What can you do in the Training Manager?

  • Enroll new users from your organization in PCI User Awareness (PCIUA), OWASP or any other custom Training
  • Edit the details of existing users
  • Remove/Deactivate users that are no longer with your organization
  • Send or resend users links to the training
  • Customize the email that goes out from ControlCase so that it is more meaningful to your organization
  • Add custom fields to keep track of the training status of users by Department, Location etc (new in Version 1.1)

How to access the Training Manager

  1. To access the “self-service” Training Manager, you will first need to log in to your portal hosted by ControlCase (a website hosted at controlcase-compliance-manager.com), then click on Training Manager link under “Important Links” Section to manage the PCIUA training for your own employees. (see the screenshot below)

     

  2. Clicking on the Training Manager Link will take you to the ControlCase Training Manager login screen.
    Please use the Training Manager credentials which were provided to you by ControlCase Support Team. If you never received the credentials or are not able to find the credentials please contact support@controlcase.com and request login access to your Training Manager.
  • Please note that these credentials may be different from the ones you use for the portal and the screen will also look similar but different to the portal. The Login screen will say ControlCase Training Manager

     

  1. Click on Training Manager link from Menu.

     

 

Adding or Importing New Users and then Sending or Resending links to the training to these users

Click on “Manage Invitations” in the main task bar at the top of the screen

  1. Training invitation can be send to single user using the form below. The custom fields can be seen in below screenshot.

 

  1. To send the training invitee to multiple users, you can upload a list of users in a comma separated value (CSV) file. You can download a template and simply enter the user details according to the instructions provided in the file. The sample CSV file is located in the blue box to the right of the Upload feature

 

  1. Clicking on Create CSV will provide a link for downloading CSV file containing user(s) along with training links which can be used for mail merge for sending emails from your domain. Clicking on send will email the links to Training Users.

    
 

 

  1. This will download the csv file with the training link and the same can be shared with Client who requests that they will email the links to their users using mail merge.

     

e. The CSV created from above step by clicking on “Create CSV” button will look like

 

View the Training Invitation Log

Training managers can view the Training Invitation log. It will display:

  • the name of the csv file uploaded
  • when it was uploaded
  • the user’s details in the csv file

 

 

 

 

 

Re-sending emails and training invitations

You can also resend links to the training (for people who misplaced or who claim that they never received the links) by clicking on “Resend Training Invitation” directly beneath the main task menu item “Manage Invitations”. If the Training links needs to be resent to multiple users, ensure that the checkbox against each user is checked and then the “Send” button is clicked.

We can filter by Status in Resend Invitation section. By default it will load users with Training status as “Not Started”. Clicking on “Download CSV” will download the csv report, the Training manager will use those links within report to send it to Training Users using Mail Merge.

 

Please see below screenshot on how the report will look like downloaded by clicking on “Download CSV” option. The report will have details like Training Link, Invitation sent date, last login date.

 

View the Resend Training Invitation Log

Training managers can view the Resend Training Invitation log.

CSV file downloaded using “Download CSV” option is considered as a Resend Invitation as it is assumed that Training Manager will send the links to Training Users using mail merge


 

 

Editing user details or deactivating users that are no longer in your organization

Click on Manage Users in the main task bar at the top of the screen. Then click on Modify User Details under Action. For Users who are no longer with the organization, their status can be changed to Inactive the Modify User Details screen.

 

Modifying the Email text and Templates

Click on Email Templates in the main task bar at the top of the screen to configure the email text or template used when sending and resending emails to the training users.

IMPORTANT NOTE:

Please do not delete the special tag [$link] from email template. It will ensure the link to the training will be sent in the email.

  1. If you want to modify an Email Template used to send email the first time, select “Training Invitation” from the dropdown menu for “Email Type”

 

  1. If you want to Resend Email subsequent times, select “Resend Training Invitation” from the dropdown menu for “Email Type”

     

Training Report on the Compliance Dashboard

If you have access to the Compliance Dashboard for other compliance services provided by ControlCase, the status reports for each training can also be downloaded from the Compliance Dashboard (kbox)

Here is how the Report will look like when download from the Compliance Dashboard.

 

Adding custom fields such as Department and Location (OPTIONAL)

Optionally, you can add custom fields to the User related data such as the department they belong or their location or Manager etc to keep track of training status by these fields

NOTE: This needs to be done before adding or importing data in these fields

  1. Click on “Custom Fields” tab and then the “Add New Field” button


 

  1. Add the name of field and you can mark it as Mandatory and save it.

 

  1. The view after adding the fields