Avendoo® online documentation

New user

Basically, Avendoo® differentiates two types of users. The user works as learner – in opposite to the author – in his world of learning. Additionally, the user with active team leader settings manages his Cockpit.

To create a new user, choose User management → New user. The User wizard opens.

Inhalte

1 Master data
2 Functions
3 Accomplishments

Master data

Enter the user data and a personal description. Edit the profile image if applicable.

When you enter the user name, the following characters are allowed: A-Z, a-z, 0-9, “_” (underline), “-” (hyphen), “.” (dot), “!” (exclamation mark) and “@”.

The fields user name, password, password (repeat), client (there are only these clients available, which you – as author – have added before), first name, last name and e-mail are mandatory fields.

You can define an expiration date extension under Expiration date. The expiration date extension extends the expiration date if the user registers within the indicated number of days prior to the expiration date. The new expiration date becomes “Today + the indicated number of days.”

If you want to configure a check for forbidden characters in phone numbers, just see under Checking phone numbers for forbidden characters.

You can enter data regarding the assignment of the user to the company-internal organizational diagram.

Furthermore you can configure under Login mechanism if the corresponding user can login via SSO (SSO or Avendoo and SSO). If the ID of the Identity provider is maintained in the client of the corresponding user and the SSO parameters are maintained, too, this user can login via the Avendoo® Progressive Web App (PWA) with Single Sign-On (SSO), if the PWA has been installed after successfull SSO login from the user’s frontend and the team leader area.

Furthermore you can set the checkbox Dummy user, if it is a dummy user (pseudo user). Further information about dummy user (pseudo user) you find under team leader reservation.

Extended

On this tab you can select a user profile, the definition of the four free fields (for example further information, which you can’t enter in the Master data), the cost center and the discount. Furthermore you can define, if the user is an external employee, and you can link to related accounts (authors and/or users) and you can enter the previous login.

Example for links (Related accounts)
The users 1, 2 and 3 (one author for the activation client, another author for the content client and a third one for the supplier client for example) are linked together.
Furthermore the users 4, 5 and 6 (one user and two authors, but one author has got less permissions for example) are linked together.
The users 1,2 and 3 join one relation group and the users 4, 5 and 6 join another relation group. Thus the author can not select user 1 (author for the activation client) in the User wizard of user 4 (user) via the button Link author/user. The author can only add user who are not part of a linked group or relation group. It’s not possible that user 1 changes to user 4 because of security reasons.

Information about transferring training inventory entries and certifications of an existing user account to a new user account you find on the page “FAQs”.

Cronjob to copy training inventory
A cronjob controls daily for each user account with the old login (field “Previous login”), if the user account is already expired or if it marked as deleted. If so, all training inventory data and certifications are transferred, but the course activation ID will not be transferred. If there are multiple certifications for the same certificate the newer certification as the current certification will be transferred. On copying the training inventory entries the ID of the original training inventory entry will be saved in the copied entry.

If you have the ID of the Insurance Distribution Directive (IDD) of the appropriate user, for example: 2019110ß7-100001-05, enter it in the field IDD ID. It is possible that the user the ID of the IDD enters or changes it under My data – Extended in his/her Personal Settings.

If you want to activate the self-anonymization for the appropriate user, select Activated under the option Self-anonymization. This function is set to Deactivated by standard. Information about the self-anonymization for the user you find here.

Company

Enter further data regarding the company, to which the user is assigned. Enter the external user name, external user reference, identity provider user ID, company name, street and building number, ZIP code, location, country, region, division, group, OU and/or personnel number. Also you can select the superior of the user or the training manager and you can select the main office. The main office is only a special characterization without any effect.

Notes

– Further information about the structure of OUs you find here.
– Avendoo® suggests only these OUs to an author-team leader, which are within his team leader visibility.

Billing address

Roles

Website

Community Groups

Absences

Prerequisite for creating new absences is that you set the appropriate check box under Absences (“Visible” and/or “Editable”) on the tab Parameter in the User management -> User profile and that you have assigned the user profile to the appropriate user in the field Import on the tab Extended in the User wizard.

To create new absences for the user, click the button Add an absence. Enter the starts at and ends at time with date and time and then an appropriate title for the absence , for example “Home office” or “Holidays”. If you set the check mark Send iCal and click the button Save, the (individual) notification “Calendar booking for material” will be sent, which is configured in the Client wizard.

If the author has done an absence entry in the Utilization of speakers, you see here the corresponding absence of the corresponding user.

A message is then generated under the Personal group or Private group in the community. It contains that the user is from MM.DD.YY until MM.DD.YY inclusive time is absent. If an author adds absences for an user and if he/she selects the user as speaker in the Event date wizard, Avendoo® shows the conflicting dates. Further the absences are visible in the Gantt chart Utilization of speakers. The added absences have no effect on registrations to event dates for the corresponding user.

Permission groups

Community

Define for newly created users, which functionalities should be available for the community notification, by setting first a check mark Activate notification (this means a summary mail of unread notifications). Then you define, after how many days the user should receive the unread community notifications summarized via e-mail.
Furthermore you can set the check mark Activate important messages if important messages of the community, independent fron the selected notification rhtythm, this means short-dated, should be sent. On important messages a notification rhythm of one day is firmly set.

Memberships

Note

You see the information in the upper right blue field:

if user data is created or changed via the API interface and

the registration code name and its updates inclusively, if the registration code is deleted.

Auto completion

If you maintain manually the user data in Avendoo®, you can configure the auto completion for entering the data. Thus you can do a better structure for your data and you can avoid incorrect data by entering typos. The values are extracted from the database and from a special XML configuration. This configuration is created by Magh and Boppert GmbH.

You can choose between two types of auto completion:

strict
A selection of constant values is shown.

loose
By entering data suggestions are shown; you can enter also new values.

Information about transferring training inventory entries and certifications of an existing user account to a new user account you find on the page “FAQs”.

Supported fields

You can configure the auto completion for the following fields in the User wizard:

OU	Form of address	Import
Defined 10	Defined 11	Defined 12
Defined 13	Defined 14	Cost center
Company name	Street	Building number
ZIP code	Town	Country
Region	Division	Group
Billing address: Company	Billing address: Street	Billing address: ZIP code
Billing address: Town	Billing address: Country

Functions

Team leader settings

Do the team leader settings by defining that the user

is no team leader
is team leader of the own organizational unit
is team leader over the following organizational units

OU

Define the organizational unit of the user and add it by clicking the button Add. If you enter “%” as value, all availables OUs are automatically assigned to the user. Via click on Delete you delete the OUs from the list.

Team leader rights

Define, which rights the user as team leader has:

Assess course participant
Assess essay questions
Certification overview
Create certificate
Create community groups
Create training inventory entries for employees
Further information about creating the training inventory you find here.
Edit approval requests
Make a reservation
Manage course participants
Record certification
Show favorites tab
Show reports tab
Task manager
Training needs
View training inventory entries
Edit users

User rights

User rights

Define, which rights the frontend user has:

Create training inventory
Substitute own certification file
Create course activation for user content
Create course for user content
Create instructional material for user content
Create a training plan for user content
Create an activated event for user content
Record attendance at an event/an event date involving user-generated content instead of the usual author-generated content
Create media for user content
Assess participants (speaker)
Training request

Available reports

Select the available reports.

Compilation

List of selected available reports

Team leader with permission to see me

Shows an overview, who is the responsible team leader.

Accomplishments

You see the qualifications, the training inventory and the certifications of the user. You can edit or delete them with the appropriate button at the end of each line.

Qualifications

You see all qualifications in the overview, which the user has already achieved. You can add, edit or delete qualifications. You create qualifications on the tab Qualifications in the Wizard for qualification groups.

Add qualification

In the opening dialog window you can select the appropriate qualification of the appropriate qualification group with the appropriate qualification scale.

Edit

Edit the selected qualification. The dialog window Edit qualification opens.

Delete

Deletes the selected qualification.

Training inventory

You see the learning successes achieved by the user. The training inventory serves as training history and contains the following entries:

successful completion of a course
successful completion of a training plan
attended event dates (per one entry per event date, also at follow-up event dates)
achieved certifications
achieved qualifications or achieving a higher qualification level

The table shows this information:

Created on (date, on which the training inventory was created)
Starting date (Starting date of the processing)
End date (End date of the processing)
Title (of the course)
Type (event, course, training plan)
Processing time, total
Processing time, event dates
Processing time, e-learning
Mandatory (Processing of the course)
Provider
City
WBD booking ID
If you need an extensive overview of training inventory entries of a client and of its users, you can use the dynamic report “Dynamic training inventory entries of an user client“.
Status (Delete or restore)

The entries remain basically, even if the course activations are deleted. You can delete the entries manually or restore in the training history. Deleting means that the training inventory entry is hidden under Successes and in the reports via the training inventory.

If you delete or restore a training inventory entry with IDD entry, the IDD entry is also deleted or restored.

Certifications

Gamification