You have access to your Academy Settings through the Admin panel of your Academy. Simply select Admin from the upper navigation bar and then Academy Settings. Your Academy has two different types of settings: Basic Settings and Advanced Settings.
A. Basic Settings
The Academy wall is a place where users can post status updates and see news of their peers' activities. You can choose which members can see and post updates.
Here you can choose which users can create, edit and assign courses. These three rights can be set separately.
Groups are smaller communities within your Academy for collaboration, knowledge and content sharing around specific topics. Each group has its own visibility and access rules. From this tab, users with admin rights have the option to define who can create groups and what kind of groups can be created.
Use your Content Library to store and share files and web resources across your organization. Create folders and set separately read and write permissions based on jobs and roles.
You can give your members the chance to be featured on their corporate leaderboard and earn rewards. This stimulates continued interest in learning.
B. Advanced Settings
1. Academy Courses
You can create courses to train your employees and/ or your external members. Those courses can be free or paid and the course creator can decide each course's visibility from the Course Administration Panel. You can decide which group of your members can create courses for your Online Academy. Those groups can be either for corporate training and visible only to your employees or public courses and visible to everybody. The course creator decides who can see the course (e.g. employees, external members, followers, everybody).
You, as an Admin have also the option to decide who should have access to the central question pool. Question pools is a very powerful tool that can save you time and effort when creating an exam (Read also: How Can I Create An Exam For A Course?). By default, Course Creators have access only to their own question pools. However, you have the option to give them access to the question pools created by an Admin/ Training Manager.
Hide the course creation date in the courses list, if you want to. You have the option to select whether or not course creation dates appear on the course list.
In case you have SCORM/AICC files included in your courses, please note that you have the option to enable session timeout after user inactivity for SCORM/AICC lectures. You can set the desired value of inactivity time with a default set to 60 minutes.
Admins have also the ability to change the max time spent recognized per page on a document lecture. In other words, if users stay on a page more than the defined value, no extra time will be recognized as time spent on the page. At this time, the default value is set to 30 seconds, however, academy admins have the option to change it, if needed.
Define how archived courses should be handled. Select one of the following options:
- Do not unassign enrolled users (default option)
- Unassign users who haven’t completed the course
- Mark all non completed users as completed by admin
You have also the option to create a course- template and set the default values displayed when someone creates a course. Last but not least, you can decide what will be the default sorting and filtering options at course listings.
2. Academy Curricula
You can create Curricula for your employees by combining corporate courses created by members of your Academy or courses available on SchooX. Curricula appear on your Academy's tab Curricula, under Training, and are visible only to employees of your company.
You have also the option to define what will be the default sorting and filtering options at curricula listings.
3. On The Job Training
Here you can select the type of assessment you'd like to have for your Academy's On The Job Training. You can select between Performance levels, where the users can be assessed by levels such as good, excellent etc. and Score where the users can be assessed by score 0-100%. You have always the option of No assessment. It's up to you!
In case you select the Performance levels option, you are able to set the number, the title, and the description of your On-The-Job Training performance levels. You can also select a color that will represent each level, which will then be visible under the Employees Dashboard.
4. Academy Events
Here you can modify the settings of your Events, such as set who can create and edit Events and who can invite/register and manage the members of the Events. Moreover, you have the option to define what will be the default sorting and filtering options at event listings.
5. Academy Library
You can create categories and subcategories of content and set different access (read / write) rules for them based on roles and jobs. Imagine them like folders and subfolders. When users enter the library they will be able to see and store content based on their access rules. Your library has also a non editable category called Shared Content. This is the category where users can send content if they want to share it with other users of the Academy. You can set separately the rules about who will have read and write access for this category. You have also the option to add a Starting Page for your Academy Library and choose the blocks that you want to show up! Last but not least, you have the option to select if you want content to need approval before being displayed in your library or if you want to define what will be the default sorting and filtering options at content listings.
6. Who can invite members
You can give your customers/external members access to your Academy. However, they will only have access to certain courses and content based on your privacy rules.
7. Integration with Social Networks
If an Academy administrator has completed the Yammer integration, users in the Academy will have the ability to enable automatic sharing of their activities on Yammer, and also control which specific ones will be posted.
The first step is to connect* your Schoox account with your Yammer account by clicking on the corresponding button which will temporarily redirect you to Yammer. After successfully completing this step you will be returned to the same settings page and your Yammer network will be available in the second step for linking it with your Academy. The end result will look like this:
Take special notice of the last option (enabled by default) which essentially controls whether or not user activities will automatically be posted on the Yammer network's “All Company” group (which essentially serves as a public wall). Each Academy user will have the option to enable the automatic sharing of his/her activities and control which of the available ones will be posted on Yammer.
*Note: this does not mean that the two accounts will be merged (e.g. you won't be able to login to Schoox using Yammer – there is a separate procedure for that)
8. Integration with Google Analytics
Connect your Academy with your Google Analytics account.
9. Live Sessions Integration
Connect your Academy with your GoToTraining/ Zoom/Webex account and create live sessions.
10. Mobile access
You can choose here if your employees will be able to access their training via a mobile device, only if they are connected to a wi-fi connection. If you decide to enable the cellular connection, you will be able to further limit down access to courses to the following user categories:
11. Adaptive Learning
11.1 Adaptive Learning - Suggested Courses
You can control what should be taken into account for the course suggestions that appear on your members' Home Page and if the suggestion algorithm will weigh higher the courses that are relevant to an employee's job or the courses that can improve the required skill-set that is needed for an employee's job.
11. 2 Adaptive Learning - Career Paths
You are able to control if you want to activate the career paths for your online Academy.
Note: This module requires the Skills Management Module
12. Toolbar Configuration
You can control which tools will appear at your Academy's Toolbar when you hover over "Tools". These tools will be visible to all the members of your Academy that have the relevant permissions. Please notice that you can select up to six tools.
13. Add Custom Attributes
You can add up to 10 fields of your preference as attributes for your employees, events, courses, curricula and units.
Please note that you have the option to select if your employees should be able to edit their own custom attributes (users' custom fields), on their profile. If you want your custom fields to be editable, just click on the "Employees can edit this field" checkbox. Moreover, you can choose not to display sensitive user data on user's profile to all employees by hiding the custom attribute under Advanced Settings.
14. Members' Intro Video
You have the option to show an Introduction video to your academy admins and/ or members.
You have also the option to add a custom video! To do so, check the instructions below:
15. User's Dashboard
You have the option to select which information should be available to the personal, user's dashboard.
Based on the settings applied, end-users will be able to see the respective tabs when accessing their Personal Dashboard (My Dashboard tab).
- You will be able to activate the "Career Paths" and "Alternative jobs to consider" blocks only if the "Adaptive Learning - Career Paths" option is turned to "Yes".
- You will be able to activate the "Perception Gap" block only if the "Adaptive Learning - Career Paths" option is turned to "Yes" and the Self-assessment option is enabled
- You will be able to activate the first two options only if the "Performance Module" is turned to "Yes".
16. Academy Login Page
You can add a custom link on the login page for your Academy. You have also the option to add a link for your Android/ iOS mobile app, if any.
17. Visibility Rules for Courses and Curricula in Reporting
You, as an Admin, have now the option to apply a setting regarding the view access to courses & curricula to non-admins that have reporting permission enabled.
18. Training Assignment Rules
Users with Admin rights, Training Managers and Managers with the Assign Training permission enabled can now assign training to the employees that are under their authorization. More specifically, Managers can assign only courses & curricula that can view through their permitted categories.
You, as an Admin, have now the option to apply some extra additions based on this rule.
19. Academy Email Notifications
You can select if you want to have a custom header on your email notifications and/or a custom color for the buttons on your emails.
20. Member Settings
You have the option to restrict the UI languages that users will have the option to select from their upper navigation menu. Moreover, you can enable the Password recovery questions for your academy!
21. Social Collaboration Module
You have now the option to choose if you want to turn on the Social Collaboration Module.
This module includes four different features/sections:
21.1 Academy Wall/ News Feeds
You can have a Wall on Schoox that can be used in different ways. You can use for example the wall as a communication mean between employees only. In this case the wall will be visible only to employees. Or you can open up your wall to customers or member of Schoox that follow your organization. You can further have control over who can review and who can post to your corporate wall. You may want for example to allow employees to view posts (by Admins) but not be able to post or comment. Or you can deactivate completely the wall. It’s up to you!
Apart from the posts that the members of an academy want to share, Schoox also generates some automated wall posts, when one of the following actions takes place:
|a course is published||course creator|
|an event is published||event creator|
|a group is published||group creator|
|a poll is published||poll creator|
|an academy member enrolls in a course||academy member|
|an academy member completes a course||academy member|
|a badge is awarded to a member||
academy member (that awarded the badge)
|a new friendship between members was created||academy member|
|a bookmark is saved in the academy library||bookmark creator|
If you do not want these auto-generated posts to be visible, just click on the relevant "Hide auto-generated posts" box.
21.2 Academy Groups
Groups are a very powerful feature for content and knowledge sharing and collaboration. Each group has its own visibility and access rules. Any member on Schoox, employees of your company included, can create a group. But you can decide which members can create groups for your Academy. Those groups can be either for corporate knowledge sharing and collaboration and visible only to your employees or public groups and visible to everybody. The group creator decides who can see and join the group (e.g. employees, customers, everybody). Groups visible to everybody appear also on the list of public groups on Schoox.
You can edit the settings related to your Academy's members, such as About info, Knowledge profile, Certificates, and others.
If the Show academy members in user's profile toggle is turned to “No”, Academy members' block will be hidden from user-profiles:
You have the option to enable/ disable Course Discussion Boards for your academy.
Moreover, you can choose to have control over what the users post. By enabling this setting, each post on the discussion board will not be posted until an admin approves it. Admins will receive an email notification about every post that needs their approval. Once they review the post, the user that posted it will also get a notification about the post's status.
Please note that if the toggle for the Social Collaboration Module is turned to “No”, all of the above will be automatically deactivated for your academy.
You have now the option to choose if you want to turn on the Gamification Module.
This module includes two different features:
Do you want to enable the Leaderboard feature for your academy? Just turn the relevant toggle to yes and start working on the setup of your leaderboards!
You also have the option to set the local leaderboard as the default view instead of the global view, by toggling the Default View radio button.
Please note that the Default View option only concerns the Extended Leaderboard type.
Read also: How can I manage Leaderboards?
22.2 Academy Badges
You can create badges that users can award to other employees and decide who can create and award corporate badges. Moreover, you have the option to enable Course/ Curriculum/ Event/ Goal Badges for your academy.
If the toggle for the Gamification Module is turned to “No”, all of the above (19.1-2) will be automatically deactivated for your academy.
23. Content Management Module
You have the option to activate/deactivate the Content Management Module. This module is related with your academy Shared folder.
By turning this off, the employees of your academy will not have the permission to access the Shared folder and upload their files.
Please note that this setting does not affect users with admin rights and training managers.
24. Onboarding Module
You have the option to completely deactivate the Onboarding feature for your academy.
If this option is turned to "No", the Onboardings tab will completely disappear from your Administration panel.
Moreover, you have the option to define for how long (in days) an employee is considered as a new hired. The default value for this field is 30 days. Please note that this field affects the number of users that will be included in an onboarding profile which is related with the new hires (new members of your academy).
25. Compliance Management Module
Select if you want you turn on/off the Compliance Management Module for your academy.
By turning this setting off, the following features, settings & filters will completely disappear from your academy:
- Compliance dashboard
- Compliance Course checkbox (Edit Course Info page)
- Compliance Courses filter (Employees Dashboard)
26. Internal/External Training Credits
Enable the "Credits" feature for your academy simply by turning on the relevant setting. Moreover, if this setting is set to on, you have the option to select if you want the awarded credits as well as the course category to be shown on course-certificates or not.
By turning this setting off, both Credits' tab and Credits Dashboard will completely disappear from your academy and no credits will be awarded to users for their course/curriculum/event - completions.
27. Performance Module
You have the option to select if you want to activate the Performance Module for your academy.
27.1 Skills Management
Select if you want to enable Skills management for your academy
If this option is turned to "No", the Skills Management tab will completely disappear from your Administration panel.
Moreover, the User's Dashboard Settings will be automatically updated and the Adaptive Learning - Career Paths setting will be automatically disabled as well.
Last but not least, you have the option to define how many times can an employee assess themselves on a skill per month and which is the Rating scale that meet your needs. The available options are the following:
- Star Rating
- Custom Rating: You can define specific number of rating levels based on your needs. You can also add a relevant title and description per level.
27.2 Goals Management
Choose if you want to have Goals for your Online Academy! Goals feature is an embedded communication tool for collaboration giving you the ability to set organizational and employees (personal) goals around pillars.
You can define who can Create and Assign academy Goals and/or who will be able to edit them.
Read also: How To Manage Goals For My Organization?
28. Business Impact Module
You have the option to turn on/off the Business Impact Module for your academy.
If this option is turned to "No", the Business Impact tab will completely disappear from your Administration panel.
29. ILT Module
You have the option to enable/disable the In-class training/ Live sessions functionality for your academy. If this option is turned to "No", the In-Class Training/ Live Sessions will completely disappear from your Administration panel, Reporting Dashboard, etc.
- By disabling this setting, all of the already created events will be marked as archived. In cases of course-connected events, this action will affect the relevant course-progress (in case that the "counts for course completion" setting was checked)
- You can change this setting only once within a 24 hour timeframe. Depending on prior usage of this module heavy recalculations may be conducted to reflect updated progress.
30. Auto Deactivation of Users
This setting allows you to deactivate automatically users after a certain number days of inactivity.
31. Organizational Structure
This setting allows you to associate users with multiple (above) units. If multiple (above) units association isn't selected, then you'll be able to move users from one (above) unit to another.
32. Schoox Open Community
Schoox’s Open Community is a place where users can take courses from Schoox’s course marketplace on their own, build their personal portfolio of qualifications as well as connect and collaborate with other members. It’s a separate place that can be accessed through their same account.
These settings allow you to select if you want the Basic Reporting / Scheduling Basic Reports features for your academy. When both turned off, users won't be able to export or schedule reports by navigating to the Basic Reporting/Schedule Reports pages. They will continue to be able to use Report Builder to export or schedule reports for themselves or for others. Please note that the settings are turned on by default.