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Sites: Create, Edit and Delete

Convergence Training Support
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Article Links Introduction | Create a Site | MSHA Specific Fields | Edit a Site | Delete a Site |

The Express LMS is a basic feature LMS and does not include all the features of a full service LMS. The Express LMS does not include the ability to create or modify sites. The Express LMS is limited to ONE site.

 

INTRODUCTION

A site is the third level in an organization structure.. 

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Sites typically represent a physical location named after the city they are in. For example, the South Region may have 3 sites: Birmingham, Dallas, or Atlanta. You can create an unlimited number of sites within each Region.

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CREATE A SITE

Follow these steps to create a site:

Red fields = required entry; Black fields = optional entry

  1. Click the Administration tab at the top of the screen.
  2. Click the Organization Menu, then the Sites link on the left navigation bar.
  3. Click the New button at the top of the Manage Sites screen.
  4. Complete the fields as follows:
  5. Region: Click the Select button to the right of the Region field.
    1. Search and locate the desired Region this Site will be added to
    2. Click the checkbox to the left of the desired region.
    3. Click the Select button. 
    4. You will return to the Create Sites screen.
  6. Name: Type the Site Name
  7. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync). Do not change the value of this field unless directed to by a support team representative. Changing the value in the field will cause the import data from your HR system to populate incorrectly in the LMS.
  8. Notification E-mail: When the Training Completed notification is turned on, it will be sent to the email address listed in this field.  The LMS will attempt to send this notification to any email address in the Notification Email field listed in the Team record first.  If no email address is entered in the Notification Email filed on the Team record, the LMS will attempt to send an email to the Notification Email address entered for successively larger organizational units.  If the LMS cannot find an email address entered in any Notification Email field at any organization level it will not send the Training Completed Notification.
  9. MSHA ID: Enter the MSHA ID (MSHA LMS ONLY)
  10. Person Responsible for Safety and Health: Select the Person Responsible for Safety and Health (MSHA LMS ONLY)
  11. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports. This is helpful when you have employees that supervise multiple teams or departments.  Instead of having to remember which departments and teams they supervise, you can filter by supervisor and all employees will appear on the report.
  12. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
  13. Max Active Users Customer Campus Only. Allows Customer Campus LMS administrators to limit the number of active users within the specified organizational unit.
    BEST PRACTICE: While you can limit the number of users at all organization unit levels, Convergence Training Recommends that the Max Active Users be entered at the Company level.
  14. Max Save Capacity (MB): Limit the amount of LMS server storage available in megabytes (MB) for imported and created content for the specified organizational unit. To remove the restriction, set the field to "0."
  15. Click the Save button.
  16. Click the Close button after the Changes Saved confirmation appears.
  17. Your newly created site will appear on the Manage Sites screen.

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MSHA SPECIFIC FIELDS

The Site record contains additional fields specific to the MSHA LMS. The MSHA LMS collects the following data:

  • MSHA ID
  • Person Responsible for Safety and Health
    MSHA's 46.3(b)(2) states that mine operators must include "the name and position of the person designated by you who is responsible for the health and safety training at the mine." MSHA requires you include this information on your Training Plan (along with other information), as described fully in 46.3.

Completing both fields will automatically populate the MSHA ID and Person Responsible for Safety and Health on the following reports:

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EDIT A SITE

Follow these steps to edit a site:

  1. Click the Administration tab at the top of the screen.
  2. Click the Organization Menu, then the Sites link on the left navigation bar.
  3. Search and locate the site following the directions provided in the Using Search article.
  4. Click the Edit button to the left of the desired site name. The Edit Site screen will appear.
  5. Complete the fields as follows:
  6. Region: Click the Select button to the right of the Region field.
    1. Search and locate the desired Region this Site will be added to
    2. Click the checkbox to the left of the desired region.
    3. Click the Select button. 
    4. You will return to the Create Sites screen.
  7. Name: Type the Site Name
  8. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync). Do not change the value of this field unless directed to by a support team representative. Changing the value in the field will cause the import data from your HR system to populate incorrectly in the LMS.
  9. Notification E-mail: When the Training Completed notification is turned on, it will be sent to the email address listed in this field.  The LMS will attempt to send this notification to any email address in the Notification Email field listed in the Team record first.  If no email address is entered in the Notification Email filed on the Team record, the LMS will attempt to send an email to the Notification Email address entered for successively larger organizational units.  If the LMS cannot find an email address entered in any Notification Email field at any organization level it will not send the Training Completed Notification.
  10. MSHA ID: Enter the MSHA ID (MSHA LMS ONLY)
  11. Person Responsible for Safety and Health: Select the Person Responsible for Safety and Health (MSHA LMS ONLY)
  12. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports. This is helpful when you have employees that supervise multiple teams or departments.  Instead of having to remember which departments and teams they supervise, you can filter by supervisor and all employees will appear on the report.
  13. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
  14. Max Active Users Customer Campus Only. Allows Customer Campus LMS administrators to limit the number of active users within the specified organizational unit.
    BEST PRACTICE: While you can limit the number of users at all organization unit levels, Convergence Training Recommends that the Max Active Users be entered at the Company level.
  15. Max Save Capacity (MB): Limit the amount of LMS server storage available in megabytes (MB) for imported and created content for the specified organizational unit. To remove the restriction, set the field to "0."
  16. Click the Save button located on the menu bar.
  17. Click the Close button after the Changes Saved confirmation appears.
  18. You will be returned to the Manage Sites screen.

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DELETE A SITE

Before deleting a site, verify there are no users assigned to the site. Deleting a site with users will delete the teams, departments and user records and all completion records associated with those users.

Refer to the Users: Create, Edit, and Delete article for the steps to move users to a new team before deleting a site.

Follow these steps to delete a site:

  1. Click the Administration tab at the top of the screen.
  2. Click the Organization Menu, then the Manage Sites link on the left navigation bar.
  3. Search and locate the site following the directions provided in the Using Search article.
  4. Click the Delete button to the left of the desired site name.
    Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete sites.
  5. Click the YES button on the Confirm Delete screen.
  6. Click OK on the Delete Succeed confirmation screen. The site will be deleted from the LMS.

Should a site be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted site and any lost user data and their completion records. If deleting sites is part of a larger re-organization effort, contact support@convergencetraining.com. They may be able to provide assistance to automate the reorganization.

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