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THE COORDINATORUSER GUIDE

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USER GUIDE

The Coordinator role

For larger companies, the Coordinator plays a vital role.

They are the single person who manages Whitehall training licences. A Coordinator can have up to 999 Managers beneath them – perhaps one per site, major trial or country?

Each Manager has their own Trainees. The Coordinator passes the licences to the Managers and they pass them on to their Trainees.

Having one person in overall control like this makes it far easier to see what is going on and make sure training is ordered when it is needed.

Please note that the Coordinator role is currently only available to those who purchase via our Sales Team and not for those who buy solely online via the Website.

If you have purchased online and wish to set up a Coordinator role, please call our Sales Team on: +44 (0) 20 7 099 7432

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USER GUIDE

How to register as a Coordinator

Your contact in Infonetica’s Sales Team will generate an automated email from “Whitehall Training” inviting you to adopt the role of “Coordinator”. Please check your junk mail box in case it gets redirected by your spam filters.

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Once you have accepted the Coordinator role, you will be able to access the licences for your courses.

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Click the highlighted link – or copy and paste it into your browser if the link is disabled.

This will take you to a screen when you can [Register] – if you have not used our training before, or [Login] – if you already have an account. 2

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USER GUIDE

As Coordinator, you will usually have several Managers, each of whom will have their own Trainees. You can also adopt the role of Manager yourself if you wish to manage some Trainees directly.

You will start off without any Managers so your first task is to invite them.

When you first log in, you will see a screen something like this:

How to invite Managers

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If you have a lot of Trainees, you may wish to allocate groups to make reviewing the learning data simpler.

Groups can be countries, departments, projects or any other classification you find useful.

You define the groups and the Managers allocate a group to each of their Trainees.

If you decide not to use groups, skip straight to page five to learn how to invite your first Manager.

To invite your first Manager, click [Add Manager].(see page 5) 2

If you have a lot of Trainees, you can split them into groups

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USER GUIDE

You can set up as many groups as you wish. In the following screenshot, the Co-ordinator has set up just two groups, “Research & Development” and “Quality Assurance.”

How to set up Groups

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You can add, rename or delete groups at any time.

If you rename a group, the change will be reflected in all Managers and Trainees assigned to that group.

If you delete a group, the group name will be removed from the details of any Managers or Trainees who were assigned to it.

Now you are ready to invite your first Manager...

If you have made a mistake, click [Rename] and a pop up will allow you to alter the name of any group. 2

To add your first group, just type the name into the box and click [Add Group].

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USER GUIDE

As Coordinator, you will usually have several Managers, each of whom will have their own Trainees. You can also adopt the role of Manager yourself if you wish to manage some Trainees directly.

You will start off without any Managers so your first task is to invite them.

When you first log in, you will see a screen something like this:

How to invite Managers

To invite your first Manager, click [Add Manager].

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A pop-up will appear prompting you to fill in the details of the person you want to invite.

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Once you complete the form and click [Invite Manager], an invitation email will be sent out.

USER GUIDE

The email will include your name so the recipient knows it is genuine. However, it will come from “Whitehall Training” so it is important that the potential Manager checks their junk mail box in case it is mistaken for spam.

If you are concerned that your invite may get lost in spam filters, you can always send an invite to your own email address and then forward it to the prospective Trainee. This way it will come from your email account, not ours. They can then just click to accept the invitation in exactly the same way as if the system had sent it to them directly.

You can add a personal message, which will appear in the body of the email.

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If you have set up any groupsyou can select themfrom the dropdown.

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USER GUIDE

In the above example, the Coordinator has purchased two licences for three different courses. At the moment, none of the six licences have been allocated to Managers.

How to allocate courses to Managers

Once you have Managers, you can start allocating them courses.

Click on the first [Licensing Management] tab and you will see a table with each different course on a separate line.

“Courses Remaining” shows how many licences you have left to allocate.

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To begin allocating licences, click the [Manage] button next to the course you want to allocate.

Don’t worry if you change your mind. You can always get a course back and re-allocate it as long as it hasn’t been started. 3

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Click the dropdown arrow and select the name of the Manager who is to receive the licence. 1

Then select how many licences you wish them to receive.

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In the above example, Dr Demo Manager is being allocated a single licence for our GMP Annex 13 course.

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USER GUIDE

This is extremely useful as it gives you access to all of the reporting tools that your Managers can use to track the learning progress of their Trainees.

The next two sections show you exactly what information you can obtain and how to do it…

Acting as a Manager

If you click on [Manager Admin], you will be able to choose the name of the Manager whose role you wish to adopt. 2

You may have noticed a second set of tabs on your screen, [Manager Admin] and a second [Licensing Management] tab.

These allow you to temporarily adoptthe role of one of your Managers. 1

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USER GUIDEHow to monitor the progress of your Manager’s Trainees as a group

The Manager’s [Licensing Management] tab lets you access performance data for their group of trainees as a whole.

You can either export the data into excel or click the [Course Report] button.

The following screenshot shows the ratio of passes and fails for a particular course.

Scrolling down the screen, you can easily see which subjects are giving your Manager’s Trainees the most problems.

This doesn’t just look pretty, it is ideal in helping to shape future training needs, by allowing your Manager to identify holes in their Trainees’ knowledge.

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USER GUIDE

How to monitor the progress of your Manager’s Trainees as individuals

Back on the Manager’s [Licensing Management] screen, you click the [Manage] button after a course to bring up a screen like the following, which shows how each trainee is doing. An amber tick shows that their Trainee has started a course or exam, a green tick shows they have finished a course or passed an exam, and a red tick shows that they have failed an exam.

As with the group data, you can export the data to Excel at any stage.

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USER GUIDEThe [View Logs] lets you see precisely how the Trainee took the course – from the time they accessed each page to the time they spent reading each page.

[Exam History] shows how the Trainee managed with the exam. You can see which Trainees passed the exam first time and which ones needed several attempts to reach the 80% pass mark.

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USER GUIDE[Reading Stats] lets you see how many times a Trainee visited each individual page in the course – did they sail through or take as more considered approach?

Finally the [View] button will show you all of the training related to a Trainee and give you the option to print a hard copy.

This screen will also allow you to print a copy of a Trainee’s certificate – ideal for your records.

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