AccuTraining Quick Start Guide

Don't have time to read it online then download our AccuTraining Quick Start Guide (PDF).

Getting Started:

This guide is available here to help you get your AccuTraining account setup and running very quickly and efficiently.

1. Adjust your Account Settings

Location: Advanced Options > Settings

  1. Update the General account settings, such as the time-zone, Session Timeout, etc.
    • Account Logo - This can be the company logo or even the training series logo which will appear on the Badges and Certificatesby default.
    • Time-zone This is a very important setting and is there so AccuTraining can tell the Apple devices what Timezone the training sessions will take place. By default only the 4 continental U.S. time-zones show up but you can check the box to show all time-zones if you are doing the training outside of the U.S. time-zones.
    • License Agreement (optional) This section of AccuTraining will allow you to enter a user agreement if needed when the Employees login.

2. Enter or import the Training Courses

Entering Training Courses Manually

Location: General > Training Courses

To create a new Training Course you simply click the Create Course button at the top of the page.

Complete the following information to create the Training Course:

General Info
  • Full Unique Code (Required) - This is a unique code of the Training Course used to identify this specific class.
  • Name (Required) - This is the title of the Training Course that you will see throughout the AccuTraining website when selecting the Training Course.
  • Term - Used as a reporting period to be selected when running reports and if using recurring sessions it determines when the start and end dates are of these recurring sessions.
  • Department - Used to group Training Courses. This assigns a Department (which has to be created previously) to which the Training Course belongs to in AccuTraining. It can be used to group them in the reports or plans.
  • Group - Used to group Training Courses for a Training Plan or Reports. If you create a group name that you tag each course with it will use it to group them in the reports or plans.
  • Details - this is the description of the Training Course which can be used for any notes about the Training Course.
Sessions
  • Recurring Sessions - Use this option if you need to specify the days of the week and time that the Training Course will occur. Example: “Mondays at 10:00 AM - 10:50 AM in RM101”
  • Follow these steps to add a Recurring Session:
    1. Select a day of the week from the drop-down box.
    2. Click the first “at” field to set the start time for that day of the week.
      • Type the time manually or select the time in the drop-down box.
    3. Now click the second “at” field to set the end time for that day of the week.
    4. Finally click the “in” field to set the location the training will take place. Simply type the first 3 characters of the location name to get it to appear and click it to select that location.

If you do not have any locations setup then you can use the “Default Location” by starting to type it in the field and selecting it. To learn how to create your own Locations click here.

  • One-time Session - Use this option if your Training Course only occurs on specific dates or if you need to add days outside of the normal schedule that you will be meeting. It is completely fine to use both Recurring Sessions and One-time Sessions when setting the Training Course Schedule.
Attendance Options
  • Allow Employees to sign-in early by (X) minutes. - Simply place the number of minutes an Employee can be early to receive credit for the Training Course.
  • Allow Employees to sign-out late by (X) minutes. - Simply place the number of minutes an Employee can leave after the session has completed to receive credit for the Training Course.
  • Required Presence (Required) - Simply place the percentage of the Training Course that the Employee must attend in order to receive credit for the Training Course.

All these Training Course Options can be set in the Advanced Options > Settings > Attendance section from the Home screen of the AccuTraining website to set these settings for all of the Training Courses.

Importing Training Courses

Location: Advanced Options > Import

Valid headers:
  • Code
  • Name
  • Term
  • Details (optional)
  • Group (optional)
  • Department (optional)
  • Schedule (optional)
Explanation:

The Name is used to uniquely identify the training course, it must be unique across all the courses in the system.

The Term column refers to the term in your account, it's mandatory and it must exist before you import the training Course file. The terms are not automatically created to reduce to possibility of errors.

The Group is optional and it's useful to tie training Courses together.

The Department is optional.

The Schedule field needs to have the following format: <days_of_week or meeting_date> <start>-<end> <location> Where:

  • <days_of_week> is the list of days of the week when the training Course is given, without spaces. For example: MWF means that the training Course is given every Monday, Wednesday and Friday. The days must be specified using the following letters: M=Monday, T=Tuesday, W=Wednesday, R=Thursday, F=Friday, S=Saturday, U=Sunday.
  • <meeting_date> is a date in YYYYMMDD format that specifies a one-time training Course. For example: 20131007 specifies that the training Course is on October 7th, 2013.
  • <start> is the start time of the training Course, in military time. For example 900 or 0900 refers to 9am, 1730 refers to 5:30pm.
  • <end> is the end time of the training Course, in military time. Please note that it has to be separated from the start time using a hypen.
  • <location> is the name of the location where it's given.
  • Full example (Mondays and Thursdays, from 9am to 10:30am in the location A-101):
    MR 900-1030 A-101
  • Full example (July 29th, 2013 from 3pm to 5:45pm in the location A-101):
    20130729 1500-1745 A-101
  • You can specify multiple times or locations separating them by a slash (/), for example:
    MWF 900-1030 A-101 / TR 1400-1530 A-201 / 20130815 1100-1230 A-203
Example:
Code Name Details Department Term Schedule Group
ACCT-110-01Financial Accounting ICourse detailsEconomicsSpring 2015MW 900-1040 A-101ACCT-110
BIOL-111-ABiology ICourse detailsBiologySpring 2015TF 1500-1620 A-102BIOL-111
TCDW-120-2Technical Drawing ICourse detailsIndustrial DesignSpring 2015WS 900-1040 A-201TCDW-120
TCMO-101-B3D ModelingCourse detailsIndustrial DesignSpring 2015R 900-1040 A-202TCMO-101
HISE-121-CEuropean HistoryCourse detailsHistorySpring 2015TR 1300-1400 A-101HISE-121

Download the example file (.csv)

3. Enter or import the Employees

Creating Employees Manually

Location: Users > Employees and Users

To create a user click the Create New button in the top left-side of your screen and follow these instructions:

Complete the following info:

User Info
  • First Name (Required) - The user's first name goes here.
  • Last Name (Required) - The user's last name goes here.
  • Email (Required) - The user's email address goes here.
  • Card Number - The user's card number goes here.
  • Password (Required for Admin/Operator Role) - The user's password.
  • Repeat - If entering a password repeat it in this field.
Security
  • Role - Select a from the following options:
    1. Administrator - This is a person that will have full access to AccuTraining to manage and maintain the software.
    2. Operator - This is a person that will have limited access to AccuTraining to manage and maintain the software and will be primarily used to scan people into the Training Courses using the Apple devices.
    3. Employee - This is a person that will have no access to AccuTraining to manage and maintain the software but will be required to interact with the software by following their assigned Training Plans and attending their required Training Courses.
Photo
  • Optionally you can upload a photo of the user on the far right-side of the screen.

Be sure to save the user by clicking the Save button at the bottom of the screen.

Importing Employees

Location: Advanced Options > Import

This is the import process for all user types (Administrators, Operators, and Employees).

Valid headers:
  • FirstName
  • MiddleInitial (optional)
  • LastName
  • Email
  • CardNumber
  • Active (optional)
Explanation:

The Email is used to uniquely identify the user, it must be unique across all the users in the system. It also allows users to login, to reset their password, to receive messages and notifications and a lot more things. The email has to be unique across all the users too.

The FirstName and LastName are required. It's usually displayed in the format First Last. You can also optionally specify the MiddleInitial

The CardNumber is required to track attendance by reading physical cards using a card reader, scanning the barcodes using the mobile app for iPod touch/iPhone/iPad, or using an RFID reader connected to a PC Sign-in Station.

The Active field is optional. Specifies whether the user is active or not. 'Yes' or 'No' values are accepted. Defaults to 'Yes'.

Example:
FirstNameMiddleInitialLastNameEmailCardNumberActive
WinnieTPoohwpooh@accuclass.com1089Yes
RogerRabbitroger.rabbit@accuclass.com1035No
DonaldDuckduck@accuclass.com6584Yes
FredFlintstonefred@accuclass.com1078Yes
HomerJSimpsonhomerjs@accuclass.com1812Yes

Download the example file (.CSV)

4. Design and print your Badges

Location: Workshops > Badges

Create Badge Template

Location: Workshops > Badges > Templates

To get started simply click the Create Badge Template button at the top of the Badge Templates screen. Then complete the following steps:

  1. Give the Badge Template a Name that will show up when seeing them in the Badge Template list.
  2. Give the Badge Template a brief Description of the group of Employees this badge is designed for so you will know when seeing them in the Badge Template screen.
  3. Now either Save this information only by clicking the Save button OR Save and Design this template by clicking the Save and Design button.

Design

This is where you can fully customize your Users badges or just choose from several preset templates.

On this screen you can design the badges for your Users. Using the following sections:

Toolbox
  • Add Text: Create a box where you can enter text.
  • Add Image: To add images to canvas the certificate.
  • Add Barcode: This allows you to add either QR or 39 barcodes to your badges.
  • Select Control This is used to select a part of the badge you want to edit. A dropdown list shows all the elements that make up your badge.
  • Canvas Properties
    • Background Color: Select the color you want your background. Click on the white box, and it will display a picture with all the colors you can change it.
    • Background Image
      • View Image: It will open a new window showing the image of the badge created.
      • Change: You can upload an image that resides on your computer.
      • None: Removes any background image upload.
Keywords

You can use the following keywords in any text box:

All Users Info:

  • $FullName$ Displays the full name of the User.
  • $FirstName$: Displays the first name of the User.
  • $MiddleName$: Displays the middle name of the User.
  • $LastName$: Displays the last name of the User.
  • $Email$: Displays the email of the User.
  • $Account$ Displays the name of the Account.
  • $Date$ Displays the date of the Training.

Users with attendance

  • $Events$: This displays the Training Courses the Employee is registered to.

Print

Location: Workshops > Badges > Print

This section allows you to print your Badges you have designed in the AccuTraining software. You have many options as far as what User Role, which Badge Template, and even for only certain individuals or all of the Users that you want to print the Badges.

As an Administrator, you may want to directly download the Badges to print out and then hand out to the Employees.

  1. First select a Badge Template.
  2. Select whether to print the Badges for all or those only with attendance.
  3. Now set what Badges you want to print.
    • All badges
    • Only modified after badges were printed last time
    • Only modified after: (MM/DD/YYYY H:MM AM/PM)
  4. Now filter based on the User Role. This can either be a default User Role (Admin, Operator, or Employee).
  5. Now select whether to print only individual Badges or all Badges and then click the Generate button. Wait until AccuTraining generates your Badges and the bottom section of the screen shows the message Your badges are ready, click on View badges to download.

A confirmation screen will show at the bottom of the screen and click the View your badges to print them out.

The Avery part number for badges that you need is is #5392 and uses template number #74541. They are 3” x 4” badge inserts (6 to a page) and can be found at Avery.com by clicking here or at retailers carrying Avery products.

5. Setup Sign-in Stations OR use Apple AccuTraining App

Create a Sign-In Station

Location: Visits > Sign-in Stations

  1. Once in this location click the Create New button to create a Sign-in Station.
  2. Fill out the Sign-in Station information.
    • Station Name: This can be whatever you want to name the Sign-In Station. you could use the room name and the number of the Sign-in Station like Auditorium-Station01, Auditorium-Station02, Auditorium-Station03, or RM101-Station01, RM101-Station02, etc.
    • Instructions: This can be more detailed instructions but remember to keep it simple and short because the more information you have will make the Sign-In box appear lower on the screen.
      • Mode: - This gives you 2 available options Manual and Kiosk mode explained below:
        1. Manual - This allows the Employees to set whether they are signing in or out for their swipes.
        2. Kiosk - This allows the AccuTraining software to determine whether the swipe is a in or out.
    • Admin Passcode(optional): Enter an Admin Passcode to manage this Sign-in Station. If you do not want to add an Admin Passcode then you do not have to.
    • Location (optional): Set the Location where the Sign-in Station will be used.
  3. Click the Save & Install Here or the Save without Installing button.
    • If you want to make this PC a Sign-in Station then click Save & Install Here otherwise if this is not the PC you want to make a Sign-in Station click Save without Installing.

Click the Save & Install Here Button if you are installing the sign-in station on the PC you are using or if you are just setting all of them up click the Save without Installing button

The Sign-in Stations you've created should now appear in the list of Sign-in Stations.

Now simply log-out of AccuTraining.net to switch to Sign-in Station mode.

Using the Apple AccuTraining App

Create Operators to handle the devices

Location: Users > Employees and Users

Follow the process listed in Step 3 of this guide to create an Employee except when selecting their User Role in the Security section set these people you intend to handle the devices Operators.

Setup the Apple AccuTraining App on the devices

First, you need to download the AccuTraining App from the App Store on your Apple device. It's a free application so no need to worry about additional fees. Here is a link to the AccuTraining app store webpage.

  1. Tap the App Store icon.
  2. In the Search field type AccuTraining and tap search. Tap the cloud icon to download/install.
  3. Now click open or from the home screen click on the AccuTraining icon and then tap the Sign-in Button (left-side)
  4. Enter in your AccuTraining account login (provided) and then tap Login button (left-side)
    • Domain: This is the domain given for the AccuTraining account.
    • E-mail: This is your e-mail address.
    • Password: This is the password either provided or you created.
  5. Done! The device will sync information and ask what location you want to start tracking.
Track Employees Manually with App
  1. After logging into AccuTraining you will see the Sign-in/Sign-out screen. If you want to sign-in someone the arrow will be green simply tap the arrow to turn it red to sign-out someone. Next click the Manual button if you want to enter the Employee's number manually.
  2. Once you tap the Employees ID in your Apple device and tap OK it will emit a short high pitched “Beep-beep!” and you will see this green “Signed Out” screen briefly.

If you hear a low pitched “Deerrrp!” sound emitted from the device you have encountered a misread and simply scan the barcode or QR code again.

Using a QR barcode with the device’s Camera with App
  1. After logging into AccuTraining you will see the Sign-in/Sign-out screen. If you want to sign-in someone the arrow will be green simply tap the arrow to turn it red to sign-out someone. Next click the Scan button if you want to scan their QR codes or barcodes.
  2. Once you scan the barcode or QR code your Apple device will emit a short high pitched “Beep-beep!” and you will see this green “Signed In” screen briefly.

If you hear a low pitched “Deerrrp!” sound emitted from the device you have encountered a misread and simply scan the barcode or QR code again.

Using ID Cards with a Magnetic Strip Reader with App
  1. After logging into AccuTraining you will see the Sign-in/Sign-out screen. If you want to sign-in someone the arrow will be green simply tap the arrow to turn it red to sign-out someone. Next click the Manual button so you can swipe the Employee's card.
  2. Once you swipe the Employees ID in your Apple device it will emit a short high pitched “Beep-beep!” and you will see this green “Signed Out” screen briefly.

If you hear a low pitched “Deerrrp!” sound emitted from the device you have encountered a misread and simply scan the barcode or QR code again.

Whichever method you choose... Sync the Apple device.

Once you have collected all the Employee's swipes for that session you can upload/sync the data to AccuTraining out on the cloud so admins can see the attendance through the website.

  1. First click the “Options” in the top right corner of the AccuTraining app.
  2. Next click the “Sync” option and it should take a minute or two to complete with a confirmation.
Done! Now you are ready to start tracking Training Courses in AccuTraining!

Optional Setup:

These are additional options that may help improve the tracking and management of the Training Courses.

6. Setup Training Plans

Create Training Plans

Location: General > Training Plans

To create a new Training Plan click the Create New button on the top left of the Training Plans screen.

Complete the following information to create the Training Plan:

General Info
  • Name (Required) - This is the title of the Training Plan that you will see throughout the AccuTraining website when selecting the Training Plan.
  • Description - this is the description of the Training Plan.
  • Start Date - this is the starting date of the Training Plan.
  • Due Date - this is the due date of the Training Plan.
Training Assignments
  • Employee Groups - Use this option if you need to specify the Employee Group that will be assigned this Training Plan.
Training Courses
  • Training Courses - Use this option if you need to specify the Training Courses that will need to be completed in this Training Plan.
  • To add a Training Course to the Training Plan follow these steps:
    1. Start by clicking the Add Course button so that you see the Add New Course Requirement popup window.
    2. Select 1 of the 3 options:
      1. Attend a specific course. - Select the Training Course by typing it in the field.
      2. Attend a specific course multiple times.
        1. Select the Training Course by typing it in the Select Course field.
        2. Set the number of required times present for that class in the No. of Presences field.
        3. Set the minimum number of days allowed between attending sessions in the Min Days between Sessions field.
        • Example: This means if you want them to attend “First Aid - Daily Training” at least 1 session every 2 weeks (14 days) I would set the fields to “First Aid - Daily Training”, “1”, and “14” in the fields.
      3. Set a total amount of hours needed to complete. - Fill-in the number of hours required.
    3. Once you set the information click the Save button at the bottom.

7. Register Employees for Sessions

Session Registration

Location: General > Training Courses > Session Registration

Use this area to manage the Session Registration to specific sessions of the Training Courses.

To manage the Session Registration follow these steps:

  1. Simply type at least the first 3 letters of the Training Course in the Select Course field and then select the Training Course in the drop-down list.
  2. Optionally select a Session Date using the Calendar that appears when you click the Session Date field.
  3. Finally click the View Sessions button and AccuTraining will display the available Training Course sessions.
  4. From the results displayed simply click the View Registration link on the right side of the Training Course session you wish to modify the registration.
  5. Here you can add Employees to the Registered Users section by typing their names in the search field, selecting them in the drop-down menu, and then by clicking the Add Employee button.
  6. Once done if you have more Training Course sessions to modify you can click the Change Session button to start again with another Training Course session.

Users must be added in order to manage the Training Course registration.

8. Design Certificates so ready when training is complete!

Location: Workshops > Certificates

Create Certificate Template

Location: Workshops > Certificates > Templates

To get started simply click the Create Certificate Template button at the top of the Certificate Templates screen. Then complete the following steps:

  1. Give the Certificate Template a Name that will show up when seeing them in the Certificate Template list.
  2. Give the Certificate Template a brief Description of the group of Employees or reason this Certificate is designed for so you will know when seeing them in the Certificate Template screen.
  3. Now either Save this information only by clicking the Save button OR Save and Design this template by clicking the Save and Design button.

Design

This is where you can fully customize your Users Certificates or just choose from several preset templates.

On this screen you can design the Certificates for your Users. Using the following sections:

Toolbox
  • Add Text: Create a box where you can enter text.
  • Add Image: To add images to canvas the certificate.
  • Add Barcode: This allows you to add either QR or 39 barcodes to your Certificates.
  • Select Control This is used to select a part of the Certificate you want to edit. A dropdown list shows all the elements that make up your Certificate.
  • Canvas Properties
    • Background Color: Select the color you want your background. Click on the white box, and it will display a picture with all the colors you can change it.
    • Background Image
      • View Image: It will open a new window showing the image of the Certificate created.
        • Change: You can upload an image that resides on your computer.
        • None: Removes any background image upload.
Keywords

You can use the following keywords in any text box:

All Users Info:

  • $FullName$ Displays the full name of the User.
  • $FirstName$: Displays the first name of the User.
  • $MiddleName$: Displays the middle name of the User.
  • $LastName$: Displays the last name of the User.
  • $Email$: Displays the email of the User.
  • $Account$ Displays the name of the Account.
  • $Date$ Displays the date of the Training.

Users with attendance

  • $Events$: This displays the Training Courses the Employee is registered to.
That's it! Now the Certificates will be ready when you need them printed!