Sample Email Template to Contractor Companies

Welcome to the Convergence Training Contractor LMS

This document provides you with a sample letter that you can provide to your contractors when you want their employees to use the Contractor LMS to complete training prior to coming to your worksite.

Instructions for Customizing the Template

Follow these steps to customize the template to meet your company’s needs:

1. Read through the letter to determine what you want to include in your letter of introduction to your contractors. You are welcome to make any changes you like; for example, add additional screen shots with your logo and website address.  Consider the following changes:
2. Step 1: Replace our web address placeholder with your Convergence Contractor LMS web address.
3. Step 2: Remove the reference to “Other” if you do not plan to use Other as a selection during the registration process.
4. Step 3-7: Remove Step 5 if your company has one facility and one orientation. The user will automatically be enrolled in the orientation and they will go directly to Step 6 Summary.
5. What Next:
   1. Print a Completion Certificate: Add any additional instructions that are unique to your facility. For example, who do they need to present the certificate to?
   2. Update Facilities: Modify to add any additional instructions that are unique to your facility. Remove this section if you only have one location or all your locations utilize the same training.
   3. Update Roles: Modify to add any additional instructions that are unique to your facility (for example, you may want to describe the roles and under which condition they are required to take role specific training). Remove this section if you have no role specific training requirement.
   4. Log Out: No recommended changes.
   5. More Information: Modify if your requirement to complete the training is something other than annual based on the last time they completed the training. Include your contact information so your clients can contact you if a problem should arise.
6. Please do not hesitate to contact our support team at support@convergencetraining.com if you need any assistance.

Announcing Our New Convergence Contractor LMS Online Contractor Orientation Program

We are pleased to announce that we are now using an online Contractor/Visitor Orientation program to conduct our site orientation procedures.

To complete the training, you will need:

• Access to a computer that’s connected to the Internet
• Internet Explorer or Google Chrome installed on the computer
• An email address. The email address will become the Username that you will use to login to the online training system. If you do not have an email address, you can get one for free at Google, Hotmail, Yahoo, or similar sites.

Self-Registration

 Step 1: Open a Web Browser and Launch the LMS.

1. Launch Internet Explorer or Google Chrome.
2. Enter this web address in the web address field: <Your Company’s Contractor LMS Address>
3. The Contractor LMS Landing Page will appear.
4. Click the Register button.

Step 2: Search and Select Your Company.

1. Type in all or part of your employer’s company name in the search field.
2. Click the Go button.
3. Check the checkbox to the left of your company name.
   Note: If your company is not listed, select the checkbox to the left of “Other” if it appears as an option. If “Other” is not an option, contact your company representative.
4. Click the Next button at the bottom of the screen.

Step 3: Enter Your Information. 
Note: Red Fields = Required Entry Fields - Black Fields = Optional Entry Fields

1. Enter your first name.
2. Enter your last name.
3. Enter a valid email address – this will become your user name.
   Notes: (1) No email? Enter lastname@no.email. (2) Please make a note of your username (email address).  When a non-valid email address is entered, we are unable to send a notification with a link to the Learning Management System that includes your username.
4. Create and confirm your password.
   Note: (1) The password must be at least 4 digits and is not case-sensitive. (2) Please make a note of your password for future use.
5. Select one or more of the roles that appear in the Select one or more roles section.
   Note: This section will only appear when the facility requires additional training for the job role you will perform at the facility.
6. Complete any Optional Information fields.
7. Click the Next button.

Step 4: Select the facilities you will be working at.

1. Select one or more facilities from the list of available facilities.
   Note: Use the search field to locate facilities or the scroll bar on the right side of the screen to move down the list of facilities to locate the desired facility.
2. Click the Next button.

Step 5: What orientations do you need to take?

1. Select one or more orientations from the list of available orientations.
   Note: This section will only appear when the facility offers more than one visitor orientation per site or you have selected multiple sites which require site specific orientations..
2. Click the Next button.

Step 6: Summary

1. Review the information on the screen and click the Back button to make changes.
2. Click the Complete Registration button to complete the registration process.
3. If a valid email address was provided, an email confirmation will be sent with the web address for the Learning Management System and username (email address) you provided.  
   Note: Store this in a place where you can access it along with making a note of the password you created if you need to login at a future date.

Step 7: Launch Training.

1. You are now logged in to the LMS.
2. Click the Launch button to the left to launch and complete any of the orientations selected.
3. When training is completed, the completion status will change to “Complete.”

Your Training is Completed – What next?

Print a Completion Certificate

1. Click the Printer Icon that appears on the right side of the screen in the Actions column.
2. Bring this certificate with you as proof of completed training.

Update Facilities

You may be required to complete training for each of our facility locations.  Follow these steps to add additional facilities and complete required training.
Note: The Update Facilities button will not be present if there is only one facility.  This instruction can be removed from this email template if it does not apply to your organization.  

1. Log in to the LMS.
2. Click the Update Facilities button located at the top of the screen.
3. Use the Search field to locate additional facilities or use the scroll bar on the right side of the screen to move down the list of facilities to locate the desired facility.
4. Check the checkbox to the left of the desired facility or facilities.
5. Click the Select button.
6. The new training will be added to the Training Tab.

Update Roles

You may be required to complete additional job role specific training depending on the type of work you have been contracted to perform.  Follow these steps to add additional roles and complete required training.
Note: The Update Roles button will not be present if there is no unique training required by job role.  This instruction can be removed from this email template if it does not apply to your organization.

1. Log in to the LMS.
2. Click the Update Roles button located at the top of the screen.
3. Use the Search field to locate additional roles or use the scroll bar on the right side of the screen to move down the list of roles to locate the desired job role.
4. Check the checkbox to the left of the desired job role(s).
5. Click the Select button.
6. The new training will be added to the Training Tab.

Log Out

1. Click the Log Out button in the upper right corner of the screen when training is complete or to stop training.
2. Save the web address to your web browser favorites so you can easily access the LMS when you need to take more training or add another facility/job role.
3. Make a note of your username and password so that you can log back in the system if you need to complete another facility training or you need to access the training you have already completed.

More Information

The online training is valid for one year (365 days) after the date on which it is completed. Before your completed training expires, the system will send an email notifying you that your training will soon expire and you must repeat it again.

Please contact support@convergencetraining.com if you have questions about this new system. We are confident you will enjoy taking your orientation through this online system.