Online Group Training

Every now and then customers will call or email in requesting group training for their employees. Ideally, we would ask that each employee takes the online course individually. However, due to external reasons, it is convenient for some employers to have their team take the course together. For example, if the employer only has one computer in their office. So, generally, we will set up an online group account. This is only done if a customer requests it.

In this article, we will cover the macros you will use in Zendesk to respond to online group training requests, set up the group training account in Talent, send the written exams from the kits, and create and send certificates.

Macros

When responding to a group training request, there are three macros that will help you speed up the process. They are also good reminders of the order in which you should complete this process. 

Group Training - Request

After receiving the request for online group training, you will first need to create an invoice laying out the number of students and course materials needed. If you need help making an invoice, please refer to the article titled Assigned - Invoicing a Branch, under the QuickBooks section. 

Once you have sent the invoice, you can take steps to set up their account in Talent, which we will cover down below. Once you have finished creating their group account, you can send this email template in Zendesk to inform them that they will need to pay first before receiving the login. This will help you to avoid overdue invoices. 

Group Training - Login

Once you have confirmation that the invoice has been paid in QuickBooks, this macro, or email template, can be used to forward the username and password for their group training account. Additionally, you will need to attach the written exam and answer key from the training kits. Specific details on written exams will be outlined below.

Group Training - Certificates

This is the last macro that you will use. As a reminder, this is where you will attach the digital copies of everyone's certificate. If a name is misspelled or the course name and date are incorrect, you will have to remake and resend the certificates.

Note: To find each of these email templates, also known as macros, click the drop-down menu and scroll to find the Group Training macros. Select the corresponding macro according to your needs. 

 

Setting up the Group Training Account

When we set up a group training account, we act as if it is a single user in Talent. So, on the Talent Homepage, click "Add user" to create a new account. This can also be done inside the Users page by clicking the green "Add user" button. This action will open a new window.

If this was a normal account, you would fill in the user's name, email, username, and password. However, since we a creating a group account, we are going to take a slightly different approach. All group training names should match the following template: Group Training for [Company or Employer Name Here]. This helps us keep Talent organized and will make it easier for you to locate this account later.

You will input the user's emails as well; however, you have to do so in a specific way. If you simply enter their email, Talent will send an automated email from with their username and password. Since we require payment for our courses first in online group training, insert the email as follows: [Company or Employer [e-mail]]. This will register that field as filled and not forward their login credentials before payment. Once the other fields have been filled click the green "Add user' button at the bottom of the page.

Sending Written Exams

At the end of an online course, users would take the written exam in Talent on their personal account.  However, OSHA requires everyone to take an individual written exam during the classroom portion of their training. So, to avoid running into problems with OSHA regulations, and to ensure that everyone takes the test on their own, you will need to send the digital version of the exam to the employer. 

All of our written exams are stored inside our kits. Kits are another product we offer our customers. For now, we only need two files from the kit; the Final Exam and the ALT Answer Key. Both of these are Word documents. Here is an example of what that file path looks like for most kits with Course Name as a placeholder for the training name: 

Example: K:\2__Kits\1 - KITS\1 - USA Kits\Course Name\D - Training Materials\Exams & Keys\Written Exams

Note that the course name will be different depending on which course they are taking. Generally, exams will be the same for USA and Canada. However, some exceptions may apply. In those cases, the exams can be found in their respective Canadian kits. For example, some questions with measurements, distances, or speed might have been converted to metric units.

Spanish kits may be a little harder to locate since each has its own formatting currently. However, this should be fixed in the coming months. When they are updated, the file path should be similar to what is shown below.

File path for Spanish kits:: K:\2__Kits\1 - KITS\2 - Spanish Kits\Course Name\D - Material de Capacitación\3 - Exámenes y Claves\Exámenes Escritos

Creating and Sending Certificates

Finally, once you have confirmation from the customer that they have completed and passed their course, you can create the certificates. The best way to do this is by creating individual accounts in Talent and completing the course for them. This will generate the digital certificate with the corresponding course name, date, and employee name. 

The article titled Add Users to the Branches and User to Courses can walk you through how to make several user accounts at once. These articles talk about including a branch tag, but there is no need to include the Branch Tag when importing users for online group training. 

In the Users-to-courses tab in the import-samples spreadsheet, you can also include the completion date, which should speed up this process. Every user's progress in the course should be set to complete in order to access the certificates. These certificates can be located on these new user accounts in Talent. 

First, locate the newly created account under Users, next, click the Progress tab in the upper right corner of the window. Lastly, click Certificates to pull up all the completed courses. If you hover over the three dots under Options, it will pull open the download button and preview button. Generally, it is good practice to preview the certificate first. Once everything is confirmed, you can download the certificate. Repeat these steps for each individual that completed the training. 

Once you have downloaded all the necessary certificates. you can forward them to the customer. It may take several emails because there are some limits to how many attachments you can include in one email.

If anywhere along the way you get confused or lost, your team is happy to help answer your questions. If there are mistakes on your certificates such as misspelled names or the wrong date, they can also help correct this issue with you. Good luck!