You can only create program after you have created courses.

 

If you are part of a chain, please speak with your corporate learning and development team BEFORE you create programs as this will affect compliance percentages. 

 

 

1.           Go to Site Administration > Programs  

 

2.           Scroll to the bottom of the window and select ‘Add a program’.         

    

3.           Fill in a Program title (remember to add the province code: ON_ or AB_ or BC_)

e.g.:  AB_Chartwell_2023 Annual Required_Manager   

4.           Site: Choose the top level of the site hierarchy the program applies to. 

DO NOT create a program that contains more than one province.  Each type of province should have their own program.             

 

TRAINING REQUIREMENTS SECTION

5.           In the box beside Courses, start typing the course name to add to the Program and select the course name you’d like to add.

NOTE: You can add more than one course to a program.         
 

NOTIFICATIONS SECTION

6.           Select the checkboxes for the type of notifications to be sent when the program is assigned.

NOTE: They must have the checkbox checked in their profile to receive notifications.                              

 

7.           Click Save changes.     

 

ADDING STAFF TO THE PROGRAM

8.           Select the Assign Users icon to the right of the Program you created.  

9.           Select the tab Assignment rules.     

      

10.  Select the following: 

• check box for Automatically assign
• check box for Automatically unassign
• ‘Add condition…’. 

*This is where you choose the conditions of who will be automatically enrolled in the program.

DO NOT create a program that has both ‘Member of’ profiles AND ‘Manager of’.  Each type of role should have their own program.     

 

11.         Select ‘User profile’.     

12a.  In the User profile fields

a.           Select the dropdown in the first box and select ‘Member of’ if the program is for front-line staff, or ‘Manager of’ if the program is for Managers.

b.           Select the dropdown in the second box and select ‘contains’.

c.            In the third text box, type in the site (as it appears in the Site list in TLC) until you get to where the program applies to. 

For example:

*If the program applies to a particular province, you will enter:

Retirement Organization (ON)/ or  Retirement Organizartion (AB)  , etc.….

 

*If the program applies to a particular community, you will enter:Retirement Organizartion (ON)/ABC Retirement Home              

12b. If the program applies to a particular department you will need to add another condition.  Select ‘Add condition’ under the first condition.

 

a.           Select the dropdown in the first box and select ‘Member of’ if the program is for front-line staff, or ‘Manager of’ if the program is for Managers.

 

b.           Select the dropdown in the second box and select ‘contains’.

c.            In the third text box, type in the department (as it appears in the Site list in TLC).  For example, ‘Kitchen’ or ‘DC Opt’.

 

If there is more than one department, select ‘Condition set’ for the second condition and follow steps a, b & c above for each department.

*You must update to ‘any’ (as shown in the screen shot below).  
 

 

 

 

 

 

 

13.         Select Save Changes.  

 

UPDATE A PROGRAM

(to add/update conditions and/or courses)

1.           Go to Site Administration > Courses >  Programs.    

     

2.           Click on the cogwheel to the right of the Program Title you would like to update.            

  

3.           Make changes in line with instructions for adding conditions using 12a & 12b for user conditions and step 5 to add/edit courses in a program, in the first section of this document.       

 

CHECK PROGRAM ENROLLMENT

 

1.           Go to Site Administration > Courses >  Programs.

                

2.           Select the Assign Users icon to the right of the Program you want to view enrollment for.

This will show you how many users are enrolled in the program.  You can use this to add users to a program, BUT if they do not fit the Program Assignment criteria, the system will remove them.

Do not remove profiles from this window.  They will be removed from the program but will still be enrolled in the courses you chose for that program.               

 

 

COPYING PROGRAMS

(If you need to create programs for each provinces and/or Member & Manager)

1.           Go to Site Administration > Courses >  Programs.        

 

2.           Click on the copy icon to the right of the Program Title you would like to update.           

   

3.           Make changes in line with instructions for Add a New Program above.

 

 

DELETING PROGRAMS

(Only delete the program after you unenroll everyone from a program.  Please follow the instructions below.)

1.           Go to Site Administration > Courses >  Programs.         

2.           Select the Assign Users icon to the right of the Program you want to view enrollment for.

3.           Select the tab Assignment rules.           

4.           Click on the third text box beside User  icon to the right of the ‘User Profile Fields’ and type ‘xyz123’.          

5.           Delete all other conditions by clicking the ‘x’ to the right of each condition, leaving the one condition you just updated.     

6.           Select ‘Save’ at the bottom of the window.       

7.           Once everyone has been removed from the program, select the trash can icon to delete the program. (This will take a few minutes)

You must remove profiles using the conditions prior to deleting the program or profiles will still be enrolled in the courses. 

              

If you have any questions or concerns, please contact [email protected].