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Getting Started Guide: Contractor LMS

Convergence Training Support
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Article Links Introduction | Getting Started Guide Video |

Step One: URL Preference | Training Content | Contractor Company List | Schedule Training |

Step Two: Landing Page Settings | Notifications |

Step Three: Security Roles | Reports: Set up Recurring Reports | Train Your Administrators | Notify Your Contractors | Post Setup |

 

INTRODUCTION

The Getting Started Guide provides step-by-step instructions to ensure that your Contractor Learning Management System (LMS) is set up and configured correctly.

The Contractor LMS is designed to provide required training for non-employees (contractors and visitors) to work at your facility. For example,

  • safety orientation training,
  • work site procedure training and/or
  • job role training.

If you currently use our full service LMS to train your employees, you will note that many of the features available in the full service LMS are not available in the Contractor LMS.

This tasks required to set up your Contractor LMS are divided into three steps:

Step One: What WE need from YOU now

  1. URL Preference
  2. Training Content (Work Site Training and/or Job Role Training)
  3. Contractor Company List
  4. Schedule Training

Step Two: What WE need from YOU next

  1. Landing Page Options
    1. Company Logo
    2. Color Theme
    3. Branding (Optional)
  2. Notifications

Step 3: What YOU need to do AFTER step

  1. Assign Security Roles
  2. Recurring Reports
  3. Train Your Administrators
  4. Notify Your Contractors

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GETTING STARTED GUIDE VIDEO

Please watch the Getting Started Guide Video for a brief explanation of the steps for a successful implementation.

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STEP ONE: WHAT WE NEED FROM YOU NOW

 

URL PREFERENCE

Our Support Team will be sending you an introductory email. They will ask you to select a URL that users and administrators will use to access the Contractor LMS.  They will provide examples for you to choose from or you can create your own naming convention.  The only requirement is that the URL ends in ".contractortrainingonline.com". Once you respond to the email, support can begin the process of setting up your LMS.

 

TRAINING CONTENT

Our support team is unable to set up, configure and provide you access to your Contractor LMS without your training content. Do not hesitate to contact our support team at any time to clarify any of the instructions below.

You have many options available to provide training to non-employees. Your training could include one or more of the following activities: document, computer-based training (CBT), video, slideshow, or a quiz that you want your contractors to successfully complete before entering your facility.

Training content is divided into two types:

  • Work Site Training: A work site or safety orientation that your non-employees must successfully complete to work or visit your company. Your orientation may be the same or different for all work sites.
  • Job Role Training: Training that your non-employees must successfully complete to perform a certain task or role at your company. For example, contractors, visitors, truck drivers, electricians, or some other role. You may have multiple job roles with the same or different activities for each job role.

You may choose to:

  • Offer either or both work site and job role training.
  • Set up all training at one time or roll out your training one work site and/or job role at a time.

 

Work Site Training - Questions to Consider

  1. How many work sites do you have?
  2. What are the names of your work sites?
  3. Is the training the same for each work site?
  4. What type of training content do you currently use? For example:
    • Documents (policies or procedures)
    • Computer Based Training (AKA CBT - usually provided in a SCORM 1.2 zip file)
    • Video(s)
    • PowerPoint Slide Show
    • Quiz
  5. Do you have multiple activities for each work site?
  6. If so, in what order do they need to complete each activity?

The purpose of providing this content is so that when your contractor employees register, they can pick from the work sites you have set up. The LMS will assign the required training they must complete before they can work at your facility.

If you only have one facility or ALL facilities require the same training be completed, your LMS will be set up as a single work site.

SINGLE WORK SITE

one_facility.png

MULTIPLE WORK SITES

 

Job Role Training - Questions to Consider

  1. Do you require that non-employees performing certain jobs or tasks at your work sites have job specific training? For example, contractors, visitors, truck drivers, electricians, or some other role.
  2. What specific job roles have unique training?
  3. What type of training content do you currently use? For example,
    • Documents (policies or procedures)
    • Computer Based Training (AKA CBT - usually provided in a SCORM 1.2 zip file
    • Video(s)
    • PowerPoint Slide Show
    • Quiz
  4. Do you have multiple activities for each job role?
  5. If so, in what order do they need to complete each activity?

Job Role training is optional. The purpose of providing this content is so that when your contractor employees register, they can pick the job role they will be performing at your company.  The LMS will assign the required training they must complete before they can work at your facility.

Next Steps

Refer to the Contractor LMS Setup Email Template for instructions for providing both training content and your contractor company list.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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CONTRACTOR COMPANY LIST

We need the list of the contractor companies you currently do business with. The purpose of this list is so that as your contractor employees self-register, they can search for and locate the company they work for as show in the screen shot below.

As a best practice, avoid abbreviations and where you may have duplicate names, consider adding a location to better identify the contractor company. For example, if you have two ABC Contractors, you could name them "ABC Contractor, Vancouver WA" and "ABC Contractor, Boise ID."

Next Steps

Prepare an Excel spreadsheet with a list of the Contractor Companies you currently work with.  Refer to the Contractor LMS Setup Email Template for instructions for providing both training content and your contractor company list.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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SCHEDULE TRAINING

Once you provide your training content to our support team, they will set up your LMS and notify the training team that it is time to schedule your training.  The training team will reach out to you and coordinate your 2 hour online webinar.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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STEP ONE: WHAT WE NEED FROM YOU NEXT

 

LANDING PAGE SETTINGS

The Landing Page is the page that appears when the user registers and logs into the Contractor LMS. When the Landing Page is enabled, the user Login Screen looks like this:

The Landing Page options are:

  • Add a company logo
  • Choose a color theme
  • Branding: Customize the right side of the Landing Page with one or more of the options below:
    • Add an image that represents your business
    • Display a solid color background and add text
    • Name the LMS. For example, <Company Name> University or <Company Name> Learning Academy or <Company Name> Contractor Safety Training
    • Add a message or instructions to login or who to contact with issues
    • Add your company's website or blog
    • Add Convergence Training's blog

Questions to Consider

  1. Do you want to brand your LMS with a title? Few users know what an LMS is or what it stands for.
  2. Do you have a picture that represents your company that you would like displayed on the right side of the Landing Page?
  3. Do you prefer a solid color background and text on the right side of the Landing Page? What would it be?

Online Help Center Articles

  • Refer to the Landing Page: Samples article to view a few examples of how your landing page might be designed and branded.

Next Steps

Contact our support team by emailing support@convergencetraining.com and provide this information in the email to configure your Landing Page:

  1. Attach your logo 
  2. Your desired color theme
  3. Attach any image and provide the desired wording for the right side of the Landing Page
  4. If you prefer a solid background, provide the RGB color that you would like used
  5. Our support team will contact you with any questions they may have and set up the Landing Page for you.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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ENABLE NOTIFICATIONS

The Contractor LMS is a basic feature LMS and does not include all the notifications of a full service LMS.

Notifications are pre-configured emails the system automatically sends based on certain events. The Contractor LMS includes 4 notifications that can alert your contractor employees that provide them with their user name and password, password reset, and training is coming due.

Notifications require an email address be entered in the user record. Contractor employees that do not supply a valid email address will not receive notifications.

Online Help Center Articles

Refer to the following articles to learn about the notifications you can enable and customize:

Next Steps

  1. Review the Sample Notifications to determine which notifications you would like to enable.
  2. Follow the steps outlined in the Notifications: Activate and Deactivate (Contractor LMS) article to email our support team with your selections and customization.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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STEP THREE: WHAT YOU NEED TO DO AFTER SETUP

 

SECURITY ROLES

The Contractor LMS comes with the following pre-configured security roles and all roles have the same target: organization.

  • Master: All functions
  • Admin: Most functions except the ability to delete the following records: user, organization units, and completion records
  • View Reports: Run, view and schedule reports for recurrent generation and email delivery
  • Everyone: Login, launch training and run completion certificates

This means that Users assigned to those pre-configured roles can then exercise the Role’s privileges throughout the entire Organization.

Questions to Consider

  1. Who do you want to have an administrative security role to the Contractor LMS?
  2. Do you want to give your guard station employees access to run reports so they can verify that a contractor employee or visitor has completed their training?

Next Steps

Refer to the Users: Create, Edit and Delete an Employee Administrator to create a user record and assign their desired security roles.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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REPORTS: SET-UP RECURRING REPORTS

The Contractor LMS comes with a variety of reports you can run, export, print and email.

The Online Help Center includes an article on every report in the Contractor LMS.  Each article includes a picture of the report, a description of each field on the report and a list of parameters (filters) that can be used to include or exclude data on the report.

Questions to Consider

  1. How do you plan to notify your guard station that your contractors have completed training?
  2. Do you want to set up the Activity Exception Report as a recurring report to email your guard station daily so they can verify that a contractor has completed their required training?

Next Steps

Set up any recurring reports that would be beneficial to you and others as a means of tracking who has completed training.

Refer to the Reports: Overview (Contractor LMS) article to learn how to access articles that teach you how to run, print, export, and email reports. You can also learn how to modify a recurring report.

Refer to the Reports - Contractor LMS Only section of the Online Help Center for a complete list of report articles that are available in the Contractor LMS. 

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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TRAIN YOUR ADMINISTRATORS

Train your employees with a Master or Admin role for how you want them to manage and administer the Contractor LMS.

Train your employees with a View Reports role for which reports you want them to run and how to confirm that a contractor employee or visitor has completed training.

Train them to use the Online Help Center to reference articles for how to use the Contractor LMS.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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NOTIFY YOUR CONTRACTOR COMPANIES

You will want to notify your contractor companies that they will need to use the LMS to complete training before they will be granted access to work at your work site.

Please refer to the Sample Email Template for Contractor Companies article. The instructions will guide you through how to modify the template for your use. You can then email this to all your existing contractors to alert their employees to the Contractor Learning Management System.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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POST-SET UP

Frequently Asked Questions  Articles

Refer to the How do my contractor employees and visitors....? Frequently Asked Questions Index for answers to the most frequently asked questions your contractor employee and visitors will have.

Refer to the How do my administrators....? Frequently Asked Questions Index for answers to the most frequently asked questions your Contractor LMS administrators will have.

Training Content | Contractor Company List | Landing Page Settings | Notifications | Security Roles | Reports: Set up Recurring Reports |  Train Your Administrators | Notify Your Contractors | Post Setup |

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