MyAko user guide v0.3 180322

MyAko user guide Contents General overview ................................................................................................................................... 2 Log in................................................................................................................................................... 2 Hierarchy ................................................................................................................................................ 3 Adding internal staff to the Hierarchy............................................................................................... 3 Creating a new node ........................................................................................................................12 Adding historical training records to new employees ........................................................................16 Assigning courses to external people ..................................................................................................21 Deaf Awareness Training .................................................................................................................21 Create or edit a User ........................................................................................................................22 External Training ..............................................................................................................................28 Interpreter training ..........................................................................................................................32 Compliance report recording:...............................................................................................................33 The Library............................................................................................................................................36 Accessing the Library........................................................................................................................36 Folder permissions ...........................................................................................................................38 Adding documents to folders...........................................................................................................39 Adding Read Receipts.......................................................................................................................39 Removing a member of staff / MyAko user ........................................................................................41 Request MyAko training https://calendly.com/jordanmathias/training-session 1 V0.3 180322

MyAko user guide General overview General Overview recording General Overview recording.mp4 Log in Initial view will be your own Dashboard Managers have Team view as well where they can view their Teams courses and completion % 2 V0.3 180322

MyAko user guide Hierarchy The hierarchy shows you who is assigned to what role within the organisation and the courses assigned to that role. We use this for internal staff and to add external courses to external users. Viewing the hierarchy and adding a new employee to a node recording: MyAko The Hierachy-Adding a new user -employee.mp4 Adding internal staff to the Hierarchy You would do this for new starters or when an existing member of staff sit across 2 roles e.g., they are acting up / cover for a few months. Access the Hierarchy via the Site Management heading Here you an see all roles within the organisation. By selecting a node you can see which users are allocated to that node and the courses allocated to that node. 3 V0.3 180322

MyAko user guide When you click on a node the right hard side menu is displayed Click on the people icon to see who is assigned to that node Select the eye icon to view user assigned – this would how if the selected node managed others and had a node assigned underneath them. If the selected node does not manage others, this will be empty. 4 V0.3 180322

MyAko user guide Select the book icon to see the MyAko E-Learning courses assigned to that role. You can also Remove a course here if you feel the course is no longer suitable for that node. Remember though it removes the course for everyone within the node. Use the arrows to view the courses. Select the event icon to see the Events that have been assigned to that role. Events are non MyAko courses such as Company Induction. To add additional events to a node you can select the drop down, however if there is not a course listed that you require, this needs to be created beforehand. Creating courses is covered later in this guide. 5 V0.3 180322

MyAko user guide Adding a new employee to a node Select the node that you want to add the new employee onto Select users If you wanted to add an existing user to the node you can click in the users drop down and start typing their name. You might want to do this if an employee is acting up to another role or they work across 2 roles e.g. CSW & Project Manager. This means they would have access to all the courses for each node. It is more likely that the user is not on the system as they are a new employee, in this situation select Create a new user and assign them to this role. 6 V0.3 180322

MyAko user guide Complete the fields The Unique identifier for staff should be their payroll number, however this is usually not available when they start. So just create this as their initial and surname and make a note to change this later once they have had a pay run. Enter the date they start with Sign Solutions. Save Click on the Edit icon. Check is shows as Active, leave the email address field blank and then select the Profiles tab 7 V0.3 180322

MyAko user guide Ensure User and Own Certificate viewer are selected. The next step is to send them their log in details. To get their username and set their password got to Site Management and Employee Management. Search for the new employee by any of the search fields or scroll through the list 8 V0.3 180322

MyAko user guide Click on impersonate Here you can see the courses allocated to the employee: To view their username and set their password select the arrow next to their name and select profile. 9 V0.3 180322

MyAko user guide Make a note of their username. Set their password to Password1 Select Save Changes. 10 V0.3 180322

MyAko user guide Send the following email to the new employee: Good afternoon Nicola, Welcome to Sign Solutions, I look forward to meeting you when you start. You can now access our E-Learning platform, MyAko, so that you can complete your training and read our policies. To access your courses and policies please select: https://www.myako.com/ Click Login Username: xxxxxxxx Password: Password1 To access our policies please go to Features and Library. To access your training please select View courses from the main dashboard. If you have any queries, please do not hesitate to contact me. 11 V0.3 180322

MyAko user guide Creating a new node MyAko The Hierachy-Adding a new Node.mp4 If you need a new node for a new job role, you must first create the job role otherwise you will not be able to assign the new node to the role. Create the job role, select Site Management and Roles: Here you can see all the job roles created and you can press Edit if you need to amend the name of the job role. To create a new one, select the plus icon Enter the name of the job role and press save: 12 V0.3 180322

MyAko user guide Go back to the Hierarchy. Press the plus icon under where the new job role needs to sit: The new node will appear for you to add a job role, courses and users. 13 V0.3 180322

MyAko user guide Find the job role in the drop down: Select where the job is based. To add people to the new nodes, elect the Users icon and follow the instructions above 14 V0.3 180322

MyAko user guide To add courses to the node, select the course and the event icon and select the relevant courses from the drop downs for that node. If an event is not listed it needs to be created, see creating an event section. Select Assign: If you want to change any of the course configurations – they are listed here: The standard is to leave the Attempts to Pass as 5 and pass rate 70. Some courses do Not need to be repeated, in this case tick ‘no refresher’ Some courses may need to be repeated in 12 months e.g., GDPR. 15 V0.3 180322

MyAko user guide Adding historical training records to new employees Adding historical training records.mp4 MyAko is also used to store staff historical training records. There are a few ways to upload their records, when a new starter starts the best way to add is via the Uploader. Go to Site Management – Uploader Select Download Historical training data Complete the Spreadsheet entering their UUID, courses completed and course date in the desired format You can check their UUID via Site Management - Employee Management For employees their UUID is their payroll number however this isn’t generated until pay day so you may not have this when you first create them. In this instance we use their first initial and surname. Once you have their payroll number the UUID can be changed be selecting Edit. Save the spreadsheet once completed. 16 V0.3 180322

MyAko user guide Go back to the Uploader Select choose file and browse to where you saved the spreadsheet and upload. Once uploaded check they are showing on the employee’s record Go to Site Management – Employee management 17 V0.3 180322

MyAko user guide Select Edit Select Historical Training Record Mappings Here you can see the training records that you have uploaded and remove them if added in error. You can also add a new training record here if the course has already been created on the system, by selected it from the drop down, entering the completion date and select save. You can also add historical training record that doesn’t already exist or add a certificate to a training record by impersonating the employee. Select Course – My Historical Training 18 V0.3 180322

MyAko user guide Here you can view and amend the employees historical training. To add a certificate to their existing training select edit Select Browse If this is linked to a course that already existing you can select Request course mapping, however if this is a new course not in MyAko leave this section and press save You can click back on the course and select view to see the certificate that has been saved 19 V0.3 180322

MyAko user guide You can also add a new historical training record here by selecting Add Historical Training Record Enter the course name, completion date and upload the certificate and save. 20 V0.3 180322

MyAko user guide Assigning courses to external people This is used when an external person has purchased one of the E-Learning courses via our website or the Interpreter training DVDs or the Deaf Awareness course. Assigning people to external courses.mp4 Deaf Awareness Training If a client wishes to purchase one of our Deaf Awareness licenses, they can do this via our website and pay via Pay Pal, if the purchase this way Accounts will send the notification of the payment, they will cc in Clare Vale who will draw down the funds to the bank. One you have received the notification from Accounts, set them up on the Hierarchy under the Deaf Awareness Licence node: Select Users and Create a new user and assign them to this node. 21 V0.3 180322

MyAko user guide Create or edit a User Complete the below fields – please do not enter an email address. A separate email can be sent to the user confirming their username and password. Select Profiles tab and select User & Own Certificate Viewer and select Save. 22 V0.3 180322

MyAko user guide Go to Site Management – Employee Management. Search for the user via any of the fields, click search. Select Impersonate. It can take up to 5 minutes for the courses to show on the user’s Dashboard. If they are not showing withing 20 minutes please contact MyAko via the chat facility. 23 V0.3 180322

MyAko user guide Select the users Name and Profile. Make a note of their username and set their Password to: Password1 and press Save. 24 V0.3 180322

MyAko user guide Send the following e-mail to the user advising of the log in link and username & password. Good afternoon, To access your Deaf Awareness E-Learning course please select: https://www.myako.com/ Click Login Username: xxxxxxxx Password: Password1 If you have any queries, please do not hesitate to contact me. Kind Regards 25 V0.3 180322

MyAko user guide Remember you can check the course configuration for the course by clicking on the node and select the course icon. The Deaf Awareness course is available for 12 months, after this period the user should be deleted. You can remove them from the Deaf Awareness Training node by deleting them from the node: 26 V0.3 180322

MyAko user guide Removing them from the node will still mean the user exists, you can then add them to the D.A.L old node, this makes it easier when running compliance reports to see how many Deaf Awareness licences we need to pay MyAko for as they invoice us periodically. If you email the users email address you can contact them to see if they wish to re purchase another licence for 12 months, if they do not wish to or do not respond go to Employee Management and Deactivate them. Only users within their 12 months completion period should be on the Deaf Awareness Licence node. Periodic compliance reports will check this. See Compliance report section. 27 V0.3 180322

MyAko user guide External Training This node should be used for external people who have purchased any other E-Learning course – available on our website. Again, you will receive an email from accounts to advise a course has been purchased. Add the to the external training node – in the same way you add a new employee or someone to the Deaf Awareness licence node. The important difference is that this node has no courses assigned to it. This is because any course could be purchased, if we added all the courses to this node anyone assigned to that node would geta access to all the courses. The other alternative is to add a node for each course – owner this would just create too many nodes, so the best solution is to add them to a node without any courses, manually add the course to their account. Once you’ve added to the mode -search the user on Site management- Employee management Select the book icon next to impersonate – when you hover over this should say Create or edit an Individual Course Allocation 28 V0.3 180322

MyAko user guide Find the course in the drop down, ensure you enter a 12 month’s completion period, 5 attempts, 70 pass rate and Use Learner start date as allocation date. When you manually add a course to a user you have to then allocate the course to their profile Go to Course and My Credits Search for the user 29 V0.3 180322

MyAko user guide Scroll across to find the course, place a tick in the box and click on Allocate Selected. Go back to Site management – Employee management – search them and impersonate them. The courses will then be on their profile. Go to their profile make a note of their username, set their password to Password1 and send them the log in email. 30 V0.3 180322

MyAko user guide Good afternoon, To access your xxxxx E-Learning course please select: https://www.myako.com/ Click Login Username: xxxxxxxx Password: Password1 If you have any queries, please do not hesitate to contact me. Kind Regards 31 V0.3 180322

MyAko user guide Interpreter training We also sell BSL interpreter CPD training, these were previously training DVDs that are now hosted on MyAko. If an interpreter wishes to purchase all 5 courses this is at a reduced price (each individual course is £35 each, except for interpreting the Police caution which is £10 – please contact the Operations Administration team for details of the cost for all). If they wanted all 5 courses: • Conversations • Formal Registers • Informal Register • Interpreting the police caution • Two-way interpreting Then they can be assigned to the node Interpreting training. Follow the same steps above to assign them to the node. If they only wanted one or two of the courses, they would need to be assigned to the external training node and the course assigned via the individual course allocation (see external training section) Compliance Reporting 32 V0.3 180322

MyAko user guide Compliance report recording: MyAko Complance Reporting-20220304_132054-Meeting Recording.mp4 Compliance reporting can be used to check who has completed training or read documents from the Library. To access reporting got to Site Management – Reporting Suite Select Compliance Report (Active Users) 33 V0.3 180322

MyAko user guide You can run a report based on a variety of filters: Role, Site, Course – you can combine these filters as well e, g, you can check which roles have completed a certain course by filtering on role and course. When you have selected the filters you want Select Apply Filter 34 V0.3 180322

MyAko user guide Select Export type xslx Select Export This will open an excel document which you can edit as you wish: 35 V0.3 180322

MyAko user guide The Library Accessing the Library Library Recording MyAko Library-20220304_133431-Meeting Recording.mp4 The library is used to store our policies and procedures. We can store these on the Shared drive, however there are certain policies and procedures that need to be accessed by none employed staff (CSWs) and occasionally external personnel for tenders. By storing key polices on the library it enables us to add a read receipt for key ISO documents so we can generate compliance reports to evidence staff have read these documents. It is also helpful for staff to have access to staff handbook information, policies, and documents in one central location. To access the Library select Features - Library 36 V0.3 180322

MyAko user guide Here you can view the current folders, double click on any to view their content Creating a new Folder To add a new folder select Create Folder Name the new folder and select save The new folder will display in the list 37 V0.3 180322

MyAko user guide Folder permissions It is very important to set the permissions for the folder – this indicates who can view the content of the folder. Select permission which is located next to the folder. Any new folders created will automatically allow everyone (any role/ node) to access. To de select untick the roles that you do not wish to have access to the folder. It is essential to ensure any nodes that have external people attached to them do not have access to our private policies and procedures so ensure these are unticked from any folders that will contain internal information. 38 V0.3 180322

MyAko user guide Adding documents to folders Select the folder that you want to add the documents to. Drag the documents or browse to upload them Adding Read Receipts If the document is important e.g., an ISO document and you want to ensure staff have read the document you can add a read receipt by placing a tick in the Requires Read Receipt box. 39 V0.3 180322

MyAko user guide To check who has read the document you can run a Library Report from the Reporting Suite under Site Management and selecting Library Report: Filter on any of the required fields One filters have been selected select Apply Filter 40 V0.3 180322

MyAko user guide You can view who has / hasn’t read the document, you can also export to excel if required: Removing a member of staff / MyAko user Removing a member of staff / MyAko user recording MyAko Library-20220304_133431-Meeting Recording.mp4 When an employee leaves or if an external course has expired you can de activate the MyAko account. Search for the person’s name in Site Management - Employee Management and select Deactivate. 41 V0.3 180322