Guide for Group Leaders

Quick Facts

Group Leaders are members of your institution’s staff who are empowered to enroll team members and new employees on demand for self-paced training on the Civitas Learning Platform. If you have added new Group Leaders, send them to this page to get them up to speed.

The Group Management page is where one or more Group Leaders handle your group on the front end, independent of Civitas assistance in the back end.

After you log in, these are the essential abilities you have:

• Enroll your learners, individually or in bulk (Users)
• Communicate with your learners (Email users)
• Check training status (Users; Reports)
• Deputize more training managers (Add group leader)

You can enroll up to 1000 learners at a time via CSV. For additional seats or questions, contact Support.

Selecting a Group

If your institution was set up with a single group (the default), you will not need to select it: when you log in, the system checks your authorization and loads the correct group for you.

Only if your institution was set up with multiple groups and you are listed as a leader for more than one, you will see a drop-down list of groups from which to choose.

Removing Courses

By default, Civitas provides you with the full set of courses available. If you want to remove a course because of how you use the product (such as if you do not use Advising’s Calendar), contact Support to have them hidden for your staff.

Adding Courses

The courses listed for your group were added when the group was created. Note that course content updates in real time, as improvements are posted.

If you’ve read about a new course becoming available that you want for your users, check to see if it appears in your group’s course list. If it doesn’t, contact Support to have it added.

Managing Users

Adding Users

You can add users (learners) by clicking Users > Add multiple. This opens the form to Bulk Add & Invite Users.

Once added, each new user takes up one seat in the group and is set to a status of Not Started. They receive an email based on a shared template (not customizable by institution):

Hi #FirstName,

You now have access to #GroupName training for the Civitas Platform.

Please log in to access your online training:

  URL: #LoginUrl
  Login: #Username
  Password: #Password

Please reach out if you have questions!

#GroupLeaderInfo

Tip: The #GroupLeaderInfo variable inserts the names and emails of your current group leaders into the email, so learners know who to contact.

Uploading Users (CSV)

You can upload users in bulk by clicking Users > Upload Users and uploading a CSV file.

You can open the upload dialog for a link to a sample CSV file and close it without performing an upload:

Your CSV text file must follow this order and naming for the column headings, even if you won’t be including passwords. Be sure the email addresses are correct, as the upload cannot check the validity of the addresses.

After the heading row, follow it by up to 1000 users you want to add (be careful to remove any spaces):

user_email,user_pass,first_name,last_name

jane@college.edu,,Jane,Doe
...

Passwords — By leaving the passwords blank, a random password is generated for you. Be sure to include the user_pass column heading and a comma for the skipped password. The username credential defaults to the email address (user_email).

When uploading a CSV file, enable the radio button at top that sends an email notification to each user you are uploading (it is not enabled by default). Verify the addresses carefully, because the system cannot notify you if any of the email addresses are undeliverable.

Tip: If you discover that you uploaded an email address incorrectly, just sent another invite to the correct address and delete the user with the bad address. Users are identified by email address; emails serve as the username credential for logging in.

Removing Users

Users count against your available seats, which is the primary reason to remove users who have left their position or the institution altogether. If you have large numbers of users, use the Search box to find specific users. If you need more seats, contact Support.

To remove users, you first have to select them using the checkboxes to the left of their names. When one or more users are selected, the Remove user(s) button appears above the Search box. There is no undo, so the system prompts you to confirm your action.

Resetting Passwords

Because you are a Group Leader, users receive your name and email at the bottom of their invitation to begin training. Therefore, you may be contacted directly if they have any problems accessing the site with those credentials.

Should you need to reset a password, first search for and find the user, selecting the checkbox to the left of their name. When one or more users are selected, the Send password reset button appears above the Search box.

Contacting Users

As a Group Leader, you can easily send broadcast emails to users based on their progress, such as to nudge those who have not yet started their courses. The users are blind-copied on the email, to preserve their privacy.

Above the Search box, select Users > Email users, and enter your selections, title, and message:

• From Name: yours is used
• From Email: yours is used
• Reply-to Email: yours is used
• Email users with status:
  • Not enrolled
  • Not Started
  • In Progress
  • Completed
• Email Subject:
• Email Message:

Reports on Users

The Reports menu at the top right of the table includes several granular reporting tools:

• Course — The Course Report displays and exports completion percentages and dates for a specific course.
• Quiz — The Quiz Report displays and exports scores, details, and dates for a specific course quiz.
• Progress — The Progress Report displays completion percentages and lesson progress for a specific user.

Tip: Most of your reporting needs may be met simply by selecting Users > Export CSV. You can open this file in your spreadsheet software, sort on Status, and quantify students by status.

First name  Last name	Email	            Status
Anton	    Knee	anton@college.edu   In Progress
Bobby	    Berk	bberk@college.edu   In Progress
Jane	    Doe	        jadoe@college.edu   Not Started
Jon	    Nathan	jonat@college.edu   In Progress
Karam	    Mo	        karmo@college.edu   In Progress
Mary	    Connor	mcnor@college.edu   In Progress
Myra	    Cannor	cnnor@college.edu   Not Started
Quee	    Queg	qqueg@college.edu   Not Started
Tan	    Frances	tfran@college.edu   Not Started

Managing Leaders

At minimum, your list of leaders will show (1) a Civitas Learning manager and (2) a manager from your institution.

Why add more leaders? Deputizing people to manage your learners helps cover for times when you’re not available to help staff members access their training. Alternatively, you may choose to delegate management altogether. Administrative assistants make good group leaders if they have access to staff rosters and information systems.

Important: If you are the original named leader authorized by Civitas, do not have yourself removed from the list of Group Leaders because you are having others handle user management. There is no separate role for administrators: if you are removed, you immediately lose access to this page and its reporting. Being a group leader does not use up a seat.

Adding a Group Leader — Scroll to the bottom of the page for your Group Leaders list. Above the list you access the buttons for adding and removing Group Leaders.

1. Click the Add Group Leader button.
2. Fill out the first and last name and email address of the new leader.
   Don’t worry whether they’ve already been added as learners:
   • New user: They will be sent an email welcoming them to the site and to being a Group Leader.
   • Existing user: The form ignores the Name fields of that user, adds them as a Group Leader, and sends them a welcome email about promotion to Leader.

Removing Group Leaders — When you select one or more users, the Remove Group Leaders(s) button will appear. Click on the Remove Group Leaders(s) button. There is no undo, so you will be prompted to confirm your action.

Group Leaders cannot remove themselves from the Group Leaders list. This must be done by another Group Leader.