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Wisenet

      Trainer App

      Trainers can view and modify data for your Training Organisation through the Trainer App. If linked as a trainer, users can access these main sections:

      • Learners
      • Enrolments
      • Classes
      • Reports and Attendance rolls
      Benefits

      Single login access to:

      • View enrolment details and history
      • View and edit classes and attendance
      • View and print reports

       How does it work?

      Portal Admin Set Up

      Configure Settings

      The Trainer App has a number of configuration settings that allows you to set what access and functionality Trainers have access to. The Portal Administrator must first configure these settings before inviting Trainers to have access. Testing the settings can be achieved by:

      To View and Edit Trainer App Settings:
      1. Navigate to Wisenet Portal > My Account
      2. Under the Actions column, Click Show Settings for the relevant Wisenet profile
      3. The list of settings applicable to this profile will appear
      4. Scroll down until you find the area you want to edit
      5. On the right hand side of the screen, click Edit for the setting you wish to update
      6. Change the setting details and click Save

      Determine what Trainers can and can’t do in Wisenet. (See table below)

      Set Trainer Access

      Invite a New User

      We recommend that every person that is accessing your Account has their own personal User Account. This makes it easy to track who has made changes in your system and for other security and access reasons. You are not limited to how many Users you have only how many are accessing your Account at the same time.

        • Note:
          • Be sure to set the country code correctly for the mobile number so the invitation will work properly
          • You still need to put a zero at the start of the mobile number
          • this service is not available for USA phone numbers at this time
      7. If you selected a Wisenet security level, an additional drop down will appear, does the staff members name appear in the dropdown list?:
        • Yes: This means that they have already been entered into the Staff section of Wisenet – click this option
        • No:  Then select No, Create new staff record – this will cause their record to be automatically created in the Staff section of Wisenet
      8. The My Contact Details section will list your name and contact details which will appear in the invitation email – add or change details if required
      9. Click Send – A confirmation message will now appear

      IMPORTANT NOTE:

      • If you know a staff member should appear in the list but does not then you need to ensure that the name in the invitation is an identical match to the first and last name in Wisenet staff section
      • Remember to link the Trainer to the relevant Course Offer(s) so they can view and access their the courses they are delivering
      • Always remember to Log Out

      Trainer Portal Functionality

      Trainer App Functionality

      Here is a list of tasks you can access through the Trainer App.

      Important Notes:

      • The Trainer App can be configured to enable/disable functionality.  If you do not see specific controls then you may not have access to this feature
      • Each Trainer will only see records that they are linked to in the Trainer App
      View Schedules ClassesSearch LearnersEnrol LearnersView & Edit ResultsRecord AttendancePrint Reports

      The Trainer App will only show records that the Trainer is linked to, such as the classes they are scheduled to train and the list of Learners enrolled in their respective classes.

      To view scheduled classes and class roll:

      1. Log into your Trainer App
      2. On the Home Page, under Classes, the classes you are schedules to deliver will be listed
      3. Click Class Code to view class details
      4. Click Attendance to view list of Learners enrolled in the relevant class
      Note:

      • By default, the home page will show today’s classes.  If you want to view classes for other days, you can change the listing by clicking on the Dropdown box (refer to illustration) to view a different date range
      • If you can’t see any details or classes, check with the person who sent your Wisenet account invitation as they can fix this.


      There might be different tasks that you may be required to do for a particular Learner enrolled in your class, i.e. viewing their enrolment history, or uploading a document/file note, or updating  their attendance record.  To search for a Learner via the Trainer Portal is easy.  Simply follow the steps below:

      1. In the Search Bar, enter the Learner’s details, i.e:
        • Part or all of the first name and / or last name
        • Their student number (Ref Internal)
        • A combination of the above
      2. Select the relevant Learner from the list of Learners matching the data you entered
      3. The Learner’s Client Profile Page will now appear and from this page you can:
        • View and edit the Learner’s enrolment history
        • View and edit Unit Enrolment details
        • View and upload file notes, tasks, messages
        • View and edit Checklists
        • View Timetables the Learner is enrolled into and view their attendance
      Note:

      • Your training organisation can choose to disable some features and tasks; therefore, you may find some features are not available to you
      • To view all Learners linked to you: Type % into the Search bar
      • To view all Learners linked to you in a Course Offer, type the Course Offer code into the Search bar


      Enrolment is the process of recording a Learner’s registration into a Course.  In the instance that you need to enrol a Learner into a Short Course or a Unit Offer, you can do so through the Call Centre Wizard.  Please note:

      • The Call Centre Wizard allows you to enrol Learners into a Short Course (one unit attached only)
      • When you enrol a Learner into a Unit Offer, you are also enrolling them into the associated Course Offer

      View instructions on How To Enrol Learners using Call Centre Wizard

      As each Learner completes a Unit, you need to update their outcomes and/or you can also enter an assessment score for each unit and grade banding, i.e. Credit, Distinction etc.)

      You can view and edit Unit results for a Learner by following the steps below:

      1. Log into your Trainer Portal and Click on My Clients
      2. Open the relevant Learner’s Client Profile Page
      3. For the relevant Course Offer, in the Action menu click View Unit enrolments
      4. Select the Unit enrolments that you want to update (click the first check box to select all unit enrolments)
      5. Under the list of Unit enrolments – in the Action Menu Dropdown – select Update OR Bulk update
      6. Tick the fields that you wish to update and enter the relevant details
      7. Click Perform Cascade

      Learn More? Outcome Codes

      Note:

      • Your training organisation can choose to disable some features and tasks; therefore, you may find that you are not able to edit your Learner’s Unit enrolments
      • You should also check with your training organisation what conventions they may have and which outcome codes you must enter


      Monitoring and Tracking Learners’ attendance for each Unit Offer is important for reporting purposes.

      Note: There are two ways of entering attendance into Wisenet. You will need to check with your Training Organisation on how you are required to enter attendance.

      1. Open Attendance List
        • Log into your Trainer Portal and go to the Classes section
        • In the Dropdown box, Select the relevant date range you wish to view
        • To the right of the relevant class, Click Attendance
      2. Choose one from the two methods relevant to your Training Organisation’s requirement to enter attendance
      Method 1: Record which Learners attended

      1. Tick each Learner that attended class
      2. Click Edit selected clients
      3. On the Set all Dropdown list, select Accepted 100%
      Method 2: Record which Learners attended with precise times

      1. Tick each Learner that attended class
      2. Click Edit selected clients
      3. On the Set all Dropdown list, select Accepted 100%
      4. You will be returned to the previous screen – tick the Learners that:
        • Arrived late
        • Left early
        • Did not attend part of the class (eg. took an extended break, came back late from lunch, had to attend a doctors appointment etc)
      5. For Learners who:
        • Arrived late or left early: overtype their Time In and / or Time Out fields as applicable
        • Did not attend part of the class: tick Was client absent from class for a period of time?, In the Dropdown list select the relevant time period
      6. Click Update clients
      Note:

      • Use the Does Time In falls after a break or Time Out falls after a break if applicable (i.e. The client doesn’t arrive until after lunch or doesn’t return after lunch). Tick the check box and adjust their break time if required
      • You will be returned to the previous screen and the class roll will show the Class Attendance % and time in and out for each Learner
      • Absent Learners – leave their attendance at Accepted 0% – you do not need to make any special action to mark them as absent


      To view and print reports and attendance class rolls:

      1. Log into your Trainer Portal
      2. On the home page in the Reports section, click on the relevant report or attendance roll
      3. The Report Viewer will open
      4. In the drop down list, select either Acrobat (PDF) File or Excel
      5. The Report will now open and is ready to be printed

      NOTE: There are two available attendance rolls:

      • Today’s class rolls
      • Tomorrow’s class rolls

      FAQ

      Check out the Trainer App FAQ page where we will try to answer your most common questions about this feature.  If you cannot find your question from the list provided, please leave a comment at the bottom of the page in the ‘Comment’ section with your relevant question and we will update the list if applicable.

      Trainer App FAQ

      Portal

      Trainer App FAQ

      Portal FAQ

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