ClearCompany Learning Glossary of Terms

This glossary is designed to help you obtain the maximum value from the Learning platform. The terms below provide additional context to commonly used terms you will see throughout the platform. Your Relationship Manager can provide you with additional clarification or information about the terms from this glossary.

General

Assignment Batch

Assignments that are sent out in the Learning platform are sent out in a “batch.” Assignment batches will have an ID number associated with them once they are created. Batches are given names by the author creating the assignment to help keep them organized and to easily identify or search for batches in the future. The assignment batch ID can be identified by looking at the URL and locating “abid=XXXX”; the number that follows is the batch ID.

Automated Onboarding

Assigning a learning object to a group in the system will allow all users within that group to receive the assignment. Any user who joins that group in the future will receive the assignment. Note: this applies only to assignments with either a Dynamic Due Date or No Due Date. This does not apply to assignments with static or specific due dates after the due date has passed. 

Learning Object

Any piece of training that can be added or created within the system is referred to as a learning object in the Learning platform. Learning object types include class, course, curriculum, document, evaluation, link, SCORM/AICC, success track, survey, and quiz.

Pencil Tool

This icon is used to edit items within the Learning platform.

Settings

Grandfathering

Grandfathering is a rule that is set on an assignment batch. Grandfathering provides the ability to choose a certain time frame to accept a completion on an object that is currently being assigned so that the User won’t have to take the training again. For example, when assigning a curriculum, the steps of the complex object previously completed by Users will be marked as complete. This allows for partial completion of the complex object upon assignment if needed. Example: A group of new hires took all the required compliance training in November of 2014 as part of their New Hire Curriculum. The compliance training is always assigned on January 1st to the whole company. Grandfathering the training back 60 days and including the completions from November for the set of new hires ensures the assignment would be satisfied for the January 2015 batch. 

Recurring

Recurring is a rule that is set on an assignment batch. If an assignment is set to recur, you can tell the system how frequently to automatically reassign after the initial setup. Example: if there is compliance training that needs to be assigned January 1st of every year, creating a batch January 1, 2015 and setting this to recur every 365 days will ensure that on January 1, 2016 a new batch to the same people for the same training would be created and assigned. A new batch reflecting the new date that it was created would appear.

User Auxiliary Field

These data points are optional and give the client the ability to capture information above and beyond the standard items the Learning platform has captured. For example, a company might want to track if an individual has a specific license, or their hire date. This has a character limit of 100. Auxiliary fields also serve as filters when creating assignments.

Groups

Groups

Groups make up the hierarchy of the system. They have a parent/child relationship to determine the hierarchy of the system. Groups are used to provide account access to other accounts and as an option to assign training. Group Code: a unique identifier for each group within the system. This item will not be seen by general Users, as it is only there to help with the hierarchy/structure of the system. This code can be letters, numbers or a combination of the two. This data field has a character limit of 50.

Group Inheritance

When creating an assignment batch there are a couple of options. One is to assign by Group, creating Group Inheritance. Any group that is shown in a structure will appear in a drop-down list. Choosing to assign to a group that is a parent of other groups will ensure that all the child groups will inherit that training automatically. Example: if the whole company needs compliance training, it can be assigned to the top-level company group. By group inheritance, any user who falls into any group below this one will receive the training. 

Group Name

Description of the Group Code. The Group Name is what will be seen by the general population. Although group names in the system can be duplicated, it’s suggested to make this item as descriptive as possible. This data field has a character limit of 200.

Group Types

A group type is a “category” that allows an admin to further filter their groups. Common group types include Company, Department, Job Title, Supervisor, Internal, External, Location, and Region.

Groupings

Groupings can be created using conditions available within the system. You can assign training to a grouping and report on a grouping using custom reports. Note: Groupings do not create access via the All Training library for Users. They also do not provide peer-to-peer account visibility for users. 

Child Group

A child group refers to a group in a lower level of another group that has a relationship with it. For example, if the Sales department is broken down into an inside sales team and an outside sales team, the inside and outside sales groups are child (or children) groups to the Sales Department.

Parent Group (Code)

Except for the top-level company group, every group in the system must have a parent group associated with it. The Parent Group determines where in the hierarchy a particular group resides. A group can only have one parent. (Code refers to the group code.) For example, if the Sales department is broken down into an inside sales team and an outside sales team, the Sales department is the parent group to both the inside and outside sales groups.

Permissions

User

This role has limited access to the system. Accounts with this role can view training with limited ability to upload their own files/ User records. They are, by default, able to recommend training to others within their group. They have no access to the back end of the system (Administration).

Roles

There are four default roles in the system. These roles determine what rights accounts have within the system. Roles, along with the group hierarchy, give an account visibility in the system. Some refer to this as the security role. You can customize any existing role except for the Superadmin role, you also can create custom roles. This field has a character limit of 50.

Super Administrator

This user type has access to everything in the system. They are at the top level within the system, and by default have all access to assign/report on any other roles in the system.

Administrator

This role has more limitations than the Superadmin. Usually, this role is given to Upper Managers whose direct reports have direct reports. This role will be able to assign/report on Managers and Users within the part of the system they have access to. Their access cascades down the structure.

Manager

This role has similar access to that of the Administrators. The Manager role is typically found in the lowest level group within an organization’s group structure.

Username

This is the unique ID for each User record. This ID can be letters, numbers or a combination. This field has a character limit of 100. If linking with any outside system(s) the username must be the same in all accounts for proper authentication.