Get Started as a New Administrator

This article explains how administrators implement Emtrain and provides an overview of the admin tools available to you. It covers the essential steps you need to take to establish your admin team, configure your account settings, manage users, and create training programs for deployment.    

Step 1: Activate the Account Administrator Team

Your account is managed by a team of admins—users within your organization who are responsible for training programs. The first admin established on your account is the Account Owner, who is added when your account is created. After activation, you can add as many additional admins to the account as needed.  

• Learn about the Account Owner.
• Find out how the Account Owner adds additional Admin team members.
• Customize the access for each admin by using Admin User Roles to control who can access what.  
• Experience admin and learner perspectives by switching between Manage and Learner modes.

Step 2: Complete Your Account Setup

Completing your account setup involves configuring settings that customize the learner experience and reduce the administrative workload by automating such tasks as messaging, login processes, and user management. Usually the Account Owner configures these settings.

• Upload your company logo to add your branding to the learner experience.
• If you have an Emtrain-hosted account and use a Single Sign On (SSO) provider, configure that so learners can access Emtrain from your SSO dashboard. If you have an LMS-connected account, you can configure SSO so that your admins can use SSO to log into Emtrain, but your learners will always access content from your LMS—they do not log into Emtrain directly.
• Select a user roster integration to sync your user roster with our system and avoid manual user data uploads.
• Choose which learner language options are available for learners to experience their training assignments in a variety of languages other than English.  

Step 3: Content Selection and Configuration

Once your account is configured, you can begin to browse and explore content that will help you meet your training needs and fulfill compliance or regional training requirements.

• Browse the Content Library to identify the right content for your training needs.
• Use the Preview Content option to evaluate the content.
• Upload a company policy for content that requires a policy, which learners acknowledge during training.
• Consider these Optional Configurations which are available.

Step 4: Populate Learners

This step connects your employees to the system as learners by creating user profiles. You'll build a user roster from your employee list, populate relevant data fields about each employee, and import their information to establish their accounts.

• Prepare user data for import by starting with our user roster template. Alternatively, select the fields you need in your HRIS system and export the roster.
• Ensure that you correctly format all the columns in your roster file.
• Import the user roster manually, making sure to map the fields correctly. 

Step 5: Segment Learners with Training Groups

This step organizes your learners into targeted groups for training assignments. You'll create groups based on employee characteristics and roles to ensure the right people receive the appropriate training.

• Be sure you understand the different types of Groups so you can be certain which type to use.
• Create Dynamic Groups so that the membership will automatically update based on user profile fields. Review the Dynamic Group roster to ensure all users you suppose will be in the group actually are.
• Static Groups allow you to have more control over grouping employees, but this also means you must update constantly. These are better used for small groups like pilot test groups. 

Step 6: Campaign Creation

This step brings together your content, groups, and communications to deploy training to your employees. You'll create campaigns that serve as containers to organize and deliver training while automatically notifying learners about their assignments.

• For an overview of how campaigns work, read Understanding Campaigns.
• Get to know the two different campaign types so you can use the one you need.
• Learn to create a campaign by combining content, groups, and notifications.
• Craft campaign notifications and understand how to time your notification emails as part of your overall communication strategy. Start by trying out our notification templates and Writing Checklist.
• Double-check everything with the Training Deployment Checklist, before you finalize your campaign—when it’s time to deploy your campaign.

Once you have deployed training to learners, you should monitor and manage your campaigns, users, assignments, and notifications. Learn about tools for monitoring your account.

• Emtrain_User_Roster_Template.xlsx 10 KB