Setting the Time Zone

The Time Zone in iLMS can be set to match your organization's local time to ensure all emails, logs, and other actions of the system reflect the time accurate to your region.

Location:

Settings > Time Zone

Display Time As

Select the time zone that is local to your headquarters.  All automated activity will be done according to this time zone and reports and logs will be recorded with this local time.

Setting Password Policies

Password settings allow you to set the password policies for your users on iLMS.

Location: 

Settings Tab -> Password

Options:

• Password Reset Required After X Days 
  Allows you to set a mandatory reset of password after a specified number of days.
• Password Uniqueness Required 
  This option allows you to mandate that password uniqueness, which ensures the user cannot user the same password twice in a row.  

• Minimum Password Length 
  Allow you to set minimum password length. (iLMS Minimum is now 11 Characters)
• Include At Least One Uppercase Character 
  Allows you to set a requirement for at least one uppercase character in the password.
• Include At Least One Numeric Character (0-9) 
  Allows you to set a requirement for least one numeric character in the password.
• Include At Least One Special Character (Example: !@#$ etc) 
  Allows you to set a requirement for at least one special character in the password. 

• Lock User Account After X Failed Attempt 
  This setting allows you  to set a number of failed attempts after which an account will be locked .
• Unlock User Account After X Minutes 
  This option allows you to set the duration after which a locked-out account will be unlocked automatically.

Setting the Unique Identifier (User Login ID) for your Organization>

One of the most important options is setting what information will be used to uniquely identify users in the iLMS.  
This section of iLMS settings can also determine what information a user can use to login to take their training.

iLMS offers two options to use for a unique identifier, Email ID or Employee ID.

The unique identifier/Login ID for your organization can be set from the location shown below.

Location: 

Settings Tab -> Fields -> General Tab

Here your organization can specify whether they'd like to identify user profiles by their Email ID or Employee ID. iLMS also allows users to log in with either an Email ID, Employee ID, or Both, depending on the settings specified in this location.

Note: To use either option as a unique identifier, the field must be populated for all users and each of the values populated for the users must be unique.

User Profile - Add, Remove, Customize Fields

This feature allows you to change how user profile fields appear in the Learner Center, Find Users, Bulk Update spreadsheets, and other locations throughout the iLMS. This can be used to re-purpose a standard field, hide unused fields, or change the order of the fields.  It can also be used to customize the language translation for multilingual deployments.

Location

Settings > Fields

Options and Configuration:

1. Order 
   This option allows you to change the order of the fields in the User Profile and New User Registration screen.  Please note that changing the order will not impact the Bulk Update template or a Find User export.
2. User Field Name 
   This displays the iLMS standard field name.
3. Display Name 
   This option allows you to customize the user profile field label which is then displayed throughout the ILMS.
4. Mandatory 
   Allows you to choose which fields are mandatory and therefore required when registering a new User. The following fields are always mandatory and cannot be altered:
   • First Name
   • Last Name
   • Email ID
   • Region
   • Division
   • Department

1. Select Language 
   The Select Language option allows the administrator to translate the User Profile fields into various languages so they are populated for the user when the Learner Center that is set for that language. 
   For example, changing the text when the Spanish language is selected will change the text of these fields in the Learner Center only when a user has Spanish listed as the default language in the user's profile.
2. Add/Remove Field 
   The option allows you to choose the field(s) you want to show on a User’s profile page or while registering a new user.
3. The Available Field(s) list shows fields which are available and can be used.
4. The Selected Field(s) list shows fields which are already visible on the user profile and the order in which they appear.

Administrators can also set the Order for the Selected Fields.  Highlight the field’s name from Selected Field(s) list and use the up and down arrow to change the order.

Note: Administrators cannot remove the following mandatory system fields: First Name, Last Name, Email, Region, Division, and Department.

Upload your Company Logo

The iLMS allows you to upload your organization logo for display on the login portal, learner center, and course completion certificates.

Location:

Settings tab -> Login Page & Learner Center section -> Logo

Here you can upload your organization's logo. This logo will be displayed on your company's iLMS user login portal, learner center, and it will serve as the default logo for course completion certificates.

To upload a logo simply click on "Choose File", select an image.

Note: Best dimensions are 260x88. Acceptable formats are jpg, jpeg, gif, and png.

There is also the option to have your logo link to a URL of your choice, if not URL is provided then the logo will simply be static, and not serve as a link.

The system email header will serve as the from address for all communication sent from iLMS.  This can be left as our system default, or if your organization would like to specify an email address that will be more familiar to your users, you can add your own email address.

Location: 
Settings Tab -> Email Notifications -> System Email Header sub-tab

Default Email Address

By default the iLMS will use our default "admin@inspiredlms.com" as the system email header.

Custom Email Address

Your organization does have the ability to add your own email address as the system email header.  

This can be the email address used as primary organization admin, or a separate email address.

The benefit of this option is the ability to use an email address that is already trusted by your internal users, and it also allows your users a channel of communication back to the team within your organization that can assist them with questions about their training or any issues they encounter.

If you'd like to use a custom email address from your organization, please mention this to your Technical Account Manager with Inspired eLearning so they can provide you with the details your IT team will need to add to the SPF records.  iLMS has a couple of SMTP service options, so depending on which one is in use for your organization this information will differ.

Display Sender's Name on Email as

This option allows your organization to specify the name that will appear to recipients in the "From" location on an email.

Learner Login Page Options 

This is the page that will be linked in iLMS email notifications by default and will be the location where users log in to take training.  
(Unless using Single-SignOn)

Location: 
Settings tab -> Login Page & Learner Center section -> Login Page

Sub-tabs:

• Settings
• Banner
• Header Text
• Body Text

Settings:

Login URL:

The first tab displayed for the Login page is the "Settings tab". From this section, you change the URL for your organization's iLMS login portal.

Note: If you are mid-deployment this is not advised as any previous emails sent will contain the old URL.

Forgot Password Link:

The forgot password link can also be enabled/disabled on the Login Portal. By default, the link is enabled so that users have a path forward if they need to recover access to their account.

Note: If your organization decides to handle authentication solely by SSO, then it may be beneficial to disable the forgot password link to prevent users from logging in via the traditional login portal.

Language Selection:

The login page can also provide an option for users to select their own language if desired. The page will display in English by default.

When generating email notifications, users will receive a link to the portal in the languages specified by their user profile.

Banner:

The Banner sub-tab of our Login Page settings allows you to select the Banner image that displays when users access the login page. Your current banner displays at the top of the page.

To change the banner click the Change Banner button.

Here you can choose from one of our default options, or you may upload your own by simply dragging the image file into the drop zone. 

Note: For the best image quality, please upload a jpeg, png, or gif that is 1140 pixels wide by 424 pixels high.

To view the full-size image of any of the prefab banners, hover over the image, click the magnifying glass in the upper-right and this will allow you to zoom and enlarge any image.

Click anywhere on the screen to return to the main window. When you’ve made your final selections, click Save.

Header Text:

Header Text allows you to display text above the banner and login form. You can display the organization name or custom text if desired. An example of the location where the header text displays on the login page is provided below.

An example of the location where the header text displays on the login page is provided below.

Body Text:

If you would like to display additional texts on the Login page, please click on the Body Text sub-tab, insert the message in the editor box, and enable it by checking the box above the editor. 

When finished, click Save.

The text will be displayed below the banner and login form under the Training Portal tab.

Learner Center Options 

Location: 

Settings tab -> Login Page & Learner Center section -> Learner Center

Sub-tabs

• Banner
• Logout
• Support
• Business Rules 

Banner:

The Banner sub-tab of our Login Page settings allows you to select the Banner image that displays when users access the login page. Your current banner displays at the top of the page. 

To change the banner click the Change Banner button. Here you can choose from one of our default options, or you may upload your own by simply dragging the image file into the drop zone.

Note: For the best image quality, please upload a jpeg, png, or gif that is 1140 pixels wide by 424 pixels high. 

To view the full-size image of any of the prefab banners, hover over the image, click the magnifying glass in the upper-right and this will allow you to zoom and enlarge any image. Click anywhere on the screen to return to the main window.

When you’ve made your final selections, click Save.

To preview the Banner on the Learner center, you can log in as a user.

To do this go to the Dashboard tab.

1. Click active users to bring up the full list of active users. 
2. Click the name of a user to bring up their profile. 
3. In the upper-left just below the user's name, click “Login as User ”

Logout:

This section allows your organization to specify a page Learners will land on upon logging out of their iLMS account.

Support:

There will, of course, be times, when Learners need to reach out for assistance during training. To direct them to the correct internal teams or resources, the Learner Center provides a Support link at the bottom of the page.

Your organization can specify whether this link leads to one of three options: 

1. The Primary Org Administrator's email address 
2. A different email address(es) specified in the blank provided.
3. A URL provided by your organization.

Business Rules:

This section allows you to specify how courses are handled by your organization's account in the Learner Center.

Auto-Reset on Failure

Courses generally have their own allotted number of attempts for passing score, but if you'd like to give users unlimited chances to pass a course without having to reconfigure settings per course, then you can have the learner center automatically reset the course to not started upon receiving a failed status.

Auto-resets are logged in the user's launch history on the transcript.

How to Handle Failed Courses

Another option for failed courses is to have them marked as "incomplete" as opposed to complete upon receiving a failed status.

Default Toggle Setting to Filter Completed Courses

As users complete several courses over time, completed courses can clutter up the course list and make it difficult to locate training that still needs to be taken. This option filters out completed training by default so that users can focus only on the courses they've not yet completed.

Override admin default Checkbox

This option allows users to set their own preference on the completed course filter, overriding the admin default if the learner has an alternate preference. If unchecked, the learner will see courses displayed the way the admin settings for the filter dictate any time they log in.

Adding a Theme to Login Page and Learner Center

This tool allows your organization to select a color palette that will be used for both the login portal and learner center.

Location:

Settings tab -> Login Page & Learner Center section -> Themes

Choose from one of our default color palettes, or create a custom theme that compliments your banner. 

The page will open, displaying the current Learner Center base and text color.

Prefab Color Palette

1. Click on the Change Theme button 
2. To choose one of the default color palettes, simply click on a color box. 
   (The Preview section below will display your selection against your chosen banner. )
3. Click Save once you’ve made your final selection.

Custom Theme

1. Click on the Change Theme button 
2. To create a custom theme, simply click on the down arrow next to the “Base Color” square. 
3. Select a color from the main color ribbon below and adjust the tone by selecting a color shade within the palette box. 
4. Repeat these steps for the Text Color.

Note: choose a darker text shade against a lighter base color selection and vice versa.

To preview the Banner on the Learner center, you can log in as a user.

To do this go to the Dashboard tab.

1. Click active users to bring up the full list of active users.
2. Click the name of a user to bring up their profile. 
3. In the upper-left just below the user's name, click Login as User

Add Additional Pages to the iLMS user login portal or Learner Center 

If your organization would like to provide user's with additional information, you can add additional pages to both the iLMS login Portal or Learner center.

Location: 

Settings tab -> Login Page & Learner Center section -> Additional Pages

If you'd like to add any additional information to the Login Page or Learner center for display to your users, you can add pages or text here.

• Select Portal to create pages for the Login Portal 
• Select Learner center to create pages to be added to the Learner center which will be visible after login.

Use the editor to create your pages, and once completed hit Save & Preview at the bottom of the editor to see your work. 

By default, the pages displayed in the Learner center are Home, My Courses, and Transcript. These cannot be removed, but this tool allows you to add pages in addition to these defaults. 

Create a Login Page Notification

This tool allows you to create and display a notification that will be visible to users on the login page. This is great for messages that need to be displayed and relayed to users for a short duration prior to training. These settings are located under the settings tab. Click the name of any section above, or click a tool in the image below to learn more about customizing the learner experience.

Location: 

Settings tab -> Login Page & Learner Center section -> Notification

If your organization has a message they'd like learners to see upon logging in, then you can create a notification.

The login page notification section can quickly be enabled and disabled from this page.

Use the editor to create the text and formatting to be used in your notification, and click Save & Preview to review and save your work. 

An Example of the notification is displayed in the image below: 

To ensure the smoothest training deployment we recommend conducting a pilot test with a small group of users.

As a best practice, we recommend a pilot test with a small group of users (more for larger groups and locations) to test email delivery, and test course(s) for bookmarking and completion in the organization environment.

This is not a content review, but a function test.

The group should include a sample of learners representing those who will take the course during full deployment, including different technical environments, computer builds, languages, various locations, etc.

This will help identify any issues that may arise in your technical environment, so they can be resolved before your full deployment.

Below are a few points you might find useful for your pilot test group email (edit appropriately):

Training Announcement for Full Deployment

Before the training roll-out, we recommend that you send out a mass-email announcement about the upcoming training. This will allow you to inform your learners that they should be expecting communication from the iLMS in the near future and lessen the chances that they will delete or disregard emails assuming they are spam/junk.

Timing the Announcement

Although you may discuss training and plans with your staff earlier, we recommend that the official announcement go out within 1 week prior to the training deployment. 
The goal is to ensure your learners have enough time to view the announcement and mentally prepare for the upcoming training and expect iLMS notifications, but not so much time that they forget.

Suggested Email Template

The template below might be useful as a starting point for your announcement message.