LITE 2016 – Configuring Administrate [Matt Prentice]
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This document provides an overview of how to configure Administrate to manage training events for a course. It outlines setting up the basic system configuration, accounts and contacts, courses, events, communications, and integrating the system with a website. The goals are to track instructors and students, automate student communication, and prepare to provide elearning content. It also provides a example scenario of a training company that needs a solution to better manage its growing business and processes.
LITE 2016 – Configuring Administrate [Matt Prentice]
- 2. Introduction Matt Prentice Director of Implementation • Questions will be taken inThe Snug downstairs after the presentation • Workshops are being recorded for viewing after LITE • 1:1 Support sessions can be booked in the Main Hall
- 3. Workshop Goals Configure a bare-bones instance of Administrate to: 1. Manage the Events for a Course – track Instructors & Students – automate Student Communication – prepare it to provide elearning content 2. Have it display Events online for sale
- 4. What’s Already Been Done? • Administrate instance is available (5 min) • Content for Online training portion has been uploaded (2 min) • Configured a Sending Address, Template &Trigger (5 min) • Turned on Single Sign On (30 seconds) • Set up Web User in Administrate for WordPress (45 seconds) • WordPress website with Administrate plugin installed with some pre- configuration
- 5. An Extreme Need for Administrate - a vignette Extreme Heights Training • provide in-person training to teach students to work safely at height • in business for ten years • manages courses with spreadsheets & orders over the phone • sends training reminders via Outlook (if & we remember) • business is growing and the processes do support the growth • want to add elearning content to our allow our instructors to spend more 1:1 time with the students during the in-person • running several instances of our most course (Working at Height: Avoiding your coming up & the training coordinator is leave – we need a solution NOW!
- 6. Configuration Overview Configure General Settings Create Accounts & Contacts Define the Course Create the Events Set Up Communications Integrate with Website
- 7. General Setup & Configuration • Company – A record that defines the organization using Administrate • Region – A financial zone for your Company • Location – The places where you deliver your training; can be Towns/Cities or specific building addresses set up the basic system configuration details
- 8. Accounts & Contacts • Accounts – The organisations that you trade with and/or employ the people with whom you interact (i.e., the Contacts) • Contact – A record that represents a person with whom you interact (a Student, an Instructor, even you!) • Individual Account – An Account that is a sole proprietor • Instructor – A Contact that delivers your training • Administrator – A Contact that provides administrative assistance for your training • Venue – A specific address or building supplied by an Account where you hold your training; Related to a Location record • Custom Field – An attribute created to Accounts or Contacts that allows you to track data specific to your needs track details on people and who their employers
- 9. Courses • Course – A record that represents the training product you offer • Course Categories & Sub-Categories – Logical groupings for the Courses you offer • Course Description Fields – The fields you use to describe your Courses (e.g., summary, prerequisites, etc.) • Student Score Template – A mechanism for capturing student-specific information on a specific instance of a (i.e., on an Event) • Course Price – The default price for a Public instance of a Course in a given Region. organize & outline the training you provide
- 10. Events • Event – A specific instance of a Course you offer • Event Type – Public or Private • Learning Mode – Classroom – In-person Training – Self Paced (LMS) – Online (only) Training – Blended – In-person & Online Training schedule your Courses, assign Personnel, prepare content, & add Students
- 11. Events • Personnel – A person that you want to reserve for an Event • Instructor – 1+ people that will be teaching • Administrator – 1+ people that will provide administrative support • Resources – Any thing you use to help train that you would want to reserve (e.g., rooms, equipment) • Workflows – 1+ tasks that you perform before / after an Event • Session – How we track information for each day of an Event; Allows for tracking the dates & times of the event, as well as tracking different Locations/Venues, and attendance for each day. • Student – A Contact that is associated to a specific Event • Active Learner – A Contact that is a Student on 1+ Events in a given month schedule your Courses, assign Personnel, prepare content, & add Students
- 12. Communications • Sending Address – The email address or phone number that appears to send Communications • Templates – Templates define the content that is sent via triggers • Merge Fields – Each Template is associated to an Audience (e.g., Student, Staff, that has information that can be dynamically included to the message. • Triggers – Define when Templates are to be delivered automate your Communications to save time
- 13. Website Integration • Website Integration Options – Plugins: • WordPress • Weblink (javascript) – REST API • Web User – Create a user account that allows your integration of choice to data in Administrate display Course & Event information online and take online bookings
- 14. Questions?