Administrator's Overview - Genius CE & Enterprise

Overview

This page displays the overall system configuration, including server information, software version, and allocated memory.

View Logs

Genius CE & Enterprise products track all data changes, including the creation of new courses and updates to existing learner information, in a dedicated log. This log tracks the changes made, the individuals responsible for them, and the dates on which they were made.

Using this page, users can research these logs by selecting a log type from a dropdown (such as CHANGE, which would show all changes or LOGIN, which would show all user logins), a period (such as in the last two days) and a specific content (applicable when a particular change needs to be researched).

Clicking on Get Data will retrieve the matching logs.

Find Files

Genius CE & Enterprise allow users to upload files to a course or a Learner profile. 

Users will be able to search for files by, among other options, specifying a file type (such as COURSE or LEARNER), entering portions of the file name or description, or specifying a file content (which can be marked by users when uploading the file). Users can also search by the Learner’s Affiliation or Document type. Clicking on “Get Data” will show all matching files. The image below shows a sample search where all files associated with learners whose descriptions contain “test” are displayed. Clicking on the view icon next to each file allows the user to see the actual file.

Edit Jobs

This is where you can view the current jobs scheduled in the system. On this page, the Administrator can view, edit, or add a new scheduled job.

Prescriptive Rules

Prescriptive Rules utilize filters to automatically enroll learners into a section or learning path on a schedule set in the rule. On this page, the Administrator can view, edit, and add a new prescriptive rule.

User-defined Roles

Genius CE and Enterprise have predefined user roles (or privilege levels), including Learner, Instructor, and Administrator. Each role can be set up to have different permissions and restrictions. For instance, Instructors may not have access to the Learner ledger, while administrators may have access to all data.

In addition to these pre-defined roles, the Administrator can create additional roles. 

Using this page, administrators can view and edit existing user-defined roles and create new ones. 

Access Setup

Each role may have a different access configuration. Using this page, the Administrator can configure, for each user role, which pages and modules are visible to each role.

The Administrator may select a role to edit from the dropdown, and Genius CE & Enterprise products will display the current access setup. Each module to which the user has access will be checked, and unchecking a module will restrict the user's access to all pages under that module. This is a role-specific task; all users assigned to this role will have their access updated accordingly.

Clicking on the plus sign next to a module will display all pages inside that module. Unchecking a page will prevent all users in the role from accessing that page.

The Administrator can also check/ or uncheck all boxes by clicking on the “Check/Uncheck all” option, nd can copy an existing profile by selecting it from the dropdown. 

Find Users

This page allows administrators to find Genius CE or Enterprise users. Users can be filtered by Role, Affiliation, or by entering a portion of the Username, Email, Login, or Phone Number.

Once the user is found, clicking on the edit icon will open a dialog with the user's information, which can be edited. The following actions are available:

• Clicking on “Save” will save any changes made to the user profile. Changing the username can break the connection between Genius CE or Enterprise and the LMS.
• Clicking on “Login as user” will log the Administrator in as the currently selected user. This is helpful in situations where the user is experiencing issues or has a question about what they are seeing on the screen.
• Clicking on “Reset password” will reset the password to a temporary, random password and send an email to the user with the new password. If the email cannot be sent (for example, when the user's email is invalid), the temporary password will be displayed on the screen for the Administrator.
• Clicking on “Close” will close the window.

Add User

A user is an account created in the system, and roles are assigned to that account for access to various parts of the system. This page allows the Administrator to add new users to Genius CE or Enterprise by entering the user's data, including username, first and last name, password, role, and email. Clicking the Save button will create your new user.

Delete User

This page will allow the Administrator to delete users from Genius CE or Enterprise. Users can be searched by Role, Affiliation, name, email, login, or phone. Selecting the search criteria and clicking "Get Data" will display the result list for the search. The Administrator can delete one or more users by selecting the checkbox for the users and clicking on Delete Users.

Duplicate Users

This page will allow the Administrator to view a list of duplicate users with two different pieces of information, such as ID or last name, but with the same name or email address. If there are more than two matched user accounts that need to be merged into one, it is best to integrate them one at a time. The Administrator can merge these duplicated accounts by selecting the checkbox in the middle:

-     Keep Left: If selected, will keep the user on the left side and delete the one on the right side.

-     Keep Both: If selected, will keep both users. These users will remain on the duplicate users list if this option is chosen.

-     Keep Right: If selected, will keep the user on the right side and delete the one on the left side.

Customize Dashboard

The user can select a role and customize the dashboard accordingly. As an Administrator, you can also determine if the chosen role will be allowed to customize their dashboard by checking the "Allow Role Customize" box. To add a new Chart, click on Add Chart. You can save or delete the changes. Reports that are shared with that role are available to be added to the dashboard.

Parameters

This page allows the Administrator to view and modify the parameters that control the software's behavior. Clicking on the edit icon next to a parameter will open a dialog where the Administrator can change its value. 

Default Templates

Genius CE & Enterprise provide three types of email templates. The kind of email template determines where it will appear in a list to be chosen by the sender. When sending an email, you do not have to select a template from the list. You can type the email address you want to send to. If you are sending the email to more than one user, or about more than one course, you can select from a list of variables that will be populated based on the preferred list of users that should receive the email.

AUTO – Sent out automatically when certain conditions occur.

LEARNERS – Manually sent out from the Learner menu.

ENROLLMENTS – Manually sent out from the Enrollments menu.

On this page, the Administrator can view a list of all the templates, edit existing templates, or add a new template.

You can prevent all emails from being sent by changing Administration > Parameters > SEND_EMAIL to 0. A value of 1 means all emails will be sent.  A value of 0 means that all emails will not be sent.  An administrator can redirect all emails to a particular email address for testing by changing Administration > Parameters > REDIRECT_ALL_EMAILS_TO to a valid email address.   If you only want to restrict certain emails from being sent, rename the email template by adding an 'X' in front of the email template name.

Lists

In many pages, Genius CE and Enterprise offer a dropdown with options for users to select. For instance, when learners request to be dropped from a course, they can choose a reason for the drop. Or when a communication is manually recorded, users can select from a list of categories.

This page allows users to edit these lists by selecting the list to be edited and then adding new values or modifying existing ones. The changes will take place immediately.

File Upload

This page allows the Administrator to upload files to a Genius CE or Enterprise folder, enabling them to be referenced in other parts of the software.

Any file uploaded will be stored in the /upload folder. 

The Administrator can also view the files by clicking the Download button or delete a file by clicking the Delete button.

LMS

This page allows the user to view and edit the LMS systems.

Delete an Object

This page allows administrators to delete objects, such as courses, Sections, Instructors, Learners, Users, or Affiliations. To delete an object, select the object type first from the first dropdown list and then the object from the second dropdown list. We recommend ARCHIVING a record if the data could be needed again.

Themes

On this page, the user can define the colors, fonts, verbiage, and themes for the Genius pages. Themes can be created and saved. You can edit an existing theme and select a theme from the dropdown list to set it as Global.

Custom Fields

Users can edit custom fields in various categories. For instance, under Learner, Learner chooses fields such as date of birth, hire date, or position.

When the user adds a new custom field, they must choose where it will be displayed, whether it is required, the display type, whether it will be displayed in all affiliations, or if it will be optional. The user can also choose where the custom field will display on the Add, Edit, or Main pages.

Custom Lists

On this page, the Administrator can create a new list, edit an existing one, or view the details, such as the name and status, of an existing list.

Coupons

The course prices can be discounted by using coupon codes. On this page, the Administration can add a coupon code, edit an existing one, or view all the coupon codes and their details. Coupons will have a Code, Type, Value, Status, Valid from, and Valid until (dates).

Import CSV

In addition to manually creating courses and users, Genius+ allows administrators to import a CSV file containing all the required information. This CSV file will be processed, and all objects contained within will be created if all necessary fields are present. After the import is completed, Genius CE and Enterprise products will provide feedback to the user about any errors encountered during the import of the CSV.

The following CSV files can currently be imported:

Once a file is selected, the Administrator can click on "Preview" to view the data to be imported or "Upload" to import the file.

Certificates

On this page, the Administrator can view, edit, or add a new certificate template, of which type, such as Global Enrollment Certificate, Course, or Section, or by Status, ACTIVE or ARCHIVE, can be defined.

Force Enroll

Some conditions may prevent a learner from being immediately enrolled in a course section, including the requirement for additional documents, course prerequisites, manager approval, or waitlists. The “Force Enroll” feature is only available to administrators and gives them the ability to bypass all enrollment restrictions, thereby enrolling learners directly into a course section.

On this page, you can Bulk Force Enroll one or multiple learners into a course. First, select the Search Criteria and then click on Get Data. Choose the learners you would like to Force Enroll by clicking on the checkbox beside their name, and then click on ’Force Enroll’.

Choose the Term, Course, Section, and Start Date for the enrollment and click on the ‘’Enroll’’ button.

Asset Types

On this page, the Administrator can add, view, and edit types of assets in the system.

To add a new Asset Type, click on ‘’Add New Asset Type’’, type the Name, Description, and Status of the Asset type.

InventoryOnn this page, the Administrator can search, view, and add a new Inventory Item.

To add a new item to the inventory, click on ‘’Add New Inventory item’’ and then choose the Asset type, serial number, status, and Learner on Assets.

On this page, the Administrator can search, view, and add a new Asset Association to a specific section.

To add a new association, click on ‘’Add New Association’’ and choose the Asset Type, Course, and the section you want that Asset associated with.