Using LMScheckout

The following walkthrough will help guide the setup and usage of LMScheckout. Be sure to attend one of our free online workshops or contact us directly if you need any further assistance. Your success fuels ours.

LMScheckout

LMScheckout is a next generation shopping cart technology designed with the training industry in mind. Selling training online carries with it unique challenges that modern shopping cart systems like Shopify, Volusion and 3Dcart, that are designed to sell physical goods, do not support. Things like LMS integration, minimum student thresholds with delayed payments and course reviews are tools needed in the training world and are addressed by LMScheckout. If you would like to try it out for free, sign up for a two week trial. Take advantage of all professional, business and enterprise features, free of charge, through December 31, 2015.

Account Setup

When a user logs in as an admin, they are signed into the admin area and land on the Account Settings page. Before a store can be used, a few things need to happen to complete setup.

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By default, a new store is in the “under construction” mode with the colored slider being in the left position and colored red. When you are ready to open your store, simply click this slider to move the position to the right and turn it green.

The system provides support for course reviews and ratings and by default this feature is enabled. If you would like to turn it off, click the check box to “Turn off course ratings and reviews”.

In order to connect your store to a Moodle or Totara account, you will first need to install our authentication plugin in your Moodle or Totara site. Click the download button in the first step and then install it like any other plugin for Moodle/Totara. Be sure to “activate” it once installed.

Once the plugin is installed and active, click the Add New button in the second step. Enter the name of your Moodle/Totara server, the url for your system and then the username and password of an administrative user. Set the account to active and click save. You can set the connection to inactive if you ever need to change LMS accounts or need to remove all courses from your shopping cart.

You have complete control over the look and feel of your site. Use the tools found on this page to edit font styles, colors and images on the site to achieve the desired look and feel that matches your own company identity.

Sticky Header

The sticky header is the area of the page at the very top of the screen that contains your logo and account login/creation links. You have the option to make the header scroll with the page or remain fixed at the top. If you leave the box unchecked, then the header will remain fixed at the top of the page and you will have to scroll to the top of the page to access the links within the header. Check this box to make the header scroll with the page, making access to links much more convenient.

Use the opacity slider to increase or decrease the level of opacity for the header. Slide the bar to the right to increase the number which will make the header less transparent. Decreasing the number will make the header more transparent.

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Use the header color pickers to change the background and text colors. You can also paste in custom hexadecimal colors to match exactly your organization’s approved colors.

Logo

Click on the blue “Upload Image” link to select and upload your logo. For best results, you should optimize your logo to be 300px by 78px before uploading. Our system will resize any images that are larger or smaller, which may cause distortion of the image.

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By default, the logo image will span the entire height of the sticky header area. If you would like to add more space at either the top or bottom of the header, add the amount of space in pixels that you need in the provided boxes. Most organizations have marketing guidelines that dictate the amount of space that needs to be around the organizations logo. Refer to your marketing department if you are unsure what your settings should be.

Banner

You can add a custom banner to your store to further reinforce your organizational identity. You also have the option to not use a banner at all or simply use a solid color.

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Just like with the logo file, you should create an image using the recommended size listed above, which is 1900px by 500px. The height can vary based on how tall you would like your banner, but the width should be set to 1900px. Use the top drop down menu to select whether you want an image banner, a colored banner or no banner. You can upload a banner image that is 500 pixels high, but use the banner height box to crop it. Doing this will chop off the bottom portion of your banner image to achieve the height entered in this box.

If you are just using a colored banner, then use the color picker provided or enter a custom hexadecimal number to change your color.

Call To Action

The call to action settings allow you to create a custom message along with a button to take action on the message. This would be used to create a special announcement or to promote a particular course on your site.

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If you do not wish to have a Call To Action in your banner, simply click the box to disable it at the top of this block.

The first area to set is the title. This text will display in a header setting that will appear larger and more bold than the body of the text. Enter your desired title and then use the color picker to change the color and the font style selectors to choose your desired font and size.

The message area is where you can type a short description of your promotion. This is meant to be fairly short and simple like writing a Google ad or a short blurb on your web site. Don’t try to cram too much information in this space. One or two sentences is plenty. Just like with the title, use the color picker and font selector options to change the color and font style to your liking.

Your Call To Action will include a button that will link to either a course product page on your site or any external link you wish to add. Use the Button Text area to customize the label for your button, button size and font color and style.

The alignment options are very important to making your Call To Action look its best. Your banner image most likely has a specific area where overlay text will be most prominent and easy to read. Use the the alignment options to make your text appear on the banner in the appropriate area. You have the option to make your text left, center or right aligned. This will have the same effect as you would experience in a Word document when aligning your text.

The CTA top margin area is probably the most important. The number you enter here will cause the text to appear a specified range from the top of the banner, which flows under the sticky header. Adjust this number somewhere between 40 and 100 pixels to make your text appear at the optimum height. Setting the max width will force line breaks in order to keep all your text contained to your maximum space defined.

Finally, use the drop down menu to select a course on your site that you want to link to. This menu will only show courses that have been activated in the course settings area. You can also paste in any external link if you wish to link to something outside your store.

Background Colors, Font Colors and Styles

The next 3 sections are fairly self explanatory. Use the settings to change colors and fonts styles the same way you made edits in the previous sections.

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Use the preview buttons along the way to see previews of your changes before saving. This way it will be easy to revert to the previous settings without having to remember what they were. Once you save changes, your edits are set and reverting back requires changing each section again.

Edit Analytics

Chances are you are using some kind of traffic analytics to monitor traffic on your web site or sites. Google is very common and most marketing platforms provide some kind of code snippet they ask you to put in the footer of your web pages.

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All you need to do here is paste in your tracking code and hit save. Our system will place the code in the footer of any pages added to the system and results should begin showing in your marketing dashboard.

Home & Landing Page Settings

When you first create a store, the default home page is the “Featured Courses” page. You have the option to enable a free form HTML formatted home page in this next section. To do so, click the check box to enable home page.

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If you enable a home page, you can use the “edit homepage HTML” area above to add content and format it. You can also use an external HTML generator like Adobe Dreamweaver to build your own custom HTML and then paste it into the editor. To do this, click on the </> button to the far right to open the raw text area. Paste your code in there and click save.

You can also select the page you wish visitors to land on first when they type in your store URL. Use the drop down menu at the top of the block to select the first view you wish them to see. Once on the site, they will navigate around using the normal links. This is just to set the initial landing page.

When your store is under construction, there is a splash image that displays on the front page that lets users know the site is not ready.

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If you enable a home page while your site is under construction then the content on that page will supercede the default splash image. This way store owners can add custom content to announce the opening of their site or add a form to collect user details while the site is being built.

Footer Settings

We make it simple to add in all the contact, copyright and social media links you would expect to see in any modern day website.

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Like in other blocks on the page, you have complete control over font colors using the color pickers provided. If you select “Display account name” and “Display account address and phone number” then the information you provide in the Account Profile area will be displayed. You can enable or disable the different popular social media icon/links and then provide your custom URL’s so that folks can connect to you. Use the “Add Link” button to add additional links in the footer. You can provide access to your support pages, your main web site or any other resource pages you wish. Just type in a label name for the link on the left and then provide the URL you want to link to in the field on the right. Click Save Changes.

With LMScheckout, store administrators will have the ability to set and customize automated emails to trigger when an action has been carried out on their store. These emails can be found under Account Setup > Messaging within the admin panel. Here I will discuss what triggers a specific email, who it is sent to, and uses for each email. In terms of customizing emails, this is specific for each user, though the wildcards for emails can be found to the left of the messaging page, within the side navigation panel. Reference the image below for visual reference.

Messaging Wildcards

Though each email in the system is customizable, all of them will have the ability to disable the email by checking the “Diable sending this email” checkbox, change who the email is coming from by adding an email address into the “From:” field, and add additional recipients to an email with the “To:” field. To find out who an email automatically is sent to, you can refer to the text under the “To:” field or scroll down to the corresponding emails information, which is listed below. All emails have the ability to be previewed before saving any customization by clicking the orange “Preview” button next to save under the text editor.

Email #1: Account Creation Email

The account creation email is an email that is sent out to users who have just created an account through your LMScheckout store. Anytime a user creates an account, whether during checkout or on the homepage, user will receive this notification.

Admin View:

Account Creation Email

 

Email #2: Password Reset Email

The password reset email is sent out to users within your store who have requested that their password be reset, by using the “Forgot Password?” link located under your stores login area. With this email, the user will receive a link that will take them to your store and allow them to set a new password.

Password Reset Email

The image below will show you roughly what the Reset Password page looks like:

Password Reset Browser View

Email #3: New Course Purchase Alert

This email will trigger when ANY purchase has been made in your LMScheckout store. Whether it is an individual purchase or a bulk order, this email will be sent out to the store administrator and anyone else listed in the “To:” field.

Admin View:

New Course Purchase Alert

Email View:

New Course Purchase Alert Email view

Email #4: Enrollment Notification

This email is to notify users that they have successfully purchased and been enrolled in a course through your store. This email is sent to users ANY TIME they are enrolled in a course, whether they purchased the course themselves or were added from a bulk purchase.

Admin View:

Enrollment Notification

Email View:

Enrollment Approved Email view

Email #5: Payment On Hold

This email is sent out to the users to notify them that payment for their recent purchase has been placed on hold. This could either be due to required admin approval or a minimum enrollment that has not yet been reach for the desired course. This means that until the payment is approved, the user trying to purchase the course will not have access to that course and their method of payment will not be charged until they are approved.

Admin View:

Payment on Hold

Email View:

Payment On Hold email view

 

Email #6: Set Password Email

This email is to notify users that their account has been created for them by an admin and that they need to set their password using the link provided in the email. It is generaly best to include the  and  wild cards in this email, so that users know who the email is coming from. These wildcards can also be found on the left navigation panel.

Admin View:

Set Password Email

Email #7: Cancel Enrollment Notification

This email goes out to users when a store admin cancels a course. It gives them noticed that they have been unenrolled from the course, but it is up to the administrators as to whether it has a reason or not.

Cancel Enrollment Notification

Email #8: Manage User Account Creation

This email is sent out to the new user when someone who has made a purchase for others and added that user under their Manage Users page. It will notify new users that someone has purchased a course for them. The user will be notified that they also need to set a password for their new account and how to access their new course once they have set their new password.

Manage User Account Creation

Email #9: Course Approval Notification

This email is for users who have tried to purchase a course for others and the purchase was put on hold. This could be for many reasons such as a minimum enrollment or the hold payment option is turned on. Once an administrator has approved the purchase, this email will be sent to the purchaser to notify them the purchase has been approved and that they can now distribute the course seats to other users.

Course Approval Notification

Email #10: Course Purchase Information

This email is sent out to users when they place a bulk order (purchase for others). It is to notify them that the purchase has gone through and they can now distribute the seats to other users.

Course Purchase for Others

Email #11: New Class Purchase Alert for Admin

This email will go out to the default system admin anytime a user purchases a live class.

New Class Purchase Alert for Admin

Email #12: New Class Purchase Alert for Instructor

This email will be sent to the instructor of a particular live class if a user purchases a seat in that live class.

New Class Purchase Alert for Instructor

Email #13: Class Opening Alert for Waitlisted Users

This email will trigger when an admin clicks the “Release Waitlist” button to notify users that there is/are available seats in a specific live class. This email will then be sent to the users on the waitlist associated with that class so they know they can purchase any available seats. There is no priority to this email and it will be sent to ALL users on the waitlist. It is then first come, first serve for any available seats.

Class Opening Alert for Waitlisted Users

Email #14: Class Opening Alert for Admin

This email is to notify the default system admin that a user has canceled their enrollment in a specific course and that course now has available seats. That admin can then make the decision to click the “Release Waitlist” button which will notify any users on the waitlist that they can go purchase any available seats.

Class Opening Alert for Admin

Email #15: Class Full Alert for Admin

This email is to notify the default system admin that a course has now reached maximum capacity.

Class Full Alert for Admin

Email #16: User Cancelled Class Enrollment Alert fir Admin

This notification will be sent to the default system admin anytime a user cancels their registration within a live class.

User Cancelled Class Enrollment Alert for Admin

Email #17: Waitlist Confirmation for User

This email will be sent to a user when they register to be added to a waitlist for a live class.

Waitlist Confirmation for User

Email #18: Waitlist Confirmation for Admin

This email will be sent to the default system admin when a user has been added to the waitlist for a live class.

Waitlist Confirmation for Admin

Email #19: Declare Interest Confirmation for User

This email will be sent to a user when they declare interest in a live class.

Declare Interest Confirmation for User

Email #20: Declare Interest Confirmation for Admin

This email  is to notify the default system admin that a user has declared interest in a live class.

Declare Interest Confirmation for Admin

The account profile page will allow you to set the specific information for your company.

Account Information page

Once your information has been populated into the form above, click the “Update Profile” button. Now you will be able to see your profile information in the footer, throughout your storefront, as shown below.

Footer populated with account information

The Single-Sign-On (SSO) Settings will allow you to setup the ability for your users to jump from LMScheckout to another site (such as Totara) without having to use two logins. The SSO will make it so a user only has to sign-in to your LMScheckout store and by clicking a link, can launch the course over in Totara and immediately start learning.

Manage Courses

Tags are a way to improve search functions on the site as well as create cross-marketing opportunities by automatically recommending similar courses that share the same tags. To simplify things further, tags are created in tag groups in order to create even more logic. For example, a store admin may wish to list out courses based on geography. Maybe they run courses in several cities per state and want to group all these course instances together. They could create a Tag group called California and then create Tags within the group called Sacramento, Los Angeles, San Francisco and San Jose. These Tags could then be assigned to corresponding courses and a student could filter view on the site to only see courses in their geographic vicinity.

To begin adding tags to the system, navigate to Admin Panel>Manage Courses>Tags.

tags label

Type the name of a new Tag grouping into the Tag label area and click “Create Tag Group”. In our example, we are using New Tag Group as our label.

add tags

Once the Tag Group is saved, click on the + sign next to the newly created Group. Begin typing the Tags you wish to assign to this group in the field with the label “Comma separated list here”. Use a comma or simply hit enter on your keyboard once you have finished typing each Tag. This process will add a number of Tags to this field. Once you have entered all your Tags, click on the “Add Tags” button.

To assign Tags to a course, navigate to Admin Panel>Manage Courses>Course Settings. Click on the course you wish to add the Tags, which will expand the course settings area where you can active the course, set it as featured, add a cost and assign Tags. Begin typing desired Tag names in the field and the system will automatically filter the available Tag choices based on the letter combinations you have entered. Click on a Tag name to assign it.

assign tags to courses

Once your courses have Tags assigned to them, your users will be able to filter the view on the “All Courses” page to only view courses with the Tags they select.

all courses filtered by tags

Using Tags will also allow your site to make other course recommendations when viewing the full description page of a particular course.

course recommendations

Once you have completed the steps to connect your new store to either a Moodle or Totara site, you will be able to see a complete list of all of your courses when you navigate to Admin Panel>Manage Courses>Course Settings. You can expand the contents of a particular course’s settings by clicking the course name you wish to access. The line will expand and reveal all the settings that you can control for this course.

course settings

By connecting to an LMS like Moodle or Totara, it will make all courses in your LMS available in your LMScheckout store. However, you may not want to list all of them for sale. Some may be demo courses while others may be for internal use only. Therefore you need to pick and choose the courses you wish to sell by activating them. To activate a course, check the box next to “Activate Course”. The course will now be displayed in the store.

Your store has a “Featured Courses” view that offers students a slightly different perspective on your store. This layout is more graphical in nature and extremely friendly for viewing on a mobile device. To have a particular course display on this view, check the “Featured Course” check box.

To assign a cost, type the amount you would like to charge in the “Cost” field.

In order to assign Tax collection to a course, you will first need to navigate to Admin Panel>Commerce>Taxes. We will cover this part of setup in Commerce section. Once you have created Tax items, they will be available in the drop down menu here and can be assigned. There are more tax options coming soon.

As mentioned in the previous section, you can add custom Tags to this next field by just typing the tag names. The system will automatically filter the available tags as you type.

A default image will be assigned to your course listing but you can add a custom image to any course using this next field. Click the upload button and then add any image file you like. The image should be optimized at 240px by 170px and be less than 1 MB in size.

Many organizations sell courses but don’t want to process payments and approve users into the LMS until a minimum number of seats have been sold. There may be cost considerations or other factors that determine whether a training instance will be worthwhile or not. Store admins can take advantage of a unique shopping cart feature we have developed to address this scenario. To require course enrollment minimums, select the next check box and then enter the minimum number required in the text entry box. As customer buy courses, they will be added to a holding queue in the Checkout page of the Commerce area where they can be automatically or manually approved. Users will be automatically approved once the minimum number threshold has been achieved. Once the minimum is achieved, then all additional orders for that course will process immediately. Admins can manually override the system at any time.

commerce approval queue

Admins can manually approve users from this queue or users will be automatically be approved when course minimum enrollment thresholds are met.

Your store will have 3 basic views including All Courses, Calendar and Featured Courses. While you may have hundreds of courses available in your store, you may want to draw attention to some in particular. For example, maybe you have new courses or perhaps courses that will be expiring soon. Whatever the reason, the Featured Courses page is designed to draw attention to the courses you are wanting to promote most.

The first step in setting up Featured Courses was outlined in the Course Settings area. Navigate to Course Settings at Admin Panel>Manage Courses>Course Settings. Select a course you would like to make Featured and check the box called Featured Course. Hit Save.

Next, navigate to Admin Panel>Manage Courses>Featured Courses.

featured courses

On this screen, you will see a near rendition of the Featured Courses view in your store front. This screen is used to determine the order and overall arrangement of courses listed on your Featured Courses page. To make changes, simply click, drag and drop the courses to arrange them in the order you would prefer. Your changes are saved as you go, so once you like what you see, you are all done.

Bulk Course Updates will do exactly what the name says; it will allow you to update several courses at once. You will still need to go from course to course to update specifics, but if you have a large number of courses that need the same update, such as make a handful of course inactive, you can update them all at the same time.

Bulk Course Update

From here you will be able to update any information you would normally update within Course Settings. Click on the course or several courses (by holding Control for PC or Command for macs) and click the Add button with the arrow pointing to the right. You should now see the selected courses in the right box labeled “Selected Courses.” Once you have changed the information you want to update for the courses in their respective fields, click save and the changes will be made across all of the courses you have selected.

Live classes are classes built within LMScheckout that, you guessed it, are live (not to be mistaken with “A”live)! They give administrators the ability to set up face-to-face events with a physical or online location from within LMScheckout. Once on the live classes page, you will see a list of all live classes in the system. This list is very similar to the Course Settings course list, but instead of including both live classes and regular courses, this list will only include live classes.

Live Classes

To view a live class, click on the plus icon next to the desired course and the class information will expand. You will be able to see and update all of the information about the class, excluding the class description. From here you will also be able to delete a live class from the system by click the “Delete” button in the bottom right of the expanded information. To update the class description, click on the course name and you will be brought to the setup page, where you can change the class description as well as everything else about the class.

Live Classes Course Information Expanded

To create a new live class, click the “New Class” button located at the top of the Live Classes page. This will direct you to the live class setup screen, where you will first be asked to add the description for your live class (see image below). Here you can specify the class name, description, dates, cost and everything else needed to describe the class. You will also be able setup more than one session of this live class by clicking “Add another session”, which will add an additional date/time for this live class. Once you have set all of the details about the class, click next and you will move on to setting the location for the course.

Live Classes Description

From the location portion of the live class setup, you will have two options. Your first option is to create a new location by specifying the location name, description and choosing whether it is a face-to-face location or an online location. Once you have created this new location, you can check the box to save the location to your Saved Classrooms.

Live Classes Location Setup - face to face

Live Classes Location Setup - Online

Your second option is to choose a location that you have already saved in your Saved Classrooms by clicking the “Choose from library…” button. Select the location you wish to use as your classroom and then click “Select Classroom.”

Live Classes Location Library

Once you have either selected your location or created a new one, click the next button to move on to specifying the live class instructor.

In the instructor setup for your live class, you will again have the option to select an existing saved instructor or create a new one by specifying the new instructors information. To create a new instructor, specify the instructor’s name, a short bio about that instructor, the instructors email address and if you choose to do so, an image of that instructor. Once you have filled in all of this information, check the “Save Instructor” checkbox if you’d like to save them for later use, otherwise just click the “Next button.

Live Classes Instructor Creation

To select an existing instructor, click the “Choose from library…” button, select an existing instructor from the list and then click “Select Instructor.” If you are pleased with all of the information that was previously saved, click the “Next” button to move on to the Confirmation email customization.

From this portion of the live class setup, you will be able to customize the confirmation email that is sent out to users when they register for the live class. The email will already be populated with a default template, but to change anything, just use the text editor.

Live Classes Confirmation email

If you would like the email to come from anyone other than the default system admin, specify the individuals email address in the “From:” text field. This email will be sent to the user by default, but if you would like any additional users to receive a copy, include their email addresses in the “To:” text field, and seperate each address with a comma. However, if you would like an email also be sent to the system admin and/or the instructor, select the “Send Mail to Admin” and/or “Send Mail to Instructor” check boxes under the text editor. Finally, you can add multiple attachments, such as mandatory paperwork or a syllabus, by click the “Choose File” button, locating the document on your desktop, and clicking “Choose”. Once you are happy with the content of your email and the distribution of said email, click the “Next” button.

Live Classes Reminder Email

The final step in setting up your live class is to customize the Reminder email. This email can be customized in the same way the Confirmation email is is customized, so please refer to the confirmation email for details on such. Unlike the Confirmation email, this email will be sent out to registered users before your live class , to remind them of the event. You do not have to set a reminder email and if you wish not to, then click the “Save” button and your setup is complete. However, if you would like to send out a reminder email, then select a duration from the drop-down menu located just below the text edit (see image above). Choosing this duration will let the system know that you would like to send the email out X days before the date of the live class. Once you are happy with the content of the email, click the “Save” button and your live class will be saved and can be found in the list of live classes you see when you first come to the Live Classes page.

On the Saved Classrooms page, administrators will be able to see all previously saved locations that are used for live classes and create new locations. LMScheckout Saved Classrooms

As you can see from the above image, all previously saved locations will appear on this page with all of their details. To edit any existing location, click on the locations names and you will be brought to the Classroom setup page. From here, you will be able to see and change all of the information for the location. Once you have made your changes, make sure to click “Save” to preserve your updates.

screen-shot-2016-10-13-at-2-51-02-pm

To create a new location to be used for future live classes, click the “New Classroom” button on the top of the page. This will redirect you to the classroom setup page, as shown above. From here you will be able to set the Location name, description, and whether it is a physical (face-to-face) location or an online location. A face-to-face location will ask you for the locations physical address, as well as a phone number and website for the location, if there is one. For an online location, you will need to provide a web conference URL. You can also provide a password if your conference is password protected, a conference phone number, and a conference ID within in the respective text fields. If you have any other information you would like to provide, you can do so in the “Special Notes” section.

Live Classroom - Online

Whether you choose a physical location or an online location, once you have input the appropriate information, click the “Save” button to create the new location within your saved classrooms.

On the Saved Instructors page, you will be able to see all previously saved live class instructors, as well as create a new one. To find an existing instructor, you can either scroll through the list, page by page, until you find them or you can type the instructors name in the search bar. Once you’ve found the instructor you are looking for you will be able to see an image of the instructor, their name, their email address, and a portion of their bio.

Saved Instructors

To edit the instructor, click on their name and you will be redirected to the instructor setup page. From here you will see and update all of the information about the instructor (see the image below). Once you have changed the appropriate information, click the “Save” button to update that instructors information.

Creating a new instructor is very similar to editing a current one. You will see the same instructor setup page, only there wont be any existing information. To get started, click the “New Instructor” button at the top of the Saved Instructors page.

Instructor setup page

You will need to fill in the name, email address, and a short bio of the new instructor in the appropriate fields. You can also add an image for the instructor, if you would like, but this is not necessary. Once you have input the new information, click the “Save” button to create your new instructor within the Saved Instructors library.

Users & Groups

Users are created in your store in two ways. They can be added manually by an administrator through the Admin Panel or they can be self-created by the user when they checkout or simply sign up through the store front. Every organization has different requirements for the type of profile information they wish to collect on their users. For this reason, we give store owners complete control over customizing the new user intake form that their users will fill out to join their site.

To edit the New User Form, navigate to Admin Panel>Users and Groups>New User Form.

lmscheckout new user form

This screen will display all current fields that are created. Some fields are required and can not be edited. In order for the integration with Moodle, Totara and other learning management systems to work, we need to know some basic details. The fields that cannot be edited are clearly marked. Any custom field you create can later be edited by clicking on edit icon.
edit user details

You can force a field to be required, change its label or delete it altogether. You can also add new fields to this list by clicking on the Create New button. There are choices for several field types including text fields and picklists. Fill in the information, select the field type and hit save. Once you have created your custom fields you can use a simple drag and drop function to rearrange the order of all these fields in order to customize the order at which new users will fill them out. Once everything is set the way you want, click save. New users will now see the following when they sign up (based on my settings in this example):

new user sign up

As users get created in your system, you will be able to see a list of them on the Users screen, which you can find at Admin Panel>Users & Groups>Users. From this screen, you can see a full list of every user created in your system.

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The easiest way to find someone is to start typing their name in the search field. As you type, the system will filter the list based on the combination of letters and symbols typed. You can also filter the list by “All”, “Active” and “Deleted” users. For right now, it is not possible to delete a user from the system. Deleting them here simply makes their account inactive. Since LMScheckout integrates with other systems like Moodle and Totara, we need to be careful not to delete records that could mess up reporting or other course completion records in integrated systems.

Admins can add new users here by clicking the New User button at the top of the page. This will open a form similar to what an end user would fill out when joining the site. It enforces the same “required/optional” rules you have established in the new user form area. Admins can also edit users here by clicking the edit link next to a users name. This will open an area at the top of the page where edits can be made to any of the information.

If you click the name of a user, it will expand the area around the user to reveal additional functions.

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From here, admins can reset a users password, delete them (which makes them inactive), promote them to an admin or promote them to a limited admin. Once a user is an admin, they can login and gain access to the admin panel. As a limited admin, users only have the ability to change featured courses, edit users, and create reports. However, in the future you will have the ability to customize the role of the limited admin to have whatever access you choose.

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If you already have a list of people that you want to make users, you can import that list as a CSV file, and the system will automatically add them as users. To do this, first review that your list is setup in the same format as the Sample CSV (available for download in this section). Then click Select File> choose the file you want to use> click open> then click submit.

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As long as your fields match the Sample CSV, your page should look similar to the page above and you should see all of your new users. If there is an error with your upload, the system will tell you which fields are invalid, so that you can go into the file and fix them for resubmission.

The administrator screen is pretty basic right now. In the current version of our system, a user is either a full admin or just a standard user. In future releases, we will introduce custom profiles so that organizations can create accounts to be used by different roles to accomplish different tasks. For example, you will be able to create a role that could login and access financial reporting data that may be assigned to someone in accounting. This person could log in to retrieve needed financial statements without being at risk of modifying other important details.

For now, this screen is used to easily find assigned admins so the can be disabled. To disable an admin, click the edit link, select the check box to make “non-admin” and click save. The user will no longer be able to log into the Admin Panel.

revoke admin rights

Commerce

When you setup your LMSCheckout account, the system will automatically set your timezone. However, if for any reason you need to change it, you can do so within the general commerce settings. These can be found by navigator to Commerce>General Settings.

Commerce General Settings

Within this section you will be able to set a continent (where you are based), timezone, date format, prefix code, privacy policy, refund policy, terms of use and turn all of these on or off.

A prefix code will be added to any order that comes through your store, starting with a default value of 1001. If you wish to change this, for example to start at 1, you can specify in the Prefix Code field.

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Your privacy policy and refund policy will be accessible at the footer of your store. Customers will be able to click on each respective link in order to read each policy in detail. The terms of use will also be located in the area, but will also show up when customers signup for your store. In this instance you can require that customers agree to this policy before creating their account.

To setup the billing details for your store, you will want to navigate to Commerce>Payments. From here you will be able to set which type of payment you want to use on your website. At the moment, you will have the option to use Paypal, Authorize.net, click&pledge, and eWay. However, we are always working on adding more payment options on an as requested basis. You can also, choose which types of cards you are willing to accept. Simply check or uncheck the box next to the associated card type to accept or not accept that card type. Make sure to click “Save” after checking your preferred card type.

Commerce - Payments

A good way to give customers full access is to set a subscription for you store. This will allow customers to gain access to every available event in your store, for a recurring subscription. To do this, make sure that the “Enable this store for subscriptions” option is checked. Once that option is checked, you will gain access to the different monthly options. This will allow you to set the prices for the different options and offer customers a percentage based discount for subscribing for longer periods of time. You can also customize the text that describes what your subscription offers for your customers.

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Another useful option for larger companies is the ability to set your store as a private subscription store for a specific amount of users. You will pay an annual fee for a specific number of learners.

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*NOTE* If you have more than 5000 users, we will contact you to discuss a solution appropriate for your needs.

If your company would like to offer special promotions, LMSCheckout has the ability to create coupon codes for you to distribute how you see fit. It offers a few different types of codes that you can create and many different options are present within the Define New Codes window.

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First, you will need to add a short description of the coupon code. Such as “Grand Opening” or “Spring Training Sale.”

Next you will need to choose whether you want your codes to be randomly generated or if you would like to generate them yourself.

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If you select Random Codes, you will need to specify the number of codes you wish to generate, how many characters you want your codes to be (i.e. 5 character code = 12345), and whether you want to add a prefix to each of your codes, which is optional.

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If you select Self Generate Codes, you will need to either type out each code or paste them into the field provided. Make sure that each code is separated onto a new line or you will receive one very large code.

Next you will need to define the discount code attributes. You can select a percentage based discount or a specific dollar amount.

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For percentage base codes you will need to define the discount amount, whether the discount can be used with other promotions, if the code expires and when, the number of times that the code can be used, and which courses the code will work with.

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Discount codes that subtract a specific amount have all of the same fields as the percentage based codes, with the addition of one. For these codes you can specify whether they hold their value. This means that if someone has a code worth $20 and they only spend $12, the code is now worth $8.

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Once you have created a code, you will be able to review your existing codes under the Define New Codes button. If you click on one of these, it will reveal the specific codes that were generated and options to edit the codes, export a list of the codes, delete the group of codes, or manually expire the codes. Now you are ready to distribute your codes to whoever you choose.

In order to completely setup the buying process for your customers, you will also want to navigate to Commerce>Checkout.

This section will allow you to customize the checkout options for your clients/business.

Commerce - Checkout

You will have the ability to allow an Invoice Me option as well as a Hold Payment. Invoice Me will allow your customers to request that you send them an invoice for their purchase, so that they can pay through mail or in person (not online). They will then show up on the Manual Enrollments list at the bottom of this section for you to manually approve once you receive their payment.

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If you choose to enable “Hold Payment,” your customers purchases will be put on hold until they are verified and approved for the courses they want to purchase. This will add them to the Hold Enrollments list to the right of the Manual Enrollments list. You will be able to go into this list and approve any purchases once you have verified that the customer is eligible for the course(s) they want to purchase. The customer will then be billed for the course and have access to them through their My Learning tab.

Additional options that allow you to customize your checkout process are the ability to hide discounts, hide tax, hide net price, hide recommended courses prices, link “Add to Cart” button to your cart page, and show header links during checkout.  For more details on what these do, refer to the image below.

Configure Your Checkout Settings

If you have a large number of enrollments, you can also use the search bar to quickly look for customers.

You manage all of your stores purchases by navigating to Admin Panel > Commerce > Purchases. Here you will be able to sell all of the purchases that have been made within your store.

Commerce - Purchases

These purchases will include who made the purchase, the name of the course, order number, purchase date and the start date of the course. You will also be able to tell whether it was a purchase for other or an individual purchase by whether or not the “Manage Users” button is available. If it was a purchase for others, or a bulk purchase, you will see the “Manage Users” button. If you click this button, the “Manage Users” interface will expand. This is where an admin can manage the users of a bulk purchase for the purchaser. Select users from the Available Users menu and click the “ADD>>” button to add them to the Selected Users menu. Once you have selected all the users you wish to add, click the “Enroll Users” button. You can also remove users who have already been enrolled in the Manage Users menu. Select the users you wish to unenroll from the Selected Users menu, then click “Remove<<“.

Admin Manage Users in Purchases

If it was an individual purchase, you will only the see the “Cancel” button, which will allow you to cancel a transaction. To do this, click the “Cancel” button and a verification window will pop-up to double check that you want to cancel the transaction. This is to prevent any accidental clicks. If you do want to cancel, click the “Yes” button and the purchase will be canceled and any enrollments due to that purchase will be removed.

Verify deleting a purchase in commerce

If you are required to tax your events or would simply like to add a tax, you will have the ability to do so by navigating to Commerce > Taxes.

Tax settings LMScheckout

From here you will have the ability to add a tax to a specific course or to your entire store. You can specify the name of the tax, the region you are trying to tax (by country and/or postal code), and the tax percentage. To apply this tax to your entire store, check the “Apply to All” checkbox.

Add an new tax in LMScheckout

In addition to adding a tax to your store, you will also have the option to include the tax in the course price that is displayed on your storefront. Some may like to call their tax by another name, such as duty or excise, which can be done by selected “Display custom tax word” and typing  the desired word in the text field.

Reports

It is always nice to be able to look back and see the progress you have made. With LMSCheckout, you have the ability to do just this with reports. The reports section will allow you to create different types of reports to show your stores progress and activity.

If you navigate to Reports -> Dashboard, you will see a summarized report of your current and last months metrics.

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From here you can review your stores revenue, number of transactions, new accounts created and more for both the current month and the previous month. In the near future, this area will show the metrics for your parent store and any child stores attached to that parent. This will allow for less work on your part and a more detailed look at how all of your stores are doing, in one location.

To create a report of all transactions within a defined period of time navigate to Reports -> Purchased.

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Here you will be able to choose a start date and end date to generate a CSV report of all transactions within your store between the two dates. You can generate all transactions or filter them by complete, incomplete, or in-progress. This report will not only generate the prices and customer who made the purchase, but also the date, contact information, and more as you can see from the picture below.

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To generate a report for a specific course, navigate to Reports -> Course Reports.

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On this page you will be presented with a list of all of the active courses you have within your store. If you click on a course, a drop down menu will open, giving you the option to download a CSV report for that course within a defined set of dates. This report will include the students enrolled in that course, the course name, enrollment/completion date for each student, their course status, and each learners grades.

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Training And Support

The Training And Support page will give you access to documentation on how to setup your LMScheckout store, direct you towards our webinar schedule if you would like to attend a live training session, and show you a support center with previous discussions.

Training & Support

There will also be two other options in your admin panel that can help you get support directly from the Envisiontel team. The chat in the bottom right-hand corner will allow you to immediately start a conversation with a support profession here at Envisiontel. If the chat says “Chat with us!” that means a professional is available and ready to chat. If it says “Leave us a message!”, it means no one is available at that time but we will get back to you as soon as possible.

Envisiontel chat in admin panel of LMScheckout

The second option is to click on the floating icon on the right side of your screen. This will open a support form which will submit a support ticket directly to the Envisiontel support team.

Envisiontel Support ticker submission form

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