What are Certificates? These are diplomas that allow to accredit the student's progress in the training. Through LMS Admin you can assign a certificate template to any Training. Once the user successfully completes it, he can download a copy of the custom certificate with his data and the course information: subject matter, dates of completion... from LMS. Then, as administrator you can know which users have downloaded the certificate by checking the Progress report. You can even download a copy of each certificate generated. Depending on the instance you will have a series of default templates, or you can generate your own templates through Author. How to activate the Certificates feature? This feature is not available by default in the instances, you must request its activation beforehand. To do so, please contact your Learning Consultant or KAM, or access the Support page and request a Task ticket. Assign a certificate to a training Each certificate is directly associated to a training session (course, pathway or learning program). This means that each training can have only one certificate, but the same training can have different certificates, as many as the number of trainings it has. Once you have activated the feature for your instance, any user with the role of administrator or group administrator can assign a certificate to a new or previously created training. Enter the LMS Admin and in the Trainings section select the type of training you want. Click on the New training button to create it. Or look for an existing one and select the Details option in the three dots menu on the right. The Training details menu opens, in the Main data section at the top click on the Select certificate button which displays two options: Classic certificates: those provided by the instance itself, clicking on this option displays a side window with the list to select the one you want. These are the default certificates in several languages, and those created by the Netex team specifically for the instance. Author Certificates: those created in Author. Here you have access to all the certificates created by any author within your instance. See these articles to learn how to create certificates in Author and how to import them to the LMS. Download a certificate as a student Once you have associated the certificate with the training, and learners have successfully completed it, they can download their accreditation certificate at any time through the LMS. To do so, click on the Profile icon in the upper right corner of the screen. This opens the side menu with the different sections, select the Learning records section. Here the student can check the list of all the trainings in which he has participated and his progress. If the training awards a certificate, on the right side you will see a link to: Generate certificate, if you are downloading it for the first time. Open certificate, if you have downloaded it before. How do I know if the student has downloaded the certificate? As administrator you can check if a student has downloaded the certificate of a course and when he has done it. To know this you need to generate a Progress report. This is a downloadable CSV file with a whole series of data about the training: users, progress, dates... One of these fields in particular records the date of download of the certificate by the student. To generate a Progress report you have to enter the course training and go to the Summary course progress tab. Click the Export button at the top of the list and select the Progress report option. As confirmation a message is displayed warning that the report is being generated, the time required will depend on the volume of the training. Go to the Reports section and click on the History section. Your report request is listed in the first few rows, if the status is Done you can proceed to download it by clicking on the cloud icon on the right hand side. Open the resulting CSV file and in the list of fields look for Certificate download date, which will tell you the date on which the student first downloaded the certificate. REMEMBER, due to the volume of data and queries received from the different instances, it is necessary for the platform to update its reports on a daily basis. This means that the reports you check do not show the academic results updated at the moment, but in the previous 24 hours. The cut-off time at which the process of updating the reports starts is 00:00 UTC. To know more about this process check this article. Download a certificate as an administrator As administrator you can also download a copy of the generated certificate, and even delete it and generate it again, which will be useful if you have changed the template. To find out how to do this check this article.

With the new LMS Admin interface, the structure of the Training management has also been modified. Although the same features have been maintained, new ones have been incorporated, making it easier to navigate through the different sections and to check the academic results. Separation between Contents and Trainings Before starting it is important to remember that the new LMS Admin interface reorganizes the old sections, mainly separating the Contents (Courses and Pathways) from the Trainings. This simplifies navigation for the different user roles, with Authors having access to Content and Group Administrators to Trainings. It should be noted that while Authors can only see the Content section in their browser, not the Trainings, Group Administrators can see both. But their access to the Contents section is for viewing only, they will not be able to edit anything. And of course they will only be able to see the courses or paths that belong to the catalog associated with their organization. While in the Trainings section you will see all those in which the members of your group or organization are enrolled. As a Group Administrator, how can I quickly check the content associated with a training? Simply access the Training and click on the View course / View Pathway button at the top left, next to the title of the content. This takes you to the content editor where you can view the subject (never edit) and access a preview. Course Training Accessing a Course Training go directly to the Course structure page, the Home summary page has been removed. Course structure Displays a list of the Activities that make up the course. If you click on any of them a new side menu appears with the progress of each of the students, both those who started it and those who are simply enrolled in the course. Here you can: Generate a report of that progress by clicking on the button Filter the list of students by language, if it is a multi-language content Add or remove columns of information to the list by clicking on the cogwheel Returning to the previous page, by clicking on the three-dot drop-down menu you can access the options: Details to modify the configuration of the course Generate QR to obtain the QR and the link pointing directly to the course in the LMS Close to end the training and the course will no longer be available Delete to permanently remove the training and all its data Enrollment Next to the three-dot menu is the Enrollment button, which takes you to the page for managing the students enrolled: The Manage students button allows you to enroll new students, individually, by group, or import a document in CSV format (max. 2MB) with the users' data. With the Search text box you can search through the list of students The buttons on the left toggle between the list of students enrolled directly, or through a group With the Open filters button you can filter the list of students between those enrolled directly, or those who were simply recommended Check this article to learn how to enroll users using a CSV file. If you also select one or more users, an option box appears to change the type of registration to Optional, Recommended or Mandatory, or Exclude them from the training. Students The second tab of the training is the Students progress tab. Remember that the list does not show all the students who have been called, only those who have started training. That is, those who have made some progress. If you click on any of them, a new side menu appears with their detailed progress: time spent, access dates, score... and the Clear log button that allows you to delete all records and reset the student's progress, returning it to zero. Comments If the Comments option has been enabled in the configuration of the course, this third tab shows all the students' reviews about the activities. By clicking on the drop-down menu you switch from one activity to another. Each entry in the list corresponds to a comment from a student. In the Comment column you see the beginning of the review, to see the full text put the mouse pointer over the sentence and it appears overprinted. Rating If in the configuration of the course you have enabled the Rating option, this fourth tab shows you the impressions left by the students who have completed the course, and their evaluation of the content on a scale from 1 to 5. Once again, to see the full text of the comment put the mouse pointer over the sentence. Summary Course Progress The fifth and last tab corresponds to the Summary Course Progress of the students, where you can see data such as time spent, score, completed activities... and use the Export button to generate the Progress and Connection details reports. In the Students tab you could see all the students who have some kind of progress in the content associated to the training. However, the Summary Progress tab only shows those users who are currently enrolled in the training. This is because this is a training report, so it must take into account which users are included in the training and which are not. Remember that even if a student is excluded from a training, his progress is never deleted. Remember that due to the volume of data and queries received from the different instances, it is necessary for the platform to update its reports on a daily basis. In other words, the reports that you check do not show the academic results updated at the moment, but from the previous 24 hours. To learn more about this process you can check this article. Pathway Training The pathways training has a simpler interface, with features very similar to those of the course training. Accessing it you see the Pathway Structure with the different Stages and courses it consists of. The information columns show the number of students who have unstarted, are in progress or have finalized the courses. As in the course training, there is a See Pathway button to visualize the content, Enrollment to manage the students and groups called, and the three-point menu to access the options. The second tab, Sumary Pathway Progress, shows the information of the students who have progressed through the contents, with data up to the previous 24 hours.

LMS certificates allow you to award the student with a diploma on completing a training content. So far you could only use default certificates from the platform, or ask the Netex team for a custom design. But now you are able to create your own certificates in Author tool and assign them to a course, pathway or learning program in the LMS. Taking control of the certificate design also allows you to apply any changes you want and make the new designs available immediately. Find out how to create and edit certificates to use in LMS in the article Diplomas. Assigning a certificate in LMS Admin Certificates allow you to select directly in LMS the diplomas you have generated in Author, no need to import them. To do this, go to LMS Admin and create a new training, or edit an existing one. In the Details tab, click on the Select certificate button, there are two options: Classic certificates: those available up to now, clicking on this option displays a side window with them: default certificates in several languages, and those created by the Netex team specifically for the tenant. Author certificates: those created in Author. Here you can access all the certificates created by any author within your tenant. In the side window you can see the title of the diploma, the author who created it and the selected version. Version selector Every time you edit an existing diploma in Author, a new version is saved. This way, when selecting the certificate in LMS you can choose which version to use. This allow you to: edit certificates already in use so the changes don't affect existing trainings assign new versions of the certificate to existing trainings immediately. In the selector you can see the version number, editing date and the author who made changes. If you have not yet created any diploma in Author, the option Author certificates will not be available, and the Select certificate button will directly display the classic certificates window. Downloading a certificate in LMS Once you have completed the training, you can download the certificate by logging into LMS and going to the Learning Records section. Here you will see all the training you have completed, divided into tabs according to the type of content. If it has a certificate assigned to it, you will see a button on the right side: The first time you access it, use the Generate certificate button to create your certificate from the template the training has assigned to it. Click on it and the message The certificate is being generated will display, the process may take a few moments. When the process is completed, the message The certificate has been generated displays and the button changes to Open certificate, you can click on it to view and download it. The certificate is generated only once, when the student downloads it the first time. It does not change even if a new version is assigned to the training, the student keeps downloading the certificate generated from the previous version. If the student completes the training but does not generate the certificate: if the version of the certificate changes before it is generated for the first time, the new version is used. In other words, changing the version of a certificate affects new students who complete the training, and those who have already completed the training but have not yet generated the certificate. The date when the student generates the certificate for the first time is automatically stored, so that the administrator users, trainers or inspectors can later check it in the Progress report.

Remember that the pathways include several courses, some of which are not mandatory to overcome it. If you enter the training of a Pathway, and access the Summary Pathway Progress tab to check the results of the students, you will see that the Courses completed field distinguishes between two categories: Courses completed (required), how many of the required courses  to pass the training have been completed. Completed courses (total), how many of the total (required and non-required) have been completed. Previously there was no such distinction, and only required courses were counted. Now you can quickly see how far the student is from passing the pathway, and his overall participation in the training at the same time. Remember that you can see which specific courses have been completed by clicking on the Pathway Structure tab.

Student Progress tab shows the user's progress in the training of a course, including completeness, evaluation and connection time data. This information is detailed along the activities that conform the course. To access it, go to the course training, and in the Students tab click on any of the users in the list. If a user is enrolled in the course but does not appear in the Students list, it is because he/she has not yet entered the course (there is no progress data). A side window is displayed with the data distributed in different sections. At the top you can see: user's profile picture progress status label, can be In progress or Completed assessment label, can be Passed or Unpassed full name email address At the center there are several labels that show: time spent in total time per session on average points received in the course, amount of the points awarded by each activity number of weekly visits on average The bottom is a list of the activities that compose the course, with the progress data for each one: name of the activity date of the user's first access to the activity date of the last access total accesses of the user to the activity points awarded by the activity progress status, can be Completed or Not Completed grade assigned by the trainer, or by the xAPI unit duration of the session At the top right, the Delete log button allows you to reset all the user data and return the progress to zero.

As seen in the article on Traning management, in addition to enroll users directly on the platform, you can do it through a file in CSV format by correctly filling in the required fields. In this article you will see how to do it and which commands to use. This operation is valid for the four types of content: Courses, Pathways, Events and Learning Programs. Download the CSV file First you must enter the training you want to modify. Go to the LMS Admin, and in the menu on the left, within the Trainings section, click on the type of content you are looking for. Look for the training in the list, you can use the different view tools. Enter the training and click on the Enrollment button at the top right. This page shows the users enrolled in the training directly or by group. Click on the Manage students button to access the Import CSV option. Here are three options: Import a CSV: drag the file here or click to select it from your computer. The tool reads the file and displays the previous results. Empty template: download an empty CSV template with the required fields to be filled in. CSV with current users: download a CSV file with the required fields and the list of users currently enrolled in the training. You can use both options to download the CSV and start editing it. Edit the CSV file Once you have downladed the CSV file, open it with any text editor, although it is recommended to use a spreadsheet editor. Required fields are: #op# Operation refers to the type of training, remember there are three: recommended, optional and mandatory. #isMandatory# Mandatory refers to whether the enrollment is mandatory or not. #user# Username is the student's username in LMS. #name# Name is the student's name in LMS. #surname# Surname is the student's surname in LMS. #email# E-mail is the student's email in LMS. To enroll a new user you must add a row with the enrollment type and the user data separated by commas. The values for the type of enrollment are: Type of enrollment Operation Mandatory Recommended summon false Optional enroll false Mandatory enroll true The data entered in the CSV (username, name...) must match the profile data in LMS, otherwise the tool returns an error message: In the CSV file you can also modify the enrollment type of an existing user, simply editing the Operation and Mandatory fields. For example, if you want to change from mandatory to recommended enrollment, change the value enroll to summon and true to false. If the CSV includes users already enrolled with the same type of enrollment, no change is made to their status. Just a warning message is displayed: There is no limit to the number of entries or rows in the CSV file, but it cannot exceed 2MB size. Within this limit you can add as many users as you want, depending on the volume of data it is estimated to be between 25,000 and 28,000 entries. Import CSV file Once you have edited the CSV file with the users you want to import, click again on Manage students and Import CSV. Drag the file to the window or select it from the computer, the tool displays the preview results. If no warning message is displayed, the process is successful. It is not necessary to edit any of the options, simply click on the Import button and the new users will be enrolled in the training. You may see a warning message at the top if any input in the CSV is not correct, the message tells you the reason: None of the users of your CSV meets the requirements to be added to this content if all the inputs in the CSV are incorrect. No users can be added or modified and therefore the Import button is disabled. UNHANDLED_OPERATION if the value entered in any of the Operation fields is not correct. USER_ALREADY_ENROLLED if the user entered already exists in the training with the same type of enrollment. USER_NOT_FOUND if the tool does not find any user with the values entered. Check that the user data are the same as in the LMS profile. It is not possible to use the CSV file to unenroll users.

As the training administrator, you might find that you need to force the completeness of a content, that is, to manually mark one or more users as having completed a course. This process can be done easily from the LMS Admin. This feature is only available to users with global administrator role (not available to group administrators). Complete a content for multiple users To complete a Course for one or more users, from the LMS Admin go to the page of the Training you want to edit, and click on Enrollment. Search for the users in the Student enrollments list and check the flag next to their name. At the top of the list, the option Mark as completed is displayed. Clicking this option opens a side window where you must enter the completeness data: The score the user obtained in his/her through content The time he/she took to complete it The date on which he/she completed it If the content has Assessment enabled, you can enter the grade the user obtained You must also enter the dates on which the user accessed the content for the first and last time The values must be a positive integer. Fields marked with an * are mandatory, If no value is entered the time and score will be set to zero in the user's progress data, and the dates will be those of the current day. To apply the changes click the Save button. For Pathways and Learning Programs the process is the same, but a new option is displayed in the menu where you must select which of the courses in the content will be completed. Only one course can be selected at a time. Complete several contents for one user On the other hand, if you want to complete several courses for the same user, access his/her profile in the Users section. Search for the contents in the Course trainings list and mark the flag next to the title. At the top of the list the option Mark as completed is displayed. The options in the side window are the same, click the button to Save changes.

Learning Cloud offers full integration with the Microsoft Teams messaging app, widely used today in the workplace, which in the case of the LMS makes it easier to communicate with students and deliver training content. What does the integration with Teams involve? Microsoft Teams integration provides a new tool for training administrators. It allows them to create and associate a chat room to a content training. This way, all those enrolled in the training will become part of this room, and will be able to use it to communicate directly with each other and raise their contributions, doubts, suggestions... As it is associated with the creation or edition of a training, this feature is only accessible to users with the role of Administrator or Group administrator. Each training can have only one Teams chat room associated with it. However, the same content can have several chat rooms, as many as the number of trainings it has. How to activate the Teams integration? This feature is available for all instances. It is not necessary to request its activation to any agent. However, it must be previously set up in the LMS Admin, as explained in the following section. Setting up the integration with Teams For the integration to work correctly it is necessary to perform some previous steps in MS Teams, specifically to obtain the IDs and assign the necessary permissions. The process is detailed step by step in the guide for Set up MS Teams integration. Once the previous step is completed in MS Teams, go back to the LMS to activate the connector and enter the required data. Access the LMS Admin with an administrator user and in the Settings go to the Connectors section. Click on the MS Teams option. You must activate the Enable MS Teams integration check box, when you do this three new fields are displayed: Tenant id Client id Client secret that you must fill in with your Teams user data that you obtained in the previous step. Click on the Save button at the top right to apply the changes and activate the integration. Activate MS Teams in a training Once the integration has been set up, any user with the role of administrator or group administrator can assign a chat room to a new training, or another one that has already been created. For courses, pathways or learning programs, access the Training details menu and activate the Microsoft Teams flag. For events it is the same process, but in this case there are two options (activating one automatically deactivates the other): Create an Event on Teams Calendar: create the event without assigning a virtual room, you can assign our own URL Create an Online Event in the Teams Calendar: automatically creates and assigns a virtual room in Teams, the form field is disabled Remember that in order to start creating calls for a content, it is necessary to publish it first. If you have selected the second option, a new Teams room will be created and will be accessible to all enrolled students, as well as to the administrator who created the training and the trainers assigned to it. For more information about integrating Teams with events, check this article. Accessing the chat room After enrolling learners in the training call, they will be able to access the new chat room through the LMS. Look for the content among all the assigned trainings, and click to access it. Enter the main page of the course containing the different blocks and activities. In the upper right corner, next to the profile picture, you will find the course information icon. Click on it and a new pop-up window appears with the cover image, title and other course information. At the top you will see the OPEN TEAMS CHANNEL button where you must click in order to access the chat. A link will open in a new browser tab that will give the option to open Microsoft Teams in the same browser, or through the application if it is installed on our computer.

Now you can download the MS Teams chat history linked to any type of content. Remember that the integration of LMS with this messaging application allows us to create a chat room and automatically add all the users included in the training. If this feature is enabled, from now on you will be able to download all the messages of that chat directly from the LMS Admin, generating a file in text format. This feature is only available for users with administrator or group administrator role. Enable integration with MS Teams For this to be available, it is necessary to have activated in the trainings Details the integration with MS Teams with an automatically created virtual room. This option depends on the type of content: In Courses, Patways and Learning Programs simply activate the Microsoft Teams flag to create the chat automatically. In the Events you must activate the flag Create an Online Event on Teams Calendar to create the chat automatically. The other option that simply Creates an Event on Teams Calendar does not generate the chat automatically, as it allows you to enter any virtual room url, and therefore disables the download of chat history. If the option Create an event on Teams Calendar is enabled the download of the chat history will not be available. Generate chat history report With the integration enabled, the previous step to be able to download the chat history is to generate it as a report. To do this, go to the LMS Admin and click on the content type in the Trainings section. In the list, look for the training that has the chat associated, and click on the three dots menu on the right to see a new option called Generate MS Teams history report. This option is also available within the training. If the operation is successful you will see a green message displayed confirming that The report is being processed. You can download it from the section Reports → History. If something wrong happens you will see a red message displayed with the error. Report generation is asynchronous, so it may take a few moments. If the Generate MS Teams history report option is disabled, check that the flag Microsoft Teams or Create an Online Event on Teams Calendar in the training Details is enabled. If there was no chat activity yet, no report can be generated, and the error will be displayed on the screen. Download chat history report Finally to download the chat history go to Reports → History section, as indicated in the message. Here all the generated reports are displayed, yours should appear at the top of the list with the title Chat history. To be able to download the report, its status must be Done. If it appears as Sent or Pending you should wait. On the right of the report you can see a cloud icon, click on it to download the file. If this icon does not appear it means that the report has not been generated yet. In the three-dot menu there is also an option to Delete it if you want it to stop appearing in the list. The resulting file is in the format generated by the MS Teams application, in a TXT text document.

A chat tool that allows direct communication between trainer and student, supervised by the administrator. This means that trainer and student will be able to have a private conversation, apart from the rest of the students, where they can solve doubts, evaluate the progress... And the administrator will be able to access it, but only as a reader, without taking part in it. Being a feature aimed at FUNDAE's funded trainings, it is also available for the inspector role, who can also access it in reading mode. This tool is available for courses, and is integrated in the platform interface. In LMS Admin it is displayed as a new tab within the training, and in LMS as a new button within the content. Although the chat tool is bidirectional, both trainer and student can send messages, the conversation can only be initiated by the student. He is the one who must write first so that the trainer can reply. How does the chat work? There are three roles that can use of this tool: Administrator In order to enable the chat tool in any of the courses, it is a requirement to assign one or more trainers to the training. This can be done in the Details tab, when creating or editing an existing training. You can choose only one or several trainers, all of them will participate in the same chat with the student. After this you will see a new tab called Messages displayed within the training. This is where the administrator and trainer see the messages from the students, and the trainer can reply to them. In the list you see the students who have opened a chat conversation, with three columns showing the user name, the last message sent and the date they wrote. Messages that have not yet been read are marked with the label New on the left, as soon as the trainer opens the chat to read the message the label disappears. To do this, click on the student's name. The chat window is displayed, showing the messages ordered from top to bottom from oldest to most recent, as in conventional chats. In this case, when accessing with administrator role you do not have the option to answer. Trainer On the other hand, if you access with the trainer role, you see a text box at the bottom of the chat to write a new message. The limit is 1,000 characters per message, both for trainers and students. In each of your messages, next to the date of sending, you see the three-dot menu that allows you to edit or delete it. It is not possible to modify other users' messages, only your own. Student To use this tool as a student, access the LMS and look for the course to which the chat belongs. Inside you will see a yellow dialogue icon at the bottom right, click on it. The side chat window is displayed. Each course in which you are enrolled opens a new conversation, even if it is with the same trainer. Here you also have the options to edit or delete your own messages. When the trainer replies you will receive an alert in the Notifications section (feature available from January 31st).