The user role explained

As a user in the Academy you have maximum access to the following menus:

• Home
• Catalogue
• My training
• My e-learning
• My profile
• Links

Which menus are visible depends on the portal settings and the user's rights.

Home

The Home menu can consist of:

• three tabs with text
• a representation of a web page developed by your organisation itself or by PlusPort

Three tabs

The homepage consists of three tabs. These tabs are filled by the Administrator. In addition to text, images, videos or HTML can also be placed.

Link to homepage

The homepage consists of a self-made page. This page can be located anywhere (intranet/website) and is loaded as if it were a page of the PlusPort Academy. The big advantage of this is that you can easily leave the management of this page to other people.

Under portal data, a link to a web page is set by the administrator.

Catalogue

In this screen, users can search for training and register for it. If no sessions have been scheduled for a training, or if the scheduled dates do not suit the participant, the user can register for the waiting room. As soon as a session is scheduled, the user can register for it.

Find a training

To search for training:

• Click Catalogue in the menu bar
• Search by clicking on a category, or enter search criteria and click Search

After searching, you see the results. You can refine your search using, for example, a certificate, function, or knowledge and skills.

Click View this training next to a training to view its details.

Register for a classroom training

When you click View this training, the registration process starts. First select the appropriate session. The available dates are shown here; click Register next to a date that suits you.

If none of the dates suit you but you want to register your interest in the training, click Place me in the waiting room. The system will keep you informed about newly scheduled sessions.

After clicking Register for a session, you see the confirmation screen, which summarises all the information. If your organisation uses this option, you can add a comment. A manager or HRM employee sees this comment when reviewing the request. The comment is also visible in the training's participant list. Click Confirm to complete the request.

Register for a digital training

• If a training is a digital training, the Catalogue will say 'Register for this digital training'.
• Because a digital training does not take place on a specific date, you will only see one registration option after clicking.
• Click on Register to register for the digital training. After confirmation, the digital training is immediately available under the menu My e-learning.
• The e-learning can also be found via My training, by clicking on the magnifying glass icon for the training under the heading Current training.

Register in the waiting room

If no session is planned, or if you cannot attend the planned sessions, you can register for the training's waiting room. This way, you are informed when new sessions are scheduled.

When registering in the waiting room, you will receive the notification 'Registration waiting room to participant' for confirmation.

When planning a new session, you will receive the notification 'New session planned for waiting room participants'. You will therefore automatically be kept informed of new sessions when you are in the waiting room of a training course.

Register with approval

An approval cycle can be set for each training. This means that the user's HRM employee and/or manager must give permission. Until this approval has been given, a place in the training will be reserved.

For a registration that requires approval, the following notifications are sent:

• Confirmation of registration pending participant approval
• Approve registration by hrm
• Approve registration by manager

Once the registration has been approved, the notification 'Registration approved to participant' will be sent. If the registration is rejected, the notification 'Registration rejected to participant' will be sent.

Custom training

If you are looking for a training that is not in the Catalogue, or if you want to register for a training that you cannot find, you can submit a custom request. A custom request means that you complete a form with the information you know about the training you want to follow. This form is sent to the portal administrator or the owner, if configured.

First enter your search term under Find a training. Is the desired training not among the search results? Then click on Request custom training at the bottom left.

Complete the Custom request form. When you're done, click Submit.

The Request custom training option is only available when it is enabled in the Settings menu.

If a custom request has been rejected by a manager or HRM employee, it appears under the Requests tab, in the Rejected custom requests section.

Clicking on the View button will open the form. It is now possible to adjust and resubmit the application.

Click the Re-submit button.

The user returns to the completed form. After making changes, click Save to submit the request again.

My training

On the My training page, as a user you will find information about current and completed training sessions.

Remove button: If you as a user have the right to unsubscribe from a training, a trash can will appear next to it. You can cancel a registration by clicking here.

Magnifying glass: By clicking on the magnifying glass you will see all the detailed information about the training.

Requests

On the Requests tab, as a user you will find information about the status of requested training courses.

Under Current requests you will find all training requests you have recently made. If allowed, you can delete a request by clicking on the trash can.

Under Waiting room you will see training courses for which you are registered in the waiting room. You can register from here for newly planned sessions for training sessions for which you are in the waiting room, by clicking on the magnifying glass icon, going to the details and clicking on the Register button.

Rejected requests include training requests that an HR person or manager has rejected.

If the annual plan section is used, an additional section can be added to this screen: 'Annual plan'. These are the training courses that are included in the annual plan. Click the yellow arrow next to the training to register directly for it.

Annual plan

If an annual plan has been made for the user, and this annual plan is final, the user will be presented with an extra tab: 'Annual plan'.

In this tab the user can see the different training sessions that are planned for him. By clicking on the Register button, the user goes directly to search & register. Only this training is selected here.

My e-learning

My e-learning provides an overview of the e-learning for which you are registered. E-learning can be made available to a user in a number of ways:

• by being registered for a digital or blended training
• by being a member of a content group
• by having a function with a content group associated with it
• by being a member of a rights group to which a content group is linked

The status of the e-learning is shown by its colour: red means not started, orange means started but not completed, and green means completed. Note that this only applies if it is configured for your portal.

Various types of links can be opened within the digital content. In addition to links to websites, PDF forms or other material that can be viewed via the internet, a user can also view e-learning (for example SCORM compatible) content. It is also possible to take tests or assessments.

My test results

My results provides an overview of the digital items and the results achieved. If available, you can also view the results of exams taken here. A magnifying glass icon in front of an item means the item has been completed. A pencil opens an unfinished item where you left off.

Under 'My test results' you will find all items that have been classified as a test or exam.

My profile

The user's profile consists of up to eleven tabs. The portal administrator determines which of these tabs can be seen by the user.

• Dashboard
• My profile
• Data
• Requests
• Competence
• Certificates
• Knowledge & skills
• Experience
• Accreditation
• Budget
• Forms

My profile tab

On the My profile tab, as a user you will find three sections with information: Personal data, business data and ongoing training.

Personal and business data

The personal and business information comes from the profile. Only information that has been filled is shown.

Edit

The administrator determines whether you as a user can change information yourself. The fields that can be edited can be found under the Edit button.

Current training

This section is only visible if a training is planned. By clicking on the magnifying glass icon, the training details appear (Data, Parts, Status progress and Documents).

Requests tab

On the Requests tab, as a user you will find information about the status of requested training courses.

Under Current requests you will find all training requests you have recently made. If allowed, you can delete a request by clicking on the red cross.

Under Waiting room you will see training courses for which you are registered in the waiting room. You can register from here for newly planned sessions for training courses for which you are in the waiting room, by clicking on the Dates & registration button.

Under Rejected requests you will find the training requests that an HRM employee or manager has rejected.

If the annual plan section is used, an additional section can be added to this screen: 'Annual plan'. These are the training courses that are included in the annual plan. Click the yellow arrow next to the training to register directly for it.

Competence tab

On the Competence tab you will find information about required and optional certificates and the required knowledge and skills based on your function group, personal requirements, and project or role.

Click Function description to view the function description. This button is only available if the administrator has completed the function description.

Click Change function to see how your current certificates, knowledge, and skills compare with the requirements for another function. This requires separate rights, which only an administrator can assign.

To make the Change function button available, the user needs the User_Function_Change right.

Required certificates

Under required certificates, you will find all certificates linked to your function or to you. If you have already obtained a certificate, its details are also included. A green check mark appears next to the Register column if the certificate is valid; a red cross appears if it has not been obtained or has expired. You can use the Register column to search directly for training that provides the relevant certificate.

Knowledge & skills

Under Knowledge and skills, you will find all knowledge and skills linked to your function as requirements. The Level column shows the levels you can achieve; the first green box indicates the required level. If a level has been determined for you, a check mark appears in the relevant field. You can also search directly for training to achieve the level by clicking the yellow arrow.

Click Show graph at the bottom of the page to display a graphical representation of your required and achieved competencies. This shows at a glance where you still need to develop.

Certificates tab

On the Certificates tab you will find information about all the certificates you have obtained. These can be added manually or achieved through training. The certificates are sorted by category.

The last column contains a check mark if the certificate is still valid and a cross if it has expired. An orange check mark indicates that the certificate is still valid but will soon expire. The check mark turns orange after the notification 'Reminder of expiring certificate to participant' has been sent. You are therefore automatically informed when your certificate expires.

The expiration time depends on the default setting of your portal and can also be set per certificate.

If a PDF file of the certificate is available, it can be downloaded by clicking on the green arrow in the first column.

Old certificates that have been renewed are hidden by default. To show them, click Show old certificates.

You can add some certificates yourself. To do this, click Add manual certificate. The administrator determines which certificates you can select.

Knowledge & skills tab

On the Knowledge and skills tab you will find information about all the Knowledge and skills you have acquired. These are added manually or acquired through training.

By clicking on the magnifying glass for the knowledge or skill, the description can be shown. The pop-up shows the history.

Experience tab

In this tab you can add experience that you have acquired during your work and school career. When you Add an experience you can enter the name (short description), the date from and until when you had the experience, and a detailed description of the experience.

You can then select the type of experience from a set of predefined fields. After clicking Next, you can enter the details. When you are done, click Save.

In the overview you can view experiences (through the magnifying glass), edit an experience (through the pencil) and delete (through the cross).

Accreditation tab

On the Accreditation tab you can see how many accreditation points you have achieved. The accreditation points can be achieved by completing a training course to which these points are linked.

In addition, the hours present, the planned hours, the accreditation time and accreditation points are shown. The whole is grouped by year.

If you have the correct rights, you can assign accreditation points yourself on the My Accreditation tab by clicking the Add button.

After this, you must enter the following fields:

Name - The name of the activity

Description - A description of the activity

Method - The method you used

Work area - Within which work area were these points achieved

File - Add an attachment here (if possible) as certificate

Time - The Accreditation Time

Points - The accreditation points achieved

Date Completed - The date this activity took place

Click Save to confirm.

Budget tab

On the budget tab you can see, grouped by year, what your budget is and how much has already been written off from this budget.

In addition to the budget and costs, you can also see the obligations. These obligations are training courses that are included in your annual plan.

My forms tab

On the Forms tab you will find forms, such as a POP Form or an assessment form. Forms can only be found if this has been set by your portal administrator.

Links

This page contains links to various websites or files. Click on the magnifying glass icon to open a link.

The links a user sees can be set by the administrator. An administrator can set for which rights groups a link should be visible. This way you can easily make links visible for certain rights groups/functions.

Change password

Click Change password to open the corresponding screen.

To change the password:

• Enter your old password
• Enter your new password twice
• Click on the Save button

Session expired

For security reasons, the PlusPort Academy keeps track of how long it has been since the user has been active in the system. If it has been more than 100 minutes, the user will receive the message 'Session expired' and the user will have to log in again.