Getting Started Guide For Administrators
Getting started guide for AdministratorsGetting started guidefor Administrators
Getting started guide for AdministratorsTable of ContentsTable of Contents .2Introduction .3Creating a MATRIX portal .5Navigating the platform.6Help Center . 12Profile . 14Configuring features . 16Customizing the company portal . 18Setting up policies . 28Configuring the course catalog. 30Creating accounts . 33Managing users . 39Using automation . 40Configuring e-commerce . 42Using marketing tools . 51Configuring compliance . 55Setting up canned messages . 57Creating reports . 59Upgrading to a premium plan . 64Summary . 652
Getting started guide for AdministratorsIntroductionMATRIX is a world-class, award-winning learning management system (LMS) for businesses. Theplatform is known for delivering a great user experience, while incorporating all the essential toolscompanies need to support efficient training and learning.MATRIX is a product of CYPHER LEARNING, a company that specializes in providing learningplatforms for organizations around the world. CYPHER LEARNING provides a similar LMS for use byentrepreneurs called INDIE and an LMS for use by schools called NEO. CYPHER LEARNING productsare used by over 20,000 organizations, have millions of users, and have won several awards.3
Getting started guide for AdministratorsWe want you to get the best results when using our site, especially when you are just starting out.That is why we created three getting started guides for the main types of users on MATRIX:administrators, instructors, and learners.Getting started guide for Administrators (this guide) explains topics such as: navigatingin MATRIX, using the Help Center, creating accounts, customizing the platform, settingup e-commerce and managing users.Getting started guide for Instructors explains topics such as: navigating in MATRIX,using the Help Center, creating and configuring courses, enrolling learners, usingautomation and gamification.Getting started guide for Learners explains topics such as: navigating in MATRIX, usingthe Help Center, enrolling in courses, submitting assessments, communicating withinstructors, and more.This guide covers the most common steps administrators go through when they start using MATRIX.Please consult the table of contents if you want to find a specific topic. If you have any additionalquestions or want to explore more of your platform’s features, please browse the Help Center or visitour support forum.4
Getting started guide for AdministratorsCreating a MATRIX portalTo create your MATRIX site, go to the sign-up page on our website, fill in the required information, thenclick the sign up button. We recommend choosing a short and simple URL, that can be easilyremembered by users.Congratulations! You have created your MATRIX site and now you’re ready to start setting it up. Wewill be covering some basic options in the next sections.5
Getting started guide for AdministratorsNavigating the platformThe administrator dashboard is the first page you see when you log in to your account. Here you cansee a set of widgets with the most important site data. There is also information related to youraccount such as your calendar, to-do list, notifications, and more.6
Getting started guide for AdministratorsIcons and navigationYou will see various icons in the platform that are used for adding, editing, deleting, and other actions.Here is an overview of the most important icons:Add content such as courses, rules or portal pages.Remove items from your platform.Edit a page or an item.Configure different areas of the platform.Delete items.Access your messages through the messages icon in the top right bar.Notifications allow you to keep up with different changes in the system.The trash icon opens a popup with all your deleted content.Your shopping cart contains your ordered items.This icon provides access to the MATRIX Help Center.Use the search icon to find specific content on your site.7
Getting started guide for AdministratorsLeft barThe left bar displays tabs that allow you to quickly navigate to the main areas of the site, such asHome, Courses, Users, Resources, Reports, Compliance, Organizations and Admin.The left bar gives you access to these tabs no matter where you are in the site. If you hover over a tab,a pop-up window will appear with the most important options for that area.8
Getting started guide for AdministratorsFor example, when you visit a course, the main left bar is minimized, allowing you to navigate withinany area of the site by simply hovering over the main menu in the top left side of the page. The courseleft bar shows tabs lead you to course areas such as: start, admin, scores, assessments, and more.Top right barThe top right bar displays icons which you can click to access your messages, notifications, calendar,trash can, help center, search and profile.9
Getting started guide for AdministratorsRight barIn the right bar, you can find your to-do list, announcements, upcoming events, and a list of minimizedwindows. To see more details, just click on an item.10
Getting started guide for AdministratorsNews feedThe news feed aggregates news items from users, courses, groups and company. Product Newsannouncements usually contain updates from the MATRIX team. By default, a news feed only showsthe latest news and you can scroll down the page for more items.11
Getting started guide for AdministratorsHelp CenterWe provide extensive support at every step of our collaboration. To access the Help Center, click theicon in the top right bar.A pop-up box will open with different options. Use the searchable online help to browse different helptopics. If you are on a certain page and need guidance, a help for the current page option will alsoappear. Here you can also find access to our Support forum and Product news, where we frequentlypost updates on new features.12
Getting started guide for AdministratorsThe searchable online help has topics organized by account type, includes detailed instructions withscreenshots for most of them and because the Help Center is a pop-up, you can browse through thetopics without having to leave your current page.13
Getting started guide for AdministratorsProfileYour profile page shows your basic information, account details, photos, and more. The informationthat is visible depends on your account type and the portal’s security settings.To start setting up your profile, go to the top right bar and click on the profile button. Then, click onthe Edit button.14
Getting started guide for AdministratorsGo to the Settings tab in the left bar to choose different options related to your profile, such displayingyour online status for learners or allowing users to request to chat with you.Change your language in the Miscellaneous section:15
Getting started guide for AdministratorsConfiguring featuresAs an administrator, you are responsible for configuring the site, including enabling or disablingfeatures. It’s easy to do so by using the Admin menu in the left bar.Features can be configured through our App center, which can be found under Admin/App center.16
Getting started guide for AdministratorsFirst, you must install the app:Then click on the Configure button to start setting it up:Here you can find features such as Reporting, Adaptive learning or Teams. You can also find the listof available integrations, including Google Drive, Panopto or Web conferencing.17
Getting started guide for AdministratorsCustomizing the company portalYou can customize many aspects of your company’s portal, including the color scheme, adding yourorganization’s logo and changing the terminology. In MATRIX, it’s easy to configure what visitors andusers see and you also have more advanced options such as adding Custom CSS.Portal name, description and detailsTo set up details about your organization, visit the Admin/About section. Here you can edit yourorganization’s name, add a description and website, add a contact email, select your language, andmore. To make changes, click the Edit icon.18
Getting started guide for AdministratorsPortal CustomizationClick on Admin/Portal in order to start setting up your options.The portal administrator page is split into separate categories so that it’s easier to customize certainaspects of the site: General - set up your URL, color schemes, logo and language; Visitor view - configure how your portal will look for your site’s visitors, with options for portaltype, title, logo, pages, pictures, menu, panels and footers; User view - configure how your portal will look for logged-in users, with options for avatardisplay, menu bar decoration, home left bar picture, home tabs, left bar, welcome pop-up,shortcuts and footers; Themes - customize the color scheme of the site by selecting or creating a new one;19
Getting started guide for Administrators Terminology - customize the terminology of your site by adding one or more substitutions; SEO - choose if you want your site to be indexed or not, set up a meta-description, catalogURLs and keywords; Social media - set up which social media icons you want to show up on your portal, in both thevisitor and user view; Custom CSS - you can use custom CSS in order to give your site a more personalized look; Custom HTML - you can use custom HTML to customize the site; Accessibility - enable portal accessibility options for users with disabilities; More - configure options session timeout, default video dimensions, Google Analytics, URLredirection, bottom HTM and Whitelisted IP addresses.Now we will go over the most important options from this tabs that administrators need to know inthe first phase of customizing the portal.URLThis section displays the current URL of your portal. To change it, click “Edit your MATRIX URL”, andselect a new subdomain. We also provide a way to use your own URL, for which you can findinstructions under the Portal topic in the Help Center.20
Getting started guide for AdministratorsThemesChoose between our built-in color schemes or you can create/edit your own custom scheme usingthe “Add custom theme” button:Then select the color values for each graphic element using either the color picker or by directlyentering the hex values into the input boxes.21
Getting started guide for AdministratorsLogoTo upload a logo, select it from your computer, then click Save.You can select if the logo should be shown in the home page left bar by clicking the appropriate checkbox in User view.22
Getting started guide for AdministratorsPortal pagesYou can configure Portal pages under Visitor view. Portals have default pages such as Calendar,Catalog, News or Contact. Only pages that are enabled show up in the carousel and each one can beedited separately. You can also click on Add to create a custom page.Portal visual editorThe visitor portal can also be customized using panels, changing the header and adding a customfooter. To customize your portal, click Edit under “Portal visual editor”.23
Getting started guide for AdministratorsPortal panelsCurrently, we have support for the following types of panels:CarouselThe carousel option allows you to add custom pictures, text, HTML and action buttons. To add a newslide, click Add slide.24
Getting started guide for AdministratorsCountersThis option allows you to add a graphical background with up to three counters with relevantinformation for your company. Enter the text and the numbers for each counter, choose a picture ofand click Save.Simple text and buttonIf you want to separate two panel types that are very graphical, you can add a colored backgroundwith text and an optional button.25
Getting started guide for AdministratorsImage blocksYou can add a panel that contains image blocks with text and call-to-action buttons. You can uploadyour images, add the text, and you can select the destination page of the buttons.FootersYou can customize the footer area of your portal. To add a new footer, click on Add, enter its name,URL, and choose whether or not a new window is displayed when the footer is clicked, then click Save.26
Getting started guide for AdministratorsTerminologyYou can customize the terminology of your site by adding one or more substitutions under theTerminology tab. These substitutions apply to all built-in text which appears on tabs, buttons,headings, instructions and tips. Click on Add, then enter the original text and its replacement.Here is how a business portal can look like for visitors :27
Getting started guide for AdministratorsSetting up policiesThere are many policies that you can set for your site, such as the features that learners andinstructors can access. It is one of the most important things for an administrator to do. Go toAdmin/Policies to start setting up your options.Here are more details on some of the options:MonitoringIf enabled, you can create monitor accounts. Monitors are read-only administrators that can accessmost pages of a site but cannot change anything. If you enable monitoring, you can also enable it foruse by instructors, in which case they can monitor the communications of learners in their courses.Prevent simultaneous loginsIf this feature is enabled, a learner can only be logged on via a single session. When they start a newsession, any of their previous sessions are automatically terminated.28
Getting started guide for AdministratorsLet members know that communications are monitoredIf you check this option, members will know that their communications are being monitored. Theywill see a small notification: "your company monitors communications for offensive language" whencomposing messages or using chat.Set time zone of all accounts to site time zoneIf enabled, you can set all user time zones to the time zone of your company.Allow disabling of announcement notificationsIf enabled, users will be able to turn off notifications from announcements.29
Getting started guide for AdministratorsConfiguring the course catalogThe course catalog lists all the courses that you wish to offer learners. If you have e-commerceenabled, training items may be purchased directly from the catalog. To browse the catalog, clickCourses/Catalog.Items are organized by categories and subcategories.30
Getting started guide for AdministratorsTo configure the course catalog, visit the Settings area. Your options are as follows: Options - you can enable catalog search, the catalog calendar, and location filtering; Format - choose between Flat, Hierarchical or Graphic; Category ordering - choose between Alphabetical or Custom. If you choose Custom, you canreorder the categories using drag and drop; Course ordering - choose between Alphabetical or Custom. If you choose Custom, you canreorder the courses using drag and drop; Displaying short descriptions - you can choose to display the short description of categoriesand items on their tiles; Show sections in each module - if enabled, the list of sections will be displayed on the catalogpage of the course; Only show open enrollment courses in visitor catalog- you can set courses to have an openenrollment for visitors of your site. With this option they can only see what is available to them; Hide old courses - hide courses that have started over a week ago; Show time zone - include the course time zone in the listings; Display courses for default organization in all catalogs - if you have enabled multipleorganizations for your platform, the default organization’s courses will appear in all catalogs; Only show pricing on catalog page, not on tiles or listings - if you have e-commerce enabled,only show pricing on catalog page, not on tiles or listings; Right column - you can enable the right column in the catalog to show the list of categories,featured items, and boxes.31
Getting started guide for AdministratorsCategoriesAll currently used categories and subcategories are listed in the Categories section of the localcatalog. You can change the descriptions and the picture associated with a category. You can evenadd a metadata description and keywords for a category, under SEO Metadata.Browsing the catalog from your portalTo allow portal visitors to browse the catalog, go to Admin Portal and find the Visitor view tab. EnableCatalog from the Portal pages section.32
Getting started guide for AdministratorsCreating accountsEveryone who wants to use your site must have an account. The type of accounts that can be createdin MATRIX are: Learner - can enroll in courses, communicate with instructors and friends, use collaborationtools; Instructor - can create and teach courses, create and grade assessments, communicate withlearners; Administrator - has full privileges on the site, can customize the site, set policies, createaccounts; Partial administrator - can administer only certain aspects of the site; Teaching assistant - can help instructors run courses but cannot change course content ordelete a course; Manager - can generate reports for all the learners in the same organization but cannot changecontent or create courses; Monitor - read-only administrator that can access most pages of a site but cannot changeanything; Mentor - users that primarily provide personal assistance to other users.33
Getting started guide for AdministratorsAdding accountsGo to Admin/Accounts to find your options for adding accounts:Add accounts using a formThis option allows you to quickly add accounts using a form. To start adding accounts visit the ‘Form’tab. Select the initial type of account you want to create, whether you want to send login instructions,whether you require the users to change their passwords when they first log in, and the approximatenumber of accounts you want to add.34
Getting started guide for AdministratorsEmail invitationsTo invite users via email, visit the Email tab. Select the initial type and approximate number ofinvitations that you want to send, then click Continue.The email invitation is sent but the account is not created until the user accepts the invitation and thengoes through the normal sign up process. You can see a list of invited people by going to the Userscatalog in the left bar, under the Invited tab. Resend the invitations if needed.35
Getting started guide for AdministratorsConfigure sign upGenerate access codes that allow users to create accounts. To start configuring sign up, visit the Signup tab under Admin/Accounts.If you choose the sign up option without an access code, users can create accounts just by clickingthe Sign up button, then entering their account details. If you want to use access codes, you can setthem up in the Access codes area. Each user type can have its own access code. Codes can be eitheractive all the time or for a limited period.36
Getting started guide for AdministratorsPeople can then join your site by clicking the Sign up with an access code option, entering the codeand the required account information.Import accounts from a fileThis option allows you to quickly create or update accounts by importing the information from acomma-separated value (CSV) file.37
Getting started guide for AdministratorsSelect the initial type of account you want to create, then choose the file from your computer thatcontains the CSV rows and indicate which value is in which column.Every field except for the first and last name is optional. If you omit a user ID and/or password, theyare given unique values automatically. You have a few more options such as requiring users to changepassword on their first login, the click Continue.38
Getting started guide for AdministratorsManaging usersYou can see an overview of all users in your company by visiting the Users Catalog. Click on a categoryto see more details about a user group.For example, if you click on Learners, you can perform several actions such as: sending messages,viewing their scores, award badges and certificates, archive learners or even removal from theplatform.39
Getting started guide for AdministratorsUsing automationAutomation allows you to set up rules that should be performed when learners enroll in groups,complete courses and learning paths. For example, you can define rules that trigger actions such assending a custom message when learners enroll in a course or sending a notification when an accountbecomes inactive. Administrators are usually responsible for setting rules for accounts, whileinstructors add rules for courses and learning paths.Adding rules for accountsYou can define actions that occur when accounts are created. Accounts rules include actions that aretriggered when users are added and when users are inactive. To add rules, visit the Accounts/Rules”section.40
Getting started guide for AdministratorsTo add inactivity actions, visit the Inactivity tab:Adding rules for e-commerceIf you have e-commerce enabled, you can also set up e-commerce rules for courses, subscriptions,bundles and so on. For example, to add a purchase actions from the E-commerce tab in the courseconfiguration area.41
Getting started guide for AdministratorsConfiguring e-commerceThe e-commerce feature allows companies to sell courses, subscriptions, bundles, and digital mediathrough their MATRIX portal. Visitors and users can browse the course catalog, see a detaileddescription of the items that are offered, use coupon codes and more. To enable E-commerce, go toAdmin/App center and install E-commerce.Payment gateway configurationTo configure the payment gateway, go to the Payment gateway tab. We currently have support forPayPal, PayPal Payment Pro, Authorize.net, Stripe, PayU LatAm, PayUbiz, Pagsegure, Flywire, andPurchase orders as payment gateways.Choose one of them and link your existing account. More details on configuring each paymentgateway can be found by visiting the Help Center under the E-commerce topic.42
Getting started guide for AdministratorsSetting prices for coursesTo set a price for a course, go to the course configuration area and visit the E-commerce tab. Hereyou can add the price for the course and coupon codes.Bulk purchasesUsers can also buy items in bulk. After finishing the checkout process, you can either enroll othersusing the seats you have purchased, or you can transfer seats to another account. Go to Admin/Ecommerce/Configure and click Enable under Bulk purchases.When bulk purchases are enabled, the shopping cart allows you to select a quantity and also whetherthe item(s) are for someone else. Note that if the items are for someone else, then the purchaser isnot auto-enrolled into the course after the purchase.43
Getting started guide for AdministratorsAdding couponsAfter the price is set, you can also add coupons for the course. To add a coupon, clickAdmin/Configure in the left bar, go to the E-commerce tab and click on Add under Coupons.Then you will see different options for configuring the coupon, including name, a maximum amountof uses, the discounted amount (a fixed sum or a percentage) and the coupon code. Please note thatif you want to enable the coupon for a limited time, you can select Enable time.44
Getting started guide for AdministratorsAdd bulk discountsThis option allows you to add one or more bulk discount rules that apply to the entire shopping cart. Todo this, click Admin/E-commerce/Configure/Bulk discounts, then click Add in the top right.You can then set up a rule based on the number of items ordered or on the cost of the items. Forexample, if one visitor has at least 3 items in the shopping cart (quantity), they could receive a 10%discount. If the total value of the items is at least 40 (amount) they receive a 5% discount.Add bundlesYou can combine courses and digital media into a bundle and sell them as a package. To create anew bundle, go to Admin/E-commerce and visit Bundles under Items then click Add.45
Getting started guide for AdministratorsChoose a name for the bundle and then you are ready to add items.Select Admin/Configure to configure your bundle. Click on E-commerce to set a price and Couponsfor the bundle. Please note that you must click on Publish under Admin (right bar) to publish the bundleto your catalog or click Publish under Admin/Configure.46
Getting started guide for AdministratorsAdding subscription plansYou can create subscription plans comprised of courses and digital media that visitors can purchasefor a monthly or yearly fee. To create a new subscription, go to Admin/E-commerce and visit theSubscriptions tab.Digital mediaYou can also sell digital media items such as videos, audio files and pdf documents, just as you wouldsell courses. To add your files, visit the Digital Media tab under Admin/E-commerce.47
Getting started guide for AdministratorsShopping and checkout experienceSite visitors can browse your courses and other learning items by accessing the course catalog onyour main portal. Users who already have an account can also purchase courses, digital media,bundles or subscriptions through the course catalog.Purchasing itemsThe checkout process is the same for buying all learning item. Visitors can add it to their shoppingcart by clicking on the Purchase button:48
Getting started guide for AdministratorsThey will be directed to the Checkout page. If you set up a discount, your visitors will be able to applythe discount (see adding a coupon code section) when purchasing a course:If visitors already have an account, they can click on Log in to proceed with the payment. If not, theywill have to create a learner account by filling out the form under “Account”.49
Getting started guide for AdministratorsAfter the purchase, users can see the purchased items in the Purchases area of their profiles and theycan enroll in the courses or access the items:For a detailed report of the platform revenue, affiliates and site statistics, visit the Reports area of yourplatform. More details can be found in the Help center under the Reports topic.50
Getting started guide for AdministratorsUsing marketing toolsWe provide various tools to help companies market their courses, such as SEO features, affiliatemarketing, integration with MailChimp, and more. Currently, administrators can configure SEO for theportal, set up an Affiliates program and use MailChimp. You can also promote courses by encouraginglearners to rate and review training items.Configuring SEO for the portalGo to Admin/Portal and select the SEO tab. You can choose if you want the site to be indexed andshow in search engines, set up a meta-description, and keywords.51
Getting started guide for AdministratorsConfiguring SEO for coursesYou can also update the meta description and keywords for each individual course. Go to the Coursepage, click Admin/Configure and go to the Catalog tab. Select Add under SEO.Add a meta description, relevant keywords and Save.52
Getting started guide for AdministratorsAffiliate programsYou can set up an affiliate program for the portal by creating affiliate accounts. An affiliate is a personthat can advertise your training items on their own platforms such as blogs and social media. Affiliatescan get a commission on referral. This feature must be first installed via the App center.Each Affiliate user has its own affiliate link which they can use to bring visitors to the portal. For eachconverted visitor, the Affiliate will get a commission which is defined by you as a percentage of t
post updates on new features. Getting started guide for Administrators 13 . Getting started guide for Administrators 16 Configuring features As an administrator, you are responsible for configuring the site, including enabling or disabling features. It
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