Administrator's Overview - Genius CE & Enterprise

Overview

This page will display overall system configuration and, such as server information, software version and allocated memory.

View Logs

Genius CE & Enterprise products track any data changes, such as the creation of new courses or the changing of existing learner information, in a dedicated log. This log tracks the changes made, who made them and when they were made.

Using this page, users can research these logs by selecting a log type from a dropdown (such as CHANGE, which would show all changes or LOGIN, which would show all user logins), a period of time (such as in the last two days) and a specific content (useful when a specific change needs to be researched).

Clicking on Get Data will retrieve the matching logs.

Find Files

Genius CE & Enterprise allow users to upload files to a course or Learner profile. 

Users will be able to search files by, among others, specifying a file type (such as COURSE or LEARNER), entering portions of the file name or description or specifying a file content (which can be marked by users when they are uploading the file). Users can also search by the Learner’s Affiliation or Document type. Clicking on “Get Data” will show all matching files. The image below shows a sample search where all files associated with Learners where the description contains “test” are shown. Clicking on the view icon next to each file will let the user see the actual file.

Edit Jobs

This is where you will see the current jobs that are scheduled in the system. In this page the Administrator can view, edit, or add a new scheduled job.

Prescriptive Rules

Prescriptive Rule utilized filters to select learners to automatically enroll learners into a section or learning path on a schedule set in the rule. In this page the Administrator can view, edit, and add a new prescriptive rule.

User-defined Roles

Genius CE & Enterprise have some pre-defined user roles (or privilege levels), such as Learner, Instructors, and Administrators. Each role can be setup to have different permissions and restrictions. For instance, Instructors may not have access to the Learner ledger while the Administrator may have access to all data.

In addition to these pre-defined roles, the Administrator can create additional roles. 

Using this page, the Administrator can see and edit the existing user-defined roles and create new ones. 

Access Setup

Each role may have a different access configuration. Using this page, the Administrator can configure, for each user role, what pages and modules can be seen by each role.

The Administrator may select a role to edit from the dropdown, and Genius CE & Enterprise products will display the current access setup. Each module that the user has access to will be checked, and un-checking a module will disable the user access for all pages under that module. This is a role specific task, all users assigned to the role will have their access changed.

Clicking on the plus sign next to a module will display all pages inside that module. Un-checking a page will prevent all users in the role from accessing that page.

The Administrator can also check/un-check all boxes by clicking on the “Check/Uncheck all” and can also copy an existing profile by selecting the profile from the dropdown. 

Find Users

This page will let the Administrator find Genius CE or Enterprise users. Users can be filtered by Role, Affiliation or by entering a portion of the Username, Email, Login or Phone.

Once the user is found, clicking on the edit icon will open a dialog with the user information, which can be edited. The following actions are available:

• Clicking on “Save” will save any changes made to the user profile. Changing the username can break the connection between Genius CE or Enterprise and the LMS.
• Clicking on “Login as user” will log the Administrator as the user presently selected. This is helpful in situation where the user is experimenting issues or has question about what he/she is seeing on the screen.
• Clicking on “Reset password” will reset the password to a temporary, random password and send an email to the user with the new password. If the email cannot be sent (such as when the user email is invalid), the temporary password will be displayed on the screen for the Administrator.
• Clicking on “Close” will close the window.

Add User

A user is an account that is created in the system and roles are assigned to that account for the access to various parts of the system. This page will let the Administrator add new users to Genius CE or Enterprise by entering the user data, such as Username, First/Last Name, password, role, and e-mail. Clicking in Save will create your new user.

Delete User

This page will allow the Administrator to delete users from Genius CE or Enterprise. The users can be searched by Role, Affiliation or Name/Email/Login/Phone. Selecting the search criteria and clicking in Get Data will show the result list for the search. The Administrator can delete one or more users by selecting the checkbox for the users and clicking on Delete Users.

Duplicate Users

This page will allow the Administrator to see list of duplicate users with two different information such as ID or last name, but with the same name or email address. If there are more than two matched user accounts that need to be merged into one, it is best to merge them one at a time. The Administrator can merge these duplicated accounts by selecting the checkbox in the middle:

-     Keep Left: if selected, will keep the user on the left side and delete the one on the right side.

-     Keep Both: if selected, will keep both users. These users will remain on the duplicate users list if this option is chosen.

-     Keep Right: if selected, will keep the user on the right side and delete the one on the left side.

Customize Dashboard

The user can select a role and customize the dashboard for that role. As an Administrator you can also determine if that selected role will be allowed to customize their dashboard by checking the box Allow Role Customize. To Add a new Chart, click on Add Chart. You can Save or delete the changes. Reports that are shared with that role are available to be added to the dashboard.

Parameters

This page will let the Administrator view and change the parameters that control the software behavior. Clicking on the edit icon next to a parameter will open a dialog where the Administrator can change its value. 

Default Templates

Genius CE & Enterprise provide three types of email templates. The type of email template determines where the email template will appear in a list to be chosen by the sender. When sending an email, you do not have to select a template from the list. You can just type out the email you want to be sent. If you are sending the email to more than one user, or about more than one course, you can select from a list of variables that will be populated based on the selected list of users that should receive the email.

AUTO – Sent out automatically when certain conditions occur.

LEARNERS – Manually sent out from the Learner menu.

ENROLLMENTS – Manually sent out from the Enrollments menu.

On this page the Administrator can view a list of all the templates, edit the templates or Add a new template.

You can turn off all emails from being sent by changing the Administration > Parameters > SEND_EMAIL = 0. A value of 1 means all emails will be sent.  A value of 0 means all emails will not be sent.  An administrator can redirect all emails to a particular email address for testing by changing Administration > Parameters > REDIRECT_ALL_EMAILS_TO to a valid email address.   If you only want to restrict certain emails from being sent, just rename the email template by adding a X in front of the email template name.

Lists

In many pages, Genius CE & Enterprise offer a dropdown with options to be selected by users. For instance, when Learners are requesting to be dropped from a course, they can select a reason for the drop. Or when a communication is manually recorded, users can select from a list of categories.

This page will let users edit these lists by selecting the list to be edited, and then adding new values or modifying existing ones. The changes will take place immediately.

File Upload

This page will let the Administrator upload files to a Genius CE or Enterprise folder, so that it can be referenced in other places of the software.

Any file uploaded will be stored in the /upload folder. 

The Administrator can also view the files by clicking on the Download button or delete the file by clicking on the Delete button.

LMS

This page allows the user to view and edit the LMS systems.

Delete an Object

This page allows the Administrator to Delete an Object such us Course, Section, Instructor, Learner, User or Affiliation. To delete an object, select the object type first from the first dropdown list and then the object from the second dropdown list. We recommend ARCHIVING a record if the data could be needed again.

Themes

In this page the user can define the colors, fonts, verbiage, and themes of the Genius pages. Themes can be created and saved, you can edit an existent theme and you can select a theme from the dropdown list and Set it as Global.

Custom Fields

The user can edit custom fields in different categories. For instance, under Learner they can choose fields such as date of birth, hire date or position.

When the user adds a new custom field, he or she have to choose where it will be display on, if it is required, display type, if will display in all affiliations or it will be optional. The user can also choose where the custom field will display on Add, Edit or Main pages.

Custom Lists

In this page the Administrator can create a new list, edit an existent one or view the details such as name and status of an existent list.

Coupons

The course prices can be discounted by using coupon codes. In this page the Administration can Add a coupon code, edit an existent one or view all the coupon codes and its details. Coupons will have a Code, Type, Value, Status, Valid from and Valid until (dates).

Import CSV

In addition to manually creating courses, users and Learners in the system, Genius+ allows the Administrator to import a CSV file containing all the required information. This CSV file will be processed, and all the objects contained will be created if all required fields are present. After the import is completed, Genius CE & Enterprise products will provide feedback to the user about any errors encountered when importing the CSV.

The following CSV files can be currently imported:

Once a file is selected, the Administrator can click on Preview to preview the data to be imported, or Upload to import the file.

Certificates

In this page the Administrator can view, edit, or add a new certificate template and it can be defined by type such as Global Enrollment Certificate / Course / Section or by Status ACTIVE/ARCHIVED.

Force Enroll

There are conditions that might prevent a learner from getting enrolled immediately into a course- section: required documents, course prerequisites, manager approval, or waitlists. The “Force Enroll” feature is only available to administrators and gives them the ability to bypass all enrollment restrictions, getting the learner immediately enrolled into a course-section.

In this page you can Bulk Force Enroll one or multiples learners into a course. First select the Search Criteria and then click on Get Data. Choose the learners you would like to Force Enroll clicking on the checkbox beside their names and then click on ‘’Force Enroll’’.

Choose the Term, Course, Section and Start Date for the enrollment and click on the ‘’Enroll’’ button.

Asset Types

In this page the Administrator can add, view, and edit types of assets to the system.

To add a new Asset Type click on ‘’Add New Asset type’’, type the Name, Description and Status of the Asset type.

Inventory

In this page the Administrator can search, view, and add a new Inventory Item.

To add a new item to the inventory, click on ‘’Add New Inventory item’’ and them choose the Asset type, serial number, status, and Learner.

Section Assets

In this page the Administrator can search, view, and add a new Asset Association to a specific section.

To add a new association, click on ‘’Add New Association’’ and choose the Asset Type, Course and the section you want that Asset associated with.