Dashboard Last updated: May 2022 (v2.3)

Landing Page


The dashboard presents a summary of the current situation within the application. You will arrive on this page when you log into your NabuPro platform.

The top section displays a summary for each section of your app and gives you quick access to them. The indicators for the Users and Memos sections will be displayed in a different color depending on their overall status :

  • Green: All users are eligible / all memos are read.
  • Yellow: At least one user is expiring soon.
  • Red: At least one user / memo is late.

The left section at the bottom of the window displays the list of trainings and documents currently awaiting approval. Click an item to quickly go to the approval page for that item.

The last section presents messages from NabuPro, which summarize the software release notes.

Note

When a modification is made following a change in regulations, you will find a link to quickly access the new rules.

Location

Landing Page

Trainings & Documents

Trainings and Documents are the core feature of the application. Supervisors have extensive functionalities to track the progress and eligibility among the users. There are 3 types of trainings and documents :

  • Internal Training: It occurs within the platform; Supervisors provide the content for it (questions, answers, slides, media content, etc.) and users log in on the platform to complete it.
  • External Training: For tracking trainings that are done outside the platform.
  • Document: For tracking documents, such as passports, driver licenses, etc.

Eligibility for trainings and documents is described by 3 different states :

  1. Eligible: User has successfully completed the training/document and will not soon be expired (more than a month before expiration).
  2. Soon Expiring: User will lose his eligibility within a month (30 days).
  3. Expired: User is no longer eligible, he must redo the training/document.

Email notifications are used to inform both supervisors and users on the eligibility status changes.

Email Notification References :

Notification Trigger Event
Reminder to users
  • The day an item becomes available.
  • 15 days before the eligibility expires.
  • 5 days before the eligibility expires.
  • 3 days before the eligibility expires.
  • 2 days before the eligibility expires.
  • 1 day before the eligibility expires.
Reminder Tracking (to supervisors)
  • Biweekly email on Tuesdays and Fridays of users who are expired or expiring in the next 7 days.
    • Emails are sent only when there are expired users or when users are soon expiring.
  • When a user completes a training (success or failure).

Trainings Page


The page lists all the active trainings with their current eligibility status.

Important Symbols :

  • No Content Symbol: Warning that indicates a training has no content. Therefore, users don't have access to it.
  • Training Disabled Symbol: Warning that indicates a training is disabled. Therefore, users don't have access to it.
  • One Symbol: Indicates the number of eligibility renewals to be reviewed (External Training Only).
  • Plus Symbol: Button to display the missing fields from the table (Only on small displays).

Page Options Page Options :

Location

Trainings (Side Menu)

Documents Page


The page lists all the active documents with their current eligibility status.

Important Symbols :

  • One Symbol: Indicates the number of eligibility renewals to be reviewed.
  • Plus Symbol: Button to display the missing fields from the table (only on small displays).

Page Options Page Options :

Location

Documents (Side Menu)

Training Information Page


The page provides all information related to the content of the training and the trainees that are assigned to it. The first section of the page, displayed in the figure above, provides training related information under different tabs :

  • General: Training information.
  • Reference Material: PDF or image files related to the training.
  • Prerequisites: The list of prerequisite items that must be completed prior to unlocking this training, and the list of items for which this training is a required prerequisite.
  • Slides: The list of all the slides that make the theory part of the training, if any.
  • Slide Media: The list of media content (videos, audio, PDFs, images and hyperlinks) that can be attached to a slide, if any.
  • Questions: The list of the questions for the exam.

The second part of the page shown in figure above displays information about the eligibility status of the users required to complete the training. The colored panels allow to quickly filter the trainees based on their eligibility status (eligible, soon expiring, and expired).

PDF Report

You can generate a PDF export of the training's assigned users with the Generate PDF button in the upper right corner of the table of users. A dialog offers the possibility to filter the report based on the groups filter currently applied on the table.

Important Symbols :

  • Training Locked : Located to the right of the training's title located in the upper left corner of the screen, this symbol indicates when the training is locked by a supervisor. Trainings are locked when a supervisor is currently editing the content of the training. Hovering over the locked symbol with your mouse displays the name of the supervisor who holds the lock. Options that require locking a training are marked with a lock symbol : Edit Question
  • Training Groups : Below the training title appears a list of badges that represent the groups associated to a training. These groups are used as filter criteria to search trainings in the Trainings Page. The groups assigned can be modified through the Assign Groups option (see below).
  • Eligible : This symbol indicates when the user has completed the training and is eligible.
  • Expiring Soon : This symbol indicates when the user's eligibility is soon expiring. This is based on the Soon Expiring Window that was set for the training. For more details, refer to the Edit Training Information section.
  • Expired : This symbol indicates when the user is late for their renewal. The user is therefore ineligible.
  • Plus Symbol: Button to display the missing fields from the table (Only on small displays).

Page Options Page Options :

  • Export Exam Content to PDF: Export information, questions and answers to PDF.
  • Export Exam Content to Excel: Export information, questions and answers to Excel.
  • Changes History: Access the log displaying the list of changes made to the internal training.
  • Assign Groups: Modify the groups to which a training belongs.
  • Assign Users: Modify the list of users who are required to complete the training (See: Edit Assigned Users Page).
  • Enable/Disable Training: Toggle the availability of the training to the users. Trainings are automatically disabled prior when supervisors modify their content. When a training is disabled, a caption appears below the title of the training indicating when was the training disabled and by which supervisor.
  • Warning

    If a supervisor attempts to disable a training while some users are doing it, the supervisor is notified and has the choice to wait for the users to complete, or cancel their attempts and go on with disabling the training.

  • All Edit Options: Options to access the editing of the content of the training. See section Trainings Content Editing.
  • Duplicate: Create a new training by duplicating this one.
  • Archive Training: Archiving a training makes it unavailable to users and removes it from the eligibility tracking. Archived trainings can be accessed from the archived trainings page. (See: Archived Trainings Page).

Location

Trainings (Side Menu) > Select an Internal Training

Document and External Training Information Page

The page provides general information in the upper section , in addition to a panel indicating renewals submitted by users that are awaiting a supervisor review.

The second part of the page lists the users assigned to the document or external training and their eligibility status.

PDF Report

You can generate a PDF export of the training's assigned users with the Generate PDF button in the upper right corner of the table of users. A dialog offers the possibility to filter the report based on the groups filter currently applied on the table.

Important Symbols :

  • Training Groups : Below the title appears a list of badges that represent the groups associated to the document. Groups can be modified through the Assign Groups option (see below).
  • Eligible : This symbol indicates when the user has submitted the training or document and is eligible.
  • Expiring Soon : This symbol indicates when the user's eligibility is soon expiring. This is based on the Soon Expiring Window that was set for the training or document. For more details, refer to the Edit Training Information section.
  • Expired : This symbol indicates when the user is late for their renewal. The user is therefore ineligible.
  • Review : Indicates a submission awaiting approval from a supervisor.
  • Declined : Indicates a submission that was declined by the supervisor and that requires an update by the user.
  • Plus Symbol: Button to display the missing fields from the table (Only on small displays).

Page Options Page Options :

  • Assign Groups: Modify the groups to which the document or training belongs.
  • Assign Users: Modify the list of users who are required to complete the document. See: Assign Users for more details.
  • Edit Information: Option to edit the general information of the document or external training. See: Edit Information for more details.
  • Move to Training/Documents Section: Option to change the type for the external training or document and move it to the other section.
  • Duplicate: Create a new document or external training that is duplicated from the current one.
  • Archive: Archiving a document or training makes it unavailable to users and removes it from the eligibility tracking. Archived documents and trainings can be accessed from the archived documents or trainings page. (See: Archived Trainings or Documents Page) for more details.

Locations

  • Documents (Side Menu) > Select a Document
  • Trainings (Side Menu) > Select an External Training

Training History of a User


The page displays the full history (retroactive and actual attempts) of the user for the training as well as the current eligibility status.

Important Symbols :

  • Indicates an Actual : Indicates an actual attempt that was made within the NabuPro application by the user.
  • Indicates A Retroactive : Indicates a retroactive attempt for which the supervisor has retroactively added the result in the system.
  • Completed : Indicates when the attempt was successfully completed by the user.
  • Indicates An Invalidated : Indicates an attempt that was invalidated by a supervisor. You can click on the icon to view the note left by your supervisor for more information.
  • Failed : Indicates when the attempt was failed by the user.
  • Plus Symbol: Button to display the missing fields from the table (Only on small displays).
  • Options Button : Options button for an attempt :
    • Download Certificate: Generate the certificate for the successful training attempt. An instructor must be assigned to enable the certificate download. The instructor can be set from the Certificate Settings Page (See: Training Certificate Settings Page).
    • Detailed Report (User attempts only): Generates a detailed report of the training attempt question by question. Retroactive attempts do not have this option since it requires the training to have been completed on the platform.
    • Edit Retroactive Attempt (Retroactive attempts only): Modify the retroactive attempt results.
    • View Change Log (Retroactive attempts only): See the list of changes made to the training attempt.
    • View Note (Retroactive attempts only): See the note left with the training attempt.
    • Delete (Retroactive attempts only): Remove the training attempt.

Page Options Page Options :

  • Add Attempt: Add a retroactive attempt (See: Add Training Attempt Page).
  • Set Initial Deadline: If the trainee has never completed the training before, you can set the initial deadline (date after which he will be considered expired). Setting the initial deadline provides a delay for the user to complete a new training.
  • Invalidate Eligibility: Invalidate a user's eligibility (last successful attempt is invalidated) in order to force immediate renewal. This action is irreversible.

Location

Trainings (Side Menu) > Select a Training > Select a Trainee

Document and External Training History of a User


The page displays the full history of the user for a document or an external training. If an approval request is waiting for review, it will appear below the page header.

For each attempt or entry, the supervisor can access the change log and the certificate files as well as edit the information if necessary.

Important Symbols :

  • Indicates an Actual : Indicates an actual attempt that was submitted within the NabuPro application by the user.
  • Indicates A Retroactive : Indicates a retroactive attempt for which the supervisor has retroactively added the result in the system.
  • Completed : Indicates when the attempt was successfully completed by the user and approved by a supervisor.
  • Indicates An Review : Indicates a submission awaiting approval from a supervisor.
  • Declined : Indicates an attempt that was declined by the supervisor and that requires an update by the user.
  • Indicates An Invalidated : Indicates an attempt that was invalidated by a supervisor. You can click on the icon to view the note left by your supervisor for more information.
  • Plus Symbol: Button to display the missing fields from the table (Only on small displays).

Page Options Page Options :

  • Add Attempt or Add Document Entry: Add retroactively a document entry or an external training attempt (See: Add Training Attempt Page).
  • Review Request: Access the approval request page for a pending attempt. This option replaces Add Attempt when there is an approval request available for the user.
  • Set Initial Deadline: If the trainee has never completed the training or document before, you can set the initial deadline (date after which he will be considered expired). Setting the initial deadline provides a delay for the user to complete the training or document.
  • Invalidate Eligibility: Invalidate a user's eligibility in order to force immediate renewal. This invalidates the last valid attempt or record. This action is irreversible.

Location

Trainings or Documents (Side Menu) > Select a Training or Document > Select a Trainee

Review Approval Requests


After a user submits an approval request for a document or an external training, the supervisor must review and either accept or decline it :

  • Approve: The item is validated and the eligibility of the user is renewed.
  • Decline: The user is notified by email to update his submission based on the comments provided by the supervisor. After the user updates, the supervisor is notified again to review the updated submission.

Note

Supervisors have the possibility to manually modify the submission if necessary. See: User's Document or External Training History Page.

Locations

  • Trainings (Side Menu) > Select a training > Select a request from the pending approvals panel
  • Users (Side Menu) > Select a user > Select a request from the pending approvals panel

Create Training


The page displays a wizard form for providing the training initial information, the groups it targets and the users required to complete it. For detailed information about the training configuration, refer to :

Newly created internal trainings are disabled by default since they don't have any content yet. Content can be added through the Training Information Page options (See section on training content editing).

Location

Trainings (Side Menu) > Options: Create Training or Create external training

Create Document


The Create Document page displays a wizard form for providing the information, the targeted groups and the users assigned to it.

Location

Documents (Side Menu) > Options: Create Document

Duplicate a Training or Document


You can create a training or document by duplicating another one. The following elements are duplicated from the source training or document :

  • Training or document configurations (frequency, instructor, reference document, etc.) except for the start date;
  • Training content (for internal trainings only);
  • The assigned groups;
  • The assigned users.

Locations

  • Trainings or Documents (Side Menu) > Duplicate
  • Trainings or Documents (Side Menu) > Select Training or Document > Options: Duplicate

Add Training Attempt or Document Record Retroactively


This functionality allows to retroactively add a training attempt or a document record for a given user. This is useful when importing previous company data about the user's trainings and documents he has already completed.

Attempts added retroactively can be edited by supervisors. The history of changes made can be found in the attempt's change log.

To add multiple attempts in batch, refer to the next section.

Location

Trainings or Documents (Side Menu) > Select a Training or Document > Select a Trainee > Options: Add Attempt or Record

Batch Import Training Attempts or Document Records


Batch Import allows to add retroactively training attempts or document records for several users and trainings or documents at one time. The same logic as the previous section for individual training attempts or document records applies.

Location

Trainings or Documents (Side Menu) > Options: Batch Import Attempts / Records

Assign Users to a Training or Document


The page allows to set the users who are required to complete the training or the document. It is possible to send an email notification to the users that are newly assigned to the training.

It is also possible to perform the inverse and set the trainings or documents a user is required to complete (See: Assign Trainings and Documents).

If the training or document has prerequisites, they are automatically assigned to the selected users.

Location

Trainings (Side Menu) > Select a Training > Options: Edit Assigned Users

Training Certificate Settings Page


The page lists the instructors that appear on the certificates generated by the system for the successful completion of internal trainings. Instructors must be set beforehand for the trainings they certify or sign. There are 2 ways to set this up :


Page Options Page Options :

  • Set Company Logo: Upload the company logo that will show in the upper left corner of the certificate (See: Edit Company Logo Page).
  • Create Instructor: Add a new instructor.

Location

Trainings (Side Menu) > Options: Certificate Settings

Create or Modify a Certificate Instructor Page


The page allows to edit the instructor name, title and signature attachment file. Additionally, you can generate a dummy certificate to preview how the provided information will render.

Locations

  • Trainings (Side Menu) > Options: Certificate Settings > click Edit Info button for a given instructor
  • Trainings (Side Menu) > Options: Certificate Settings > Options: Add Instructor

Edit Certificate Instructor Trainings


The page allows to set all the trainings for which the current instructor is used when generating the certificates for successful attempts.

Location

Trainings (side menu) > Certificate Settings > Button Edit Trainings for a given instructor

Edit Company Logo Page


This page allows to modify the company logo that appears on the certificates. Accepted file formats are .PNG and .JPEG.

Location

Trainings (Side Menu) > Options: Certificate Settings > Options: Set Company Logo

Archived Trainings & Documents Page


The archived trainings and documents page keeps track of all trainings or documents for which it is no longer necessary to keep track of the compliance of users. The content of archived trainings and documents is kept and it is possible to restore archived trainings or documents.

Location

Trainings or Documents (Side Menu) > Options: Archived Trainings or Documents

Trainings and Documents Content Editing

Edit Training Information Page


The Edit Training Information page allows to modify the basic information of an internal training.

Fields :

  1. Title: Title of the training.
  2. Certificate Instructor: The instructor that appears on the successful attempt certificates.
  3. Initial Deadline: Date after which all assigned users will be considered expired. It is used for new trainings that were never yet completed and it provides a delay for users to complete the training for the first time without being expired. You will no longer be able to edit this field once the training has an attempt saved.
  4. Validity Period: The period of time before a trainee has to renew the training. A zero value indicates that the eligibility is permanent (no renewal required).
  5. Expiration Calculation: Options for how the expiration date should be calculated.
  6. Available for Completion Window: The number of days before the expiration date during which users can complete the training.
  7. Soon Expiring Window: The number of days before the expiration date during which users will appear as soon expiring for supervisors.
  8. Prerequisites: Indicates the trainings or documents required prior to completing this one.
  9. Number of Questions Asked: The number of questions to be asked to trainees when attempting the exam. For instance, on a total of 30 questions, 20 questions are asked for each exam. The random selection ensures a diversity of questions between the attempts.
  10. Minimum Score Required: Passing grade of the exam.
  11. Ask Questions in Random Order: When checked, the questions during the exams are asked randomly.
  12. Exam Only: Indicates that a training does not have a theory section and only an exam. As a result, if slides are uploaded, they will serve as question references only.
  13. Instructions for Users: Shows the instructions entered to provide users with more details about how to complete the training.
  14. Comments: Shows the internal notes entered for more information about the training.
  15. Reference Material: PDF or image files that can be accessed by the user for any complementary information about the training.

Location

Trainings (Side Menu) > Select a Training > Options: Edit Training Info

Edit External Training & Document Information


The page allows to modify the information of an external training or a document.

Fields :

  1. Title: Title of the external training or document.
  2. Initial Deadline: Date after which all assigned users will be considered expired. It is used for new trainings or documents that were never yet completed and it provides a delay for users to complete the item for the first time without being expired. You will no longer be able to edit this field once the item has an attempt saved.
  3. Validity Period: The period of time before a user has to renew the training or document. A zero value indicates that the eligibility is permanent (no renewal required).
  4. Expiration Calculation: Options for how the expiration date should be calculated.
  5. Available for Completion Window: The number of days before the expiration date during which users can submit the external training or document.
  6. Soon Expiring Window: The number of days before the expiration date during which users will appear as soon expiring for supervisors.
  7. Prerequisites: Indicates the trainings or documents required prior to completing this one.
  8. Instructions for Users: Shows the instructions entered to provide users with more details about how to submit the training or document.
  9. Comments: Shows the internal notes entered for more information about the training or document.
  10. Reference Material: PDF or image files that can be accessed by the user for any complementary information about the training or the document.

Location

Trainings or Documents (Side Menu) > Select an External Training or Document > Options: Edit Training or Document Info

Edit Questions Page


The page gives an overview of the contents of each question, and allows to add or delete questions. The Edit button in the last column of the table allows to modify the content of the questions. For more details, refer to the Edit Question Content Page.

Location

Trainings (Side Menu) > Select a Training > Options: Edit Questions

Create Question Page


The page displays a wizard form to create a new question.

The first section asks whether the question uses images as a reference. You will be able to add your image files here, otherwise you will be sent to the next section.

The General tab allows you to enter the content of the question, and to set the multiple choice answers.

The final section is where you can set the references for the question. These should indicate where the correct answer can be found. They will be shown to users after an incorrect answer is provided during the exam section of the training.

Location

Trainings (Side Menu) > Select a Training > Options: Edit Training Info > Add Question button

Edit Question Content Page


The page allows to modify the content of the question and the multiple choice answers from the General tab.

The section below allows to edit the references to where the right answer to a question can be found. References include the slide number where the correct information can be found and/or a message to provide a precision note. A single question can have multiple references.

From the Images tab, you can add or remove image files that will be shown to users when the question is asked to them. In other words, it allows questions to refer to the images' content (Example: What does the following symbol represent?).

Location

Trainings (Side Menu) > Select a Training > Options: Edit Training Info > Edit button on a question row

Upload new Set Of Slides Page


The page allows to provide slides for the theory section of the training. For trainings with an exam only, the slides are used as references for when correcting questions. The slides must be in a PDF file no bigger than 60MB.

Select the checkbox Slides are intended for question references only to indicate that the upload is for an exam-only training.

The checkbox Keep existing slides data is proposed when the training already has slides. Select this option to keep any slide-related data which already exists (question references or slides media). For instance, if slide 3 is a reference for a given question, and slide 5 has a video attachment, after the upload of the new set, slide 3 and 5 will still have their reference and video attachment respectively. However, if the checkbox is not selected, this related content will be deleted and any reference or slide media will have to be re-added for the slides of the new set.

Location

Trainings (Side Menu) > Select a Training > Options: Edit Slides

Edit Slide Media Page


The page allows to attach to a slide one or more of the following items :

  • Video (maximum 75MB)
  • Audio track (maximum 20MB)
  • Image (maximum 20MB)
  • PDF File (maximum 20MB)
  • Hyperlink

These media items are available to the user when viewing the slide during the theory part of the training.

Adding a Slide Media

To add a new slide media, select the slide during which you wish the media to appear for the user and click on the Edit icon ( edit media ). This will open a new window where you can manage the existing media for the slide, or click on the Plus sign (add media) to add a new media. Another pop-up window will appear, where you can choose the media type, add the attachment, enter a title, and select the autoplay feature :

Note

For each slide, the Autoplay feature can be applied to a single video or audio track in order to have it automatically start when the slide is presented.

Location

Trainings (Side Menu) > Select a Training > Options: Edit Slides Media> Select a Slide

Edit Slides Duration


The Edit Slides Duration page allows to set the minimal amount of a time a trainee has to spend on each slide during the theory part of the training.

Location

Trainings (Side Menu) > Select a Training > Options: Edit Slide Duration

Changes History


The page displays the list of modifications made to a training or a document, as well as the version tags created.

The NabuPro platform automatically tracks changes made to trainings or documents since April 4th, 2021 (excluding assigned users and groups). Supervisors can access this information, allowing them to track changes over time and across different versions.

You can click on a modification to open a pop-up window, showing more details about the changes made :


Version Tags

It is also possible for supervisors to create version tags to clearly identify the series of changes associated with a specific version of the training or document.

  • The tags created will appear in the List of Changes and Version Tags and will display the details that have been provided on the version.
  • Supervisors can generate a PDF report for a tag, which lists all change log entries preceding the tag, up to the previous version if there is one.

See the example of how to access history, create a tag and generate a PDF below :

Using the Changes History

Location

Trainings (Side Menu) > Select a Training > Options: Changes History

Users

Users consist of the staff members for whom NabuPro monitors their compliance. This translates into making sure they complete and read all the trainings, documents and memos they are assigned to.

User Licenses

When created, users are automatically assigned a license that is usually valid for 1 year. There are 2 license levels that consist of :

  • Communication: Users that can only be assigned to read memos.
  • Control: Users that can be assigned to read memos as well as complete trainings and documents.

When no longer needed, a user can be archived and this implies that his account is deactivated and the system no longer monitors his compliance. However, his license remains valid until the end of its cycle. This implies that an archived user with a valid license can be restored without having to buy a new user license.

Users Page


The page lists all the users in the system with their general eligibility status and memo eligibility status. Users can be filtered by eligibility, groups and name.

Important Symbols :

  • Warning Symbol : Indicates that the user has not yet activated his NabuPro trainee account, or has not been assigned to any group yet.
  • One Symbol : Indicates the number of requests of external trainings or documents awaiting review for the given user.
  • Eligible : This symbol indicates when the user has completed all his assigned items and is eligible.
  • Expiring Soon : This symbol indicates when the user's eligibility is soon expiring for at least one item, or that the user has at least one memo left to read.
  • Expired : This symbol indicates when the user is late for the renewal of at least one item, or has not read a memo that is currently in effect. The user is therefore ineligible.
  • Plus Symbol: Button to display the missing fields from the table (only on small displays).

Page Options Page Options :

Location

Users (Side Menu)

User Information Page

The User Information page displays information about the trainee’s profile and a summarized overview of his status for each item he is assigned to.

The profile information shows first the user's name and the list of groups assigned. Beneath, you can find more details in the User Information section. The next section will display the approval requests that are currently awaiting a review for the current user. Finally, The list of assigned items is located below. This table can be filtered by the items' name and assigned groups.

Important Symbols :

  • No Content Symbol: Warning that indicates a training has no content. Therefore, users don't have access to it.
  • Training Disabled Symbol: Warning that indicates a training is disabled. Therefore, users don't have access to it.
  • Review : Indicates a submission awaiting approval from a supervisor.
  • Declined : Indicates a submission that was declined by the supervisor and that requires an update by the user.
  • Eligible : This symbol indicates when the user has completed the item and is eligible.
  • Expiring Soon : This symbol indicates when the user's eligibility is soon expiring for the item, or the memo was not read yet.
  • Expired : This symbol indicates when the user is late for the renewal of the item, or has not read the memo that is currently in effect. The user is therefore ineligible.
  • Plus Symbol: Button to display the missing fields from the table (only on small displays).

Page Options Page Options :

Note

Refer to the Users Section for a better understanding of what happens when a user is archived.

User Compliance Report :

The supervisor can generate a PDF export of the user profile (compliance report) from the button Generate PDF on the upper right corner of the table of items to complete. A dialog offers the possibility to tweak the report in the following manner :

  • Whether to include all memos previously read by the user.
  • Whether to include all trainings or documents that were previously completed and that are no longer assigned to the user.
  • Whether to include the memos that the user has not yet read.
  • Whether to filter the report by the groups currently selected in the table’s group filter.

See the example below :


Location

Users (Side Menu) > Select a User

Create New User


The page consists of a wizard form that will guide the supervisor for fully creating the new user profile. Upon submission of the form, an email is sent to the provided email address with a temporary password. The user account will be activated once the user accesses it and changes the temporary password.

The Delay Activation Email checkbox allows to create the user without directly sending the activation email. This lets time to a supervisor to prepare the user’s profile beforehand. When ready, the supervisor can then send the activation email.

It is possible to create Hybrid accounts, which have both a supervisor and regular user account. The creation form provides the option to create the new user from an existing supervisor account. See the hybrid users section. for more details.

Location

Users (Side Menu) > Options: Add new User

Edit User Information


The page allows to modify the profile information of the user.

Location

Users (Side Menu) > Select a user > Options: Edit Profile

Assign Groups to the User


The page allows to edit the list of groups to which a user belongs.

Location

Users (Side Menu) > Select a user > Options: Assign Groups

Assign Trainings and Documents to a User


The page allows to select the trainings and documents the user is required to complete. Upon submission, the user can be notified for newly assigned trainings and documents.

It is also possible to perform the inverse and set the users required to complete a training or document (See: Assign Users to a Training or Document).

Dealing with Prerequisites


When modifying the trainings and documents assigned to a user, the supervisor has access to information about the prerequisites of a training or document, as well as its dependants (the trainings or documents for which the item is a prerequisite). This information is accessed by clicking the yellow warning icon (warning) next to the training or document name.

You may notice that there can be checked items that are disabled. This indicates that one or more items for which the present disabled item is a prerequisite are currently selected. For the disabled item to be deselected, its dependants must be deselected as shown in the example below :

Indication of prerequisites when Assigning Trainings and Documents

Location

Users (Side Menu) > Select a user > Options: Assign Trainings and Documents

Assign Memos to a User


The page allows to modify the list of memos the user is required to read.

Location

Users (Side Menu) > Select a user > Options: Assign Memos

Archived Users Page


The Archived Users page shows a listing of all the archived users. It provides the possibility to access the archived user profile or restore it.

Location

Users (Side Menu) > Options: Archived Users

Archived User Information Page


A supervisors has limited access to an archived user profile. From this page, he can :

  • View all the items (trainings, documents and memos) the user has completed or read.
  • Download a PDF report listing the completed items.
  • Restore the user if he has the permission to do so (see the page options Page Options ).

Location

Users (Side Menu) > Options: Archived Users > Select a User

Completed Unassigned Items and Read Memos


The page lists in a single view both previously read memos and the trainings & documents that were completed but that are no longer assigned. The supervisor can select those items and access the attempts or memos data.

Location

Users (Side Menu) > Select a User > Options: Completed Unassigned Items and Read Memos

Memos

Memos are used to share company communications and making sure they where read by all targeted users. Every memo has an effective date that consists of the date on which the information shared through the memo becomes effective. Memos can be in 3 different states :

  1. Pending: When the effective date is not yet passed. While in pending state, the content of the memo can still be changed. (Available from the Active Memos Page.)
  2. Late: When the effective date is passed, but the memo has not been read by all the required users. The content can no longer be modified. (Available from the Active Memos Page.)
  3. In Effect: The effective date is passed and all required users have read the memo. The content can no longer be modified. (Available from the In Effect Memos Page.)

Email Notifications are used to inform the users on the memos they are required to read and to inform supervisors on the status changes of the memos.

Email Notification References :

Notification Trigger Event
Notify user about a new memo
  • When the supervisor creates a new memo.
  • When the supervisor adds a new user to a memo.
  • When a supervisor adds a new group to a user and that the new group has active memos that the user has not read.
Notify author when the memo is read by all required users
  • When the last user who has not read the memo reads it.
  • When a supervisor manually sets the read status of all required users to read.
  • When a supervisor removes some users who have not read the memo from the list of required users and that the remaining users all have read the memo.
Notify author when it is no longer the case that a memo is read by all required users.
  • When new users are required to read the memo.
  • After a modification to the memo that requires users to read it again.
  • When a supervisor sets set the read status of a user to not read.
Reminder to users who have not yet read the memo
  • When the number of days before the memo's effective date matches the one for a predefined notification.
  • The day the memo becomes active and every single day after.
Reminders tracking for supervisors
  • Biweekly email on Tuesdays and Fridays of users who have not read a memo that is currently due or is due within the next 7 days.
    • Emails are sent only when some users have memos to read.

Active Memos Page


The page lists all the active memos. For a memo to be considered active, it must match one of the following criteria :

  • The date the memo becomes effective is not yet passed or;
  • One or more user assigned to the memo has not yet read it.

Important Symbols :

  • Eligible : This symbol indicates that all users have read the memo.
  • Expired : This symbol indicates that at least one user has not read the memo.

Click on the Create Memo button in the upper right corner to open the Create Memo page.

Location

Memos (Side Menu) > Active

Memos in Effect


The page shows a list of all the memos that match the 2 following criteria :

  • The memo effective date has passed and;
  • All assigned users have read the memo.

Click on the Create Memo button in the upper right corner to open the Create Memo page.

Location

Memos (Side Menu) > In Effect

Memo Information Page


The Memo Information page shows the content of the memo as well as the read status of the assigned users. The supervisor also has the possibility to modify the read status of assigned users (set the user as read or not read).

Important Symbols :

  • Eligible : This symbol indicates that the user has read the memo.
  • Expired : This symbol indicates that the user has not read the memo.

Page Options Page Options :

  • Edit Content: Edit the content of the memo. Once the memo is effective, its content can no longer be modified.
  • Assign / Add Groups: Edit the targeted groups. Once the memo is effective, groups can only be added.
  • Assign / Add Users: Edit the assigned users. Once the memo is effective, users can only be added.
  • Delete: Delete the memo. Only available while the memo is not yet effective.
  • Read by All: Set the read status of all assigned users to Read.
  • Export to PDF: Export the memo information to PDF.

Location

Memos (Side Menu) > Active/In Effect > Select a Memo

Create Memo Page


The page consists of a wizard form to provide the memo content, the targeted groups and the users required to read it. Although memos can be assigned to any users regardless of their group, it is useful to specify the groups as they serve as a helper to quickly select the targeted users targeted (e.g. all users in the management group).

Email notification reminders can be set to inform the users who have not yet read the memo to read it. By default, daily notifications are sent to users who have not read the memo starting the date it becomes effective.

Location

Memos (Side Menu) > Active > Options: Create New Memo

Edit Memo Content


This page allows to edit the content of the memo. The form provides an option to force the users who have already read the memo to reread it if the modification requires so. Once a memo is effective, it is no longer possible to modify the content.

Location

Memos (Side Menu) > Active > Select a memo not yet effective

Edit Memo Groups


This page allows to change the groups that the memo targets. Once a memo is effective, it is only possible to add groups.

Location

Memos (Side Menu) > Active > Select a memo > Options: Edit Groups or Add Groups

Edit Memo Users


This page allows to change the users required to read the memo. Once a memo is effective, it is only possible to add new users.

Location

Memos (Side Menu) > Active > Select a memo > Options: Edit Users or Add Users

Groups

Groups are used to categorize the different resources on the platform so that supervisors have an easier managing what falls under their responsibility.

Groups Page


The page lists the groups and the numbers of resources that falls under each one.

Click on the name of a group to access the group's information page. You can also create a group by clicking on the button in the upper right corner, and delete a group by clicking on the icon to the right of the group in the list.

Warning

You need to remove the items and users assigned to a group before you can delete it.

Location

Groups (Side Menu)

Group Information Page


The Group Information Page shows lists of all the resources that fall under the group.

Page Options Page Options :

  • Modify: Modify the name of the group.
  • Edit Group Users: Edit the users who belong to the group.
  • Edit Group Trainings: Edit the trainings and documents that belong to the group.
  • Delete: Delete the group (available if there are no more users, memos, trainings and documents that belong to the group).

Location

Groups (Side Menu) > Select a Group

Reports

Reports are used to extract and interpret the data collected by the platform so that supervisors have increased visibility and can better evaluate compliance processes within the enterprise.

Control +

The Reports section is only available with Control + licences.

Reports Page


The page allows you to access the reports and acts as your repository for saved reports. It is seperated in two sections :

  • The All Reports section lists the different reports available, grouped by themes, and presents a short description for each report type.
  • The My Custom Reports section displays your saved reports and allows you to organize them for quick access.

Managing Saved Reports

Supervisors can adjust the order in which the saved reports appear in the My Custom Reports section. Simply grab the report by clicking on the selection icon (Selection icon) and drag it to the desired position.

Details

More information and functions can be accessed by clicking on Details for a saved report :


Click on the arrow button ( Arrow icon ) to reveal the additional options. From here, you can share the saved report with another supervisor within the application or delete it.

Location

Reports (Side Menu)

Report Information Page


The Report Information Page presents the data extracted from the platform. This window allows supervisors to run the selected report and manipulate the data to reveal useful information.

Page Options Page Options :

  • Save: Save the current report parameters and create a shortcut in the My Custom Reports section.
  • Save as: Save the current custom report parameters under a new name.
  • Share: Share the custom report with one or multiple supervisors.
  • Export to CSV: Export the current report view to a CSV file.
  • Export to PDF: Export the current report view to a PDF file.
  • Delete: Delete the custom report from your My Custom Reports section.

Location

Reports (Side Menu) > Start a report

Supervisor Account Settings

Supervisor Settings Page


The Account Settings page allows to modify the supervisor's profile information, password, email preferences and assigned groups.

Personalized Communications

Setting group preferences allows to filter email notifications intended to supervisors, so that they only receive notifications about users belonging to their groups. Note that if a supervisor leaves its group preferences empty, no filtering is applied. This is the same for users that do not belong to any group; the notifications about them are sent to all supervisors.


Automatic Table Filtering

Setting group preferences also grants supervisors the possibility to populate the groups filter for your tables automatically when visiting the following sections :

  1. Trainings and documents table
  2. Users table
  3. Table of users assigned to a training or document
  4. Table of assigned trainings in the trainee user details page
  5. Memos listing pages
  6. Approval Requests Awaiting Review

In order to do so, select the option Automatically filter resources by my preferred groups and click on Save.

If you do not activate this option, you can still quickly filter your tables by using the shortcut button ( sélectionner mes groupes ). Once the option is enabled, your table items will be automatically filtered according to your preferred groups.


You can click on the shortcut button ( sélectionner mes groupes ) to quickly remove or reapply your automatic filters to the table.

Note

The shortcut button is not available if your supervisor account has no groups set.

Location

My Account (Upper Right Corner Menu)

Supervisors Management


The Supervisors page lists all the supervisor accounts and allows their management.

It is possible to have hybrids, which are supervisors that also have a regular user account. Such supervisors have the Hybrid tag next to their name. They can be created from both the supervisor or regular user creation pages by selecting the option Create from existing user/supervisor.

Click on the Actions button to reveal additional options for each supervisor account. This is where you choose to see and edit the list of supervised users, edit the permissions, or delete the supervisor account.

Warning

When you delete a supervisor account that has users assigned, you will be offered to transfer these users to another supervisor. Select the option N/A to leave these users without an immediate supervisor.

Page Options Page Options :

Location

Supervisors (Upper Right Corner Menu)

Manage Platform Permission Groups


All supervisor user actions are restricted through a permission system that goes as follows :

  • Each supervisor action is associated to a specific permission;
  • Permissions are distributed among various permission groups;
  • Supervisors are assigned to one or more permission group and they accumulate the permissions of the groups they are part of.
  • There are 4 default permission groups and additional customized permission groups can be created. The default permission groups consist of the following :
    1. Monitoring: User can only view information and generate reports except if it involves seeing exam content. This is useful for supervisor users who also are trainee users.
    2. Limited Supervisor: All permissions of the Monitoring group plus limited management and data entry permissions (user cannot create content such as memos or trainings, neither can he manage other supervisors and permissions).
    3. Supervisor: All limited supervisor permissions plus content creation (trainings, documents and memos).
    4. Super Admin: All permissions granted.

The widget in the figure above allows to visualize in details the set of permissions in the system and see their distribution among the permission groups (for a given permission group, a green square indicates that the permission is granted, while a red one indicates otherwise).

For custom permission groups, an edit button is available and allows to modify the set of permissions granted to the group. Editing the permission groups to which a supervisor belongs (supervisors table > Edit Permission button, see previous section Supervisors Management), uses the same widget.

Location

Upper Right Corner Menu > Permissions

Create & Edit Custom Permission Groups


For each supervisor action, there exists a permission. The Create and Edit Permission Group pages allow to grant or deny those permissions to a custom group.

Note that whenever a new feature that involves a supervisor user action is added to the platform, a new permission is also created.

Warning

By default, a new permission is denied for all custom groups and it is the responsibility of a supervisor user to add it to a custom permission group.

Locations

Upper Right Corner Menu > Permissions:
  • Create Custom Perission Group (Upper right corner button)
  • Select Custom Group > Modify Button

Company Settings Page


The Company Settings page displays the company account information, including its name, company code, default platform language and timezone. Supervisors with the appropriate permission can edit these fields, except for the company code.

Note

If you want to change your company code, please contact us at support@nabupro.com.

Location

Company Settings (Upper Right Corner Menu)