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E-learning Training

Updated

Training definition

When you choose the type E-learning and then click Apply, the Details tab opens. This tab is divided into the following sections by default:

Under General

Field name Description Required
Name Name of the training Yes
Code Code of the training No (unless linked to source system)
Category Category under which trainings based on this definition fall Yes
Secondary category Other categories under which the trainings fall No
Short description Text visible on the tile in the catalogue. This field may be read-only when the value is inherited from the training definition. No
Description Text that is searchable with the search filter No
Training auto numbering Automatically number trainings No
Minimum group size Minimum capacity of the session Yes
Maximum group size Maximum capacity of the session (e.g. 9999) Yes
Subtype Drop-down list for extra filter in the catalogue No

Under Financial

Field name Description Required
Price (per participant) Default price Yes

Under Completion

Field name Description Required
Certificate Certificate obtained after successfully completing the training No

Under Other

Field name Description Required
Supplier Supplier of the training No
Owner Do not use!!! No
Active Determines whether the definition is active and usable Yes
Is template Determines whether the definition can be used as a template No
Language Determines the language of the training No
Image Add an image here from the gallery or from the local drive No

Visibility in catalogue - Include in Notifications

For each field there is an eye icon and an envelope icon:

  • Open eye: Information visible in the catalogue.
  • Closed eye: Information invisible for users.
  • Green envelope: Information visible in the invitation email.
  • Red envelope: Information not included in the email.

Buttons

  • Preview: Preview of the training definition.
  • Save as copy: Save as a new copy.
  • Apply: Save and stay on the current page.
  • Save and add component: Save and directly add components.
  • Save: Save and return to the overview.
  • Add training: (visible after adding a component) Directly create a training in the Training planner.

Content groups tab

The Content groups tab is mandatory for an E-learning training. Here you link an existing content group directly to the training definition.

Components tab

On the Components tab you add one component.

Steps for adding a component:

  1. Click the Components tab.

  2. Click Add component.

  3. Fill in the required fields:

    • Name: The name of the component.
    • Code: The code of the component.
    • Type: Choose Digital.
    • Level: Select an item on which the employee passes by clicking the Search button.
    • PE Registration: Skip this component.

  4. Click Save.

After creating the components, you can directly create a training in the training planner with the Add training button.

Knowledge and skills tab

Use this tab to indicate which items and at which level they are achieved with the training. Optional, double-click to add an item and click Save.

Functions tab

Specify here for which functions the training is intended. Optional, double-click to add a function and click Save.

Documents tab

Add relevant documents such as agendas, presentations. Settings per document determine whether they are sent along with registration.

Procedure:

  1. Click Add document.
  2. Click Choose file.
  3. Select and open the document.
  4. Select category, add name and description.
  5. If attachment, tick Is E-mail attachment.
  6. Click Save. Note: maximum size is 1 MB.

Training options tab

Add fixed and custom training options. Prerequisite for custom options is first creating them under Custom fields in the Planning & registration - Trainings menu.

Procedure for creating new options:

  1. Click in Planning & registration - Trainings on Custom fields.

  2. Click Add custom field.

  3. Select type ('training').

  4. Enter name and category for display.

  5. Select field type:

    • Textbox for single line text.
    • Textarea for multi-line text.
    • Integer for numeric field.
    • Selection list for drop-down menu (define options yourself).

  6. Click Save.

Notification texts tabs

Contains text fields for specific notifications:

  • Text passed (coursetextpassed)
  • Text failed (coursetextfailed)
  • Text not completed (coursetextnotfinished)

These texts ensure that generic notifications are training-specific.

Editing a training via the training planner

The details tab consists of 2 parts:

  • Details

  • Settings

    Optional:

  • Custom fields

In the details section you enter the following fields:

Details tab

Training name: The name of the training

Code: Code of the training, this must be unique for any connections etc.

Training type: Open or Closed. Open makes it possible for users to register in the catalogue. Closed ensures that users cannot register.

Available: In search results or Not in search results. Visible ensures the training is visible within the catalogue. The Available tab provides a restriction on this (see below).

Certificate: Certificate that the user receives after completing the training

Action list: Action list linked to the training. See Training actions

Training definition: The linked training definition. The link is clickable but cannot be changed.

Price (per participant): Price per participant

Price remark: Remark about the price shown during registration

PO Number: Extra

Department/Client: Label to link the training to a client

Supplier: Supplier of the training

Owner: Owner of the training for any customised signature

Settings

In the settings section you have the following options:

image-20250901-135701.png

Automatically number sessions: Each session needs a code, this can be automatically generated or manually entered.

Schedule flexible times in sessions: By default the time is taken from the training definition. You can only save if this time is scheduled. This option removes the check.

Waiting room is disabled: Each training has a waiting room. If this is not desired, this setting is ticked.

Refresher training: If this setting is active, a user can only register if they already possess the certificate.

Intermediate enrollment period after certificate expiry (months): When the Refresher training setting is active, you can specify a grace period in months here. During this period, a user can still enrol for the refresher training after the certificate has expired. Enter the desired number of months. Leave the field empty if no grace period is required.

Manager - HRM approval: This setting indicates that the manager or HRM of a user must approve the registration before the registration is scheduled.

Hide e-learning after this training is completed

Hides the e-learning linked to the training in the user's profile.

Note:

Reset content

Resets all achieved results of the linked e-learning to 0% upon re-registration. This applies to statuses, scores and written variables.

Participant may unsubscribe themselves: Participant has the option to unsubscribe. The term can be set via Portal settings. See Academy settings.

Participant may unsubscribe themselves from waiting room: Participant has the option to remove their registration from the waiting room.

Unsubscription from training possible until minimum number of days

Number of days before unsubscription is no longer possible. This overrides the portal setting.

This provides the option for a user to unsubscribe themselves from the waiting room.

Friend administrator may unsubscribe: If linked PlusPort academies may remove registrations themselves, this option must be activated. By default this is turned off.

In-company

This changes the sessions. A price per session becomes available.

Reminder training not completed: Sends a periodic notification to the user. Especially for digital trainings!

Deadline: It is now possible to set a deadline on digital trainings. This deadline is then visible for the user, administrator and trainer. Users can be kept informed about set deadlines via notifications, but when a deadline has passed it does not affect the status of the training.

How do I set a deadline and where can I see it?

Once a training has been or is being created, the 'Deadline' setting has been added under the 'Details' tab. When this setting is activated, several options appear that relate to this setting:

  • 'Deadline type' - if you choose 'Relative', the deadline will be calculated based on the day the user is registered for the training. This is different when you choose 'Absolute'. A fixed date can then be set that applies to everyone who registers for the training, regardless of the moment of registration.
  • The 'deadline reminder in days' setting is linked to the corresponding notifications. The setting determines how many days before the actual deadline a reminder is sent.
  • 'Deadline changeable during registration' means that users who have the right to register other users for a training (administrator, manager or HRM), can specify a specific deadline during registration.

Custom fields

Under custom fields you will find any custom registration fields that have been created. Here you indicate whether the custom field is active for this training and whether it is required for this training.

Available tab

On the Available tab you set additional filters for the availability of a training within the catalogue. You specify here for which functions, departments, and Friend portals a training is visible.

Setting visibility for Departments

  1. Department overview:

    • Under the heading Departments you will find all available departments within your portal.

  2. General visibility:

    • If you do not select any departments and the training is set to Visible, the training is visible for all users in the catalogue.

  3. Specific departments:

    • If you select specific departments, the training only becomes visible for users within these (and underlying) departments.

  4. Example usage:

    • Make a training available for a specific department such as Management, allowing you to test the training without it being visible to other users.

  5. Reverse management option:

    • Manage the availability of trainings the other way round: search for a department, and determine via the Available Trainings tab which trainings should be specifically available for this department.

  6. Important note:

    • Note: if a training is made available for specific departments, it automatically becomes invisible for other departments.

Setting visibility for Functions

  1. Function overview:

    • Under the heading Functions you will find all available functions within your portal.

  2. Specific function visibility:

    • Move functions from left to right to make the training only visible for users with the selected functions.

  3. Reverse management option:

    • Search for a specific function, and set which trainings are visible for that function.

  4. Combining Functions and Departments:

    • Note: Combining visibility for functions with departments works as an AND function, meaning users must both have the function and belong to the department for the training to be visible.

Setting visibility for Friend portals

  1. Friend Portals overview:

    • Under the heading Friend Portals you will find all portals that purchase your trainings.

  2. Setting availability:

    • Move a portal from left to right to make the training visible for the purchaser in the Portal.

  3. Important note:

    • The training is not directly visible to users in the Friend portal. The administrator of the Friend portal must configure this separately within their own portal.

Forms tab

Under Planning - Trainings - Training planner on the Forms tab you have the option to add a form of the Type Training.

Click the Add button.

The Add popup appears.

Select the form.

Choose the option for when the form should be rolled out (assigned to the user).

Click Save.

The form is linked to the user as soon as the user is registered and/or is reported as completed.

The user can find the form in their profile on the Forms tab and also for the specific training under Trainings.

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