HR Classroom Training Guide for the HR Classroom Standard Features.

Welcome to HR Classroom! The following will show you how to use your HR Classroom administrator account, including setting up Training Groups, inserting Policies, and generating Trainee Reports.

1) Logging into your HR Classroom Administrator account:

> To log in to your administrative account, do the following:

1. Go to: http://www.hrclassroom.com
2. Log in using the Email Address and Password provided in your confirmation email.  You’re now logged in as a training administrator - this allows you to track employee activity, insert policies, and other administrative tasks.

2) Administrative Account: Training Groups

To begin delivering your HR Classroom trainings, you must create a training group for your trainees.  A Training Group allows you to specify which trainings your employees may access in HR Classroom. For example, you may wish to set up a specific location (i.e., Chicago) for certain trainings, or a specific department. You have complete control. You can create as many training groups as you need.

> Creating a Training Group:

1. Log in to HR Classroom as the training administrator
2. Click on either ‘Manage Training Groups’ or the ‘Training Groups’ link (in the blue navigation bar at the top of screen)
3. Click on the ‘New’ link to create a new training group (The word “NEW” to the left of the yellow bar above the table).
4. Enter a label that describes the training group (such as ‘Manager training’). This is for your reference as administrator.
5. Select either ‘No Audio’ or ‘Enable Audio’. (NOTE: Trainings with audio options are marked with a blue speaker icon ).
6. Select the trainings you wish to deliver to your trainees by checking the box next to each training title
7. Press the ‘Update’ button at the bottom of the screen
8. That’s it! Your training group is created. You’ll now see it listed in the ‘Training Groups’ area.

> Providing training access to your employees:

1. Go to the ‘Training Groups’ area
2. Your training groups will appear in a table, along with their access codes and an access URL (in red).
3. Determine which training group you will use for your employees. To provide access, you will email them the link. This link is specially coded so that they will see only the trainings you wish.
4. Create an email message and include the appropriate training group link. To include the link, cut and paste the link by highlighting the link, copying to your clipboard, and then pasting to the email. This provides ‘one step’ access for employees—all they have to do is click on the link and they’re logged in.

SAMPLE EMAIL START

Dear (Company Employee):

You are required to take several key training courses as part of your employment at (company). These trainings are xxxx and xxxx. To access these trainings, please go to the following URL: http:// [Desired Training Group URL]

When you click the link, you will be taken to the HR Classroom training website and asked for your email address (if you do not have an email address, you should make one up, following this format: [email protected]).

HR Classroom will look to see if you’ve taken a training previously. If not, it will ask you to create a personal account.

You will need to enter:

- first name

- last name

- email address

You will also be asked to create a password and then confirm it. You must type the password EXACTLY the same each time (using the same letters, uppercase or lowercase, etc.).

Once you’ve created your account, you will then be given a list of trainings to take. Click the training title and take the training. If you are interrupted, you can always pick up where you leave off by clicking the link above, then entering your email and password again. Use the ‘Previous’ and ‘Next’ buttons to navigate through each training. Do NOT use your browser’s back button!

Please finish your trainings by (particular date).

SAMPLE EMAIL END

> Editing a Training Group:

If you need to add or delete trainings in a group, simply go to the ‘Training Groups’ area of the HR Classroom site and click on the ‘Edit’ or ‘Delete’ links to the left of the training group.

3) Adding policies to your trainings

We highly recommend that your organization include your policy in each HR Classroom training that you deliver to your employees. To insert your organization’s specific policy into a HR Classroom training:

1. Login as an HR Classroom administrator
2. Click on the ‘Custom’ link on the top navigation bar, then select ‘Custom Policies’
3. Select the training and click the ‘Create’ button to the left of the title
4. To enter the policy, cut and paste your policy electronically into the form
5. Click the Create button
6. Your policy is now inserted into the training
7. To edit the policy, follow the same process

4) Adding / editing custom data fields to the trainee registration form

To insert additional required fields of information into your trainees’ registration form (such as an employee ID number or a location), do the following:

1. Login to HR Classroom
2. Click on ‘Custom’ link on the top navigation bar, then select ‘Registration Fields’
3. Under the Action & Options column, click the down arrow and selection the type of box you need. Dropdown or Text. This example uses a Dropdown Box. (Remember: Use a dropdown box when you need uniform data from your trainees, such as office location or department name; use a text box for data that is unique for each trainee, such as an employee ID number)
4. Press the Create button.
5. Enter the name of the field (such as 'Office Location'). Then enter an abbreviation (such as 'OL'). The latter prevents wide reports when you generate a trainee report in HR Classroom.
6. Enter the Dropdown Values for your Dropdown box (such as 'Houston', 'Dallas', 'Seattle', etc.). You may also provide abbreviations for each, if you wish. Again, this will prevent an excessively wide report:
7. Click the Apply Changes button. Review your Dropdown Box text. If you're satisfied, then click the Return to Main Menu button.
8. That's it! You're done. You will see an example of how the registration page looks at the bottom of your screen. If you need to modify anything, just repeat the steps above. You'll see the data collected from these fields when you access the Trainee Reports section of your HR Classroom Administrator account.

5) Generating Trainee Reports

* To create reports on trainee activity:

1. Log into your administrator account
2. Click on the ‘Trainee Records’ link in the blue navigation bar. This brings up the report generator.
3. You can filter your report by several variables:

                                               i.     type of training

                                              ii.     status of training (complete, incomplete)

                                            iii.     start/stop date

1. To export the training data, click the down arrow in the ‘Report Format’ row and select the export option you wish (Excel or CSV)
2. If you leave the Report Format as Normal (HTML) and click the ‘Generate Employees List’ button, you will see the trainee activity report

* To edit a Trainee Record:

Occasionally a trainee may enter incorrect information in their account, such as the wrong location or department. You can update this information by clicking the ‘Edit’ link to the left of the training records, then modifying the information as needed and clicking the Update button.

* To print a completion certificate for a trainee:

1. Run a Trainee Report (see above)
2. Find the trainee record in the list
3. In the ‘Status’ column, you will see the word ‘Completed’ if the trainee has successfully finished the training
4. Click the word ‘Completed’
5. A new browser window will appear with the trainee’s completion certificate; you can print it using your browser’s print function

6) Modifying your Administrator login:

Your HR Classroom account has one administrative login (email/access code). You may distribute this login information to as many or few employees as you wish. As you’ve seen, the administrator account provides access to trainee reports, policies, and so on.

To modify your administrator login:

1. Log into your administrator account
2. Click on the Account Info link in the blue navigation bar and select Update Account
3. You can update or change the Employer name, Administrator name and email, and access code.

7) Other Account Features:

* Printing employee completion certificates: You can print completion certificates for any employee via your Administrator account. Here’s how:

1. Log into your HR Classroom administrator account
2. Go to ‘Trainee Records’
3. Run a report for the appropriate time span/training/etc.
4. Locate the trainee record in the list. In the ‘Status’ column for this record, you will see the word ‘Completed’. Click the word (it’s a link). A new browser window will open with the certificate in it. Simply print using your browser’s ‘Print’ function.
5. If a window does not open, check your browser’s popup blocker function. It may be blocking HR Classroom. If that’s the case, allow HR Classroom to generate popups. Adding your company logo: If you would like our design team to place your logo in one of these areas, please send an email to [email protected] and include the following:

-Your Company Name

-The position you desire to place your logo

-Your logo (JPEG, GIF, BMP formats)

* Employee compare feature: You can compare your own internal list of employees to the trainee data we have on HR Classroom using our ‘Employee Compare’ feature. For example, if you’ve emailed all of your managers with a training link and now want to find out who hasn’t taken the training, use Employee Compare to find out. Here’s how:

1. Log into your administrator account
2. Click on the Employee Compare link in the blue navigation bar
3. Submit your data by uploading a .CSV file or by pasting records into the blank text form. Acceptable data fields include: First Names, Last Names, and/or Email addresses.
4. Click the Submit button
5. You may compare the HR Classroom data to the data which you provided in three different ways. Use the 'Display' selection box to restrict results to records that occur in both lists, to records that only exist outside of your list, or to records that only exist in your list.
6. Your report will be generated. At this point, you can also download the report as an Excel spreadsheet.

* Purchasing additional training units: You will see the status of your training unit usage when you login to the HR Classroom site. To add more licenses, please contact us via phone (877.376.6158) or email ([email protected]). We will be happy to help you!