Managing a User’s Data in Axis LMS
Last Updated: Mon, Dec 12, 2016 at 1:17 PM
Almost all the Axis LMS reports and tables revolve around users; a user’s purchases, a user’s scores, which users belong to which manager. These reports also allow the report viewer to apply filters, narrowing their results down to users from a specific position, company, by manager, and countless other criteria. But these fields don’t fill themselves out.
From this page, you can also quickly pull up some important information about the user, such as their Name, Login ID, Email Address, and their current Active/Inactive status in the system.
The User Profile is where data unique to the user is stored; this includes their first and last name, as well as fields specific to your company, and private notes about the user.
The "General Info” tab hosts common fields, such as first / last name, and address. Switching to the "Customized Fields” tab allows you to store company-specific fields - re-namable fields that which the admin may use to store information about the user which is more specific to their company or used for their own business practices.
You can rename your custom fields by going to
Users >Custom Fields
While on the "General Info” tab, you’re also able to manually change the user’s interface language to any of the different language packs installed on your system.
The "Notes & Other” tab stores an editable historical activation / deactivation record for the user, as well as a section allowing the admin to change the user’s login ID.
The Password Reset icon allows the admin to revert the user’s login password back to the Axis LMS temporary password (and optionally send the user an email with their new password).
The Temporary Password can be set or changed by going to
System >Site Design >Learning Portal >Settings
If you’ve chosen to utilize Managers on your Axis Learning Management system, you’ll want to begin in a user’s Organizational Settings. From this area, you’re able to designate a user’s role [Learner / Manager], and their superiors.
The "Organizational Path” tab shows where the user currently lays in their hierarchal tree - who their Manager is, and which users report to them.
The "Role” tab lets you designate if this user is able to have users below them or not. ‘Learners’ only report to Managers or the admin; ‘Managers’ can both report, and be reported to.
The "Manager” tab provides you a method to designate this user’s primary manager (who they directly report to).
The "Trainer(s)” tab allows you to select one or more Trainers for this user.
Manage Courses and Usergroups
The user’s dashboard also allows the admin to Manage the Usergroups and Courses the user is participating in.
Usergroups are a tremendous help when filtering your reports. Usergroups can be systematically assigned through Event Triggers and upon import (among other methods); but this page is useful for manually adding or removing an individual user from these groups.
When managing a user’s courses, you’re able to set both start and end dates for the user in that course, as well as (optionally) send them an enrollment email. Courses, similarly to Usergroups, can be systematically assigned to users through Event Triggers and upon import; but this page is an excellent method to manually enroll or disenroll users from a course.
The manage KeyCodes area allows the Admin, or a Manager, to utilize a KeyCode on a user’s behalf. KeyCodes enroll users into courses for specific durations of time, and while they may be redeemed by the user through specific widgets, this is a more hands-off approach for the user.
When managing a user’s certification, the admin (or a manager) is able to manually create, import, export, filter and print, or inspect any of a user’s certifications.
To create a new certification for a user, click the green addition symbol. When adding a new certification, you’ll be asked to select what kind of certification this is, the certification number, the date it was earned, and when it should expire.
When selecting what type of certification this is, you can optionally select one of the existing certification programs you have set up. By selecting an existing certification program, a lot of the information will automatically generate upon saving - using that certification program’s data.
For Example: if you do not assign a certification number now, Axis LMS will automatically create one using the same logic it does to create other certifications for the corresponding program. If you choose to enter the certification in as a 3rd party certification (meaning - there is no existing online certification program set up for it), the user will not be able to systematically renew this certification inside of Axis LMS - a certification program will need to be created which allows the user to accrue CEU credits towards re-certification.
To import certifications for a user, select the import/cloud icon from the Manage Certifications area, then follow the prompts and guidelines spelled out in the importer.
After a user has earned at least one certification, it will appear in their Manage Certifications area with a magnifying glass icon next to it. This will allow you to pull up a read-only view of that certification. This view will allow you to see which program the certification is associated with (if any), the certification number, how it was earned (entered by Admin versus earned in the system), and the user’s recertification window. It will also show the CEUs that the user has earned towards their recertification.
Manage CEU Credits
When Managing a User’s CEU Credits, the admin (or a manager) is able to manually create, import, export, filter and print, or inspect any of a user’s CEU Credits.
To create, assign, or un-assign CEU credits for a user’s certifications, begin by selecting the Manage CEU Credits from the user’s dashboard. Here you’ll see a listing of all the CEU credits the user currently possesses; if the user hasn’t earned any yet, this listing will be blank. From this page, you can import, add, print, export, or filter CEU credits for this user
To add a new CEU credit, click the green addition symbol. When adding a new CEU credit, you’ll be asked to select how the credit(s) were earned, the number of credits earned, and the date they were earned.
Selecting an online course from the drop down will award the user those credits as though they had completed that selected online course. Those credits will follow all the rules of that online course including which CEU group(s) that course is a part of. When selecting a course, Axis LMS will identify how many CEU credits that course is set up to award (by populating the credits earned text box with that value), which the administrator (or manager) can take as a suggestion before completing the CEU creation process. The completion date is an optional field; if it is not filled out, Axis LMS will use the current date for the credits.
Manage Trigger Data
There are very few circumstances that would warrant the admin having to go in and edit a user’s Trigger Data, but when those scenarios do arise, it’s important that the admin be able to make it right.
Trigger data refers to two fields of data that are otherwise invisible and out of the way - these are the Course Tracking variables, and System Tracking variables. These are customizable fields which allow the admin to tick up or down, then compare against using other Event Triggers.
There are a handful of pre-constructed system tracking variables, listed below.
Accessibility mode allows a specific user to access your content in a way that is capable of adhering to section 508 compliance. Turning this on for a user will drastically change their user experience.
When Resetting a User, you are resetting and archiving their current score in one (or many) of their Axis LMS courses. This is a complete wipe of their data, and is irreversible; after resetting the user in a course, the next time they log into that course, they will have 0% progress and 0% average - they have never been in the course before.
The features discussed in this article may or may not be available on your LMS system.
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