ClearCompany Learning: Class Learning Objects

Class learning objects are used for live instructor-led training that you would like to keep a record of in your learning platform.

In this article:
Class Learning Object Overview
Creating a Class Object
Additional Tabs
Additional Information

Class Learning Object Overview

Classes are considered simple objects. These are objects that can stand alone in the system. Class learning objects include webinars or virtual meeting events, for example: WebEx, GoToMeeting, or GoToWebinar.

Once registered for a class in your learning platform:

• The class will appear in “Started Training.”
• An email with an iCal file will be sent. The iCal file will allow the class to be added to Outlook or other external calendars and will include the description, date, time, and location.

Creating a Class Object

General Schedule Events Authors Tags Prerequisites Equivalencies Instance Management User Access Group Access

1. From the administration dashboard click Learning Objects > Manage Objects > +Add Objects.
2. Click Class.
3. Complete all required fields to open the creation wizard. Required fields are noted with Yellow text boxes: 
   
   1. Object Name: This is what the object will be named. Required.
   2. Description: A description that will appear on the object detail page. If pasting from another software the formatting will not transfer.
      
   3. Duration: ClearCompany Learning recommends the format for duration HH:MM:SS, this is visible to the User on the object detail page.
      
   4. Duration in Seconds: This field is not displayed in the front end. This is Seconds to complete this learning object. It will populate on the user's transcript.
   5. Time Zone*: This field allows users to select the preferred time zone for the specific schedule. (Specific to the first schedule).
      • On the admin side, we recommend users select the timezone based on their own time zone or the presenter's time zone.
      • Users in the front end will see the times in their preferred time zone.
   6. Start  Date*: The date this class will take place. A class can have multiple schedules with different dates/times. (Specific to the first schedule).
   7. Start Time*: The time the class will start (Specific to the first schedule).
   8. End Time*: The time the class will end. (Specific to the first schedule).
   9. Owner Group: The group responsible for managing this object. This is a required field. 
   10. Keywords: Any keywords this object is relevant to, this will help when users search for any associated training. Keywords are not visible from the front end.
       
   11. Certificate Template: Choose the certificate to be awarded after completion of the learning object.
   12. Allow Multiple Registrations at Once: This will allow users to register to multiple schedules for the same class. This will allow:
       • Users will be able to have multiple completion records for the same class for different schedules. *See the Instance Management Tab.
   13. Completion Emails Enabled: If enabled, ClearCompany Learning will send an email notification to any User who completes the applicable object. The template for this can be edited by Superadmins in Settings> Email Templates.
   14. Reminder Emails Enabled: If enabled, users can add multiple reminders. Reminders will be sent to users registered to the class X days before the class schedule start date. If it is set to NO, no reminders will be sent.
   15. Custom Registration Email Template: The system will send the default registration email template. The custom registration option is to add specific information/or select a different email template.
   16. Pre-Approval Enabled: Choosing Yes allows the administration teams to allow or deny Users from partaking in learning objects. See below for more information.
       
   17. Object Release Date: If a User tries accessing the object before the release date, they will not be able to open it and will see the message “This training has not been released.''
       
   18. Object Expiration Date: If a User tries viewing the object after the expiration date, they will not be able to access it and will see the message, “This training has expired”. If an object has a passed expiration date, it will show as “expired”.
   19. Comments: The comment box is for back-end purposes only. Comments are useful for any notes you need to keep a list of for this specific object such as updates, last revisions, etc.
   20. Status: By default, all learning objects start out in Draft status. There are four object statuses in the system.
       1. Draft:An initial status that allows for the deletion of steps to complex objects. The status cannot be switched for an object that is active or inactive to DRAFT) this applies to: Course, Curriculum, and Success Track object types.
       2. Active: Allows objects to display to users.
       3. Inactive: This status will completely remove the object from view on the front-end, it will still be available for reporting and admins.
       4. Expired: This status removes the object from the front end. Users who have completed an object that is “Expired” will be able to view the objects under their completed training list and download their completion certificates.
4. Click Save to Continue.

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General Extra*

Once you save the learning object, the fields above can be edited, and the additional fields below can be edited as well.

1. Update Object Image: Choose a file to show as the thumbnail for this object.
2. View On Front End: Click this link to view the object from the Front End User experience.
3. View Smart Report Card: Click to view a smart report for this class object.
4. View Registered Users: Click to pull up a list of the registered Users.
5. View Waiting List: Click to pull up the waiting list for this object.
6. View Pre-Approval: Click to view pre-approvals for this object.
7. Generate QR Code: This will generate a QR code for the object which will allow users to:
   • Download and display where employees are able to scan it.
   • Users will be redirected to their default browser, they will need to enter their credentials.
   • Users can view/take the training.
   • Keep in mind:
     • QR Codes cannot be generated in bulk.
     • Users must have access to the learning object.

The schedule tab allows users to add individual instances or time offerings of the class. When users create schedules, classes can then be bundled together in the events tab. See below for how to create a schedule.

The event tab allows users to bundle multiple schedules for any class that might be multi-session. Provide a Multi-session Event Name and click Add. The page will refresh and users can click View Schedules to add class schedules.

A User or outside contributor can be included as an Author.

User	The Add User button list is populated from the Users inside the learning platform.
Faculty	The Add Faculty button list is populated from the Faculty Management section tab. Faculties can be added via Learning Object Resources.

Users can associate Tags to the curriculum, relevant Tags help Users find specific training. Tags are visible on the front end and searchable/clickable. For more information on Tags check out:  ClearCompany Learning: Tags and Tag Types.

This will require users to complete one or more objects before they can take the newly created object.

• Complete the fields below
  • Prerequisite Name
  • Prerequisite Description
  • Active
  • Then click Add. This will refresh the page with the name of the prerequisite. Clicking Items allows you to assign an object to the prerequisites.

Adding equivalencies to an object allows learners to skip training if they have already completed similar training.

• Any object type, simple or complex, can be made equivalent to any other object type.
• Learners will still have the option to complete an object even if they have completed an equivalent object.
• Multiple objects can be added to an equivalency so that a learner needs to complete all the equivalent objects before they are given the option to skip.

How does a skipped object appear in reports and throughout the site?

• Shows as complete under my learning
• Shows as skipped under user records when editing a user on the backend
• Smart report run on the object shows the user has completed the object
• Smart report on the user shows the object under completed
• Custom activity report shows “LMS Object Status” as skipped, but there will be a started and completed time even through it was technically never started or completed

Instance Management allows learners to start new instances of a previously completed object without the need for reassignment. This allows only one instance of SCORM/AICC objects to be open at one time. Unless the initial session is closed:

• When the learner attempts to launch another object, they will see a message saying another course is open at this time and will require them to close that session and wait two minutes prior to accessing another.
• When Instance Management is enabled for the class:
  • Users will only have 1 completion per instance allowed. Users could register to multiple schedules for the same class, but once they attend/get a completion, that instance is complete and they will need to use another instance to register/get a new completion.

This allows admins to add or remove Users who have access to this object from the front page.

This allows admins to add or remove groups that can see the Learning Object in the “All Training” library on the Front End.

Additional Tabs

Pricing

This section is used for companies utilizing e-commerce. When the e-commerce module is turned on, prices for learning objects can be set.To learn more about e-commerce, check out: ClearCompany Learning: E-Commerce Add-On. 

Pre-Approval

When pre-approval is enabled, users with the correct rights can navigate to Learning Objects - Pre-Approval. This will allow users with the "Pre-Approval" rights to Approve or Deny users requesting access to a learning object.

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Additional Information

Manage Objects Cloning Schedule Add Schedule Manage Classes

From the Manage Objects dashboard, Learning Objects > Manage Objects, users can:

1. Filter by:
   • Author
   • Status
   • Type
   • More Filters allows you to add tags as filters.
2. When users find the object they need they can click the pencil icon to edit the object.

Cloning allows users to copy objects that they have already created in the system.

Note:

To clone objects, an account role must have both the Add Objects and Edit Objects rights in the system.

1. To clone an object, select the Clone Object button on the bottom right corner of the General tab within the learning object.
2. Additional Options: the following options do not carry over by default, checking the box includes it in the clone. 
   • Pricing (if using E-commerce)
   • User Access
   • Group Access
3. Click Clone.
4. The cloned object by default will be in Draft status.

When creating schedules for a class:

• The time of the class schedule can be reserved to prevent double-booking of resources.
  • ClearCompany Learning will check all other class schedules in the system and make sure that the resources selected are not reserved during the same time.
  • If a schedule is created and there is an attempt to use a resource that has already been reserved for that time, a message will display "the resource [TITLE] is scheduled to be checked out during the period that has been selected".
  • The three resources this applies to are Faculty, Facility, and Peripheral.

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Important Information

If a user registers for a class these are the following data that will display in a report:

• Registered
• Completed
• Partial Attendance
• Canceled
• No Show

User statuses can be individually or bulk edited.

When a complete status is selected it cannot be changed back to other statuses. If complete was selected in error, a Superadmin would need to remove the record from the user profile.

When the maximum number of seats for a class has been reached additional Users that register will be added to the waiting list.

• If an Administrator unregisters a User:
  • Waiting list Users are not automatically moved over to the registered list.
  • If an Administrator attempts to register a User to a full class they will get a notification that the class selected is at capacity and can choose how to proceed. 

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1. Create Schedule Entry:
   1. Time Zone: This field allows users to select the preferred time zone for the specific schedule.
   2. Start Date: The date this class will take place.
   3. Start Time: The time the class will start.
   4. End Date: The date this class will take place.
   5. End Time: The time the class will end.
   6. Registration Start Date: The date users can start registration to this class.
   7. Registration Start Time: The time users can start registration to this class.
   8. Registration End Date: If no Registration End Date is specified, Users could register for the session minutes before the class if seats are available.
   9. Registration End Time: The last time users can register for this class.
   10. Prevent unregistering outside of the registration window: 
   11. External Registration URL:  Users can add a URL to another platform depending on where the class is being held.
   12. Description: A description that will appear on the object detail page.
   13. Facility: Where the class will take place.
   14. Faculty: Who is the instructor of the class. If this is an external instructor, you may choose from existing faculty resources or users in the system.
   15. Virtual Meeting URL: If this class is being offered virtually you can provide the link now.
   16. Max Seats:  Max Seats limit the number of attendees who can sign up for the class.
   17. Completion Code: A completion code allows users to enter the code which allows users to mark a class as “complete”. 
   18. Active: Hit Add. If this class is being offered multiple times repeat the process.

After creating the schedule for the class. Manage Classes lets you manage the individual schedules in the class. 

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1. Registered Users:
   1. Select a schedule to work with: Select the class schedule you would like to manage.
   2. Select parent object:
   3. Users can see all the registered users and:
      1. Change the status of the user
      2. Deny the user
      3. Send the user an email
      4. Add user
2. Waiting List:
   
   1. Select a schedule to work with: Select the class schedule you would like to manage.
   2. Select parent object: Select the parent object.