Understanding Your Academy Settings

Your academy is unique. Schoox has given you, as an academy administrator, a lot of choices when it comes to how your academy functions. There are a lot of settings to review, but we strongly suggest that you take the time to do so as soon as possible. Reviewing each setting may provide better insight into the possibilities available.

This article is meant to provide clarity and explanation for each academy setting. Select each section to learn more about its settings.


Your academy settings are divided amongst the three Admin workspaces — Academy Admin, Training Admin, and Development Admin. Each setting pertains to the workspace in which it lives.

Within one of those workspaces, under Settings on the left, select Control Panel.


Adaptive Learning (Development Admin)

Adaptive Learning allows Schoox to make recommendations based on a user's skills. This option can enable the suggesting of courses by looking at skill strengths and weakness or in connection with a user's job(s). This option also allows for the usage of Career Paths, which can provide a custom path to an individual's growth based on their skills.

Auto Deactivation of Users  (Academy Admin)
This setting simply allows for the automatic deactivation of a user if they have not logged in to the academy for a specified number of days. This does does not delete the user's account - no learning history will be lost. They will appear as archived members, and can be reactivated.
Basic Reporting Module
The Basic Reporting functionality is in the process of being phased out and is currently inactive by default, as it has been replaced by the Report Builder. If you need the functionality during the transition you are able to activate it here. 
Business Impact Module (Academy Admin)

Business Impact is a powerful tool that allows you to evaluate your business performance, and take into consideration the role of your training program. If you'd like to see how training may be influencing your organization's KPIs, you will need to activate it here and complete the setup process.

Compliance Management Module (Training Admin)
If this option is enabled, the Compliance dashboard and a toggle within the course/curricula info page with be available for reporting around specified compliance courses/curricula.
Content Management Module (Training Admin)
This setting determines how your content resources are used in your academy. If turned on, the resources can be used by anyone in the academy with access refined using categories. If turned off, the resources will mainly serve as a repository for admins, training managers, and content managers.
Courses (Training Admin)

There are many settings in this section that expand and restrict permissions when it comes to course creation and management, as well as how course function in your academy. Most are fairly self-explanatory, but please let us know if there are questions or needed clarifications. That said, there are a few sub-sections and settings explained in more detail below.
Default Settings allow you to determine some default responses when creating courses and adding lectures. For example, if all of your courses are considered compliant courses, you are able to set that default as Yes.
Filtering and Sorting Options allow you to set up how Available Courses and My Courses are listed by default. The user is able to adjust their view, but this default view will appear as determined here each time they log in.
A Courses Starting Page is a special page the learner is taken to when visiting their available courses. There you can highlight specific available courses via course category.

Custom Attributes (Academy / Training / Development Admin)
There may be additional fields you need associated with a user's account or certain fields to be labeled differently that fall outside of the Org Module. Attributes can be populated via a feed or manually, allowing additional reporting and assigning capabilities.
Events (Training Admin)

Events  are scheduled live gatherings, either virtual or on-site. Attendance is able to be tracked at events. This section has several settings that deal with permissions, as well as those detailed below.
Google maps dependency determines whether or not Schoox automatically looks up the address of the event in Google Maps. This feature makes it easier for attendees, but may not be applicable for your use in your academy.
Filtering and Sorting Options allow you to set up how Event Offer and My Events are listed by default. The user is able to adjust their view, but this default view will appear as determined here each time they log in.

Gamification (Academy Admin)
Gamification adds friendly competition into your academy.
Leaderboards keep track of points accrued by academy members and displays them relatively to each other. How members earn points is configured by academy administrators. Here you can enable the use of leaderboards in your academy, and whether leaderboards should be tracked on academy-wide or within defined communities.
Badges are virtual awards given to learners upon completion of specific tasks or accomplishments. Here you can determine if badges are active in the academy, where they can be used, and who can create and award them.
Learning Paths (Training Admin)
Learning paths are organized collections of courses. There are many settings in this section that expand and restrict permissions when it comes to learning path creation and management, as well as determine how learning paths function in your academy. Most are fairly self-explanatory, but please let us know if there are questions or needed clarifications. 
Filtering and Sorting Options allow you to set up how Available Curricula and My Curricula are listed by default. The user is able to adjust their view, but this default view will appear as determined here each time they log in.
ILT Module (Academy / Training Admin)
Instructor-led Training, or ILT, are scheduled live instruction taught by an instructor. In Schoox there are two types of ILT - In-Class Trainings and Live Sessions.  In-Class Training takes place in a physical classroom setting, whereas Live Sessions are virtually held (soometimes reffered to as VILT, or virtual Instructor-led Training). Here you can set up default options for new instances.
Integration with Google Analytics/Tag Manager (Academy Admin)

If your organization has Google Analytics, the account can be linked to provide additional usage and metrics around Schoox usage.

Internal/External Training Credits (Training Admin)
Credits, or CEUs, track proficiency based on a certain number threshold within a given time frame. A teacher, for instance, may need to have earned 20 CEUs in Library Science each year in order to stay certified. Here the use of credits can be activated within the academy, allowing credits to be attached internally to courses and events or externally via a certificate upload capability.
Resources (Training Admin)
Your academy's resources are a place to store material that may be, though not necessarily, used in courses. These settings are directly connected to the Content Management Module and Social Collaboration settings, and determine who is able to do what with the resources, as well as how your academy's resource functions. A few clarifications can be found below.
Tags are keywords that help the learner find similar content. If visible, the learner can select a tag to find related content.
Users with write permissions in a folder can also manage content expands who is able to manage content. By default, only those who originally uploaded a piece of content can manage it. With this option enabled, anyone with the write permission in a category can manage any content within that category.
If enabled, the Resources Starting Page will appear by default, and is used to highlight specific content within the resources.
Filtering and Sorting Options allow you to set up how resources sort and filter by default. The user is able to adjust their view, but this default view will appear as determined here each time they log in. It is important to think through what users would want to see in their default view goes as it will make finding content easier.
You can also set the default language with which content is associated. Setting as default language allows content to show specifically for languages. If this is not selected, content cannot be filtered based on language unless selected during the upload process or at a later time, individually. If this setting is chosen after content is already in the resources, this will update all content without a previously selected language to the default language.
Limit Access (Training Admin)

This option allows for the control of course visibility based on how it has been categorized, or in some cases, not categorized. This determines whether managers can set up Geo-fencing for courses that are private in the "Without Category" section, private courses in categories the manager has access to, or courses they have created, but have lost access to the category that houses their course.

Member Settings (Academy Admin)

Member Settings has several options that determine how members relate to the academy. Most are fairly self-explanatory, but 

Mobile Access (Training Admin)
You may need to restrict when certain individuals are able to log in to your academy. For example, you may want hourly workers to only access their training while connected to the wifi at work. This can be done by not allowing them to use a cellular connection, and setting up location restriction.
On the Job Training (Training Admin)
On the Job Training involves tasks that can be assigned and then marked off as complete and/or evaluated in-person with an instructor or mentor. This section covers who can create, and assign standalone OJTs, as well as edit assessments. It also allows you to define the various performance levels, if desired.

Onboarding Module (Training Admin)

In Schoox, you are able to set up an organized training program for those new to your organization. This section enables the onboarding module in your academy. There is also a field defining how a member should be considered new. A new academy member can be a parameter when setting up and onboarding profile, so it is important to make sure this is configured correctly for new hires.

Organizational Structure (Academy Admin)
This section contains options that determine some specifics when it comes to how your academy's organizational structure functions. You may want members to only be associated with a single unit or above unit, and you can determine that here. You can also determine if permissions are retained from parent to child. Lastly, you may need every member to be associated with an Above Unit and/or have an external ID. If this is the case, you can define that here.
Performance Modules (Development Admin)
This option opens up the usage of our Skills, Goals and Performance Reviews Modules. There are options within each module that allow the control of rating scales, options around how the module functions and org permissions and visibility.
Schoox Open Community (Academy Admin)
If allowed, members of your academy can utilize the Schoox Marketplace and share knowledge with the larger Schoox community.
Social Collaboration Module (Academy Admin)

This section defines how the various socially-focused utilities function within your academy. These include the academy wall, groups, discussion boards, and others. These options should be reviewed, as social collaboration may play an important part in your academy, but may need the resources allocated to be properly maintained. For example, wall posts and discussion boards may require frequent moderation. Also, under Social Activities Settings, there are options to allow downloading of documents and media in the academy resources and the more info panel, as well as social network association.

Toolbar Configuration (Academy Admin)
This section allows you to choose up to six shortcuts or quick links found under Tools in the upper navigation bar. 
Training Assignment Rules (Academy Admin)
Managers that have the ability to assign training may only be able to assign from specific categories. This option provides parameters around "private" courses and curricula, whether it is (un)categorized or created by the manager and whether or not they should be able to assign courses in these instances.
User's Dashboard (Academy Admin)

Every user has their personal dashboard. These options provide the ability for a users to see more or less information from within the dashboard. Some options only become available if the modules they are correlated to are being utilized.

Virtual Events Integration (Academy Admin)
There are four virtual meeting services with which Schoox integrates - GoToTraining, Zoom, Webex, and Teams. Here you can set up an account with one of those services to be used academy-wide. Individuals may also set up personal accounts, as well, in their Schoox profile.
Visibility Rules for Courses and Learning Paths in Reporting
This option allows for the control of what managers see in their reporting dashboard. If "Show all courses and curricula" is selected, the manager will see every course and curricula available. This might be too much information, so Schoox allows private (un)categorized to be toggled off. This option also turns off aggregate data within the dashboard, so the second option is a better choice for most organizations. "Show courses and curricula with no enrolled employees" turns off courses that don't apply to that manager, but also leaves the default dashboard view.
Who can invite members (Academy Admin)
Inviting individuals is not recommended for most academies. It does not provide when and where an individual is placed in the academy and should be used sparingly, if at all.
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