The learning module offers corporate clients the ability to facilitate e-learning and “In-House” training to both their Contractors and their internal employees as required. Hosting these classroom schedules using the Passport 360 platform allows for clear visibility into “who” has completed the required training per organization.
Share a program with and individual using the quick share function.
View your program set up by selecting the view button.
Edit your program details by selecting the edit button.
Delete an existing program by simply selecting the delete button.
Use the search function for quick referral to specific data required.
Select the back button to return to the previous page.
1) Create and Manage Custom Competencies
Note: It is advised to create your custom competency before you create the program that it needs to be linked to.
To create a new competency, navigate to learning management available on your dashboard.
Select the mange your competencies button.
once in the field, select add.
Fill in the competency name and tick that it needs to be active.
Once complete, select update.
Your competency will appear on top of the listed competencies.
If the competency is no longer applicable to any of your programs, highlight the competency by selecting the line item applicable and select edit.
Untick the active block and update.
Your competency will now display as “False” which means that you will not be able to select that competency when adding a competency requirement to a program.
If you want to delete a competency in the listed items, highlight the required line item and select the delete button.
2) Create and Manage Programs
Create your own online programs for Users, Employees, and individuals to complete.
Select the manage your eLearning button.
Fill in the program details.
Give your program a name and enter a validity period (in days).
Note: Once an individual has completed this course, it will expire in the time frame stipulated
If your program is integrated with an ERP (Enterprise Resource Planning), then you need to include the unique code.
Note: This is not mandatory
Select the competency type linked to the program, by using the dropdown selection available.
Select your course type.
Upload a PowerPoint file for Passport 360 to convert to an html5 friendly course for your convenience.
SCORM Compliant Course:
Upload a readymade SCORM (Shareable Content Object Reference Model) Compliant Course
This program type allows the upload of Video led course content with assessments.
Note: All uploads are limited to a total of 10GB per program.
Mention what the required pass mark is to be compliant in this program.
Select the number of times an individual can attempt the course assessment before they are required to start the program right at the beginning again.
If the program has to issue a certificate to the individual on successful completion, ensure that you select “Yes”. Also note that if you require an eLearning security to be added to the course, select “Yes”.
Note: If the program that you are creating is required to be used in the Visitors Management Module, you need to select yes. If it is not selected to be used then it will not appear in the dropdown selection for your visitors to complete. (Refer to the Visitors Management Module for more information).
If you require a nightly export to be sent to GSS, select yes.
If you require this learning program to make up part of your Pre Qualification and Enquiries in Vendor Management, use the toggle switch available and select yes.
If your course is developed and integrated with another system, select yes to use a “Deep Link for this course”
Note: You will be required to add the deep link URL
Should you not want to make this course available to any users other than system administrators, use the toggle switch to change your course from active to inactive.
If you need the course to be part of the onboarding planning tool, use the toggle switch to select “yes”
Lastly fill in your course outcomes.
Each program will generate its own unique QR Code which, when scanned will allow the user to access this program via their Smartphone. The Course Outcomes Items are not compulsory but are encouraged. Enter 3 Course Outcomes to give Employees, Users and Individuals an indication of the course content.
Note: These outcomes will accompany the system generated QR Code for your printing convenience.
Once completed all of the required fields, select add.
3) Add Program Content
To add content to your program, select “add”
Select the module number, module name and module type.
Module Types Explained:
Information: this type will require you to upload the content relevant to the type of course that has been created. Eg: a supporting video.
Assessment: This type will require you to create assessment questions.
Custom Form: This type will require you to upload a custom-built form that the learner will have to read and answer as applicable (refer to the Form Manager user guide for more information).
Once you have created your modules for the program, you will need to upload or create the content for your modules. You will need to select the upload button next to each module to complete the action.
3.1) For an Information Type Module, select the content from your PC and upload. The system will display what percentage your content upload is currently sitting at.
When adding the program content, it is important to note the following for each content type:
Select the PowerPoint (only .ppt or pptx files) file from your PC and click upload items. /this will submit the PowerPoint File to the Passport 360 Team for conversion into an html5 friendly course. Once your converted program has been uploaded a notification will be sent to you via email. Your program will now be ready for completion by Users, Employees, and Individuals.
Note: There is a 24 business hours turnaround time on Program Conversions. It is preferable to remove PowerPoint Courses and create a new program rather than replacing a file for conversion reasons.
SCORM Compliant Course:
Upload a readymade SCORM Compliant Course. SCORM Compliant courses are self-contained programs created through e-Learning tools / programs. Eg: Articulate; Letcora etc.
- Only single zipped files will be accepted
- The file must have been exported for use in a LMS
- The file must be SCORM 2004 compliant (or later versions)
Only MP4 with H264 Codec is the accepted file type. Select the relevant file from your PC and click upload items.
3.2) To add Assessment Type Modules, select the upload button and it will open a new screen whereby you can add your questions.
Select the number in which you would like this question to appear in the order.
Note: the ordering of the question will automatically follow on in chronological order of creation, however you can change the order if you wish by using this field.
Select your question type.
Yes or No / True or False:
Selecting Yes or No OR True or False Question types will automatically populate the option fields. You will only need to select the correct answer to save your question.
The question answers will need to be populated as free text, and the correct option must be selected from the correct answer dropdown menu to save the question.
Once you have selected your question type, ensure that the correct answer is selected and lastly select “Add” to add the question to the question set.
Your created questions will appear in a display on the screen below.
If you want to edit a specific question, simply click on the question that you want to edit and it will automatically populate in the table for editing.
Once complete, select update and the question will be updated.
Navigate back to the program modules page or the Learning dashboard once your assessment questions have been created.
4) Manage Classroom Schedules
Create on-site, scheduled courses for your Employees, as well as your Linked Service provider Employees.
Select on the manage classroom schedules button.
4.1) Mange Classroom
Select the manage classroom button and then select add.
Fill in your classroom details as needed.
Note: Your classroom status must be set as Active to be available for your schedule.
Once complete select update and your saved classrooms will now be displayed in the manage classroom grid.
To edit your classroom, highlight the classroom that you need to edit by selecting the live item and select the edit button and then update.
Note: if a classroom is no longer in use, it must be marked as Not Active so that it cannot be selected when creating a schedule.
4.2) Manage Courses
Select the manage courses button and then select add.
Fill in your course details as needed.
Fill in your course code as well as the course description.
Only numbers must be entered in the Course Validity field for your course to be successfully saved.
If you have a unique code for integration, add that into the field.
Select “yes” should your course require verification before the student attends the course.
Select your start and end dates. This date range means that this course can only be scheduled during this stipulated date range.
If your course is being charged for, add the price per course and take note to select the correct currency type.
Mark the duration period of the course (in days)
Note: When selecting your competency, this creates a competency that is saved against Linked Service Provider Employees once they have attended the course. This competency is only applicable to YOUR Company and SHE requirements. This is not displayed on the profiles, but the information will be available in your Reports and the Safety Glance (refer to the People Manager user guide for more information).
Select your course Facilitator from the dropdown selection available.
Select date of expiry. This means that once this course reaches expiry, the content will no longer be applicable, therefore new content for the course will need to be developed.
Once all the fields are filled in accordingly, select the add button to save your course.
Note: If a course is no longer active, it must be marked as Not Active
5) Create a Schedule
Create a Schedule once your classrooms and courses have been created.
Navigate to your calendar view and select the create schedule button.
- Select the classroom applicable to the schedule.
- Select the course code.
- Select the facilitator responsible for the course.
- Limit your booking to specified users
- If you need to adjust the number of seats for the course, select “yes”
- Use the toggle selection if you would like to add a date rage for the course.
- Select the date that the course needs to start, including a time selection.
Note: If you choose to select a date range, another field will open and require you to specify your date range, it will require you to select days in which the course is applicable, and it will require you to confirm the time that your course starts.
Once you have made your selection, select the save button.
Lastly, should you need to notify individuals in your waiting list of the created course, select “Yes”
To view your schedules for the month, select the “Month” on your calendar and it will display all your scheduled courses for the month. Only your linked Service Providers will be able to link to your courses.
To manage your scheduled courses, select the “Agenda” on your calendar.
Click on the course that you would like to manage, and a pop-up screen will appear whereby you need to make a selection.
Note: The “Add to waiting list” will display on all the courses that are fully booked. If an individual selects that option he will be notified if there is a cancellation so that they can fill the space.
Select manage event to Print your Class list, Process the training, and to remove any individuals that you feel may not be required in the class.
Click Print Class list to generate a PDF class list of the booked Employees.
The class list has a column for signatures for the Employees to sign on the day of the course.
Click Export Excel to pull the records on an Excel spreadsheet.
Click Process Training to complete the training record AFTER the course has been completed.
This will allocate your competency to the Employee who attended the course.
To book an individual into a course, use the dropdown selection available, search for the required course and select the required division whereby the course needs to be completed.
The Classroom Schedule will automatically generate into your calendar view.
Note: you can change your calendar view by selecting the type of view you would prefer such as Day, Week, Work week and Month view. Simply select the applicable button to the right of your screen.
To book the specified course, click on the scheduled course and select Book Training.
Use the dropdown selection available to select your student to be booked, add your telephone number and when you are complete select “Add”.
The selected students will populate in a grid display.
If you would like to remove a student from the booking, select the delete button.
Note: If you select a course that has cost implications, a notice will pop up for your confirmation and it is important to remember to print your quote for details.
To print the quote, select the Booking Quote button.
The quote will automatically be generated by Passport 360.
Note: After any course booking, it is important to remember to print your “Booking Slip” as proof of booking.
To print your booking slip, select the booking slip button.
The booking slip will automatically be generated by Passport 360.
6) Validate Course Bookings
If a Corporate Client, needs to confirm that the booked students are required to attend the course, you will need to navigate to “Validate Course Bookings”
Select the manage button.
A list of the booked students will appear in a grid display.
To view the quote, select the view button.
The document will automatically be generated by Passport 360, whereby the quote can be downloaded and printed if its required.
Select the tick button to approve the students booking.
Select the delete button to delete the student from the booking.
7) Search Individuals
Use the “Search Individuals” function to have visibility into specific individuals booked courses, courses that they did not show up for, cancelled courses and enrolled eLearning courses.
Simply fill in the individuals ID or Employee number and select search. Passport 360 will populate the mentioned fields.
Note: To comply with POPIA, only verified Passport 360 Users will be able to view individuals ID numbers on the system. These users include System Administrators and users that are part of Human Resources. (Should these details be made viewable to additional users on the system refer to the “System Users” user guide).