Table of Contents. P a g e 2. Administrator Training

Table of Contents Searching for a User... 3 Adding Users & Clients... 3 Searching for Courses... 4 Adding Courses... 5 Entering Third Party Courses... 5 Entering In-House Courses... 7 In-House Courses... 7 Associating Materials to a Course... 7 Creating Schedules for your Courses... 8 Registering the Instructor for a Course... 9 Emailing Invitations for your Programs... 9 Creating Attendance Sheets... 11 Validating Attendance... 11 Emailing or Printing Certificates... 12 Emailing Evaluations... 12 Master Schedules... 13 Creating Master Schedules... 14 Registering Instructors on a Master Schedule... 15 Emailing Invitations from a Master Schedule... 16 Emailing Certificates from a Master Schedule... 17 Emailing Evaluations from a Master Schedule... 18 Micron System s Support and Contact Information... 18 P a g e 2

Administrator Training Welcome to the Administrator Training Session for CE Manager. This session is designed to give you the basics of maneuvering around the system, managing your users and managing their coursework. We will begin with the main section of your home page. Searching for a User You can easily find a user or set of users by selecting Find a user from your home page. To select all users, simply click on Search. To filter your search for a select group of users, use the criteria on the left side of the page. Adding Users and Clients You can maintain both users and clients within your system. Clients are people who do not work for your firm. Clients are those who may instruct or attend a program and you want to be able to add them quickly to the system. From your home page, select Add A Client. First and Last Name are the only required fields indicated by a red asterisk, but you may fill in as much information as you would like. P a g e 3

Users are people who work for the firm. You may maintain your professionals as well as support staff within the system. To add a User, select Add A User from your home page. Required fields are indicated with a red asterisk. Login IDs must be unique throughout all of CE Manager, not just within your firm. We recommend using email addresses as Login IDs since they could never be duplicated from one firm to the next. Searching For Courses You can easily find a course by selecting Find A Course from your home page. To select all courses, simply click on Search. To filter your search for a specific course or group of courses, use the criteria on the left side of the page. You may search for courses by Course Title, part of a title, date ranges, jurisdictions, etc. Once you have created your search list, you may create course reports of your listing by selecting the link for Course Report in the upper right of your screen. P a g e 4

Adding Courses CE Manager helps you to track and maintain coursework from both Third Party and In-House courses. A Third Party course is coursework earned from an outside provider. An In-House course is one which is scheduled and provided by your firm. Entering Third Party Courses When your professionals bring you certificates for Credits earned from Third Party providers, you may enter the course credits easily by using these steps: Create the Course Select Add a New Course from your home page. Fill in the Course Title, the Provider, and the Format. These fields are indicated with a red asterisk. The additional fields below that are used for your In-House courses and may be disregarded when adding a Third Party Course. Scroll ahead to the bottom of the page and select Add Course. Add the Credits Select Add Credits and then select the jurisdiction. Enter the Credits earned. Once you have added these credits, add additional credits for all additional jurisdictions. P a g e 5

Register the Attendee with the Add to Basket feature Once you have added the course and the credits, the final step is to associate the course with the user s record by using the Add to Basket link. Note: Register attendance with this link only when it is a Third Party course. Select Add to Basket. Next select the users or users who have completed the course, and then select Add to Basket. If the professional instructed this Third Party course, check the box next to the user name to indicate that these are instructor credits. Enter the date the course was taken and then Submit Course. The user record has now been updated with the new course and credit information. P a g e 6

Entering In-House Courses Create the Course To create and manage your In-House programs, begin by selecting Add A New Course from your home page. In addition to the required fields, you may fill in additional fields to categorize your courses and enable search and reporting capabilities of your In-House programs. For example, if you assign Practice Areas to your courses, you may later search for and report on courses given by specific Practice Group. Add the Credits Add the Credits that were earned by selecting Add Credits. Select the jurisdiction and enter the Credit amount offered. Once you have added these, add additional credits for any additional jurisdictions. Associating Materials to Your Courses Once you have created a course, you may associate the Materials to this course once they have been uploaded into the CE Manager Materials Library. First select the Materials Tab. Then select the link to Select Materials. P a g e 7

Simply search for the materials you wish to associate to this course. Select the course and click on Associate to Course. Creating Schedules for Your Courses The Schedules feature in CE Manager is used to differentiate In-House from your Third Party courses. Schedules enable features like Invitations, Attendance Sheets, Certificates and Evaluations. You may create as many schedules or instances of the course from the main course as you wish. To create a single schedule for a single instance of a course, click on the Schedules Tab and then select Add Schedule. (For programs being held at multiple locations, see the section for Master Schedules on page 13) Tab through the fields and add the information for this schedule. To make materials available to your professionals, move them over to the Selected box. The Administrative Notes are a private note section for Administrators only. The notes will appear on the Administrator s calendar but will not be seen by your professionals. Once you have added the information, select Add Schedule. P a g e 8

Registering the Instructor for a Course To register the Instructor for this schedule, click on the Instructors Tab and select Register Instructors. Search for the Instructor, select the person and click on Register Selected. Emailing Invitations for Your Programs You may email invitations for your programs and manage the responses through the schedule. To send invitations from the schedule, click on the Invites Tab. First create the invitation by selecting a Theme Template and creating the text for the invitation. After you save this information click on Select Invites. Select the user or group of users you wish to invite and click on Invite Selected. P a g e 9

You as an Administrator will see all the invitees listed, but the email works like a Bcc so the users will only see their name listed in the email. You may send the materials for this course by checking the box Include link to Materials; you may also Preview the invitation before sending. When you are ready, select Send. Once you have sent the invitation, you will be able to monitor responses from the Invites Tab. As users register, you will find their names pre-populated on the Attendees Tab. From this tab you may also Register Attendees manually if they did not respond through an Invitation. P a g e 10

Creating Attendance Sheets From the Attendees Tab, select the link for Attendance Sheet to view and print an Attendance Sheet. Columns for your Attendance Sheets can be customized through the Global Settings on the Home Page. Validating Attendance Once the program has been held and an Attendance Sheet is returned to you, the final step is to validate attendance. Once you have validated the attendance, a user s Course History and Compliance Reports are immediately updated. You may use the links to the right of a user s name for individual actions. You may use the checkboxes to the left of a user s name for multiple actions. S Is for Sending Email V Is for Validating Attendance E Is for Noting Excuses for missing the program D Is for Deleting Validating Instructors From the Instructors Tab, you can validate your instructors. Once validated, you will be brought to a screen displaying the course credits. When different instructors are entitled to different credit amounts, you have the opportunity to enter the appropriate amount due for each individual instructor. P a g e 11

Emailing or Printing Certificates Once you have validated attendance, a certificate link becomes available where you may view, print or email certificates. To View or Print Certificates, select checkboxes in the P column and select Print Certificates in the action row above. To Email Certificates, select checkboxes in the S column and select Send Email. You can compose an email from here and add a link to the certificates. You may send all of the certificates to all attendees at the same time. As with other email functions in the system, these emailed certificates will work like a Bcc. When the attendees receive the email, they will only see their name in the distribution and they will only receive their certificate. The email will contain a link that the attendee simply clicks on to open. They may then view and print their certificate. Emailing Evaluations Once a program has been completed, you may send electronic evaluations to the attendees. This Evaluation Request link is only available once the date of the program has been reached. First compose your email as shown in the example below and then Save the information. P a g e 12

Next select the attendees and click on Evaluation Request. Once you have sent your first evaluation request, you will be able to monitor responses from the Evaluation Tab. As people respond or decline, the date and response type will be noted. All evaluations are anonymous and time stamped. You may also set the system to automatically send follow up evaluation requests once you have sent the initial request. When it is time for the system to send the next request, it will automatically filter the list and send requests only to those who have not already previously responded or declined. Master Schedules What is a Master Schedule? When you schedule your courses, you may have single instances of a course or you may have courses that are being presented simultaneously in multiple locations. In order to manage groups of schedules, you have the option of creating a Master Schedule rather than creating each of these schedules individually. The benefit of a Master Schedule is that you can create many schedules quickly using the Clone feature and can use all the functionality and manage it from one place. P a g e 13

Creating a Master Schedule Once you have created the course, added the Credits, and associated the materials, begin from the Schedules Tab and select Add Schedule. Enter the information for the main or host location. Then use the clone feature to add schedules for multiple locations. For example, you have set up the first location in London and this program will also be teleconferenced to 3 other locations. Enter the number 3 and then select Clone. Three additional schedules will be replicated and you simply need to change the location and the format. Times automatically adjust according to the time zone of the location. P a g e 14

Once you have updated the additional schedules, select Add Schedules. Now that your Master Schedule is created, you can send invitations; validate attendance, as well as email certificates and evaluations to all locations at the same time. Registering Instructors on a Master Schedule When registering instructors who are live in one location and conferenced to other locations, you may register them in the same manner but will need to designate their live location and display them on the remaining locations. From the Instructors Tab, select Register Instructors. Select your instructors and click on Register Selected. Register the physical location of the instructor by checking the box in the (R) column next to the location. Display the instructor on the remaining locations by checking the box in the (D) column next to the remaining locations. This is necessary so the instructor displays on the Attendance Sheets and Evaluations for all locations. P a g e 15

Emailing Invitations from a Master Schedule You may email invitations from the Master Schedule in the same way you send invitations from single schedules. The system will filter by office location so the invitee will receive the information that is appropriate to their specific location. If you are sending this invitation to clients where an office location would not be designated in their profile, then those invitations will display all location options. Set up your invitations by choosing to either Display User s Location choice or Display choices for these schedules which is all location choices for all users. Once you have sent your invitations, you can monitor responses from the Invites Tab in the same way you did for single schedules. As people register, they will populate on the Attendees Tab of the Master Schedule. At a glance, you will easily be able to see which locations people have registered for. From the Attendees Tab, you will also be able to print Attendance Sheets for all or individual locations. P a g e 16

Emailing Certificates from a Master Schedule You may send certificates to all attendees from all locations from within the Master Schedule. Choose the attendees you wish to email and select Send Email. You as an Administrator will be able to view all recipients in the distribution list, the email will work like a Bcc. Further, the system will filter out and only send the appropriate certificates to each attendee. Once you include the link to the Certificate, you have the option to send all jurisdictions or individual jurisdictions. If you check the box to Only send certificate for licenses held, the system will only send a certificate for the specific license(s) held by each professional. Please note: When you are sending certificates to clients and you enable this checkbox, the client will not receive a certificate unless you designate their license jurisdiction when adding them as a client to the system. P a g e 17

Emailing Evaluations from a Master Schedule Evaluation requests may be sent from the Master Schedule in the same way they are sent from the individual schedules as shown on Page 12 of these instructions. As evaluation responses are sent, you may print a Statistics Report that will summarize responses from either individual schedule locations, or a summary of responses from all locations. Simply click on the Statistics link, and choose the location or locations you wish to summarize. Then select whether you would like individual summaries from each location or a summary of all locations. P a g e 18

Micron System s Support and Contact Information We are pleased to have you as a client and are available for continued support so that you are successful with our product. EMAIL SUPPORT: cemsupport@micronsystems.com PHONE SUPPORT: 1-201-652-2229 Press 2 for CE Manager Support P a g e 19