Why have groups?
- Your teams are organized by region, by product, by hierarchical level?
- In the case of training organizations, you have different clients?
- You wish to manage your training schemes independently of one another?
To monitor and optimize:
- Some programs require centralized monitoring and others local monitoring by different individuals?
- You wish to have flexibility so that managers or trainers can carry out follow-up tasks with the teams for which they are responsible?
- You wish them to receive summaries by email that include the learners who don't log in within their own teams?
- And this, for the same program, or on the contrary, for several different programs?
- You wish to assign roles to different individuals according to the teams involved?
To create an environment:
- You wish to visually personalize the training environment of certain team or of different clients?
To manage and automate:
- You wish to automate the addition of certain learners from tools that complement 360Learning?
- You need programs to be sent automatically to these new learners, while making sure that pursuant to criteria specific to your activity, the right person is in charge of the tasks listed above?
The group is therefore the central tool allowing you to organize the work of your learners, trainers and administrators:
- to assign facilitation, follow-up and monitoring tasks
- to automate the correctly-configured addition and removal of users: programs assigned automatically to new users, individuals responsible for follow-ups and monitoring for every new user, etc.
- to manage every team effortlessly. So that every team is steered by the right individuals
The information set out below will enable you to structure and personalize your training space using groups.
You will thus be able to optimize your management of the users.
1. How to design groups
Each group represents a set of individuals with a certain significance within your organization.
- "France" teams
- "Marketing department" personnel
- Employees of retail partner "X"
Or client "Y" (for training organizations).
The general idea will be to assign your training programs to groups. The group is therefore the central entity which connects learners, training programs, trainers, managers and administrators.
To design your groups, identify for each of them the individuals in charge of monitoring. In most cases, these are managers (for corporations) or the training consultant responsible for the account (for training organizations). Through email, this person will receive the statistics relating to participation to the training, and the notifications of social interaction (comments on the program and within the community space). The person will also be able to access learning statistics and carry out follow-up actions.
You should therefore start by designing your groups according to geographical, hierarchical, organizational, or other criteria that are meaningful within your organization. Also decide who will steer the group.
Note: when you create training programs, you will always have the option to assign a Referent for the program who will be responsible for facilitation, for answering any questions, and who will also be able to carry out follow-up actions. In most cases, this person is also the trainer. The settings for the group are therefore "default" settings for that group, that can be overwritten on an ad hoc basis for a specific training.
2. How to create and customize groups on the 360Learning platform?
Only the owner and the administrators can create or edit groups. They can do so directly from the home page, as shown in the example below:
Once you have chosen to create a group, this is the page you will need to fill in:
In this window, you will give your group a name and add members to it. You can select one or several "Observers": these are the managers or team supervisors mentioned under 1.
Finally, you can personalize the group's environment: add a background image, a welcome message, and even a logo (for a subsidiary, for instance, or in the case f training organizations, for a client).
Here is an example of a group's personalized page:
3. What do trainees see?
When learners log in to their training space, they arrive at their home page (view below). They can see all the public exchanges, all the groups they belong to, programs that are in progress, the team, the members. They can also access their statistics and their documents.
By clicking, on the right-hand side, on one of the groups to which he/she belongs, the learner is taken to the corresponding private community space, as shown in the example below:
The learner can once again click on another group via the square on the right side of his/her screen, and access the community space of the other group.
Learners will be able to read comments left by other group members directly on the news feed, as well as those left on the training program.
4. What is an "Observer" and how will he/she manage his/her group?
A group is made up of members and of a team.
This team is made up of one or several Observers.
The Observers have access to all the global and individual statistics of the group they are observing.
Observers are notified:
- when a member of the group posts a message on the group's page
- when a member of the group posts a message in a training scheme assigned to that group
Note: in both these cases, messages are only visible to group members on their respective news feeds.
5. Automating the addition of users to groups
You wish to automatically add or remove users in 360Learning from another system (website, ERP system, corporate directory, etc.).
360Learning allows you:
- to add or remove a user automatically
- to add the user directly to a group based on his/her profile settings in systems other than 360Learning
- to assign to him/her an ongoing program within a group
For this, 360Learning has an API. This API makes it possible to add or remove a user, and eve to add him/her to one or several groups when he/she is registered.
Any user added to a group will automatically be added to that group's ongoing programs. Therefore, if you create a training program and you assign it to a group, any new user in that group will be invited to take part in the training program. This solution is used in so-called onboarding training, for instance: for new arrivals within a company or within a department of the company.
Some integration tasks may need to be carried out in order to set up the API. 360Learning can execute them. For costing, please contact support or your account manager. You can also carry out these tasks yourself, following the API's documentation: we will then be at your disposal to answer your questions and guide you through the process.
You can find 360Learning's documented API at the following address: http://app.360learning.com/#settings/workspace/api
You can also find it directly from your workspace via the following path:
Profile > My workspace > API