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Skillable TMS: Empowering Learning Through Technology

Skillable Training Management System (TMS) is a comprehensive training delivery system designed to streamline your training programs' delivery, tracking, and reporting. Whether you're an educational institution, a corporate training provider, or a professional certification body, Skillable TMS has the tools you need to manage your training effectively and efficiently.

With Skillable TMS, you can:

Deliver your training through our robust platform, which supports various training formats, including instructor-led training, {{glossary.Self-Paced}} learning, and virtual labs.
Track your {{glossary.Student TMS}}s’ progress with our powerful tracking tools, which provide real-time insights into your {{glossary.Student TMS}}s’ performance and engagement.
Report on your training with our comprehensive reporting features, which allow you to measure the effectiveness of your training and make data-driven decisions.

Who is Skillable TMS for?

Skillable TMS is designed for anyone involved in the delivery and management of training. Here are some of those {{glossary.Roles}} that can benefit from using Skillable TMS:

Account Type	Description
Administrators	An Administrator (Admin) oversees the day-to-day operations of deliverable content for instructors and students. This role includes managing various aspects, such as creating classes, courses, subscriptions, key management, catalogs, and learning paths. Admins can create {{glossary.Users}} and have access to roles related to {{glossary.Organization management}}, {{glossary.Company Management}}, and {{glossary.Course Credit}}. They play a crucial role in ensuring that the Training Management System runs smoothly and efficiently, providing support and guidance to both instructors and students.
Instructor	An instructor is a trainer who delivers classes through Skillable TMS. Instructors can provide instructor-led training to s{{glossary.Student}}s, manage their {{glossary.Course}} preparation, specify which classes they are qualified to teach, and indicate their availability.
{{glossary.Student}}	{{glossary.Student TMS}}s are individuals who participate in training sessions and courses. Their primary role is to engage with the content provided by their organization and complete the assigned labs.

Creating Admin and Instructor Accounts on Skillable TMS

Admin User Accounts

Admin user accounts specific to an {{glossary.Organization}} are responsible for overseeing the day-to-day operations. This role includes managing various aspects, such as creating classes, courses, subscriptions, key management, catalogs, and learning paths. Skillable will set up the initial Admin account/s, then that admin can create other admin accounts, instructor, and student accounts in Skillable TMS.

Each admin account created must use a unique email address.

Instructor User Accounts

User accounts specific to instructors are created in Skillable TMS by an Admin. The Instructor will automatically get the permissions your trainers will need, like the ability to manage and host virtual Classes and labs.

Each instructor account created must use a unique email address.

*Additional functions for admins and instructors are in the sections below.

Helpful Links for Creating Admin and Instructor Accounts
How to: Create Additional Admin Accounts
How to: Create Instructor Accounts

Getting Started with Delivering Training on Skillable TMS

Getting started on Skillable TMS is straightforward - you just need to decide how you’d like to structure and deliver your training.

Determine Content to Use

Create Custom Content	Use Existing Content
To {{glossary.Publish}} labs created in {{glossary.Skillable Studio}} to Skillable TMS, it is necessary to first create a course within Skillable TMS to which these labs can be added.	Those purchasing content from a provider will be given access to your contracted courses at setup.

Creating Courses

Courses are the building blocks of most training in Skillable TMS. For example, they are used in Classes, Course Assignments, subscriptions, and Learning Paths to deliver the learning content. Creating a course may be complex depending on the permission set within your Roles and the {{glossary.Activities}} and attributes you want to include. If you need assistance setting up a new course, contact our Support Team.

Accessing Existing Content

No need to create courses, as the admin you can go right into creating classes, assigning course assignments or subscriptions.

Helpful Links for Determining Content
Create Custom Content
Understanding Course Fields
How to: Create a Course
How to: Add Labs to a Course
Access and Use Existing Content
Understanding Classes, Course Assignments and Subscriptions
How to: Create a Class
How to: Create a Course Assignment
How to: Assign a Subscription

Determine Training Method

An admin must first select their preferred delivery method to grant students access to labs. Delivery can either be Self-Paced training via a {{glossary.Course Assignment}} or instructor-led training via a {{glossary.Class}}.

Self-Paced

Course Assignments	Subscription Assignments
Course Assignments are the means for a student to consume Self-Paced learning. Creating a course assignment allows you to give a single user access to a single course. You can assign a single course assignment to a single user, multiple course assignments to a single user, a single course to multiple users, or multiple courses to multiple users.	Subscription Profiles hold a set of courses and can be assigned to students. As long as the subscription is enabled, students have access to all the courses to take and retake. The student can select any course that will open as a course assignment for them to study.

Instructor-Led

In-person Classes

Virtual Classes

Physical Classrooms can prevent double booking and overbooking when added to Classes. When a classroom is assigned to a class, Skillable TMS checks its availability and will warn you of conflicts. It also checks the capacity of the room when Enrollments are added to a class that is assigned to a classroom.

Virtual Meeting Host providers (VMH) can be added to a Class using two different methods: a custom VMH or an integrated VMH. Class creators can specify delivery by custom virtual classroom and then add the meeting URL from your preferred VMH or use one of the three supported, integrable VMHs. You can have multiple VMH options associated with your {{glossary.Organization}}, but only a single VMH can be associated to each class.

Helpful links for Training Delivery
Self-Paced
Understanding Subscriptions
Understanding Course Assignments
Understanding and Creating Training Key Pools
Instructor-led
How to: Create a Class
How to: Create Classrooms
How to: Integrate Virtual Meeting Provider
How to: Integrate Virtual Meeting Hosts
Comparing Virtual Meeting Hosts

Creating Student Accounts

Student Accounts

User accounts for students provide the {{glossary.Basic User role}} that is needed to login, attend Classes, open labs and virtual classrooms. The system requires using a unique email address on every user account.

Student Account Creation

Manual Account Creation by an Admin

The admin creates one student account at a time and can also manually add training to the new account.

On the Admin menu in the Users group, select Create User.

This opens up the Create User page. Some fields will be filled automatically based on either your own user account or the Organization Preferences. Fill in the following required fields:
1. First Name
2. Last Name
3. Primary Email
4. Username - the default for this is set in Organization Preferences in the Organization profile.
5. Password - the default for this is set in Organization Preferences in the Organization profile.
Verify that the student is being added to the correct Organization, Time Zone, and select the students Country.
Select Save.

You may fill in data in other fields if you wish to capture it here.

Individual Account Creation by Student (authentication methods)

When a student logs into Skillable TMS using an approved authentication method. Training is not automatically assigned.

The user is directed to their TMS portal via URL: (domain).learnondemand.net.
The user would select Sign-In on the landing page.
The user would select their preferred authentication option:
1. Entra ID (formerly {{glossary.Azure}} Active Directory AAD)
2. Microsoft Account
3. Google
Follow the login prompts
An account will be created with the customer’s organization within Skillable TMS.

Account Creation by Training Key

When a student logs into Skillable TMS by selecting “Register with Training Key,” the account is automatically assigned the training connected to the training key.

*More information below related to training keys

The user is provided a key by an administrator.
The user is directed to their TMS portal via URL: (domain).learnondemand.net.
The user would select the Register with Training Key button on the Sign-In page.
The user would enter the key into the Register with a Training Key prompt.
The user enters the account information:
1. First Name
2. Last Name
3. Email
The user is assigned content via the key.

Bulk User Account Processes (Instructor and/or Student Accounts)

Bulk Creating User Account

Bulk Editing User Accounts

If you have several Users you want to create and want to save time from creating them individually, you can use the {{glossary.Import Users}} feature. It allows you to create up to 10,000 users at a time through the use of a CSV (comma-separated values) formatted file.

You can update user account information for groups of users with our {{glossary.Bulk Update User Profiles}} tool. This increases your efficiency; you no longer need to update the same information for users individually. You can choose multiple users to change some fields on their user profiles, add Roles, add Organization management, or disable accounts. You can also flag fields, forcing the users to update those fields before they can take any other action in the platform.

Helpful Links for Account Creation
How to: Create User accounts with Bulk Import
How to: Bulk Edit User accounts

Deliver Training

You can assign training manually or use training keys for students to self-register and access their training.

Self-Paced

Training Key or Subscription Key

Single Course or Multiple Courses in a Group

{{glossary.Training Key Pools}} allow you to distribute keys to users so they can create Self-Paced course assignments. The pool gives access to one course and has multiple keys that can be distributed to different users.

The user can take (and re-take) the training until the Course Assignment expires.

Course assignments are a great way to provide self-paced training to Users. Students can move at their own pace and have the ability to engage with course {{glossary.Materials}} on their own terms, without the constraints of a traditional classroom setting. Users can take and re-take the training if the course assignment is valid. This means they can revisit the course content and reinforce their knowledge whenever needed.

{{glossary.Subscription Keys}} are a method to assign a Subscription to a user automatically. Keys are aligned to a subscription, and subscriptions allow you to group multiple courses in one package to assign to students for a specified length of time.

Students will have on-demand access to the courses and can choose which content they would like to consume.

Subscriptions deliver {{glossary.Self-Paced}} training to your {{glossary.Users}} through a set of {{glossary.Course}}s. While a user’s subscription is active, they can select any course in the subscription catalog and immediately begin their training. Using subscriptions enables your users to work through the training they want, when they want it, without your staff having to manage individual course assignments.

Helpful Links for Self-Paced Training Delivery
Understanding Subscriptions
How To: Subscription Training Keys
Understanding and Creating Training Key Pools
Understanding Course Assignments
How To: Create a Single Course Assignment

Instructor-Led Classes

Class Access via Training Key	Class Access via Manual Assignment
Event Training Key is a single key shared with all students to create enrollments in an instructor-led class.	Class Roster lets you create multiple registrations all at once for a single class.
Enrollment {{glossary.Training Keys}} are a unique key distributed to each student, used to create enrollments in an instructor-led class.	Create Multiple Enrollments has the flexibility to let you enroll one student in multiple classes, multiple students into one class, or multiple students into multiple classes.

Helpful Links for Instructor-Led Training Delivery
Understanding Training Keys
How To: Enroll Multiple Students
How To: Redeem an Event or Enrollment Training Key

Post-Training

{{glossary.Completion Certificates}}	{{glossary.Badges}}	Transcripts
Course Completion Certificates can be added to the Courses of your choice for your staff or your students to print. You can upload one or more certificate templates to associate with courses, and these certificates are made available to Users to print in Skillable TMS.	Students can now earn externally supported Badges through their Activities/{{glossary.Achievements}} in Skillable TMS. Badges attach to achievements, and badge template IDs are used in the external badge provider (currently Credly) to ensure the correct badge is issued when the achievement is earned. This will give your Users an additional sense of accomplishment, and they can share that accomplishment with others outside the TMS.	My Transcript holds completed training. This could be a Course Assignment or a Class. Users can continue to use the labs as long as the assignment is still active or the class is still in Post-Class Access.

Post-Training Processes

Creating Course Completion Certificates

To add certificates:

Create the certificate in DOCX format on your computer.

Use any or all of the following replacement fields to pull data from the {{glossary.Skillable TMS}} and save the file:
- StudentName - Adds the student's first and last name as shown on their {{glossary.{{glossary.User Profile}}}}.
- CourseName - Inputs the name of the completed course.
- CourseLength - Inputs the length of the course in hours, days, or weeks.
- CompletionDate - Adds the date the student completed the course.
- Location - Shows where the course was taken.
- TrainingDays - Inputs the number of training days from the course.

Adding Badge Providers

To create your Badge Provider entity:

In the Admin menu, in the Badges group, select Create Badge Provider. This will open the Create Badge Provider page.

On the Basic Information tab, set the Name for your provider. This name should reflect the external provider relationship with your {{glossary.Organization}}, such as IPC-Credly.
Add a Description, if wanted.
Ensure Organization is set to the organization that will manage the Badge Provider. It defaults to your organization.
In the Badge Provider Type dropdown, select the external provider. Currently, only Credly is available.
In the Badge Provider Organization Id field, enter your organization’s ID given to you by the external provider.
In the Badge Provider {{glossary.{{glossary.API}}}} Authentication Token field, enter the token given to you by the external provider.
In the API URL field, enter the URL that will be used to {{glossary.Issue Badges}} from the external provider. This is what allows the TMS to call out to the provider to trigger badges to be issued.
On the Availability tab, add your child {{glossary.{{glossary.Organizations}}}} that may use this Badge Provider for their badges.
Select Save.

Creating Badges

To create a Badge:

In the Admin menu, in the Badges group, click Create Badge. This will open the Create Badge page.
On the Basic Information tab, set the Name for the badge. Best practice is to have the name match the name of the badge template in the external provider.
Add a Description that describes what it takes to earn the badge. This field is optional but is useful to help distinguish between badges with similar names.
Ensure {{glossary.Organization}} is set to the organization that will manage the badge. This defaults to your organization.
Next to Badge Provider, select Choose.
Search for and select the appropriate Badge Provider entity and select OK.
In the Badge Provider Template Id field, enter the Badge Template ID from the external provider (Credly). When the badge is earned in the Skillable TMS, it sends this template ID to them to issue the correct external badge to the user.
On the Availability tab, add your child {{glossary.Organizations}} that can associate this badge with their {{glossary.Achievements}}.
Select Save.

Viewing Transcripts

To view my transcripts:

Select My Dashboard at the top of the page
Then select My Transcript at the top of the page.
Your completed classes and course assignments will be listed under the appropriate (Classes or Course Assignments) section.

Helpful Links for Post-Training
Completion Certificates Best Practices
Badge Process
Writing Achievements
Associating a Badge with an Achievement
Access Completed Labs

Earn Your Skillable TMS Administrator Badge!

Ready to level up your skills? Dive into our fun and interactive course to earn your Skillable TMS Administrator badge! This course is designed to give you hands-on experience with the Skillable TMS, making you a pro.

Here's what you'll practice:

User Creation: Get the hang of creating and managing user accounts with ease.
Course Creation: Discover how to set up engaging courses that meet your organization's needs.
Class Creation: Learn to organize and manage classes effectively.
Subscription Creation: Master the art of setting up subscriptions to keep your learners engaged.

By the end of the course, you'll be equipped with the skills to streamline your training processes and enhance your organization's learning experience.

Accessing Your Skillable TMS Administrator Course

Ensure Operations Manager Role Assignment: Your account must have the appropriate role assigned. If you do not have this role, please get in touch with a current administrator within your organization to have it assigned.
Log In: You can access your Skillable TMS site (URL: (domain).learnondemand.net) and log in as normal.
Access Your Account:
- Navigate to your name in the top right corner of the screen.
- Select "View Account".
Locate Training:
- Select "Current Training".
- Under the category "On Demand", you will see "Skillable TMS Admin Enablement".
Start Training:
- Select "Skillable TMS Admin Enablement"
- Click "Start".
Select “TBD”
Complete Activities: Proceed through the activities to obtain your TMS Administrator Badge.

Support Options

Available Options

Description

Lab Monitoring: During class, you may want to monitor your students' progress in their labs. This can be done with the {{glossary.Lab Monitoring Tool}}.

This tool allows an Instructor to do the following:

Look over the shoulder of someone using a lab to provide assistance
Name of the lab being worked in
View active {{glossary.Virtual Machine}} in the lab
View how long the lab has been running
Amount of time since the student’s last activity was performed in the lab
View the student’s lab as they work in it
Take control of the student’s lab
Share files with students

Skillable Support: Skillable's 24/7 support staff.

Available by email, chat, or phone. https://www.skillable.com/customer-support/

Helpful Links for Support
Lab Monitoring
Skillable Support

How to Find Upcoming Events Link?