Training Credits

Credits are a specific payment type available in Learndot Enterprise providing a convenient process for bulk training purchases. Each credit has a value per currency (configurable) and an expiry date calculated from date of purchase.

Overview

You can think of training credits like a pre-paid training plan, credits are purchased upfront and then redeemed for training content at a later date. For customers needing to train their entire team, this makes for a simpler process allowing students to register and attend training at their own pace on their own schedule.

The following documentation covers the credit purchasing and redemption process as well as how you can enable and configure training credits on your Learndot Enterprise site today.

  • When a customer purchases training credits with a credit card or
    coupon code, then they will automatically be able to manage their credits
    on the learner interface.
  • Once the payment transaction of credits are completed, a customer will
    navigate to their learner dashboard -> My Account -> Credits in order to
    view transactions, account owners, and passkey
  • You can also see Purchase Order

Activating Training Credits

To enable Training Credits, complete the following steps:

  1. Find the Training Credits Configuration screen under SETUP in the administration. Set to 'Enabled'
  2. Find the Payment Gateways screen under SETUP in the administration. Under section 'Global Payment Gateways', select 'Add New Payment Gateway' and then 'Training Credits' subsequently. 

Note: To enable Training Credits for only specific Providers, configure under section 'Provider Custom Payment Gateway. See Payment Gateways for more information. 

Purchasing Credits

After initially configuring Training Credits on your site (see Setup and Configuration below) customers can purchase credits by navigating to the training credit system page at the following URL.

/catalog/credit

We recommend creating Navigation Links to this page during setup (depending on the configured visibility, see Training Credits System Page below).

The training credit system page is designed to introduce the training credits payment method, provide pricing details and facilitate the purchase. Purchasing credits are similar to other training catalog items, with the exception of being able to select the purchase currency.

When adding training credits to the current Shopping Cart, customers are prompted to input the number of credits to purchase and select a Training Credit Account. For new or anonymous customers, a new Training Credit Account will be created on checkout. For customers logged into Learndot Enterprise, previously created Training Credit Accounts can be selected to update the existing balance.

If a quantity lower than the configured MINIMUM PURCHASE is entered, the MINIMUM PURCHASE value will be used instead. See setup and configuration below for more information.

On successful purchases, customers receive an introduction email with links to their management dashboard to view and manage their accounts. For more information on the management dashboard, see Account Owners below.

Account Owners and the Management Dashboard

Customers are automatically set as account owners on new training credit accounts giving them access to a management dashboard through their user account. The dashboard allows owners to view the current balance of their account as well as change configuration options such as auto-approval of credit payments and additional account owners.

Note:

The currency setting is decided by the first credit transaction. Once set, Account Owners can only purchase credits for this account in this currency.


Regardless of the approval option set, account owners do not require approval to use credit for payments when making purchases provided the account has a sufficient balance.

All account owners optionally receive a monthly summary email detailing their account. This can be enabled via the Training Credit setup (see Setup and Configuration below).


From the management dashboard, account owners can also:

  • View and reset the account passkey, see Redeeming Credits below.
  • Switch between credit accounts for which they are the owner.
  • Purchasing additional credits for the account.
  • Approve or decline credit redemption requests (see Redeeming Credits below).
  • View the transaction history for the account.
  • View and export reports.

Redeeming Credits

Each account includes a unique passkey necessary for redeeming training credit as payment. This passkey is available from the management dashboard (as above). 

Learndot Enterprise prompts customers for this passkey when selecting Training Credits as payment during checkout. Regardless of the available credit balance, entering a valid passkey will allow the customer to complete the checkout process. 

Note the order total will change to a numeric value when selecting credits as payment. This number indicates the number of credits required to complete payment for the order.

Orders submitted using training credits as payment will typically generate a redemption request allowing account owners to approve or the decline the debit to that account.

Redemption requests are not generated under the following circumstances:

  1. AUTO APPROVE REDEMPTIONS is set to true for the account and the account has sufficient balance (or overdraft).
  2. The customer is an account owner and the account has sufficient balance (or overdraft).


Redemption requests will be automatically declined if they are not approved within the REDEMPTION EXPIRY period (see Setup and Configuration below).

Taxes and Discount Rules

Please note the following tax and discount implications when using training credit.

  1. Taxes do not apply when purchasing training credit.
  2. Administrators can configure whether tax should be applied when redeeming training credits
  3. Discount Rules (Coupons / Rules) can be applied to orders when paying using training credit.

Administration

To manage the training credits feature, staff users will need to be associated with a Staff Role with at least the following:

  • TRAINING CREDIT ACCOUNT READ PERMISSION
  • TRAINING CREDIT ACCOUNT WRITE PERMISSION
  • TRAINING CREDIT REDEMPTION REQUEST READ PERMISSION
  • TRAINING CREDIT REDEMPTION REQUEST WRITER PERMISSION
  • TRAINING CREDIT TRANSACTION READ PERMISSION

The following provides an overview of the training credit related Entities.

Training Credit Accounts

Accounts are created automatically by customers purchasing training credits or manually by staff users in the administration. Automatic account names will default to the customers name followed by the prefix 'S TRAINING CREDITS. For example, John Smith's Training Credits.

Each training credits account will include a unique passkey which is required for redeeming credits. This passkey can be regenerated to a new code as necessary or disabled to reject further balance changes (new credit purchases and/or redemptions).

Staff users can link accounts with multiple OWNERS giving them privileges to managed the account via their profile (see Owners below).

Transactions

Purchased training credits are recorded as a transaction on a training credit account.  Each transaction will include:

FieldDescription
DateThe date and time the transaction took place.
ExpiryThe date and time credit from the transaction will expire. To learn more, click here.
ContactThe contact responsible for the transaction. This will be the customer for automatic transactions or the staff user for manual adjustments.
DescriptionUsed when creating manual adjustments.
AmountThe amount of credits to debit or credit to the account.

Staff users can manually adjust account balances by creating new transactions. This is done by clicking the NEW button next to transactions. To debit an account, specify a negative value.

Training Credits Payment

For more detailed information view our entity documentation - Training Credit Payment

Managing and Redeeming Training Credits as an Administrator

Although the Learndot training system was created and excels for public use (purchases through the website and redeems through the check-out process), it is possible as well to have an Administrator running all the Training Credit processes on the backend, having all the purchases (credits), redeems (debits) and training purchases (enrollment with training credits) done by the Learndot administrator directly. Please refer to this page for more information.

Setup and Configuration

Find the Training Credits Configuration screen under SETUP in the administration. The main options are described below.

Note that you'll need to be configured as a staff contact assigned to a Staff Role that has the SYSTEM SETTING READ PERMISSION in order to access the configuration screen.

Accepted Payment Methods

The PAYMENT METHODS field is used to configure which global Payment Gateways are accepted for credit purchases. 

You are not able to purchase additional training credits by using credits.


Training Credits Catalog Page

Control the visibility of the training credits system page using the VISIBLE TO field (similar to other catalog entities such as learning components and products).

Sections of this page can also be edited via Blurbs to customize content. Look for the CREDIT.CATALOG.TEMPLATE blurb or access via the TEMPLATES tab (see below)

Currency Conversion

The exchange rate for credits is configured by specifying the value of a single credit in multiple currencies. This is done using the PRICING configuration fields. The following should be considered when configuring currencies:

  • Credits will be purchasable in the configured currencies.
  • Catalog entities priced in these currencies will be purchasable with training credits.
  • Ensure that all configured currencies can be processed by your accepted payment methods (see above).


Consider setting currency rates that are generally equivalent to each other, since learners may buy items marked in one currency, using Training Credits in another currency. For example, a learner may purchase a USD-priced training with EUR-purchased credits.

Control the minimum number of credits that can be purchased using the MINIMUM PURCHASE field.

Bulk Discounts

Configure volume discounts for credits using the VOLUME DISCOUNTS option. Up to four tiers can be configured by specifying the quantity and percentage discount.

Rounding and Decimal Places

The precision at which currency is converted to credits is controlled by the PRECISION field. We recommend initially setting this to value of 0 to avoid accounts containing partial training credits.

Expiration

The VALID FOR field controls the expiration period of credits. Expiration is calculated from the date of credit purchase and defaults to 1 year.

Credits are automatically redeemed in order of expiry. Note the following scenario.

A customer purchases 10 training credits with an expiry of 12 months. In 6 months time they purchase an additional 10 credits. They then use 10 credits to purchase eLearning. At the end of a further 6 months their training credit balance is 10; credits are redeemed in order of expiry.

By default, training credit account owners will receive an email notification at 180, 60 and 30 days prior to expiration. These values are configurable under the NOTIFICATIONS heading.

Overdrafts

Overdrafting provides a mechanism to post-pay for additional credits. It allows credit accounts to go into a negative balance configurable at global and account specific levels. 

Email Templates

Located on a separate tab in the setup screen, templates provide a convenient way to modify credit related blurbs, pages and email templates.

TemplateDescription
Catalog PageUpdate the preamble blurb for the training credit catalog page.
NotificationsView and modify the complete list of email templates used with training credits. For more information see Templates.
Terms and ConditionsUpdate training credit terms and conditions. See Purchasing Credits above for more information.

The screen provides convenient links to both view and to modify each template:

Templates

Both Administrators and Learners will receive emails from Learndot based on the type of condition. Below are examples of email templates that are received by both Learners and Administrators.

Expiry Notifications

To learn more about how to receive Expiry Notifications as an Admin, click here.

As an Administrator

When Training Credits redemptions are made by Learners, an Email is sent to the Training Credit Account Owner(s). Learndot triggers various emails to the Training Credit Account Owner depending on the condition. Below are examples of emails that are received in various conditions. 

Administrators can edit the Email template to their liking.

 

Insufficient Training Credit Balance

If the Training Credit Account has fewer Training Credits than needed by redemption request, Learndot will send an email to the Training Credit Account Owner(s) stating the Training Credit account does not have sufficient balance to satisfy the request at the moment. Learndot also sends a similar email to the Learner. 


Approved Training Credit Redemption when Auto Approve is turned ON

If the Training Credit Account Owner has turned ON the auto approval option, then any redemption request(s) made by the Learner will be approved as long as the redemption request is lesser than the total available Training Credits (including the Account Overdraft). 


Approved Training Credit Redemption when Auto Approve is turned OFF

If the Training Credit Account Owner has turned OFF the auto approval option, then any redemption request(s) made by the Learner will need to be approved by the Training Credits Account Owner. Even then, the transaction will only be approved if the Training Credits requested in redemption request is lower than the total available Training Credits (including the Account Overdraft). 


Training Credit Redemption Request

After the Learner purchases an Item from the Catalog, Learndot will send an email to the Training Credits Account Owner(s) stating that an Order has been submitted and it is pending for their action. 


Declined Training Credit Redemption

If the Training Credit redemption request was declined by the Training Credits Account Owner, Learndot will send an email to all Training Credits Account Owner(s) stating that the redemption request was declined. 


Approved Training Credit Redemption

If the Training Credit redemption request was approved by the Training Credits Account Owner, Learndot will send an email to all Training Credits Account Owner(s) stating that the redemption request was approved.


Training Credit Redemption Expiry Reminder

After the Learner purchases an Item from the Catalog, if the Training Credits Account Owner does not approve or decline the request, the redemption request will expire. However, before it expires, a notification is sent to the Training Credit Account Owner(s) notifying them that the redemption request will expire soon if no action is taken. 


Training Credit Redemption Expiry

After the Learner purchases an Item from the Catalog, if the Training Credits Account Owner does not approve or decline the request, the redemption request will expire. Upon expiry, a notification is sent to all Training Credit Account Owners notifying them that the redemption request has expired.


As a Learner

When Training Credits redemption is requested while purchasing an item from the Catalog, an email is sent to the Learner. Learndot triggers various emails to the Learner depending on the condition. Below are examples of emails that are received by the Learners in various conditions. 

The email templates can be edited by the Administrators to their liking.

 

Training Credit Redemption Request

After purchasing an Item from the Catalog, Learndot will send an email to the Learner stating that the order has been submitted to the Training Credits Account Owner and it is pending / awaiting their action. 

Another Email is then sent to the Learner after the Training Credits Account Owner reviews the request, and approves / rejects it.


Training Credit Redemption Expired

After purchasing an Item from the Catalog, if the Training Credits Account Owner does not approve or decline the request, the redemption request will expire. This is when Learndot sends an email to the Learner informing them that the redemption request has expired and the Learner will have to submit another request. 


Training Credit Insufficiency

If the Training Credit Account has fewer Training Credits than requested for redemption, Learndot will send an email to the Learner stating that the Training Credit account used to pay for your order does not have sufficient balance to satisfy the request at the moment. Concurrently, an email is also sent to the Administrator(s) of the Training Credit Account informing them of the redemption request and insufficiency.


Approved Training Credit Redemption

If the Training Credit redemption is approved by the Training Credits Account Owner, Learndot will send an email to the Learner stating that the redemption request was approved and processed. 


Declined Training Credit Redemption

If the Training Credit redemption was declined by the Training Credits Account Owner, Learndot will send an email to the Learner stating that the redemption request was declined. 


Reports

Training Credits Trend Report

See the adoption of training credit payments across time. The report is organised into line charts showing trends for number of credits and number of transactions.

The data series used in the report is further explained in the following table.

Data SeriesDescription
Prospects
Order Lines for a purchase of training credits. The order status may be FULFILLED or otherwise.
CreditsTransactions crediting an account. They will typically be from paid purchase of credits although may also include manual adjustments.
RequestsRedemption requests, i.e. requests to make payment with credits from an account.
DebitsTransactions debiting an account. These will typically be from approved redemption requests although may also include manual adjustments.

APIs and Interaction with Training Credits Programmatically

Training credits include a read/write API allowing developers to extend and integrate with the feature. Currently supported endpoints include:

  • Creating credit accounts
  • Viewing account details including current balance
  • Update account balance
  • View account transaction history

For more information on using the Learndot Enterprise API, see - API V2