FAQs

 

Your home screen dashboard will display the options available to you based on your user type, for example,basic Administrators have fewer options than Professional ones, and instructors are only shown a list of courses they've been given access to manage.

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Note: Basic Academy customers do not have access to many of the Academy features or any of the Professional courses. If you would like to upgrade to Professional, please contact your Ideagen Account Manager.

 

 

Any users, courses or lessons you delete in the Academy will be moved to the 'Archive' area of the Academy which you can access from your home screen dashboard.

 

If you update existing units within your courses, the previous versions of the content will be retained on a temporary basis only. Previous versions (listed under the "View Older Versions" menu option) will be cleared from the Academy on a regular basis.

 

If you've been added as an administrator, you'll be able to add users, set training plans, view courses and create content. However, unlike learners, you WON'T have a training plan. Therefore, if you want to take courses and update your training plan, you will need to create a separate learner account. See Users for more information.

 

 

The concurrent user limit (based on the number of concurrent user licences purchased) is automatically applied to your branch in the Academy. If the total number of online users in your branch hits your concurrent user limit, other users in your branch will not be able to log in to the Academy. The user trying to log in will see the error below:

 

 

To increase your concurrent user limit, please contact your Ideagen Account Manager.

 

 

If you use the mapped accounts feature and find that you are being logged out of the Academy when switching between accounts, clearing your browser cookies should resolve the problem. If you continue to experience problems, please contact us.

 

 

The username for all users of the Academy must be unique. For this reason, you must enter the user's email address as the username when adding a user.

 

 

Yes, branch administrators are able to resend email notifications to users. To do this, click the Notifications icon on the dashboard and select the [History] tab to see a list of notification emails which have been recently sent:

 

Find the notification you require and in the 'Operations' column, click the icon to resend the email.

 

 

Yes, it is possible to do this. When importing users in the Academy, there is a checkbox at the bottom of the screen called 'suppress notifications' which you can select to stop the system from generating welcome emails to the users.

 

- Suppressing notifications means that the notification cannot be sent at a later date. Therefore, if you use this option, then you will need to inform people of their password manually, or get them to use the "Forgot Login Details" link on the homepage.

 

 

Generally, courses are owned by the user that created them and can only be edited by that user. If you did not create the course, you cannot edit it. If you did create the course but are still unable to edit it, contact our support team.

 

 

There is a 100MB limit when uploading new content to the Academy. To avoid exceeding your upload limit with video files, for example, you should upload the video to a hosting site (e.g. YouTube or Vimeo) and add the content as a URL to your course. See Adding a URL. Your data limits may also be exceeded if you regularly update your course content by uploading new files - see the suggested tips in Updating course content. Additional storage can be purchased if required via your Ideagen Account Manager.

 

 

If you wish to use the same content in multiple courses, use the cloning feature so that you only need to upload the file to the Academy once (and avoid exceeding your data upload limit). The cloning feature allows you to clone a unit from a course and add it to other courses. To do this, go to the course which you want to add the same content to and select the [Clone Unit] option from the [Add Content] drop-down list. You will be prompted to select which course contains the unit you wish to clone and then you can find the unit using the drop-down list. Click [Clone].

Checking the "Retain relationship with original content (link)" checkbox will ensure that updates are reflected across all courses automatically (i.e. whenever the original unit is updated, it will be updated in all courses). If you leave this unchecked, the new unit will stay independent of the original unit which means that you can change the unit title, and content, etc. without affecting the original unit. For more information, see cloning a unit.

 

 

You can use the lessons library to add a lesson to a course. To do this, go to the course dashboard, click [Add Content] and select 'Go to lessons library’. In the lessons library, click the [Add Lesson] button, enter a name for the lesson and an optional description then click [Add]. Once complete, the new lesson will be added to the course and you will be taken to the course dashboard.

 

 

When you update the content of a course and wish to upload a new version of the file to the Academy, always use a different file name for the updated file. This will prevent the old file from being used inadvertently and avoid the incorrect file from being deleted (see note below).

 

Note: Be mindful that previous versions of content are not stored in the Academy, but retained on a temporary basis only. Previous versions (listed under the "View Older Versions" menu option) will be cleared from the Academy on a regular basis.

 

 

Yes, you can change the image of a course you have added to the Academy at any time. To do this, go to the course dashboard and select the [Properties] tab. You will then need to:

 

1. Click on the image
2. Select the new image in the file explorer dialog box and click 'Open'
3. Use the 'Crop Image' pop up box to crop / adjust the size of the image
4. Click [Crop]
5. If you are satisfied with the image, click [Update]
6. If you are not satisfied with the image, click the crop icon and repeat the process.

 

Note: If you did not create the course, you will not have permission to edit the image.

 

 

Please note that Ideagen do NOT support the H5P editor. To access tutorials and help on creating H5P content, go to h5p.org.

 

 

If the unit contains SCORM/TinCan content, the ‘How to complete it’ setting will be set to ‘None’ by default because SCORM/TinCan content can have its own progression rules.

 

 

The Ideagen Q-Pulse courses uses a structure of lessons and units within the lessons as described in our recommended course structure.

 

To add a lesson to a course, use the lessons library. To do this, go to the course dashboard, click [Add Content] and select 'Go to lessons library’. In the lessons library, click the [Add Lesson] button, enter a name for the lesson and an optional description then click [Add]. Once complete, the new lesson will be added to the course and you will be taken to the course dashboard.

 

If you already have units in the course, you can move them into specific lessons when in edit mode.

 

 

If you edit a course that was created by another admin in your organisation who has a different default language against their profile, then this can cause the language of the course to change as well. Therefore, where possible, you should only edit courses that you have created yourself.

 

 

There are several different applications that let you create SCORM-compliant eLearning software, such as Adobe Captivate or Articulate Storyline. These applications let you export a zipped file of eLearning that you can add as a course unit. However, if you create the zipped folder yourself (e.g. by zipping an output folder), then it will create a folder within the zipped folder. To zip it correctly, they need to open the folder and select all the files (including any sub-folders) then zip that. Alternatively, use the "zip" option contained in the eLearning creation application.

 

If you activate this message, then each learner is sent a reminder email approximately every 7 days if they have not completed any course assigned to them. For example, if the user last completed a course on the 1st April, then they will be sent an email on the 8th April if they have not completed all courses assigned to them.

 

The email will contain a list of all the courses they have not yet completed. The frequency / recipients of this message cannot currently be edited.

 

Yes, branch administrators are able to resend email notifications to users. To do this, click the Notifications icon on the dashboard and select the [History] tab to see a list of notification emails which have been recently sent:

 

Find the notification you require and in the 'Operations' column, click the icon to resend the email.

 

 

Yes, Professional Academy customers can have a customised URL to the Academy (e.g. mycompany.ideagenacademy.com). For details on how to do this, see Creating a custom URL.

 

You must create a custom URL if you wish to integrate the Academy with Q-Pulse. See Q-Pulse / Academy Integration.

 

 

Yes. Professional customers have the option to change the default language for their Academy branch (or sub-branch(es)) in their System Settings.

It is also possible to change the default language of the Academy for specific users. When adding a user, simply select the required language from the language drop-down list.

 

Please note, the language settings only affect the Academy platform, not the course content. All Ideagen content is available in English only.

 

 

Yes, you can customise any of the email notifications. For details on how to do this, see Customising Notifications.

 

 

Avoid using the characters / or \ in the name of custom reports, as this will prevent any emails from being sent.

 

 

In the first instance you should contact your Academy Administrator as your query may be out of our control. If the query relates to a system problem, your Academy Administrator can escalate it to us.

 

 

Support is not included in the Basic Academy offering. However, if your query relates to a system problem, we will investigate it immediately. For everything else, we recommend using the information in this help file.

 

 

Please note that Ideagen do NOT support the H5P editor. To access tutorials and help on creating H5P content, go to h5p.org.

 

 

System Settings:

e-Commerce (the ability to charge for Courses / Curricula)

Single Sign On

Integrations

 

Courses:

Skills (the ability to assign a 'skill' to a course or use skill gap testing)

H5P content (external interactive content)

 

Groups:

Group keys (the ability to use a unique group key which allows users to register themselves to a group)

 

 

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