LMS
Step-by-step guide
This guide will show you how to populate the Manage Learning Activity page once you have uploaded an activity.
Contents
Introduction
The steps to add an activity is to first upload the file and then populate the Learning Activity details through the Manage Learning Activity page.
You may decide to populate the Manage Learning page before adding the activity file (eg if you are setting up a Programme and find it easier to do this before then going back and uploading all the Activities). In this case, you can select the Skip button to move directly to the Manage Learning Activity page. You would then subsequently upload the Activity.
- Complete the details in the Learning Activity Details page. This page has several tabs and needs to be filled out with as much detail as possible. This will make searching for the activity easier and provide meaningful information for the user in the Learning Activity Details page
There are six mandatory fields in the Details tab that must be completed before the learning activity can be saved:
- Activity Category
- Activity Name
- Activity Code
- Activity Short Description
- Activity Duration
- Activity Contributor
Learning Activity Details tabs
The tables below define the information required for each field in each tab, and where the information shows within the site pages:
Details tab
| Item | Description | Visible on | |
| Activity Type | The activity media type. This is pre-populated. | Learning Library search filters |
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| Activity Category |
The category of learning activity to help refine searches. A selection is made from the dropdown list. This field must be completed before the details in the Manage Learning Activity page can be saved.
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Learning Library search filters |
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| Activity Name |
The name of the learning activity, which is pre-populated from the SCORM ‘imsmanifest’ file (for videos and e-learning).
This field will show as the activity title at the top of the Learning Activity Details page. It will also show in the Learning Library and quick search.
This field must be completed before the details in the Manage Learning Activity page can be saved.
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Learning Library Journey pins |
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| Activity Code |
A unique name given to a learning activity to make it easier to locate through the search functions, which is automatically generated from the SCORM manifest file for e-learning activities.
This field must be completed before the details in the Manage Learning Activity page can be saved.
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Learning Activity Details
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| Deep Link |
Generated when the learning activity is created. It can be used to take a user directly to a learning activity rather than having to find it first in the site.
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N/A | |
| Short Description |
A short piece of text describing the learning activity.
Shows in the quick search results and Learning Library tiles below the Activity Name. These fields have a 90-character limit.
The description also shows Journey Map pins below the Activity Name. This field has a 100-character limit.
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Learning Library Journey pins |
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| Competency | A label that can be added to a learning activity can be used as a filter in the learning library. If Labels have been added as part of a skills analysis assessment template upload, they will be selectable as options in the list. |
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| Level | A label that can be added to a learning activity can be used as a filter in the learning library. If Labels have been added as part of a skills analysis assessment template upload, they will be selectable as options in the list. |
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| Due Date | Allows you to add a due date for an activity, either for a period of time or on a specific date. There is also the option to Set approach due date warning by adding in the number of days before the Activity is due to be completed, and selecting whether you wish to Send warning alert and/or Send overdue alert emails, and if you wish the manager to be copied in. You can also choose whether you want the alerts to be sent to assigned users only. |
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| Activity Keywords |
Keywords that enable the Learning Activity to be found as efficiently as possible in search results and help users identify Activities that could be relevant to them.
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N/A | |
| Initial Status | This can be set as Not Started (default), Locked, Mandatory or Optional | ||
| Activity Duration | The duration of the learning activity. This field must be completed before the details in the Manage Learning Activity page can be saved. |
Learning Library Journey pins
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| Training Hours |
Training hours and minutes that can be used for reporting and Continuing Professional Development (CPD) purposes.
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Reports | |
| Training Points |
Points allocated to a Learning Activity that will be presented in the Leader Board if this feature is available on the site.
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Leader Board | |
| Activity Fee |
Cost of the learning activity, ie venue, food, trainer. It provides data for the Booking Report.
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Reports | |
| Cost to Run |
Cost to purchase access to the Learning Activity (available in the eCommerce module only)
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Reports |
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| Expiration Date |
The date the Learning Activity will no longer be visible to a user.
The Activity will be automatically archived on the Expiration Date and then will no longer be visible other than through the Admin search or report filter options.
The Activity cannot be archived if it is used in a Development Plan or Journey. The Activity will need to be removed from the associated programme before the Expiration Date or the functionality will not work.
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N/A | |
| Search Availability |
States whether the Learning Activity can be accessed through a search by users or administrators only.
A selection is made from the dropdown list.
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N/A | |
| Certificate Template |
Selects the Certificate Template awarded to a user once they have completed the Learning Activity. A selection is made from the dropdown list.
A default certificate is always created during each LMS install and will be used if no further templates are built and assigned.
Additional certificates can be created in Admin > Manage Content > Manage Notifications > Certificate Template.
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Journey pins Training History |
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| Availability Contributor |
A contributor for the Learning Activity ie training department or supplier.
This field is only visible on the Learning Activity Details screen under the Details header. It does not show in any search results or reports.
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Learning Activity Details
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| Contact | Contact name for the Learning Activity. |
Learning Activity Details
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| Activity Image |
Reflects the image displayed on the Learning Activities Details page.
A default image is displayed. This can be changed by selecting the Upload button and uploading an image. Uploaded images can be removed using the Clear Image button.
For best results the image should be 72 dpi and 1000x432 px.
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Learning Activity Details Learning Library |
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| Make available on My Learning app |
Checkbox defining if the activity should be available on the companion mobile app.
Activities marked as available will be visible within the app Learning Library from where they can be downloaded and played on the local device.
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N/A | |
| Mark as a Compliance activity |
Activities marked as a compliance activity can be retained for a longer time period should a user be anonymised or deleted in accordance with the site GDPR settings.
Compliance courses can then be reported on using the Compliance Training Report.
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N/A | |
| Contains Personal Data |
Indicates that the Learning Activity stores a user’s personal information in the content.
If a user is anonymised for GDPR purposes all their information within the activity is purged so that the user cannot be personally identified. This is a non-recoverable deletion of the user’s entire history against the activity.
For example, if an assessment was to ask the user to input their name and email address it would contain personal data. if the user was subsequently marked as anonymous, this detail would be removed.
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N/A | |
| Off the shelf | This option is used by Ciphr to define which activities are part of Ciphr’s Off the shelf e-learning learning library | ||
| Allow Manual Completion |
Enables the user to mark the learning activity as ‘Complete’.
Checking this option will display a status dropdown list on the Learning Activity Details screen.
This can be useful for non-trackable activities, such as External Resources and Workbooks, that currently auto-complete once launched. A user could mark themselves as complete to confirm they understood the learning outcomes from this non-tracked content.
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N/A | |
| Show Score in Activity Details | If this option is turned on it will present the score on the learning activity details page. A score will only be shown if the activity produces a score. |
Outlines tab
| Item | Description | Visible on |
| Activity Full Description |
A full description of the Learning Activity. This appears on the Learning Activity Details screen at the bottom of the Details section. There is no word count limit, but best practice is to keep this to a 650 character limit. |
Learning Activity Details |
Pre tab
| Item | Description | Visible on |
| Upload a new SCORM file |
Enables a SCORM assessment activity to be added as a separate module within the course.
This appears under the E-learning Content section on the Learning Activity Details screen as the first module of the course.
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Learning Activity Details
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| Topics - Add Topic from Library |
Enables an existing assessment from the site to be added as the pre-assessment module within the course.
This appears under the E-learning Content section on the Learning Activity Details screen as the first module of the course.
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Learning Activity Details
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| Topics - Create New Assessment Topic |
Opens the Assessment Builder and allows a new assessment to be created and published as a separate module.
This appears under the E-learning Content section on the Learning Activity Details screen as the first module of the course.
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Learning Activity Details
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| Completed Topic Behaviour |
Settings to determine what should happen to users’ statuses once the assessment has been completed.
Allow topic to overwrite previous status Allows the user’s status to be overwritten and returned to incomplete if launched. This enables users to attempt a topic multiple times.
Set topic status to Locked Allows a user record to be set to Locked once they have completed the topic. This blocks them from re-attempting a topic multiple times.
Run in Review Mode Allows a user to subsequently access a topic once completed without overwriting a completion status. Therefore, if a user has completed an activity, their status will remain completed even if they run it in Review Mode and do not complete it.
Prompt user to review or restart the entire activity Presents a pop-up to a user when they access a topic they have already completed, advising them they can run the topic in Review Mode or to reset their previous status and restart the content.
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N/A |
E-learning Content tab
The E-learning Content tab is contextual to the course type that you are creating or editing. The information below has been provided in the example of an E-learning Content tab. Other course types have fewer functions available but are covered in the table below.
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Note: the site uses the concept of topics and modules which enable the full functionality with the SCORM structure. However, this functionality is only used in exceptional cases. Therefore, the details here do not cover topics and modules functionality but focus only on common functionality likely to be used by most system administrators. |
| Item | Description | Visible on |
| Activity Instructions |
Instruction on how to access and operate the learning activity.
This appears on the Learning Activity Details screen at the top of the Content section (above the modules and topics).
There is no word count limit, but best practice would be to keep this to a 650 character limit.
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Learning Activity Details
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| Upload |
A function to upload a course file. For e-learning courses, the file package must be SCORM compliant.
This appears under the Content section on the Learning Activity Details screen.
Create a module by entering a name and clicking Add. |
Learning Activity Details
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Modules |
This will display the Topic SCO (Sharable Content Object) titles. If you would like to upload multiple topics you can create modules for these to be organised under. |
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| Topics for this Module |
Icons are available on each of the topics to allow the user to Delete, Configure, control visibility, order and Edit.
The Configure button (Cog) allows you to drilldown to a topic and define whether it should open in a pop-up window and what the height, and width, of the window display (in px) should be. If no specific height and width sizes are provided, then the site default is used.
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Topics for this Module |
| Add topic from Library |
Select this button to then search and add topics to be included in the module. Topics can be ordered using the up and down arrows. |
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| Create New Topic | Allows users to create a topic using Assessment Builder. | |
| Force Topic Order | This option will force the user to complete the topics in order. | |
| Chain Topics |
This will open the next topic once the current topic is completed. |
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| When a topic is completed |
Settings to determine what should happen to the users’ statuses once the content has been completed.
Allow topic to overwrite previous status Allows the user’s status to be overwritten and returned to incomplete if launched. This enables users to attempt a topic multiple times.
Set topic status to Locked Allows a user record to be set to Locked once they have completed the topic. This blocks them from re-attempting a topic multiple times.
Run in Review Mode Allows a user to subsequently access a topic once completed without overwriting a completion status. Therefore, if a user has completed an activity, their status will remain completed even if they run it in Review Mode and do not complete it.
Prompt user to overwrite or review Presents a pop-up to a user when they access a topic they have already completed advising them they can run the topic in Review Mode or to reset their previous status and start the content from again.
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N/A |
Post tab
Enables a SCORM assessment activity to be added as a separate module within the course. This appears under the Content section on the Learning Activity Details screen as the final module of the course.
The options on this screen mirror the options in the Pre tab.
Badges tab
| Item | Description | Visible on |
| Badges specific to this activity |
Displays a list of badges that are awarded by accessing and/or completing the activity.
Selecting the Create Badge button allows you to create and add a new badge to the activity. |
Learning Activity Details
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| Badges this activity contributes to: | Selecting the Add Badge from Library button allows you to add a new badge to the activity from the library of badges in the site. |
Learning Activity Details
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Materials tab
| Item | Description | Visible on |
| Delegate Activity Materials |
Enables supplementary documents to be added as additional resources to an Activity. These documents do not make up part of the course itself and have no impact on the course completion status.
Selecting the Upload button allows files to be added.
Selecting the Download File button downloads the chosen file to your local machine.
Selecting the Delete button removes the selected file from the materials folder.
Selecting the Add Folder button allows an additional folder to be added within the materials section.
Selecting the Make Available checkbox ensures that any uploaded documents show on the Learning Activity Details screen. If left unchecked, the documents will not be shown or accessible to the delegate.
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Learning Activity Details
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| Post-activity Materials |
Functions in the same way as Delegate Activity Materials.
Post-activity Materials are not displayed on the Learning Activity Details page until the delegate has completed the course.
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Learning Activity Details
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Restrictions & Assignments tab
Restrictions
| Item | Description | Visible on |
| Restrictions |
Select Add Restrictions to add visibility restriction to a course using the organisational structure levels.
Users who do not fall into the restricted group will not be able to search for the course using either the Quick Search or Learning Library features.
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N/A
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| Edit / Delete |
Allows you to edit or delete existing restrictions.
The Edit button will open the organisational structure filters and allow you to edit existing filter options or location details.
The Delete button will remove your chosen restriction.
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N/A |
Assignment
| Item | Description | Visible on |
| Assignments |
Select Add Assignments to add the course to a user’s assigned courses using the organisational structure levels.
Users who fall into the selected assignment group will find the course in their Relevant Learning page. They will also be able to search for the course using the Assignment filter in the Learning Library.
A Line Manager field can be used to assign content to users who have Line Manager Responsibility checked in their profile employment details. This does not require organisational filters to be applied.
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Relevant Learning Learning Library
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| Edit / Delete |
Buttons that allow you to edit or delete existing restrictions.
The Edit button will open the organisational structure filters and allow you to edit existing filter options or location details.
The Delete button will remove your chosen restriction. |
N/A |
Individual Assignment
| Item | Description | Visible on |
| Assignments |
Select Add Assignments to add the course to an individual user.
Users who fall into the selected assignment group will find the course in their Relevant Learning page. They will also be able to search for the course using the Assignment filter in the Learning Library.
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Relevant Learning Learning Library
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| Edit |
Buttons that allow you to edit an existing restriction.
The Edit button will allow you to add, edit or delete a selected assignment.
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N/A |
Rules tab
| Item | Description | Visible on |
| Current Rules |
Select Add to create a rule for your Learning Activity. Choose a Rule Type, Rule Trigger and Rule Action.
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N/A |
| Edit / Delete |
Buttons that allow you to edit or delete existing rules.
The Edit button will open the existing rule and allow you to edit existing filter options.
The Delete button will remove your chosen rule. |
N/A |
Reviews tab
| Item | Description | Visible on |
| Overall Rating |
Reviews will be listed under this tab. Selecting the Delete button will remove the review.
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Learning Library Learning Activity Details |
Feedback tab
| Item | Description | Visible on |
| Feedback |
Feedback can be toggled on and you are able to use Feedback Survey reports to report on the feedback. |
Learning Activity Details |
- Select the Save Activity button to save the learning activity details
- Where relevant, these details will now appear in the Learning Activity Details page and the Learning Library activity
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