Configuring Administrate

Introduction Matt PrenticeDirector of Implementation

• Questions will be taken in The Snug downstairs after the presentation

• Workshops are being recorded for viewing after LITE

• 1:1 Support sessions can be booked in the Main Hall

Workshop GoalsConfigure a bare-bones instance of Administrate to:1. Manage the Events for a

Course– track Instructors & Students– automate Student

Communication– prepare it to provide

elearning content2. Have it display Events

online for sale

What’s Already Been Done?

• Administrate instance is available (5 min)

• Content for Online training portion has been uploaded (2 min)

• Configured a Sending Address, Template & Trigger (5 min)

• Turned on Single Sign On (30 seconds)

• Set up Web User in Administrate for WordPress (45 seconds)

• WordPress website with Administrate plugin installed with some pre-configuration

An Extreme Need for Administrate - a vignette

Extreme Heights Training• provide in-person training to teach students

how to work safely at height• in business for ten years• manages courses with spreadsheets & taking

orders over the phone• sends training reminders via Outlook (if &

when we remember)• business is growing and the processes do not

support the growth• want to add elearning content to our training

to allow our instructors to spend more 1:1 time with the students during the in-person sessions

• running several instances of our most popular course (Working at Height: Avoiding your Doom) coming up & the training coordinator is going on leave – we need a solution NOW!

Configuration Overview

Configure General Settings

Create Accounts & Contacts

Define the Course

Create the Events

Set Up Communications

Integrate with Website

General Setup & Configuration

• Company – A record that defines the organization using Administrate

• Region – A financial zone for your Company• Location – The places where you deliver your

training; can be Towns/Cities or specific building addresses

set up the basic system configuration details

Accounts & Contacts

• Accounts – The organisations that you trade with and/or employ the people with whom you interact (i.e., the Contacts)

• Contact – A record that represents a person with whom you interact (a Student, an Instructor, even you!)

• Individual Account – An Account that is a sole proprietor

• Instructor – A Contact that delivers your training• Administrator – A Contact that provides administrative

assistance for your training• Venue – A specific address or building supplied by an

Account where you hold your training; Related to a Location record

• Custom Field – An attribute created to Accounts or Contacts that allows you to track data specific to your needs

track details on people and who their employers

Courses

• Course – A record that represents the training product you offer

• Course Categories & Sub-Categories – Logical groupings for the Courses you offer

• Course Description Fields – The fields you use to describe your Courses (e.g., summary, prerequisites, etc.)

• Student Score Template – A mechanism for capturing student-specific information on a specific instance of a Course (i.e., on an Event)

• Course Price – The default price for a Public instance of a Course in a given Region.

organize & outline the training you provide

Events

• Event– A specific instance of a Course you offer

• Event Type– Public or Private

• Learning Mode– Classroom – In-person Training– Self Paced (LMS) – Online (only) Training– Blended – In-person & Online Training

schedule your Courses, assign Personnel, prepare content, & add Students

Events

• Personnel– A person that you want to reserve for an Event

• Instructor – 1+ people that will be teaching• Administrator – 1+ people that will provide administrative support

• Resources– Any thing you use to help train that you would want to reserve (e.g., rooms,

equipment)• Workflows

– 1+ tasks that you perform before / after an Event• Session

– How we track information for each day of an Event; Allows for tracking the specific dates & times of the event, as well as tracking different Locations/Venues, Personnel, and attendance for each day.

• Student– A Contact that is associated to a specific Event

• Active Learner– A Contact that is a Student on 1+ Events in a given month

schedule your Courses, assign Personnel, prepare content, & add Students

Communications

• Sending Address – The email address or phone number that appears to

send Communications• Templates

– Templates define the content that is sent via triggers• Merge Fields

– Each Template is associated to an Audience (e.g., Student, Staff, etc.) that has information that can be dynamically included to personalise the message.

• Triggers– Define when Templates are to be delivered

automate your Communications to save time

Website Integration

• Website Integration Options– Plugins:

• WordPress• Weblink (javascript)

– REST API• Web User

– Create a user account that allows your integration of choice to access data in Administrate

display Course & Event information online and take online bookings

Questions?