Program Information

In this section you can edit basic program information and add required prerequisites for the program you are creating or modifying.

Once created, a program can be edited at any time. The same fields used to create the program will be visible and can be edited.

Edit Basic Program Information

Edit Program

Program Name: This is a required field and should be unique to allow for better searching in the catalog and reports. The character limit in this field is 254.
Some fields are "logs" and are auto-populated by TOPYX. These fields are:
- Program ID
- Date Created
- Modified By
- Modified Date
Program Status: Drop down option for tagging programs as active (currently in use), dormant (not being used yet), or archived (no longer being used). This is for administrative reference only.

Program Details

Field	Description
Modality	Any information entered here will display on the catalog page. Examples include "eLearning" and "Instructor Led".
Version	Enter information here to indicate the version of the program.
Program Duration	Define approximate time spent in completing the program by specifying in minutes, hours, or days. Duration will display in the program details section on the the program home page.
Approved by	Add approval to register for the program and select if the approval is by administrators, instructors, or managers. This option restricts access to the program until that approval is granted. This setting is not available on eCommerce sites.
No. of Elective Courses	If the program requires the learner to complete a certain number of elective courses, please choose the number the learner must complete.
No. of Elective Materials	If the program requires the learner to complete a certain number of elective materials, please choose the number the learner must complete.
Total Hours Accredited for Completion	Enter a value here for accreditation hours a learner will receive after completion of the content.
Allow all registered Learners to be Friends	Yes or No option if you are using communities.
Email Log Address	The email address will receive a copy of registration and purchase notifications as learners register for the program.
Send reminder email to start training within	Specify the number of days, weeks, or months. When the learner registers for the program, if the learner does not attempt the program, they will receive this email after the time specified. Note: The attempt program/course/material notification must be turned on in Email Settings.
Allow learners to launch program after completion	Checking this box allows learner the ability to relaunch the program, after it has been completed. This option is used for reviewing purposes.
Allow managers to mark program complete for learners	By default, this box is checked and will allow the manager to mark completions for their learners. Completions can be implemented in the program roster section. Note: This program must be associated to the user group the manager oversees.
Generate Community	Do you want a community associated to this program?

Program Description and Display Image

Catalog Description: This description will appear in the Catalog. This should be short.
Home Page Description: Will display when the learner views the program home page. Think similar to a syllabus, which can include program objectives, learning outcomes, and more.
Update Display Image: Upload a display image for your program and it will appear next to the program name on the catalog and program home page. Preferred image size is 280px (w) x 280px (h). The uploaded image must be under 100KBs.

Pricing Information

This will only appear in eCommerce sites.

Pricing Model: Select either Purchase or Subscription
Purchase Option: be sure to include currency, non-member price, and member price. Note: Allow Member Pricing must be enabled in Site Settings > Catalog.
The Select dropdown allows you to select your preferred or multiple currencies for the program.

If using the subscription model, include currency and subscription plan(s).

A subscription model can also be used for selling access to the program for a 1 month, 3 month, 6 month, or 12 month period.

Timelines

Field	Description
Program Start/End Date	This section lets you control when access to the program begins and when it expires. You can choose either a Fixed Date or a Fixed Length. Fixed Date (default) The Start Date automatically populates with the date the program was uploaded. The End Date is blank by default. If the End Date is left blank, the program does not expire. If an End Date is entered, the program will expire on that date and all users will be removed from the roster. When applicable, due dates appear in the learner’s My Schedule on the My Training tab. The program will appear in My Schedule if the Start Date falls within the next two weeks after the learner registers. Fixed Length This option makes the program available for a specified period of time. Expiration is triggered based on the learner’s registration date or completion date (as configured). Once the time period expires, the user is removed from the program roster.
Automatic Email Reminder	If the program is set to expire, then use this feature to alert learners before it is about to expire. Note: Expiry Program Notification must be turned on in Email Settings.
Add iCalendar to registration emails	Check this box and an iCalendar link will be available in the registration notification email, allowing learners to add the session to their calendar.
Due Date	This setting allows administrators and instructors to specify when a program must be completed. Learner Experience The due date appears on the learner’s My Training tab. If the program is not completed on time, the due date displays in red in both My Courses and administrative reports. Unlike the expiration feature, the learner remains on the program roster even if the due date is missed. Options Specific Date: Sets a fixed calendar due date. Time Span: Sets the number of days, weeks, or years the learner has to complete the program after registering. Manager Notifications Enable Send email to Managers notifying them when Learners miss their Due Date to alert managers automatically. Managers will receive notifications when learners miss the deadline. Notes The program must be associated with a user group managed by the manager. Missed Due Date Notification must be enabled in Email Settings.
Course Certificate Expiry	Choose whether the course certificate of completion will expire or never expire. Note: Certificate expiration pulls from the date the learner completed the course. Never Expires: Once a learner completes the course, their certificate of completion will never expire. Valid Until: Allows for assigning a set number of weeks, months, or years after completion a course certificate is valid or based on a previous completion date.
Send Email Notification Before Course Expires	Check box to enable reminder notification, which can be sent 1 year, 6 months, 3 months, or 2 weeks before the certificate expires. Note: The course certificate expiration notification must be turned on in Email Settings.

Some items to note about program expirations:

If a program expires, all content within the program will expire at this time. Your user will no longer be able to access any courses or materials within the program.
A course or material cannot expire within a program. If you have created a program to expire in 3 years containing courses which, should a user register for individually, expire in 1 year, these courses will not expire within this program. The program expiration of 3 years will overrule any individual course or material expirations. The highest level of usage takes precedence over anything lower.
If a user registers for a course which has no expiration associated with it, then goes on to register for a program which does have an expiration associated with it, the program expiration will overrule the course expiration. This course will expire when the program expires.
If a course is shared by multiple programs with different expiration dates, the course will remain in all programs until the program expires.
- Example: If a user registers for a program containing "Course A" which expires in March, and for a program containing "Course A" which expires in July, the user will still have access to "Course A" until July despite the user no longer being able to access the program expiring in March 2021.

Associate Categories

Categories appear like a table of contents under the catalog tab. By associating your program to a category, this will help learners find the type of training much quicker.

Note: Categories must be created first before the information will appear in this section. Please visit the Manage Categories section for more information on how to create them.

Assign Program Instructors

Here you can search for instructors and add them to the program. At least one instructor is required for the course. Instructors can edit the program and add learners to the program.

Emails

Send email program completion notifications based upon learner completions to the following roles: admins, managers and instructors.

Associate Accreditations

Select accreditation(s) and accreditation value(s) for this program. These values can also appear on the learner's certificate.

Accrediting bodies can be selected from the drop down list. The accreditation value can also be entered. Both sets of information is made available to learners on their transcript page.

Note: Accreditations must be created first before the information will appear in this section. Please visit the Manage Accreditations section for more information on how to create them.

Associate Sponsor

By associating a sponsor, their logo will appear when users visit the program home page. This is a great way to promote organizations that are affiliated with your company.

Note: Sponsors must be created first before the information will appear in this section. Please visit the Manage Sponsors section for more information on how to create them.

Publish to Catalog

Check this box when you are ready for your program to appear in your catalog to at least one of your user groups.

Add Required Prerequisites

Should a program, course, or material be required to be completed prior to a learner being able to register or start this coprogram, a required prequisites may be added.

Radio buttons allow you to choose between programs, courses, and materials to make required.

Checking the box to the left of the item name and clicking Save will make this item a required prerequisite. This makes it a requirement to be completed before a learner may register for or start this program.

Be sure to save after making your changes.

From the catalog tab, learners will see a list of prerequisites.

Add prerequisites to a program by selecting Add Prerequisites, which allows for pre-work in other programs, courses, and materials that need to be completed prior to registering.