Training credits are available on some Heropa subscriptions, and provide a way to enroll users in courses using prepaid credits. To learn more, contact Heropa.
Certain Administrator roles will have permissions to manage training credits for companies in the Heropa platform. Use this guide to understand how training credits work, and learn how to manage them as an Administrator.
In this article:
Getting started with training credits
Getting started with training credits
Training credits are prepaid credits that are added to the training platform. To start working with training credits:
- A course must be given a training credits value. This is effectively the price of the course, in training credits. See: Adding a training credit value to a course.
- A course must be assigned to a company. This will allow the company to enroll in the course using training credits. See: Linking a Company to a Course
- A company must purchase credits, added to their credits balance via a credit transaction. Each credit transaction is worth a predetermined amount of credits, with a set expiry date.
How training credits work
When a credit transaction has been added, it is visible against the company, and all credits in the transaction have a status of 'Available'.
Administrators can then enroll users from the company in a course using a credit transaction. Since each course is worth a certain number of credits, an enrollment in a course reserves that amount of credits, updating the credit status to 'Reserved' for the price of the course.
Credits remain reserved until the person enrolled in the course launches it. Once a course is launched, and the environment is accessed, these credits move to 'Redeemed' status.
Should the credit transaction expire, all available credits will also expire. Enrollments that have not yet been launched will no longer be accessible due to the expiry. Enrollments that have already been launched are unaffected by the credit transaction expiring.
Example:
Available | Reserved | Redeemed | Expired | |
Credits purchased | 1000 | 0 | 0 | |
2 users enroll in a course costing 100 credits | 800 | 200 | 0 | |
1 user launches the course | 800 | 100 | 100 | |
Credits expire | 0 | 0 | 100 | 900 |
Adding a training credit value to a course
A training credits value must be added to a course to indicate how many training credits are required to do the course. This can be added to a course after course creation.
- Select the course, then view the Configuration tab.
- In the Training credits field, enter the value of the course.
- Select Save to save the changes.
Now a training credits value has been added to the course, all enrollments in the course will result in a deduction of that credit amount from the selected credit transaction.
Should the course value be modified, subsequent enrollments will reflect the new value.
Linking a Company to a Course
A company must first be linked to a course, if the course is to be available for enrollment using training credits.
- Select the course, then view the Access tab.
- In the Access tab, move a company from the list of Available companies to Selected companies.
- Select Save to save the changes.
Now the link between a company and a course has been established, users from that company can be enrolled in the course using active credit transactions for that company.
Managing credit transactions
Configuring roles to manage credit transactions
The following permissions can be configured for Credits in Administration / Roles / Permissions tab for any given role:
Here's how each permission works for a user in a role, if selected:
- Left nav: Can see Credits in the left navigation menu of their Admin view.
- View: Can see credits throughout the platform.
- Edit: Can edit credit transactions.
- Create: Can add credit transactions.
- Delete: Can delete credit transactions.
Viewing credit transactions
There are two ways to view credit transactions:
- View all: In the left hand navigation menu, select Administration / Credits. This will display all credit transactions across all companies.
- View all for a single company: In the left hand navigation menu, select Administration / Companies. Select a company from the list, then select the Credits tab. This will contain a list of Credit transactions that have been added to the company.
Aggregated and per transaction credit balances are shown.
Select an individual credit transaction to view its balances by credit status, as well as a list of enrollments made using the credit transaction.
Adding a credit transaction
There are two ways to add a credit transaction:
- In the left hand navigation menu, select Administration / Credits. This will display all credit transactions across all companies. From the Action dropdown, select 'Add'.
- From within a company: In the left hand navigation menu, select Administration / Companies. Select a company from the list, and from the Credits tab, select 'Add'.
In the Add credits modal, enter the required information including a name for the credit transaction, how many credits have been purchased, and an expiry term.
Editing a credit transaction
To edit a credit transaction, view the transaction details then from the Action dropdown, select 'Edit'.
In the Edit credits modal, the following information can be edited:
- Credit transaction name and reference information
- The amount of credits in the transaction. Note that only the available credits amount can be modified.
- The expiry term of the credit transaction. Note that modifying this term will also change the credit transaction status. Eg. If the credit transaction has expired and more time is added, the status will change from Expired to Available.
Deleting a credit transaction
A credit transaction can only be deleted if no credits from the transaction have been used. All credits in the transaction must have a status of 'Available'. If this is the case, a 'Delete' row action will be visible where the credit transaction is listed.
For any queries about credit transactions, contact your account administrator.
Managing enrollments
Viewing enrollments
To view enrollments in a Course:
- In the left hand navigation menu, select Courses, then select the course.
- The Enrollments tab will contain a list of enrollments in the course across all companies and users.
To view enrollments of users in a Company:
- In the left hand navigation menu, select Administration / Companies to view the company.
- Select the Environments tab to view a list of all environments created for users in the company.
Use this view to understand how users in a company are progressing through courses they are enrolled in, and to determine if courses have been completed.
Enrolling users in a course using training credits
There are two ways to enroll users in courses:
1. From a Course:
- In the left hand navigation menu, select Courses, then select a course.
- Select the Enrollments tab, then Add enrollment to enroll users in the course.
To enroll users in a course:
- Select the company the users belong to.
- Select the credit transaction to redeem from. The company's active credit transactions will be listed for selection. Each credit transaction will indicate the available amount of credits, as well as the expiry date, to help choose which credit transaction to redeem from.
- Select the users to enroll in the course. The number of users that can be enrolled will depend on the cost of the course in credits, and the amount of the available credits in the selected credit transaction.
- Select the Notify users check box to send an email to the users notifying them of their enrollment in the course. This field will be visible if your Heropa tenancy has been configured to collect email addresses for end users.
- Select Add. The enrollment will now be visible in the course's Enrollments tab.
2. From a Company:
- In the left hand navigation menu, select Administration / Companies.
- Select the Environments tab, then Add enrollment to enroll users from the company in courses.
To enroll users in a course:
- Select the course. Each course will indicate its cost in credits.
- Select the credit transaction to redeem from. The company's active credit transactions will be listed for selection. Each credit transaction will indicate the available amount of credits, as well as the expiry date, to help choose which credit transaction to redeem from.
- Select the users to enroll in the course. The number of users that can be enrolled will depend on the cost of the course in credits, and the amount of the available credits in the selected credit transaction.
- Select Add. The enrollment will now be visible in the Environments tab.
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