Contacts in Learndot represent people.

Overview

Contacts in Learndot represent people. Currently, there are five broad classes of contacts that are recognized by Learndot, including:

• Customers: Typically clients, they can see and use the front-end of the site. Control over permissions is not needed for this group as they can only access the publicly available parts of the site and their user profile.
• Instructors: Delivery courses to Customers. There is an interface for Instructors to see and manage their events, including locations, attendees, feedback scores, etc.
• Administrators / Staff Users: Admins / Staff are able to access the 'Admin' section. More granular control over permissions is often desirable for this type of contact, as different staff members will require access to certain sections of the administrative panel.
• Affiliates: Promote your products and courses for a commission on visits or conversions.
• Providers: Schedule and run training on your website, i.e. partner companies that run courses for you which you sell on Learndot.
  
  

Access Levels	Customer	Instructor	Administrator	Affiliate	Provider
Dedicated Interface	(User Profile)	(Instructor)	(Admin)	(Affiliate)	(Provider)
View Reports		(Training Reports - Own)	(All)	(Sales Reports - Own)
Manage Courses			(All)
Manage eLearning			(All)
Manage Learning Pathways			(All)
Manage Events		(Own)	(All)		(Own)
Manage Enrolments		(Own)	(All)
Manage Surveys		(View)	(All)
Manage CMS (Website)			(All)
Manage eCommerce (Store)			(All)	(Visits, Conversions)	(Own)
Manage Training Opportunities			(All)
Manage Talent Opportunities			(All)
Manage Permissions			(All)

• Access in the Administrator Interface can be configured, see Staff Roles.

Working with Users

Creating a User

The relevant section of the Learndot administrative panel can be found under Customers > Contacts. Press the New button and then fill in the fields.

Creating a Staff User (Admin Console Access)

If the user account you wish to give staff privileges to does not already exist, first follow the steps for Contacts#Creating a User. If the user has been created, to give a user staff access permissions, under Customers > Contacts, click on the Edit button on the row of the user:

• Under the Login tab and ensure that 'Enabled' and 'Staff' are both set to Yes

• Select any appropriate email notifications that they should receive
• Hit Save

• To add permissions to the user, refer to Staff Roles & Permissions (System > Access&Security > Staff Roles).

Creating an Instructor User (Instructor Dashboard Access)

Instructor profiles allow clients to put the face behind each course. The procedure for creating an instructor user is similar to a staff member:

• Create the user and then configure them as an instructor through the 'Instructor' section on the user profile
• Set the status field to 'Approved'

See the Instructor section of Contact Fields for these fields.

Performing a Password Reset

Users are able to reset their own passwords through the 'Forgotten Password' tool accessible via the login screen, or under the Contact page in admin, click on 'Reset Password'.

Merging Contacts

Two Contacts within Learndot can be merged together. All entities such as enrolments on Learning Components will be transferred to the contact to be merged with. The merge will also reset the learning progress of the first contact. When the old Contact logs in to Learndot it will sign in to the merged Contact.

You can find the merge action Tasks. To merge two contacts:

• Navigate to Customers > Contacts
• Click on the View icon of the contact you would like to merge with another contact 

• By default the From field will be prefilled with the chosen contact account. However, you can select the contact you like from the dropdown menu. Choose the contact to merge with from the dropdown menu of the To field. Then, click Merge

Emailing a Contact

As a Contact with "Staff Roles" that has permission to access Contacts, you are able to send personalized emails to the Contacts from the Admin Interface. This functionality can be used, to reach out to Learners individually for Notification Purpose for example. How this can be achieved is as below:

1. Proceed to the desired "Contact" on your Admin Interface.
2. Next, hit on the "Email" functionality as shown per the screenshot below.  

        3.Then you will be welcomed with the "Email Interface" as shown below.

      4.Always have to remember, the email which will be sent out will be from the "Contact" which you are logged in and this can be confirmed from the "sender" field as per the screenshot above.

Working with Permissions

Permissions

Permissions control the amount of access granted to a user. Currently, Learndot supports permissions to control access to almost any function provided by the program, including:

System Setting Read Permission
System Setting Write Permission
Staff Role Read Permission
Staff Role Write Permission
Course Read Permission
Course Write Permission
etc...

A full listing of permissions can be viewed here on the wiki, or within the Learndot administrative panel when you choose to edit a Staff Role.

Roles

Permissions in Learndot are assigned to users exclusively through Roles. Roles consist of a set of permissions, which can then be applied to staff users to more finely control their areas of access. Once a role has been applied to a user, any changes to the roles permissions will be updated with the users. It is possible for users to have multiple roles assigned to them.

Learndot ships with a number of preconfigured roles, which can be viewed in the administration panel under System > Access & Security > Staff Roles. In addition to this initial set, it is possible to define new roles or customize existing ones.

Creating a new Role

The 'Staff Roles' section of the administrative panel:

• Navigate to System > Access & Security > Staff Roles grouping
• Click on the New button to prompt the user to enter data in several fields in order to create the role. See Staff Roles & Permissions for more details on the fields

Modifying the permissions of an existing Role

To modify the permissions of an existing role, simply click the edit icon on the role that needs to be modified, and change the permissions through the checkboxes. Any users assigned to that role will have their access permissions modified accordingly.

To see which users belong to a specific role (and will therefore be impacted by the change), click the magnifying glass (View icon) and check the Contacts section of the page.

Adding/Revoking Permissions from Users

Permissions can be indirectly added and revoked from users by modifying the Roles they belong to. Custom roles may need to be created using the process outlined above in order to achieve the highest level of flexibility and control with regard to user permissions.

Assigning or unassigning a staff role to or from a contact can be done in either the staff role or the contact in question.

For the staff role way

• Navigate to System > Access & Security > Staff Roles
• Click the View icon of one of the staff roles

• Scroll down to the Contacts section

• To assign a staff role, click on Select and then add a contact onto the input box

To unassign an existing staff role from this role, click on the 'x' button on the row of the staff you wish to unassign.

For the contact way

• Navigate to the specific contact under Customers > Contacts
• Click on the Edit icon and scroll down to the Roles field under Login section
• And then key in the staff role to assign to the contact onto the input box

To unassign an existing staff role from this contact, click on the 'x' button on the row of the staff role one wishes to unassign.

Other Actions

Contact Photo

Learndot supports Gravatar, a service that provides globally unique photos. If the contact whose email is also registered with Gravatar with uploaded photo, the contact's photo is automatically grabbed from Gravatar. The contact can also manually upload his own photo to his or her Learndot account, to do so:

• Log into learndot
• Navigating to My Account > Settings (Edit Profile) > Photo. If no manual photo is added, the contact's Gravatar photo is retrieved if available

Sections

Contact Fields

Main

Login

Partner

Instructor

Other