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Online Help - For Webportal Administrators 2013

Online ADMINISTRATORS 'Quick Set Up Guide'

Please note that this section is constantly being updated with new admin features.

NEW
Licence Flow: How to set up licences for courses/users - Click here for a user guide

NEW
Latest Feature:: Advanced Compliancy Reporting Tool -
Click here for a user guide

NEW
Test Result Utility Update Tool - Update test scores manually
: Click here for a user guide

Manually adding or updating test results.
Setting up your new account - Logging in for the first time
General Settings Define your organisation structure - create your own location and department IDs
Define your organisational groups - adding locations and departments
Adding Locations & Departments Manually
Adding Locations & Departments Automatically via the Upload Template
Pre-Register Users: Adding ALL your users in one go, complete with Locations & Dept's
How to distribute and activate licence's (important if you are adding other Locations & Dept's)
No Licence Assigned or Message 'See other courses to which you are not currently assigned'
Define e-mail reminder settings (send out test results and reminders to users and administrators)
Adding 'Administrators' ( how to add additional administrators)
Searching for Registered Users
Changing a Users Details: Password, User ID, Location etc
How to Delete a User
Viewing Test Results
Viewing Risk Assessments
Printing a Users Certificates
Viewing a User History (look at the complete history on a particular user/course)

Courses not loading some users have said their courses will not load!

I have received an email showing me a 'Compliancy Report' for Monthly Training (Why and what should i do with it?)
How do i set a course completion date!

 

 

Also, useful links as a potential 'User'

When I try to run a course all I get is a blank white window!
First time user - How do I register?
How do I launch and track my courses?
How do I print my certificate?
How does book marking work, and what if I want to re-do my test paper only?
How do a complete a risk assessment for DSE or Manual Handling?

I have passed my test paper, but no record has been posted!

Help not listed yet! - Contact

 

 

 

 

 

Updating scores manually:

SCORE UPDATE UTLITY: Webportal has a new feature added for when a client wishes to show a course to a group of users in one session, this allows for a classroom session for multiple users. Each user must be registered and have a valid licence for that course. 


At the end of the course, scores can be added to the management system to show course completion for all attendees; this is achieved by the account administrator who will have access to the new score update utility.


Missing / Lost Scores: This new score update utility will also work for any trainee that has suffered a connection timeout whilst completing their own course/s. This can happen due to a poor connection or firewall issues preventing the test score result from being posted to the users history.


Now the account administrator can login to the admin section and update the users score/s manually. The process is very simple as detailed below. It is the same process if adding a score for a group or single user.


How to Add or Update Scores Manually: Login as the account administrator, and using your admin password go to the administrator section. You will see a new tab ‘Update Score’ under User Manager. Image 1


Image 1 Update Score

Click on Update Score to launch the utility tool; you have two options to locate the user, either by using the filter options, or if you see their details on the page screen. Image 2

Image 2 Locate a user

Once you locate your user, click on EDIT, this will launch the list of courses assigned to that user, if that user has a valid licence for a course. If not, then the course title will not be shown in the list. 

Image 3


To continue, add the appropriate score and place a tick in the Pass box; then click on the date range to add the appropriate test date, then click DONE, followed by adding in the completion date, which usually will be the same date. Image 4 

Image 4 adding score and date


After you have updated or added the score you can close and repeat the process for another user if required. Image 5

Image 5 score update complete

 

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Q: When I try to run a course all I get is a blank white window!

IMPORTANT:

A: Please note that access to your new ‘training home page’ is via SECURE server, this means that all data is fully encrypted and your web address should look something like this
https://www.atfwebportal.co.uk/User/Clientlogin.aspx/XXXXXX

 ‘XXXXXX’ representing your ‘unique company number’ NOT Disclosed in this user guide

If the ‘s’ is missing from the link https you will not be able to ‘launch’ any of the courses, instead you will see a white blank window appear where the course content should be!

Example below showing your web link minus the 's' whilst the course window however, is showing the 's'.


To correct this logout, make sure your main web link contains the ‘s’ in the address bar, if it hasn't’t type it in after the
http:// to look like https://  

If the course fails to load check that you have FLASH player installed along with the correct system spec as listed below:

PLEASE NOTE: webportal works best on IE, it will not work on Pads as Apple does not support flash player

system spec for webportal

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Q: First time user - How do I register?

A: Registration: 
As account administrator, you were given a pre-registered USER ID and PASSWORD: To register simply use the User ID and Password provided, there is no need to register. Then click on the Login button as seen below

image 1 registration

Once inside you will see any courses allocated to you; if your home page displays NO courses (no courses assigned) then you must assign the courses yourself as administrator.

To do so, first you will have to edit your personal details, why! because at this point you will have no location or department ID. select your location and department, click update.

Then go to the Configure Course link, select the course you wish to assign to yourself, then click Manage Users.

You should see all your locations on display, go to your location, expand the tree to reveal your department, and you should now see your name listed, if it hasn't got a tick next to it, check the box, then close the group again, making sure you check box the location name (this will enable licence's back to the same location and all departments within it)

Repeat the process for each course you wish to assign to yourself - obviously you don't have to edit your details each time, as this was a one time edit.

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Q: How do I launch and track my courses?

A: Once you have successfully registered you will see your home page (image below) from here you can start your course tutorial by clicking on ‘View Tutorial' If you have been given any administation rights you will see an Administration button top left. Administators only will see this link, to edit your details you can also click on the Edit Details tab or your name at the top of the page.


Your couse home page will look somthing like this: To launch a course, simply click the launch course link.  Should you need to exit at any point from within the course you can always return to the same page by using the Book Marking feature.

course home page image

There is simple test at the end of each course tutorial.  However, some courses such as DSE or Manual Handling have a separate Risk Assessment Module.   In order to complete the risk assessment module, simply click on the separate ‘Risk Assessment’ button

To view your history at any point, click on the View History button, this will bring up a new page showing how far you have progressed with the course or if any risk assessments have been completed.

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Q: How do I print my certificate?

A: If you have completed a tutorial and test paper, this will also show up on your history page along with a print certificate option if you have passed your course test paper then you can print your own certificate from this page.

History screen image below showing option to print certificate - click 'Certificate' this will open up your print window in PDF format in order to select your PDF printer, an example of the certificate window will appear. Click Print. Your history will remain in your 'View History' screen where you can re-print additional certificates.

 example of your history page with certificate print option

 

 

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Q: How does book marking work, and what if i want to re-do my test paper only?

A: Book marking is automatic, each time you exit a course, the system will remember your last page. Next time you login and launch that course, it will offer you a choice; start at the beginning or at your bookmark,

If at any point you wish to retake your 'test paper' you can do so; if you have a 'pass' result then the course will start from the beginning again, however, if you have a failed result, you can retake the test paper only......

course complete example

If you wish to revisit a completed courses i.e. to re-sit a test paper or do refresher training you can.

Simply click on the launch button as normal, a popup box will be displayed if you have failed your test!

The message will say ‘If you want to start at the beginning click OK, or Cancel’ as in the example below.  

By clicking CANCEL you can access to the course menu and select the course 'assessment' section which will permit you to re-take the test paper without having  to re-do the course from the beginning.  If however, you click OK you will make the course compulsory, thus starting from the beginning again.

Retaking a test paper!

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Q: How do a complete a risk assessment for DSE or Manual Handling?

A: To launch the risk assessment do so by clicking on the Risk Assessment button under your course Tutorial button as seen in the example below. (DSE / Manual Handling only)

launch risk assessment

Start the assessment answering all questions; if yo have any 'issues' you can add your own comments to each Qs.

To view your completed Risk Assessment form, click on view assessment and this will open up your completed assessment form showing all your answers along with any comments yo have added. Any issues will be highlighted by way of a red cross, all positive answers will be shown in green (green tick) as per example below.

completed risk assessment form

Your manager can then action any points raised in your assessment form.

Should your work change then you can re-do your assessment paper once again, each assessment will be stored in your history screen.

 

Q: I have passed my test paper but no record has been posted, why!

A: When you start your course tutorial by clicking on ‘View Tutorial’ your course will open via secure server communicating back to the main system and database every second. However, should you need to exit at any point from within the course, i.e. for a rest break etc; you must do so by closing down the course window (this will offer you a bookmark next time you log back in) this is referred to as Book Marking.

Remember - DO NOT LEAVE A COURSE OPEN WITHOUT ANY ACTIVITY. If you think you are not going to complete it then close/exit out of the course, otherwise if you return to the course later your connection may be terminated to the main database and your test score and progress will not be recorded, despite seeing your score being displayed having completed the course outside of secure connection.

This is a secure connection, hence no activity and the connection between course and system will be lost and scores etc may not be posted.    

 

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Administrators account set up instructions
Section

 

Setting up your new account

Logging in for the first time

There is a default administrator defined in the system. This should be used initially to configure the WebPortal environment and to assign admin privileges to other users.

Login using your User ID and Password as provided to you in your welcome pack

This user ID has what are known as “ADMINGOD” privileges assigned to it.

It is recommended that you define at least one other user in the system with ADMINGOD privileges. You can change the default USER ID and Password once you are logged in

Once logged in, click ADMINISTRATION on the left-hand menu bar to access the administrator functions. For security you are required to re-enter your password again.

The Administration menu
The opening Administration screen is shown below. From here you can configure WebPortal as well as perform training analysis and tracking functions. all admin features are listed on the left had side menu bar.

adinistration menu

 

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General Settings Define your organisation structure:      

  
WebPortal has two levels of organisation available. By default these are “Location” (the ‘top level’) and “Department” (the ‘bottom level’). These values can be overridden from the “General Settings” screen (see fig 1).

Here you can type in new labels to describe your organisational structure. For example you might replace “Location” with “Area” and “Department” with “Office”.

YOU MUST HAVE A LOCATION and DEPT within your structure. i.e. if you only have one location, then you would create the name of your location (i.e. Bristol) then create a department in your location (i.e. sales, or marketing)

Define your login id type
WebPortal allows you to choose a descriptive name for the user id trainees log in to WebPortal with. The default setting is “User ID”, but you may choose to use e.g. “network id”. To override the default setting type in a new label.

Define your e-mail format
WebPortal stores a default e-mail format for your organisation. This is used to “suggest” an e-mail address to users when they register, based on their full name and the settings made on the “General Settings” screen. Pick an “E-mail generation type” from the list, and enter your default domain name.

general settings tab

The bottom three user fields are 'optional extra' and can be switched on in order to capture additional user information at the Registration Screen. Again this fields can be renamed. To activate, click on the 'To Display' check box and update.

 

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Define your organisational groups
As mentioned previously, it is possible to override the default organisational structure of department within location. Whatever structure you decide upon, you must next enter the available organisational groups.


From the administrator menu, choose “Department”. Note: if you have overridden the default value e.g. to “Office” then this change will be reflected in the name of the admin option that appears on the menu bar.
Use this screen to add all your ‘bottom level’ organisational groups.
From the administrator menu, choose “Location”. Note: if you have overridden the default value e.g. to “Region” then this change will be reflected in the name of the admin option that appears on the menu bar.

Adding Locations:

Once you have named your organisational structure, you then need to add your location/s. There are two methods of how to complete this, manually or by uploading them using our template (Upload Locations & Departments).

Manually:

Click on Locations and simply type in your location ID's in order to build your structure, remember each location MUST have a department added to it in order to distribute the course licence's

adding locations

 

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Adding Departments:

adding departments

 

Adding Departments to Locations -manually

In order to complete the location, you must have a department added to it, to do so, click back on Locations then 'edit',as shown in the example image below.

updating departments to your locations

In the image below we have selected Bristol as the location and highlighted HR Department/Overseas Dept as our departments that we wish to add; once selected click on the 'forward' arrows to move them to the selected column; you can reverse this process by clicking on the 'back' arrows; Click UPDATE when finished.

Repeat this process for each Location

 

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Adding Locations & Departments via the Upload Template - Automatically

From Administration, go to LOCATIONS, and then click on Upload locations and departments - image below

Step 1 - click on Upload Locations / Dept link

Step 2 - download the excel template

step 3 - complete both columns adding your locations and departments.


Once you have added you locations and departments within each location, save the file. When you are ready simply browse for the file and upload as normal. Please note that if you have 3 departments in the same location then you must type that location name 3 times…see above sample showing this format. if Manchester only had a Sales dept then you would only list Manchester once, because it has three dept's, it is listed three times.

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Pre-Register Users:

WebPortal has the facility to allow you to “pre-register” all your users by uploading their details from a local file. This means that even when visiting WebPortal for the first time, the user merely has to login with the id and password you have assigned them.

To upload a list of users, select “View Users” from the admin menu, and click “Upload Contacts” (this will produce a new window, as per image below). From here you download an Excel template which shows the data required for each user. This is similar to uploading your locations / dept's; however, this time you are adding ALL user details.


Uploading users

Notes on uploading users! Mandatory fields are - Location, Department, User ID, User Password, Name.

If you have a valid email address for your users, include it, otherwise leave blank; the system will NOT allow duplication of email addresses.

example of User Upload Template

 

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How to distribute and activate licence's

Configure Courses - Assign a Licence to a User

This screen allows you to manage the courses available to your users (image below). Before a course can be used it must be assigned to a Location

Assigning a licence to ALL users in one go.

As you can see in the image below, the course ‘Corporate Manslaughter’ has been selected via the Manage Licence button.   If you wanted to quickly add a licence to ALL Registered users within Bristol, you simply click this hyperlink.

 

When you click Assign Licence a popup to confirm will show as per example below.

Please note, this action does not set the system to Automatically assign a licence to future users, only those registered at that point.

To make this FULLY AUTOMATIC for future users yet to register, you would select the other checkbox option below ‘Assign auto licence to ALL future users’.   This action will issue a licence out to all new registered users throughout all departments under the Bristol location.  

You can apply the same logic to a Department only. See following examples.

Assigning a licence to ALL users WITHIN a DEPARTMENT in one go.

As you can see in the image below, the course ‘Corporate Manslaughter’ has been selected via the Manage Licence button.   If you wanted to quickly add a licence to ALL Registered users in a department only within Bristol, you simply click Expand Location hyperlink.

This will show you the departments within this location.



When you click Assign Licence a popup to confirm will show as per example below.

Please note, this action does not set the system to Automatically assign a licence to future users, only those registered at that point. You can see how many registered users there are within this department before you confirm.

To make this FULLY AUTOMATIC for future users yet to register, you would select the other checkbox option below ‘Assign auto licence to ALL future users’.   This action will issue a licence out to all new registered users within THIS DEPARTMENT ONLY; assuming you wish to grant a licence to this department only



Assign a licence to an individual only:

If however, you don’t wish to set any location or department to Auto you can select individuals by Expanding the Location, then click on Show Users within a department; this will show all users opposite; to assign a licence tick their name and then click update.  

 

No Licence Assigned or Message 'See other courses to which you are not currently assigned'

If you see this message on your course home page, it means no licence's have been assigned. To assign a licence follow the instructions above or below.

The following pages are designed to help understand how a licence is assigned to a Location, Department or single User. It’s worth reading all first in order to gain a better understanding of the licence flow and how it works within the system.
How to find a user that hasn’t got a licence, but should have!  (Image 1)
First step, 'Manage Licences' locate the course you wish to add a licence to and click on the licence number hyperlink.  This will take you to your Location and Department structure, from here you can control which location receives a licence for that course, if you have more than once course you will need to repeat the process for each course.   


Image 1

Locate the User by Department.

To find a user, click on Location and then Expand Departments, then click on View Users



First Expand Departments within that Location where the User is Registered.

Once you have expanded departments click on Show Users for that department, and a list of users will show as per example above (Location/Bristol – Department C and E) you can tick any User and then click update.

You will see a popup window asking you to confirm this action. Once confirmed you will see the Department and Users updated with the licence, as per example below. 


 

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Define e-mail reminder settings (optional) Configure Courses

From the drop-down list next to your chosen course, select “Manage Notifications”. The “Manage Notifications” screen appears as below.

Manage Notifications

webPortal allows you to specify who should receive test result and risk assessment notifications via e-mail when a user completes their training.

Please note you must have assigned Location or Department administrators first in order for them to receive notifications and a valid email address within the system. No email, no notifications!

You can set the same notfications should you wish to forward on completed Risk Assessment results, should your course include them, i.e. DSE or Manual Handling

 

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Adding 'Administrators'

How to add or upgrade a user to administrator?

Click on 'view users' select the person who you wish to upgrade to administrator (click edit)

Adding administrators

Define Administrators (optional)
weBportal has six security levels, as follows:

  1. Normal user – no admin privileges
  2. Department (bottom level) admin – able to manage users and training data within their department
  3. Location (top level) admin – able to manage users and training data within all departments within their location
  4. ADMINGOD – able to manage all users and training data across all locations
  5. REPORTSADMIN – able to view test results and risk assessments across all locations (but not perform any other admin function)
  6. USERADMIN – able to manage users across all locations (but not perform any other admin functions)

All users when initially registered in weBportal are assigned as normal users (no admin privileges).

webPortal gives you the facility to “de-centralise” admin responsibility as widely as you see fit. For example you might choose to define a single administrator for each location, and an additional administrator for each department within each location

To define additional administrators, select “View Users” from the admin menu. Locate the user you wish to assign admin privileges to and click “Edit”. The “Edit User Details” screen appears (see image below). Expand the organisation tree to locate the part of the organisation this user is to administer and check the box. This user is now an administrator for that area and therefore when logging on he will see an “Administration” option on his/her menu bar.

example: In the image below, 'Peter Jones' has been given multiple admin rights; all departments under Manchester, and ' Sales' only in London. His admin rights are Department and Location only, with no other features such as REPORTS ADMIN or USER ADMIN, if you wanted to upgrade Peter Jones to REPORTS OR USER ADMIN, then you would check the appropriate box from the other security levels within the same window.

To assign a second ADMINGOD, then simply follow the above steps, and this time all you need do it check box the ADMINGOD option, there is no need to select locations or departments, as ADMINGOD is the top security level and overrides all others. Remember to click UPDATE

Those administrators then have the responsibility for monitoring training within their area. This takes the burden away from a single individual who would otherwise have to manage the implementation of training across a potentially vast user base.

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Searching Users - how to find registered users

Click on View Users, the default display is set at 10 per page, you can increase this count by increasing the number then click GO.

To search for a particular individual, you can use the search feature; in the example below we have chosen Joe Bloggs, you can type blo, blog, or blogg, then 'search'. Your result will find all users with this permutation; if however, you attempt to spell their name and mistype it as in Bloges, your result will be a negative one! - you must CLEAR and try again, otherwise each attempt will be negative.

I cant find a registered user! check your spelling, and remember to clear your last search. For each search, click CLEAR.

If your user has a special character in their name i.e. John O'Conor, then don't try and search using O'Connor the database will reject the special character (the hyphen) just type in Connor

 

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Changing a Users Details: Such as Password, User ID or location etc.

To change a users details, you must locate that user in the 'view users' tab on the navigation bar. Once you have found that user, click on Edit, this will open up that users profile page as in the example below.

Change user profile - User ID, Password, or location/department.

As you can see from the image below you can now see the users profile. To change their user ID or reset their Password simply type in their new information and click update to make the changes. Please note, passwords are Encrypted when you type. The user can then login with their new details and make any changes once logged in.

 

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How to Delete a User:

To delete a user click on View Users, select you user and click on CANCEL as show below. Once you click CANCEL the user is moved to the Archive folder where they will stay until you restore them, or permanently delete them; to permanently delete them you need to click on View Archived Contacts and then select the user and click Delete (Note) once you delete a user from the Archive folder you can not restore them: their details and training history and records are also deleted.

Once you click on Archive, you have the option to restore or delete users:
To go back to normal view. click on view Non-Archived Contacts

Please note: Deleting a user does not free up a licence.

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Viewing Test Results

Searching for test and risk assessment results is straightforward, simply click on Results or Risk Assessments from the main admin menu and you will be presented with a list of all your locations and courses assigned to your account, along with a date range (default being one month) you can change this.

You can also specify which location or course you wish to search test results for, by de-selecting them; then click Do Search.

Your search results will be displayed on the same page, again you can increase the count on each page from the default.

You can also export the results to excel from the same window.

 

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Viewing Risk Assessments

As with viewing Test Results, complete the same process, select which course and location, or accept the default and show all. This time you will see each completed Risk Assessment with either a GREEN TICK or RED CROSS.

Green tick implies all is fine with this users risk assessment, however, a red cross indicates that this user has identified an 'issue' the number of issues also being listed. TO view a completed assessment form click on DISPLAY.

 

In the example below, we have selected Joe Bloggs, as he has identified a potential problem, or issue; when you click on DISPLAY you will see all replies, including the issue (red cross) The user also has the opportunity to add any comments at the time of conducting their assessment,as captured in 'italics' (User Notes)

As administrator you can add your own comments to each completed risk assessment at the bottom of each one, then 'sign off' or keep open until further action

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Q: How to Print User Certificates

When searching for a user's 'Test Result' you will see an option to print out there certificate; the user also has the same option to print their own certificate from their 'view history screen'

As an administrator you may wish to keep a track on printing out certificates, to do so simply click the certificate print option and once the certificate has been selected for printing this is confirmed by a 'YES' under the print heading. You can also delete this entry from the same screen or view the complete history for that course regarding that particular user - to do so click on the 'HISTORY' option

printing certificates

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Q: How to view the history of a User (number of attempts at the tutorial and test paper)

A: From the view test results window, you can also look into the history of a user by clicking on the 'HISTORY' option; this will open up the entire history for that particular course, as shown in the example image below.

Number of times accessing the tutorial and test paper, along with date confirmation.

viewing the history of a user

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Courses not loading!

IMPORTANT:

A: Please note that access to your new ‘training home page’ is via SECURE server, this means that all data is fully encrypted and your web address should look something like this https://www.atfwebportal.co.uk/User/Clientlogin.aspx/XXXXXX

 ‘XXXXXX’ representing your ‘unique company number’ NOT Disclosed in this user guide

If the ‘s’ is missing you will not be able to ‘launch’ any of the courses, instead you will see a white blank window appear where the course content should be!

Example below showing your web link minus the 's' whilst the course window however, is showing the 's'.


To correct this logout, make sure your main web link contains the ‘s’ in the address bar, if it hasn't’t type it in after the http:// to look like https://  

If the course fails to load check that you have FLASH player installed along with the correct system spec as listed below:

webportal will not work on iPads or Tablets as they do not support flash player. To check the required spec,
please see details below

system spec for webportal

 

I have received an email showing me a 'Compliancy Report' for Monthly Training - Why and what should I do with it?

Each month the system is set to send out a brief report to any administrator registered; this can be a location or department administrator. The reports may differ depending on your level of administration.

They may show a group of locations or departments or just staff names, along with training progress. You do not have to take any action with this information as its a courtesy snapshot of your training to date.

If the list shows staff that have left your employ, then as administrators its down to you to delete them from your account in order to cleanse your data and keep you records up to date. To cancel a user puts them into an archive folder, from the archive folder you can then delete them. Deleting a user will also remove their training history, only do so if you wish to removed them permenantly. Make sure you export any training records before deleting any training history.

 

 

How do i set a course completion date! And what's the benefit!

As an Admingod, you have top level admin rights, one of these being the ability to set a course completion date. Setting a completion date for a specific course simply sends out a mail to all registered users requesting them to complete that course by a certain date, if they haven't done so already. Ideal if you have a target date to hit.

Once the mail has gone, you can then check progress by looking at the compliancy report after the set date has expired.

Please note, the date when set will send a mail to ALL registered users within the account, not just a location or department.

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Need extra help - contact your account administrator or supplier.

or email our support team: Email support

 



 
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