory helptext, we describe the function and link to subsidiary pages that describe the different types of report in more detail. We also take you through the various alternatives for exporting andworking with the reports when you create them. To access this function, you must have User administrator privileges for at least one user group and Event administrator privileges for at least one event group (read more about privileges here: rights). Overview tabs The functions start page contains a number of tabs and clicking them gives you access to different types of report. Click the links in the summary below to visit the subsidiary page with more detailed information on these different alternatives: Events Create reports of passes, number of participants and achievement of objectives based on selected events or event groups. Users List selected users and events which they are participating in. You can also create overviews of the organisation's different policy documents and see who approved them. Groups Obtain reports of different user groups' activity in the system in terms of logins, functions used and how much disk space they are using. Global A general report of how the organisation as a whole is using PING PONG. Settings Configure settings that affect reports created under Events and Users. Export and processing

185 Page 185/256 Most reports can be exported in different formats such as text or spreadsheets or in some cases, PDF. Certain reports have further options and commands such as being able to use a template for the report or send a copy to every user covered by the report. Below is an alphabetical list of options that may appear in relation to the reports: Document from template: Use this if you want to link data in the list to a preset template. A new window (or tab) opens and you can choose which template you wish to use and whether you want to save the report as a multiple page PDF or as a Zip file containing multiple PDFs (one per user). For further information, read Templates. Export - Excel: Export the information in Microsoft Excel format so you can work with it in a program that can open Excel files. Export - Text: Export the information in the list as a text file. This can then be used elsewhere, such as in a statistical program. Download: Save the reports you have created under the Groups tab (as Excel files) and Global (PDF) on your computer. Send message: Use this if you want to send a message to persons in the list either by PIM or . A new window (or tab) opens and there you can write a message and adjust settings for the message. Print: Your web browser's print dialogue opens.

186 Page 186/256 Events Here you can obtain different types of reports based on one or more selected events. You can choose to include single events, whole event groups or a combination of both. You can choose from the following report types: Overview Objectives & Progress Report card Compilation Started and Passed Validity period Selecting items to report To be able to create a report, you must always begin by selecting what event(s) you want the report to be based upon. This is how you make your selection: You need to seek out the event(s) you wish to include in the report. To do this, use the search function on the left to locate events. Read more about how to use the search function here: Search Click the Show button at the bottom, on the left. Choose what type of report you wish to create by clicking the respective box. Tip! Events with many participants: If you are working with a bigger event that has a high number of participants, it can be easier to work with individuals or smaller groups of participants rather than working on the whole group in one go. It can be time consuming to load and save passes for a very large number of participants. In certain cases, PING PONG prevents very time consuming processes by not displaying lists containing too many participants or displaying a warning before allowing you embark on tasks like saving a pass for a big group. Overview Overview gives you an overview of how an event is being used plus things like how many participants have passed an event. The numbers in each column represent how many users are participants, have started, and so on.

187 Page 187/256 Make your selection and click the Overview button to obtain a table like the one illustrated above. Then you can choose to export the table directly or click your way further to more detailed views. Select user group: In the drop down menu, you can limit the scope of the report to one individual user group that you wish to focus on. Event: Click the event's name to see a description of the event plus other relevant information about it. Assign: Click the Assign link to go directly to the Assign users in the Administration tool. There you can for example move users from Applied to Accepted or Activated. Table: Click a number under a heading (e.g. under Participants) to obtain a list of users matching the search criteria. The figure gives the total number of users in a given category. It can look a bit different depending on the column heading: Participants, Have started and Not started This displays a list of users created from information in the system that matches the search criteria. The user fields you see in the list depend on settings configured in the Settings tab. Clicking the column headings in the list will sort the list by the contents of that column. The Manage field function can be used if application fields are linked to the event. Read more about application fields and their management in the following manual: Create/Edit event. Passed and Not passed This displays event objectives along with each individual participant's progress. Choose if you wish to include Show passed, Show results and/or Show status then click Update. Applications, Cancelled, Accepted and No further access These columns are not shown by default but can be added under Settings. If you add Applications, Cancelled, Accepted, you will also be able to see any application fields with information they contain. Using the Manage fields command, an administrator can edit or add to data in a field. No further access is only used if an event makes use of course occurrence. When a course occurrence finishes, users will appear in this list. Export: The main table can be exported both in text and Excel formats. Detailed views offer further possibilities such as Document from template and Send message. Read more about the different alrernatives on the introduction page.

188 Page 188/256 Compilation The Compilation report is different to the other report types found under the Event tab because it focuses more on events rather that participants. It compiles information from event fields. It can be useful for something like fetching information to use in a course catalogue. Make your selection and click the Compilation button. Two fields are now shown to the right of the search field: Available fields and Selected fields. Highlight the fields you want in the compilation. Available fields can be moved to Selected field by highlighting individual fields and using the arrows to move them left and right. Click on a field and move it up or down to change the order of the selected fields. Export: The lists displayed can also be exported as text or Excel files. You can also view the list directly in your web browser by clicking Create list. Objectives & Progress Objectives & Progress reports give you an immediate overview of how many objectives in the event have been completed and allows you to compare this with other events. For example, you can look at objectives sharing the same name in several events and compare them. Note that because the purpose of the report is to compare objectives in different events, erroneous information could result if you try to compare objectives with the same name within the same event. Make your selection and click the Objectives & Progress button to see something similar to the above. Mo objectives are shown at this stage, so do the following: Select objectives from the dropdown menu and click the Show/Hide button to include them in this view. Click the Show all button to see a summary of the event's objectives (the Hide all button resets the view again). When you have performed any of the above actions, a list is displayed which shows you how participants have passed different objectives in the event(s). You can use the dropdown menu to limit the scope of the list to a particular user group by choosing one from the dropdown menu.

189 Page 189/256 If you want to remove an objective from the display, as well as using the Show/Hide button, you can also click the recycle bin symbol next to an objective's name. Export: The lists displayed can be exported in text or Excel format. Report card Report card lets you create Excel reports with different components from a single event. Using a number of choices and detailed settings, you can create simple to more advanced summaries of the event's different parts. For example, you can obtain statistics relating to the status of assignments, test results, total logins and more. You can also access this function from the Progress tool in an event: Progress tool > Misc. > Report card. Read more about this here: Report card. Export: Excel format only Started and Passed Under Start and Passed you can obtain reports of which participants have started and/or passed a selected event during a set period. This type of report can only be used for one event at a time.

190 Page 190/256 Make your selection and click the Start and Passed button. A list of the event's participants along with start and passed dates is displayed down on the right. You can customise the list using two filters at the top: Filter by Start date: Apply a start and/or end date to your search. Enter the dates directly in both the From and To fields or click the calendar symbols beside each to choose dates to apply to your search. Click Filter to update the list of participants according to your selection. Filter by Passed: You can also apply a start and/or end date to when participants passed. Enter the dates directly in both the From and To fields or click the calendar symbols beside each to choose dates to apply to your search. Click Filter to update the list of participants according to your selection. Started/Passed: This shows the proportion of participants that have passed in relation to those who started the event within the parameters of the filters you applied. Export: The lists that are displayed can also be exported in text or Excel format. Validity period

191 Page 191/256 The Validity period report gives you an overview of the validity period of participants' passes in selected events. Make your selection and click the Validity period button. The selected events and their participants are listed with columns for name, , start date, pass date and the end of the validity period plus days left until the pass expires. Click a column heading to sort the table contents. The list can also be filtered by All, Only passed and Only not passed. Export: The list can be exported both in Excel format. Further possibilities include Document from template and Send message. Read more about the different alrernatives on the introduction page.

192 Page 192/256 Users Here you can obtain statistical reports of selected events and users. You can choose between two types of report: Overview Policy management Selecting items to report To be able to create a report, you must always begin by selecting what event(s) you want the report to be based upon. This is how you make your selection: You need to seek out the event(s) you wish to include in the report. To do this, use the search function on the left to locate events. Read more about how to use the search function here: Search Click the Show button at the bottom, on the left. Choose what type of report you wish to create by clicking the respective box. Overview Overview function is used mainly to get an overview of which courses a user or members of a group have access to and how far they have progressed in their events. The settings tab lets you fine tune what data will be included in your report. You can even configure the report to include information about applications, end dates and details from personal information fields. First make your selection. Then choose whether to show a user per row or per column. The number of users you have selected combined with how many events they participate in will determine the best choice here. If the number of events exceeds the number of user,s, it is probably more convenient to show a user per column..

193 Page 193/256 At the top of the page is a short summary of the total number of users and events included in the report plus short descriptions of how different fields are shown. The table of users and their respective course data appears directly under. In the above example, Users as rows is preset. When you click on names in the list, a small window appears that gives information about the user. If you choose Users as columns you can also filter the list. Click the arrow beside Filter above the summay and uncheck the events that are not relevant to the current search. Then click Update. Export: The table can be exported both in text and Excel formats. Other possibilities include Document from template and Send message. Read more about the different alternatives on the introduction page. Clicking Print activates the web browser's print dialogue. Policy management* If the additional service, Policy management has been activated for the organisation, you can see who has/hasn't accepted a policy.

194 Page 194/256 Make your selection and click the Show button in the Policy field to obtain a view like the above. Tabel: A table is now displayed in table form with sortable columns. Some of the information in the table is clickable and leads to more detailed views. Revision The number under the Revision heading shows which version of the policy is currently active. When the policy is first written, it has zero as the revision number. The next revised version is version one, When a policy is updated and activated, the previous version is marked as obsolete and the user must approve the revised policy. Read more about PING PONG's policty management. here: policy management. Accepted by and Not accepted by Click on the figure or Show under the respective heading to show a list of users (first and last name) that have and have not accepted the group's policy. Groups Displays the groups the policy applies to. Status A policy can have the following status: Active, Inactive or, if a newer, revised version exists, Obsolete. Export: Själva huvudtabellen kan endast skrivas ut.the main table can only be printed out. However, name lists can be exported both in text and Excel formats. Further possibilities such as Document from template and Read more about the different alternatives on the introduction page.

195 Page 195/256 Groups Under the Groups tab, an organisation administrator can obtain comprehensive reports that include statistics at a group and role level as opposed to individual level. There are three different types of report to choose between: User group report Graphic user group report Event report Report archive The Report archive is the view that you first see when you click the Groups tab. It contains a list of previously created reports. When you create a new report, a link to it is placed here for download and even deletion. The table contains each report's name, creator and date. You can adjust the view by choosing how many objects to display per page and by sorting the table using the column headings. User group report This type of report gives you an outline of your user groups. You can quickly see how many members they contain divided by role, how many times members of the selected user group have logged in and how much storage space they have used. The report is created in the form of an Excel file that you can download. 1. Choose report type Select User groups and click Next.

196 Page 196/ Select groups Search for and select the group(s) you want included in the report. Do this using the Object selector. Click Next. 3. Select grouping Now choose groups/roles (e.g. students) by which you want to sort the statistics. Click Next. 4. Choose fields Here you can choose what information you want to include in the report from the fields that are available. Each field will form a column in the resulting Excel report. Basic data Select the Basic data you wish to have in the report. Choose from the following: Internal ID: group's unique PING PONG ID number. Name Date created Statistical fields Select the Statistical fields you want including in the report. Choose from the following: Number of members Number of logins Storage space - bytes of storage space each group has used up to the point when the report is obtained. Please note that this information cannot be sorted by group/role. See also information box below. Total logged in- unique logins - how many people have logged into the system at least once. Total not logged in Storage space - worth noting Storage space used is summarised for each chosen group and any file doubles/copies are not included more than once in this figure. If you select subgroups, files may be shared between them and these are calculated separately (so they can be represented separately).

197 Page 197/256 Example: The top group contains Group A and Group B. Person X in Group A uploads File 1 (2 kb). Person Y in Group B copies File 1 to his own Documents folder. No real copy has been made; the server simply points to Person X's original uploaded file. This means that: Group A's report will display 2 kb of used storage space. Group B's report will also display 2 kb of used storage space. The Top group's report will also display 2 kb of used storage space! As you can see in this case, it appears that = 2 but in fact there is only one file (2 kb in size). That file is only counted once for a specific group, regardless of how many references are made to the file. At the same time, it is never left out of the calculation for subgroups that share access to the file. 5. Select filter You can specify the time period that the report will cover. Enter a start and end time that the report's statistical fields will cover. Click Next. 6. Choose name Give a descriptive name to the report which will make it easier to understand what it contains if you want to later retrieve it from the report archive. Click Next. It can take a few minutes for the system to generate the report, depending on how much data needs to be retrieved. Share: Select Share this report with other Organisation administrators if you wish to do just that. When the report is complete, you are taken to the Report archive where the new report is now shown in the list. Click Download in order to Save or Open the report (Excel format). Graphic user report

198 Page 198/256 This shows the total number of logins and unique logins made by members of the selected user groups. The results are presented in the form of graphs with logins forming one axis and a time period forming the other. The reports are created as downloadable PDFs. 1. Choose report type Select Graphic user groups and click Next. 2. Select groups Search for and select the group(s) you want included in the report. Do this using the Object selector. Click Next. 3. Select grouping Now choose roles which you want to see statistics for. In the report, each role will have its own diagram page. Click Next. 4. Choose fields Choose which Statistical fields you want to include in the report You can choose one or both of the following: Number of logins: Display the number of times members have logged in divided by respective role (during the specified time). Number who have logged in: Display unique logins - how many people have logged into the system at least once., both in total and split by role. 5. Choose filter You can specify the time period that the report will cover. Enter a start and end time that the report's statistical fields will cover (see above). The dates affect the diagram in the final report. You can choose: up to one month - total logins per week. up to one year - total logins per month. multiple years - total logins per year. Click Next

199 Page 199/ Choose name Give a descriptive name to the report which will make it easier to understand what it contains if you want to later retrieve it from the report archive. Click Next. It can take a few minutes for the system to generate the report, depending on how much data needs to be retrieved. Share: Select Share this report with other Organisation administrators if you wish to do just that. When the report is complete, you are taken to the Report archive where the new report is now shown in the list. Click Download in order to Save or Open the report (PDF). Event report Visar när aktiviteterna i de valda aktivitetsgrupperna är skapade, hur många användare med rollen Deltagare respektive Lärare de har och hur många som har loggat in i aktiviteterna. Du kan även se hur många tester, enkäter, inlämningsuppgifter samt dokument som finns i aktiviteterna. I Excelfilen som skapas visas en rad för varje vald aktivitet och en kolumn för varje valt datafält. 1. Choose report type Select Event report and click Next. 2. Select groups Search for and select the group(s) you want included in the report. Do this using the Object selector. Click Next. 3. Select grouping Now choose roles which you want to see statistics for. In the report, each role will have its own diagram page. Click Next. 4. Choose fields Here you can choose what information you want to include in the report from the fields that are available. Each field will form a column in the resulting Excel report.

200 Page 200/256 Basic data Select the Basic data you wish to have in the report. Choose from the following: Internal ID: group's unique PING PONG ID number. Name Date created Statistical fields Select the Statistical fields you want including in the report. Choose from the following: Number of participants Number of trainers Total logins Total assignments Total tests Total surveys Total documents Imported users Organisations that have imported users from external sources can see further choices in addition to those outlined above, but prefixed with "IMSE". Total IMSE-participants: Shows the number of IMSE-participants in the events. Total IMSE-trainers: Shows the number of IMSE-trainers in the events. Total non-imse-participants: Shows how many persons are not IMSE participants in the events. Total non-imse-trainers: Shows how many persons are not IMSE trainers in the events. Event fields: Choose which Event fields you want including in the report. You can choose from among all the event fields defined by an organisation administrator. Typical event fields are: Last published Level Course fee Course date Add worksheet with trainer list to the report: Select this if you want an extra worksheet included in the Excel file that contains a list of users that are activated trainers in each event. 5. Select filter

201 Page 201/256 You can specify the time period that the report will cover. Enter a start and end time that the report's statistical fields will cover. Click Next. 6. Choose name Give a descriptive name to the report which will make it easier to understand what it contains if you want to later retrieve it from the report archive. Click Next. It can take a few minutes for the system to generate the report, depending on how much data needs to be retrieved. Share: Select Share this report with other Organisation administrators if you wish to do just that. When the report is complete, you are taken to the Report archive where the new report is now shown in the list. Click Download in order to Save or Open the report (Excel).

202 Page 202/256 Global Under the Global tab, organisation administrators can obtain reports containing statistics and information relating to how the system is being used by the organisation. The information shown in the report concerns amongst other things the number of users over time, total logins, users with roles such as Trainer and which events have had the most visits over time. The reports extend backwards in time from today's date. You can choose from the following: 1 mpnth 2 months 3 months 6 months 1 year 2 year further, depending on how long the organisation has been using the system. All reports are saved in pdf format and listed towards the bottom of the page. Click Download by the report you want to view to download and open the report.

203 Page 203/256 Note that only one report of each type can be obtained per day. This is to prevent placing unnecessary load on the servers.

204 Page 204/256 Settings Settings allows you to make configure what type of information is included in reports. These settings do not affect all types of reports. They just affect Overview under the Events tab and Overview and Policy under the Users tab. User fields User fields are defined by the organisation, allowing personal information to be associated with user accounts. The fields are displayed in reports based on individual users, such as those that list users one by one. Under Available fields, select the fields you want to include in your reports and click the arrow to move them to the list on the right of Selected fields. Remove fields by selecting one and clicking the arrow that sends it back to Available fields. To move a selected field up or down in the list of Selected fields, click the up and down arrows on the right. Columns for Users Columns Choose which columns will be displayed for each event in the list under Users. You can choose from among the following: Show start date - when users first logged into an event. Show date when passed Show result - see information below about possible settings. Show application Show user fields - the fields displayed are determined under User field (see above).

205 Page 205/256 Show expire date - only relevant if the event has course occurrences. Result column If you checked the Show result box, you can also choose how the results will be displayed: The mean result of all tests in the event The mean result of all tests in the event that are Sub-objectives Grade obtained Columns for Events Here you can choose what columns will be available for Overview reports created under the Events tab. Each selection adds a column to the list. Under each column you will see the number of users matching the column heading. Click the number to see a more detailed list of names. You can choose to include any of the following: Show Participants Show Started Show Not started Show Passed Show Not passed Show Applied Show Unregistered (i.e. application withdrawn) Show Accepted Show all with No further access - only relevant if the event has course occurrences. Misc. Enable sending directly in Events/Overview: Check this box if you wish to be able to send s directly to users you search for in Overview type reports under the Events tab. Choosing this means that a small envelope symbol will appear next to the number of users in each column. Clicking this envelope symbol opens an dialogue in which the all users identified under that column are preselected as recipients.

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207 Page 207/256 Template settings The Template function makes it possible to customise automatic s that are sent from PING PONG in response to different situations (e.g. when someone applies to join an event). Furthermore, you can design templates for PDF documents created from lists of users. Users with either Event administrator rights and/or User administrator rights have access to all or certain template functions and can create templates for their respective Event groups and User groups. Templates that are created can be used in different places in the system, for example: Apply for events (Automatic s, Manuella utskick) Administration > Create list (Document template, Manuella utskick) Administration > Create notification (Manuella utskick) Administration > Organisation overview (Document template, Manuella utskick) Log in > Get new password (Automatic ) Here under Templates you can create your own templates for different purposes in your organisation. To access the function, start the Administration tool and in the Organisation box, click Templates. Automatic s Some pre-defined Base templates are available when you first use the Template function: Automatic s (Users) Get new password (Information message sent to users who click Forgotton password? on the login page) Automatic s (Events) Apply for event (user) (Information message sent to users when they apply to join an event.) Apply for event with max number of participants (users) (Information message sent to users who apply to join an event that has a maximum possible number of participants.) Note that when the templates are used, either Apply for event (user) or Apply for event with max number

208 Page 208/256 of participants (users) is chosen for an event, depending on how the event's settings are configured. Apply for event (admin) (Information message sent to administrators when someone applies to join an event.) Unregister from event (user) (Information message sent to users when they withdraw an application) Unregister from event (admin) (Information message sent to administrators when someone withdraws their application.) Automatical move to Participants when another user Unregisters (user): Information message sent to participant when they become an Activated participant because someone withdraws their application (unregisters) if the following is configured: When someone is unregistered, move the first participant in line to Participants (Administration > Events > Create/Edit > Level of access > Apply > Unregister). Automatical move to Participants when another user Unregisters (admin): Information message sent to administrators when someone withdraws their application (unregisters) if the following is configured: When someone is unregistered, move the first participant in line to Participants (Administration > Events > Create/Edit > Level of access > Apply > Unregister). Reminder about validity period (user): Information message sent to participants when the validity of a pass they achieved in an event will soon expire. Reminder about validity period (admin): Information message sent to administrator(s) when the validity of a pass in an event will soon expire. You can make copies of base templates to create your own templates that are adapted to the requirements of your organisation. You cannot edit the base templates - you must make copies and edit the copies instead. Creating a new template Go to Administration -> Templates. Click Automatic s, under the heading Automatic s (Users or Events). Click the base template you want to use as a starting point for your new template. In this example, we'll choose Apply for event (user). Click Copy. Give the new template a name, e.g. "Apply for event (anv): Maths courses". Insert a subject for the message (if possible, in multiple languages), e.g. "Confirmation: You have applied for %course:name%". Fill in the desired message (if possible, in multiple languages) Just as in the subject field above, you can use variables to create personalised messages. So if you wanted the message to begin, Dear Anders Svensson, you would put "Dear %firstname% %lastname%," in the template. Click Information about variables under the Name field to see all the variables you can use. Here's what a template could look like:

209 Page 209/256 "Hello %firstname% %lastname%, You have applied to join %course:name%. Your application is being handled by %course:admin-name%, %course:admin- %. Your queue number is: %course:user-queue-number% Note! The address from which this message was sent is only used for outgoing s. Please do not reply to this address. Best regards, Course director" If you choose to include %password% in your message, two different things can happen: Users who have never previously logged in will be given a new password, generated automatically by PING PONG. Users who have previously logged in will see the text, "Your usual password" - not their actual passwords. 8. For user templates: Specify the user group(s) that can use the template by searching for and selecting the desired group from Available for users in list. For example, if you work in a local education authority and want those who work in a certain school to be able to use the template, you would search for and select the desired school. For event templates: Specify the user event group(s) whose teachers can use the template by searching for and selecting the desired event group from Available for events in list. For example, if you want users with trainer rights in events in the Mathematics event group to be able to use the template, you would search for and select the desired event group, "Mathematics". 9. For user templates: In the Administered by field, specify the user group(s) whose user administrators can edit the template. For example, if you work in a local education authority and want those who are user administrator for a certain school to be able to edit the template, search for and select the desired school. For event templates: In the Administered by field, specify the event group(s) whose event administrators can edit the template. For example, if you want those who are event administrator for a certain school's events to be able to edit the template, search for and select the desired school's event group. 10. Save! Once the template has been saved, you can click Preview to see an example of how your template will look. The Preview command creates a PDF file from your account. If you have used variables that cannot be linked to a context or where there is no data, these will be displayed as "[???]". Using a template

210 Page 210/256 Templates created for managing applications for events can be chosen in events in which access to Apply has been chosen. As soon as access to Apply is switched on and saved, the templates field becomes visible on the event's Create/edit page. For each membership type you can choose standard or own templates. Document Some pre-defined Base templates are available when you first use the Template function: Window envelope (base) (Generates PDFs with an address field that can be adapted to selected windowed envelopes when printed.) General document (base) (Generates PDFs to use as you choose, e.g. certificates, confirmations, reports etc.) You can make copies of base templates to create your own templates that are adapted to the requirements of your organisation. You cannot edit the base templates - you must make copies and edit the copies instead. Creating a new document template Go to Administration -> Templates. Under the Document heading, click the desired option - Document (User) or Document (Event). Click the base template you want to use as a starting point for your new template. In this example we'll choose Window envelope (base), under Event. Click Copy. Give the new template a name, e.g. "Window envelope: Course confirmation" Insert the distance from the edge of the paper to where you want the address to appear so that it will fit the window in the envelope (can be changed later in case of trial and error!) Change the address field if you will add or remove information. Use the editing tool to format the address print output and add new fields via the dropdown menu, Variables. Fill in the required message text using the editing tool's buttons.. In the dropdown Variable menu you can choose different types of information to insert into the document. For example, if you wanted to write something like, "Thanks Anders Svensson, for your application for Company Finance 1!" you would write "Thanks %firstname% %lastname% for your application for %course:name%". In the dropdown menu, Variables lists all the currently supported variables. You can put an image into your

211 Page 211/ template by clicking Insert image. Images uploaded here will be stored in the system for later use. Using the Insert/Edit component for viewing survey results (the small square next to "Variable") you can attach the user's survey results in document templates. Choose the survey and click Insert. Note that you can only choose non-anonymous surveys and that no preview is available. Furthermore, remember that if you link a template to a particular survey in this way, that template will only be available in events containing a survey with the exact same name. Using the Insert/Edit component for viewing event lists (a small list icon appears to the right of the survey) you can insert a list of those events the user has or hasn't passed, using a document template. You can choose between Passed, Not passed or both. You can even choose how the list should appear when viewed in PING PONG: as a HTML bulletted list, or a text block. Make your choice then Click Insert. For user templates: Specify the user group(s) that can use the template by searching for and selecting the desired group from Available for users in list. For example, if you work in a local education authority and want those who work in a certain school to be able to use the template, you would search for and select the desired school. For event templates: Specify the user event group(s) whose teachers can use the template by searching for and selecting the desired event group from Available for events in list. For example, if you want users with trainer rights in events in the Mathematics event group to be able to use the template, you would search for and select the desired event group, "Mathematics". For user templates: In the Administered by field, specify the user group(s) whose user administrators can edit the template. For example, if you work in a local education authority and want those who are user administrator for a certain school to be able to edit the template, search for and select the desired school. For event templates: In the Administered by field, specify the event group(s) whose event administrators can edit the template. For example, if you want those who are event administrator for a certain school's events to be able to edit the template, search for and select the desired school's event group. Save! Once the template has been saved, you can click Preview to see an example of how your template will look. The Preview command creates a PDF file from your account. If you have used variables that cannot be linked to a context or where there is no data, these will be displayed as "[???]". Worth noting! If you have chosen to use a specific survey name in the template, the template will only be shown in events containing a survey with the exact same name. The use of Event variables requires that a template is used in a context in which an event is chosen. Using templates

212 Page 212/256 Templates created for documents can be chosen in connection with functions where one can create different types of list, e.g. Admin -> Create list, Admin -> Organisation overview, Progress -> Create list, Progress -> Report from template. In these places, you should see a Document from template button. Click it and then choose which template you want to use. Before you click Create document you can also choose that it is created as a PDF with multiple pages (in which individual documents are assembled into one file), or if you will create a ZIP archive with a PDF file for each document. Manual bulk mailing - Create in the administration tool Here you can edit templates for manual bulk s that are done via the administration tool's Create function. Create a new template Go to Administration -> Templates. Under the Manual mailing heading, click Manual mailing (Administration tool). Click the basic template, Template for creating mailing to use as a starting point for the new template. Click the Copy button. Give the new template a name (e.g. "Welcome to the Mathematics Department"). Give the message a name (in multiple languages if required), e.g. "Welcome to the course!". Fill in the desired message text (in multiple languages if required). Here, just as in the subject field, you can use different variables to create personalised messages. For example, if you want a message to begin with something like "Dear John Smith", you would use "Dear %firstname% %lastname%". Click Information on variables under the Name field for more information about the variables you can use. Here is an example: "Hello %firstname% and a warm welcome to the %course:name% course! Your first task is to log into the course and read the introduction. Do the following: 1. Go to %serverurl% and enter the following: 2. Username: %login% 3. Password: %password% For further information, contact %course:responsible% using %course:responsible- % or %course:responsible-phone%.

213 Page 213/256 Wishing you every success in your studies! Best regards, Course director" Bear in mind that if you include the %password% variable, a new password will be generated and sent to those users that have never previously logged into PING PONG. Other users will see "Your usual password" and not their actual password. Furthermore, if you include a variable in a mail and PING PONG needs to be able to find relevant data for that variable. So if you use a variable referring to the event name, the mail should originate from a context in which an event has been selected. Also, if a variable like %course:responsible% has been used, there must be such a person appointed to that role in the event. If you send a message without taking account of the above and PING PONG cannot locate the necessary data to fill the variables, a space will be inserted in place of the desired information. 8. Save! When the template has been saved, you can click Preview to see an example of how a mail using your template will look. Preview creates a pdf from your account. If you have used variables that cannot be linked to a context or where there is no data, these will be displayed as "[???]". Use a template Templates that are created for manual mailings can be accessed via the Create function that is found across many parts of the administration tool where you choose a group of users, e.g. Manage user groups, Create lists, Assign users, etc.

214 Page 214/256 Tag collections Tag collections are made up of tags or labels that you can attach to documentation log book entries. Tags can be linked to syllabuses and can also be created independently. Using tags you can filter entries in the documentation logbook and get an overview of what has been covered in events that use the documentation logbook. To view and edit tag collections, go to Tools > Tag collections. To edit tag collections, you must be an organisation administrator. The menu option Tools > Tag collections becomes visible to organisation administrators as soon as the Documentation log book function is activated in one of your organisation's events. A list of your organisation's tag collections is displayed, with the name of the collecton, the group it is available to and how many times it has been used. Click to Edit button to edit the collection and the Show button to see the contents of a tag collection. If you wish to create a new tag collection, you have 3 options: Create new tag collection, Import from file and Create from predefined template. Create new tag collection When you click Create new tag collection, you first must give the tag collection a name. Then you decide whether to link it to a syllabus. The point of linking it to a syllabus is to make it clear what the tag collection is about and allow users to filter tag collections by syllabus. Even if you decide to link the tag collection to a syllabus, it will be up to you to make sure the actual tags are related to the syllabus in question.

215 Page 215/256 In tag collections, you work with Grouping and Tag. A grouping is a collection of tags that are related to the same area, such as "Communication skills". A single tag is more specific, eg. "Presentation skills". When you create a new tag collection, an empty grouping and empty tag fields for 2 tags are already waiting to be filled in. As well as naming the group, you can provide a link to an external source, e.g. Skolverket. When creating tags, you can choose to add information to clarify what the tag means. To create a tag in a grouping, you click New tag. Tö remove a tag, click the red cross next to it. To change the order in which tags appear, click the green arrows and drag the tag to the desired position. To create a new grouping, click New grouping. You manage groupings much like tags. Clicking the red cross removes a grouping and clicking the arrows allows you to drag them around to change position. On the right, under Groups you choose which event group(s) the tag collection will be available to. Event trainers in those event groups will be able to use the tag collection in the event settings.

216 Page 216/256 When you are finished creating groupings and tags, click Create and your new tag collection is created. Import from file Clicking Import from file brings up a Choose file dialogue asking you to select a file from your computer. You then click Next to create your tag collection. You can download an example file by going to the tag collection overview and clicking Show next to an existing collection, then downloading it as an excel file. Create from predefined template

217 Page 217/256 PINGPONG already has some predefined tag collections. You can create a collection by clicking Create from predefined template. You then choose which template to use and click Create. In the next stage, you can modify the tags and choose which event group(s) will have access to the tag collection. When you are finished, click Create at the bottom of the tag collection. Edit tag collections Click Edit in the tag collection overview next to the actual tag collection you wish to edit. You come into the same view as when you create new tag collections. Here you can edit tag names and groupings, edit information about tags and add new tags and groupings. You can also delete tags and groupings as long as they are not being used in any event. Clicking the arrows beside tags and groupings lets you drag them into different positions. You can also change which event groups have access to the tag collection. When you have finished editing the tag collection, click Create at the bottom of the page to save your changes. Delete tag collections Click Deletein the tag collection overview next to the actual tag collection you wish to delete. Please note that you can only delete tag collections that are not used in any event.

218 Page 218/256 Competence management Competence management is where administrators can work with competence profiles. Job descriptions, competences and training activities are specified here. The foundations for performance reviews are also created here. People s competence profiles and competence needs are managed under Individual. Reports from performance reviews can be assembled here in a structured way. Job descriptions, competences and training activities are searchable. This means that administrators can search for personnel in an organisation with particular skills and experience. Competence management: the Menu

219 Page 219/256 The tool is divided into three main parts and which ones are visible to you depends on your system rights: Co-workers If you are a Manager, Competence editor and/or Competence monitor for one or more groups, the Coworker function allows you to view and edit co-workers' competence profiles within the limits of your system rights. Report Users with the relevant system rights can fetch Inventory reports and Matching reports. Work as an administrator As competence administrator you manage skills, qualifications, tasks and positions in the whole organisation. If you have event administrator rights you can also link events to skills and qualifications in the administration tool (under Create/edit event). Read more: Competence administrator. Basic structure and organisation The competence management tool is built on a structure with three levels:

220 Page 220/ Position Position is usually equivalent to a co-worker's job title, e.g. Nurse. Whilst co-workers usually only have one position, the system allows more than one per person. Competence requirements are attached to positions in the form of roles, qualifications and skills. When a co-worker is assigned a position, the associated required competences follow on automatically. 2. Role Here we define the roles a co-worker can have. This may include tasks, areas of responsibility or ranks such as Manager, Co-worker or Personnel manager. A role is always linked to at least one position and can be specified as a requirement for working in a particular position. Each role can have one or more qualifications and skills linked to it. It is also possible to create roles just to use with particular individuals (e.g. "responsible for sustainable development", a time limited task, etc.). 3. Qualification

221 Page 221/256 A qualification is comparable to a certificate or driving license in that a co-worker either has it or does not have it. Qualifications can have validity periods and can be set as requirements for roles or added on their own to coworkers' competence profiles. Qualifications can be linked to events and courses meaning that they can be awarded when a participant achieves a pass. 3. Skill A skill could be knowledge of a computer program or fluency in a language. Skills are divided into levels showing how skilled a co-worker is. Skills do not have validity periods but they can be set as requirements for a role or added on their own to co-workers' competence profiles. Skills can also be linked to events and courses meaning that they can be awarded when a participant achieves a pass. Categories Administrators may also create structure and organisation in the competence management tool by using Categories. These are used to create a folder-like structure where positions, roles, qualifications and skills can be placed in categories such as licenses, personal qualities, finance or Vehicle driving license. Create or import positions, roles etc. Positions, roles, qualifications and skills are quite simply created in the system by an competence administrator. Data can also be imported via MS Excel, something that can be especially useful if data is held in another system that has the ability to export that information in this form. Completence profile for co-workers Position: This shows the title(s) of the jobs an organisation has defined (here, "Nurse Manager", group affiliation ("NM Personnel") and percentage worked ("100%"). Click on the position to see more information about it. Role: The co-worker's role(s) could include assignments, areas of responsibility and authority/powers. They are listed under the position. Roles can have specific qualifications and/or skills linked to them, or they can be defined for specific individuals. The coloured bar beside the role name shows whether or not the co-worker partially or wholly fulfil the role's requirements.

222 Page 222/256 Qualifications and skills: Click the role name to see the qualifications and skills connected to the co-worker and to the chosen role. Attained: Qualifications and skills that the co-worker already Has and that are linked to the role are shown in the green field, Currently attaining: The middle field shows qualifications and skills the co-worker is currently working on achieving via a course or event that is still In progress but which will hopefully result in achieving what is required. Not attained: The field on the right shows qualifications and skills linked to the current role that the coworker does not have. Who uses the competence management tool? The function has 5 roles: Competence administrator, competence monitor, competence editor, manager and coworker. In this section and underlying pages, we go through the first four of those roles. Read more about a coworker's perspective on this page: Competence profile. Competence administrator What? As a competence administrator you create and define skills, qualifications, roles and positions across the whole organisation. However, you can neither view competence profiles or assign competences to individual co-workers. If you also have Event administrator rights, you can link events to qualifications and skills using the administration tool (under Create/edit event). Read more about what competence administrators can do here: Competence administrator. Who? This role is suitable for an administrator at an organisation-wide role - perhaps working in the HR or educationn and training department.

223 Page 223/256 How? Configured in Administration tool > Rights. The right is activated for a selected group. Competence monitor What? As competence monitor you can view co-workers' competence profiles and obtain reports and statistics. You probably very rarely need to work at an individual level, looking at individual profiles. Who? You could be a higher level manager, quality manager, education manager or administrator for the board of directors. As a middle manager you might be assigned this role in order to search for people with specific competences in other parts of your organisation rather than just your own department. How? Configured in Administration tool > Rights. The right is activated for a selected group who become competence monitors in relation to another group that you select. Competence editor What? As well as having viewing rights, the competence editor can amend into individual co-worker's competence profiles, adding and removing information. Who? Probably not a manager but someone who needs to edit competence profiles (e.g. education manager). Unlike managers, you cannot approve/pass courses and cannot read about what was discussed during a performance review. How? Configured in Administration tool > Rights. The right is activated for a selected group who become competence editors in relation to another group that you select. Manager What? As manager you can both view and edit competence profiles for your co-worker group and approve courses. You can also obtain reports for the group(s) you manage.

224 Page 224/256 Tip! To see and search among competences outside of your own group, become a competence monitor for other units/departments. Who? Immediate manager of a group of co-workers. How? The role of manager is assigned in the user view in the administration tool. You choose yourself which user group(s) the person manages.

225 Page 225/256 Competence management: Terminology Here we explain the terminology used in the competence management tool. Competences: Collective term for the function and for coworkers' positions, tasks, qualifications and skills. Skill: A competence that may not necessarily require any form of certification - e.g. language fluency, leadership or co-operation skills. Skills are divided into levels. Qualification: This type of competence is something you either have or do not have, e.g. driving license or a certificate. Role: Functions performed by you in your job. Certain qualifications and skills may be linked to the role. Position: Your job. Tasks can be linked to a position to indicate what a coworker shall actually do. Percentage: How much of a full time (100%) post you work in one or more positions. Competence gap: Competences that a coworker is lacking in order to perform a task or take up a position. Levels: Skills are divided into levels such as basic, medium, good and advanced. Competence profile: An overview of a coworker's position(s), tasks, skills and qualifications including which ones are fulfilled, in progress or missing. Immediate manager, competence monitor and the coworker in question can all see the profile. Competence ladder: A way to structure skills and qualifications so that the coworker can overview its level within a role when he/she visits the Competence profile. In progress: When a qualification or skill is shown in a coworker's profile as "in progress", it means that the coworker is currently working towards gaining that skill or qualification. When it is achieved, the skill or qualification is moved to "fulfilled".

226 Page 226/256 Co-workers As a manager, the Competence management function gives you an overview of your co-workers' competence profiles. The Competence management function is located under Tools in the main menu. In the Co-workers box, click Show co-workers to see your colleagues' competence profiles. Here you can read more about what you can see in a co-worler's competence profile. On the right are listed the names of co-workers whose competence profiles you most recently viewed. Click on a co-worker's name to come straight to that person's competence profile. Show co-workers Manager's overview When as a manager you click Show co-workers, you come directly to Manager's overview. This contains one tab per each user group for whom you are Immediate manager. In each tab there is a list of the co-workers who belong to that group and you get a clear overview of how well their qualifications match the demands of the roles they perform.

227 Page 227/256 In the above image you see an example of a manager's overview. The overview is a list with a pie chart for each person. You can see that the nurses listed are missing some of the competences linked to one or more of their roles. An exclamation mark indicates that one of Xerxes' qualifications has expired. By clicking Show, the manager can obtain further information about the selected co-worker. Read more about how to work with competence profiles Here. Tools Roles gap analysis: When you have brought up an individual co-worker, you can perform a gap analysis to see how well the selected co-worker fulfils the requirements the organisation has for each of the roles the co-worker performs. Bulk assign: In conjunction with beginning to use the competence management tool upon employing new people or when a need arises, or for any other reason, you can bring up one or more co-workers and assign positions, qualifications and skills in one single bulk update. Manager's overview: The manager's overview is the default view when you go to Show co-workers. It gives you an overview of your co-workers' positions and if any of their qualifications have expired. See image above for more information.

228 Page 228/256 View co-workers' competence profiles You first need to use the user selector up on the left of the page to pick out a co-worker. You can search for a person in one of the following ways: Free text search: Write the name of a co-worker or part of the name in the search field. Choose from group hierarchy: Click on a group to open it and then click your way through any subgroups until you find the co-worker you are looking for. If you go into the wrong group, click Up a level to get back out again. You can run a free text search or click your way through the group structure. When you select a co-worker, you see that person's profile with a field at the top containing personal information. This may include contact information and information entered into other user fields that your organisation makes use of. Working with a co-worker's requirements profile

229 Page 229/256 The requirements profile gives you an overview of the person's position, percentage worked, roles, qualifications and skills and how they relate to one another. At the top of the profile is shown position and percentage of full time that the co-worker works in that position. Then come roles such as Doctor and Co-worker. Clicking the name of a role reveals columns containing the co-worker's qualifications - ones attained, ones the person is currently attaining and ones that the person has not attained. Add or edit a position If you have sufficient rights to edit a co-worker's competence profile, you will see buttons allowing you to add a position or edit a position in the requirements profile Click Add position/edit position in the co-worker's requirements profile. Specify the co-worker's position Specify where in the organisation the person will exercise this position by selecting group. Specify how much the person will work in this position (as a percentage of full-time) Save! Add role If you have sufficient rights to edit a co-worker's competence profile, you will see buttons allowing you to add a role to the requirements profile Click Add role in the requirements profile. Search for a role using free text or clicking throught the role structure Highlight the role you wish to add Insert!

230 Page 230/256 Working with skills and qualifications Under the All qualifications and All skills tabs you can get an overview of how the organisation is making use of a co-worker's skills in the roles given to that person: In progress: Qualifications and skills the person is in the process of attaining. Used: Qualifications and skills the person is using in their current role(s). Unused: Qualifications and skills that are not included in the co-worker's current role(s). Add or edit qualifications If you have sufficient rights to edit a co-worker's competence profile, you will see buttons allowing you to add qualifications to the requirements profile. View a co-worker's time-limited qualifications If the co-worker has time-limited qualifications that will soon or have already expired, a warning is shown in the form of a red exclamation mark both on the tab and next the the actual qualification itself. If you prefer, you can get anoverview of how many co-workers need to renew their qualifications by using Qualification inventory in inventory reports. This is better if you are in the process of planning some sort of organisation-wide training or education.

231 Page 231/256 Find course of event that awards a qualification/skill If you organisation uses Course administration or has events in PING PONG that lead to a qualification, you can see which courses or events allow participants the opportunity to renew qualifications or add skills. Click the name of the qualification you wish to renew. Under the Awarded by the following courses/events you can see the events/course instances that offer the qualification. Tip! If the organisation uses Course administration and a qualification is awarded via a course instance, you can click on the course instance and be taken straight to it in the course catalogue. There you can you select Apply on behalf of another person and do just that for your co-worker. Free text If the co-worker has sufficient rights to add information to their competence profile, this is done under the Free text tab. As a manager, you can view what has been added here.

232 Page 232/256 Further tasks using more tools On the left under Tools there are links to further Competence management tools. Read more about manager overview, bulk assign, gap analysis between co-workers and roles on the pages below: Roles gap analysis Bulk assign Manager's overview

233 Page 233/256 Reports Users with the relevant system rights can obtain Inventory reports and Matching reports here. Inventory reports You can specify different criteria such as group membership, user fields, position, etc. to create the desired report. You can then save the report in Excel format, send messages to co-workers you have searched for or see the report in list, bar chart, pie chart or advanced bar chart forms or make a qualification inventory. You can also save report templates in order to more quickly produce an updated report next time you use the inventory report function. Matching reports These reports highlight any differences between the requirements of a role/position/skill and how individual coworkers meet those requirements. Gap analysis for group: Select a groups to see the gap between co-workers' qualifications/skills and what is required for them to perform the roles they have. Needs analysis of Positions, Roles, Qualifications and Skills. Select group(s) and then specify which positions, soles, qualifications and/or skills you wish to analyse. Finally, specify how many people in your organisation you require with the selected positions, roles, qualifications and/or skills. When you click Create report a comparison is shown of the current situation and the required one. Match groups with each other: Here you can compare the levels of qualifications or skills in different groups. Match co-workers with each other: Compare competences between two or more co-workers.

234 Page 234/256 Inventory reports You can specify different criteria such as group membership, user fields, position, etc. to create the desired report. You can then save the report in Excel format, send messages to co-workers you have searched for or see the report in list, bar chart, pie chart or advanced bar chart forms or make a qualification inventory. You can also save report templates in order to more quickly produce an updated report next time you use the inventory report function. Example reports Criteria Specify the desired criteria for your search by clicking the plus sign next to the relevant criteria for your report. You create a new criterion each time you click the plus sign and can create more for each criteria category: Group membership: Select group(s) and specify whether or not the report shall show: Members of or Not members of, Any of or All of the selected groups. User field: Select a user field, fill in a search term and speicify what the search shall match; Contains, Does not contain, Is the same as, Is not the same as, Is filled in or Is not filled in. Positions: Has/does not have and Any of/all of Roles: Has/does not have and Any of/all of Qualifications: Has/does not have Skills: Has/does not have (Result)

235 Page 235/256 Overview Here you can see how many co-workers match the search and you can choose Download as Excel file or Send message to members matching the above criteria. List List shows co-workers who match the search as a list that can be sorted according to any of the fields such as Last name, First name or address. Bar chart The bar chart gives an overview of the number of persons per position. Pie chart The pie chart gives an overall view of the relative proportions of each position Advanced bar chart An advanced bar chart lets you divide up the search based on qualifications, skills, roles, positions or group membership. Qualification inventory The Qualification inventory lets you see an overall picture of which qualifications are about to expire and therefore need renewing.

236 Page 236/256 Matching reports Here you can obtain a gap analysis and needs analysis, plus match group and co-workers with each other (links). Group gap analysis Select a group to see the gap between co-workers' qualifications/skills and the requirements of the roles they perform. Needs analysis of Positions, Roles, Qualifications and Skills Select group(s) and then indicated which positions, roles, qualifications and/or skills you wish to analyse. Finally, specify how many people in your organisation you require with the selected positions, roles, qualifications and/or skills. When you click Create report a comparison is shown of the current situation and the required one. Match groups with each other Here you can compare the levels of qualifications or skills in different groups. Match co-workers with each other Compare competences between two or more co-workers.

237 Page 237/256 Work as a Competence administrator As a competence administrator you manage skills, qualifications, roles and positions in the whole organisation. If you also have event administrator rights, you can link events to qualifications and skills using the administration tool (under Create/edit event). Below we look at how you create and edit different types of competence. Tip! In many cases it is easier to import an organisation's structure of positions, roles, qualifications, skills and categories than to create them in PING PONG. Read more about how to do this in the Import from file section below. In the menu on the right under Start page > Competence management > Work as administrator, you find the following alternatives: Positions Roles Qualifications Skills Categories Import from file Information Positions Work with Positions Create new positions for your organisation and edit existing ones here. Managers and competence monitors can then assign the positions to their co-workers. In the menu on the left you can search for a position. When you search you get a list of positions that match your search. The list contains information such as Name, Description, what Roles are linked to them and any Groups that are linked. Finally in the list you see the Functions heading. Click Edit if you want to change some aspect of a position. You can also bring up a list of positions by clicking All positions next to the Back button or by clicking All positions in the Categories box. Create a new position

238 Page 238/ Click Create new position. Give it a Name. Write a Description. Add the Roles that shall be linked to the position. The roles indicate what kind of tasks the co-worker in this position is expected to perform. Under Groups choose whether the position shall be shown Globally or if it shall be linked to one or more specific groups. "Global" means it can be seen and used by everyone in the organisation with access to competence management.. Choosing one or more groups lets you control which users can see and use the position. On the right in the window, specify which Category/Categories the position will belong to. Click Save. Work with Roles Create new roles for your organisation and edit existing ones here. Roles may be tasks or areas of responsibility. They have qualifications and skills linked to them. Co-workers are assigned roles via the positions that hold, but roles can also be assigned individually. In the menu on the left you can search for a role. When you search you will see all roles matching your search. Click the Edit button next to a role if you want to change some aspect of it. You can also click All roles in the Categories box to see a list of all roles. Under Functions you can click Edit or Copy. Create a new role Click Create new role. Give it a Name. Write a Description. Add the Skills and/or Qualifications that shall be linked to the role. The qualifications and skills indicate what kind of competences the co-worker in this role is expected to have. Under Groups choose whether the role shall be shown Globally or if it shall be linked to one or more specific groups. "Global" means it can be seen and used by everyone in the organisation with access to competence management.. Choosing one or more groups lets you control which users can see and use the role. On the right in the window, specify which Category/Categories the role will belong to. Click Save.

239 Page 239/256 Work with Qualifications Create new qualifications for your organisation and edit existing ones here. A qualification can be something like a certificate or driving license and it can have a validity period. Qualifications can be linked to roles to indicate what competences are needed to perform a given role. They can be awarded directly to co-workers to indicate competence already achieved regardless of the requirements of a position or role. In the menu on the left you can search for a qualification. When you search you will see all qualifications matching your search. You can also bring up a list of all qualifications by clicking All qualifications next to the Back button or by clicking All qualifications in the Categories box. Under Functions you can click Edit or Copy. Qualifications can be linked to courses of events and are then automatically awarded to participants upon passing them. Information concerning any linked qualifications is shown per course and course instance in the course catalogue. Create a new qualification Click Create new qualification. Give it a Name. Write a Description. Specify the Validity period of the qualification. This may be unlimited, for a number of days or up to a certain date. Choose whether co-workers shall be allowed to assign this qualification to themselves. Under Groups choose whether the qualification shall be shown Globally or if it shall be linked to one or more specific groups. "Global" means it can be seen and used by everyone in the organisation with access to competence management.. Choosing one or more groups lets you control which users can see and use the qualification. On the right in the window, specify which Category/Categories the qualification will belong to. If you have Event admininstrator rights, you can add a Course and/or Event that can lead to this qualification Click Save. Reminder about expiring qualification If desired, you can specify when a reminder shall be sent to a co-worker with a qualification about to expire. Click Edit in the row for the actual qualification and choose number of days before expiry.

240 Page 240/256 Work with skills Create new skills for your organisation here or edit existing ones. A skill may be something like a language and it can have multiple levels. Skills are linked to roles to indicate what kind of competence requirements the role has. Skills can be awarded directly to co-workers to indicate that they have already achieved that competence regardless of requirements of the role/position. In the menu on the left you can search for a skill. You can also bring up a list of all skills by clicking All skills next to the Back button or by clicking All skills in the Categories box. Under Functions you can click Edit or Copy Create a new skill Click Create new skill. Give it a Name. Write a Description. Choose whether co-workers shall be allowed to assign this skill to themselves. Under Groups choose whether the skill shall be shown Globally or if it shall be linked to one or more specific groups. "Global" means it can be seen and used by everyone in the organisation with access to competence management.. Choosing one or more groups lets you control which users can see and use the skill. Specify Levels by: On the right in the window, specify which Category/Categories the skill will belong to. 1. Entering a Name and Description for each level. 2. If you have Event administrator rights you can add Events and/or Courses that award the skill at this level to participants upon passing. 3. Click New level to add more levels. For example, a language might look like this: Level 1: Basic ability, Level 2: Intermediate user, Level 3: Advanced user, Level 4: Native language. Specify Category Click Save. Create categories Create new categories for your organisation and edit existing ones here. You can also sort categories into upper and lower categories as in a file system. Categories are a way of organising positions, roles, qualifications and skills to make it easier for managers and co-workers to find them.

241 Page 241/256 Under Categories you can see a list of all categories and sub-categories in your organisation. You can create new objects such as roles and positions directly in the list by navigating your way through the dropdown lists to the category in which you wish to create the desired object You can also edit existing categories here. Click Infor to see more information about a category. Click New category to create a new one. Give it a name and if you wish, add an upper category. Preselect settings Under this tab you can customise which categories are presented by default. You can add one or more categories as preselected for different objects such as positions and skills. These preselected categories are then automatically added when you create a new object. Import from file Here you can import an Excel file containing positions, roles, qualifications, skills and categories. An example file can be downloaded from this page to help you see what the Excel file needs to contain. The example file contains two sheets, one specifying the format and the other showing an example of how it might look. To import a file, select one to import then click Upload. Export In the Export box you can click the Export everything button and all the data can then be downloaded as an Excel file.

242 Page 242/256 Parents/Guardians Your local authority can give students' parents/guardians access to communication and information about their children in PING PONG. Below you can read about how you create parents/guardians and link them to students. Parents/Guardians to administer If you are a user administrator or school teacher, this view presents you with a list of all those who have themselves or via a teacher or administrator, applied for a parent/guardian account. Children's accounts carry information about the child's parents/guardians from their source system. Using this information, PING PONG can automatically link a parent/guardian account with that of the child when you create a new account from an account application. Apply for a parent/guardian account Parents/guardians can register for an account linked to their child on an open page set up for that purpose. The form it contains can also be used by teachers and administrators to manage parents/guardians. Create parents/guardians from applications Check the box by the parent/guardian you wish to create an account for in PING PONG and click Create. That person is now a parent/guardian user in PING PONG. Parents/guardians are placed in groups that run parallel with their children, to whom they are automatically linked. When you click Save, a PDF is created for each parent/guardian. This contains login details that you can send to each parent/guardian. Manual account Sometimes information about a parent/guardian needs to be added manually because it was not on the source system (e.g. if a parent lives in a different local authority or a guardian is a grandparent). To do this in PING PONG, you must have Manual parent/guardian administrator* rights and create an account under the manual account tab. Under the manual account tab, you can see all existing parent/guardian relationships that have been manually registered in PING PONG. You can edit or remove the link between a parent and child directly in this list. Create new parent/guardian account manually

243 Page 243/256 Click the Create new parent/guardian link to create a new account. Fill in the parent/guardian's details and select their child in the object selector on the right. Note that you can only see children who are members of groups over whom you have administrative rights. CLick Save. Klicka Spara. That person is now a parent/guardian user in PING PONG. Parents/guardians are placed in groups that run parallel with their children, to whom they are automatically linked. When you click Save, a PDF is created for each parent/guardian. This contains login details that you can send to each parent/guardian.. *These rights are designated under Administration > Users > Manage Users

244 Page 244/256 Additional services PING PONG can offer a number of extra functions to suit the needs of individual customers. Some of these functions are free of charge; others are for a fee. To add any of these additional services to your organisation's PING PONG environment, a PING PONG support person or administrator in your organisation should contact Ping Pong AB. Adobe Connect Adobe Connect is a program that synchronises web/e-meetings, presentations, teaching and more. You can timetable, book and attend e-meetings, presentations, web seminars and classes via Adobe Connect. Learn more at: If your organisation already subscribes to Adobe Connect, the program can be used in combination with PING PONG. Contact Ping Pong AB for more information about activating this function. Blog PING PONG can offer a simple blog function allowing all users to create blogs within the PING PONG system. Once added by Ping Pong AB, the Blog function is accessed via Start page > Communication > Blog and on the Blog page there is a Blog menu where a user's own blog is displayed along with a Contact list containing any other blogs. Action program If a learners requires extra support to achieve their educational goals, the Action program function lets teachers, mentor and parents (with the help of an administrator) set up an individual educational plan that states what actions should be taken to help the learner achieve specific goals. Event administration - simplified search area To simplify the interface for lower level administrators in an organisation, it is possible to hide parts of the search area in the Administration > Events > Assign users view. This setting must be applied per administrator group.

245 Page 245/256 Standard: The whole search area is shown along with all its functions. With this option activated: A simplified version on the search area is shown in which some functions have been removed in order to minimise the risk of making a mistake. A PING PONG support person from your organisation should contact Ping Pong AB for more information and to have this function activated. Event menus with images/icons instead of text The left menu in an event can be customised to display icons/images instead of text. External blog The External blog function lets participants link to blogs outside of PING PONG. Once this function has been added by Ping Pong AB, a trainer in an event can activate the External blog menu option under Toolbox > Preferences and the option then appears under Communication in the event menu on the left. Only blogs published at can be used. Blog entries can be viewed by users who have the role of Trainer or Blog statistics (external blog) rights in the Progress tool. ILP, Individual Learning Plans