Organization Admin Quick Start Guide

Below is a comprehensive guide on the functionality of an organization admin.

There are two different levels of administrator access within Kubicle

Name of Role

Functionality of Role

Organization Admin (Super Admin)

  • Manage every learning group within your organization
  • Check organization wide performance
  • License Allocation Overview
  • Export data reports for your organization

Learning Group Administrator (Admin)

  • Manage the learning group that you have been assigned.

Sidebar Navigation

Firstly you will need to select one of these options found on the left hand side of your screen.

 

Each of the options above will be explained in detail below.

 

Learning Groups” Dashboard

This dashboard is where you will find all the learning groups within your organization.

 


Section

Functionality of section

1 - Financial Advisory Services - Analysts

Title of Learning Group which can be clicked to open details about the learning group

2 - Admins

Informs you on which learning group admins are assigned to this learning group.

(It is mandatory to have at-least one admin per learning group)

3 - Semesters

Provides details on the current semester and allows you to click on the pencil icon to edit and review all other semesters within this learning group.


This section at a glance also covers the current semester details which include:

"Courses Included"

"Projects Included"

"Deadline"

4 - Learners

Details on how many learners have accepted the invite to this learning group, how many invites are pending and how many users from this learning group have been archived.

5 - Progress

This is based on the current progress on the most current semester, the progress is based on the Semester deadline, the “expected progress” section also compares itself to the semester deadline to provide you with an expected progress.


You can also send learner check ins from this section.



6 - Create New Learning Group

Allows you to create new learning groups for your organization

Organization Performance” Dashboard.

This dashboard will provide you with a overall report of your organization performance.



Section

Functionality of section

1 - Licenses

Displays how many licenses are in use and how many licenses your organization has remaining. 

2 - Courses Complete

This section showcases the total courses completed within the organization, the metric includes both active and inactive users.

3 - Skill Check Results

Provides information on Skill level distribution for your learners on the different semester topics, this informs you on what sort of understanding your users have on the subject you’re trying to improve.

4 - Lesson Viewings

Displays all time lesson viewings and also shows lesson viewings per learning group, also provides information on lesson viewings within the last week and what sort of increase or decrease in lesson viewings is occurring.

5 - Organization Administrators

All organization admins are found here.

 

Performance graphs are also found within the “Organization Performance” dashboard.

These graphs provide a high-level overview of total weekly viewings overtime and also total weekly viewings by learning group


 

“Licenses” Dashboard 

This dashboard will give you a overview of everything license related.



Section

Functionality of section

1 - Renewal Date

Informs you on the renewal date of your Kubicle licenses.

2 - Allocation

Educates you on your total license count, informs you on how many licenses are assigned and how many are available.

3 - Learning Group

Provides a breakdown on what learning groups the licenses are assigned to.

4 - Subjects

Informs you on which subjects are available to your organization.


“Data Export” Dashboard

This dashboard will provide you with granular data reports to allow you to make the most out of your admin role.

 


Section

Functionality of section

1 - Report Name

Name of the report you are requesting.

2 - Date Range

Informs you on what date you are requesting the data from, sometimes this can be adjusted.

3 - Export

Allows you to download the report in a CSV or Excel format.


Viewing a Learning Group

Once you've clicked on a learning group you will be presented with the screen below



Section

Functionality of section

1 - Learners

Informs you on how many users were invited to this learning group, how many registered their accounts and how many invites are pending.

2 - Sign Up Portal

Providing users with this link and signup code is an alternative way to invite users.

3 - Lesson Viewings

Informs you on the overall lesson viewings of this learning group also informs you on last weeks lesson viewings for this learning group and how much it has improved or declined this week compared to last.

4 - Administrators 

Informs you on who the administrators are for this learning group.

5 - Courses Completed

Informs you on the overall completion of courses for this learning group, also informs you on last weeks course completions for this learning group and how much it has improved or declined this week compared to last.

6 - Semester Subjects

Informs you on which subjects are included in the semesters created.

7 - Projects Completed

Informs you on the overall completion of projects for this learning group, also informs you on last weeks project completions for this learning group and how much it has improved or declined this week compared to last.

8 - Learning Configuration

Options to customize your learning group such as changing the learning group name or you can also disable the skill check from here.

Semester Information

At the bottom of the learning group page you will be presented with an overview on the selected semester.

Section

Functionality of section

1 - Semester Selection

Choose existing semesters or create new ones from here.

2 - Edit Semester

Allows you to edit the semester you have selected.

3 - Learner Status

Informs you on the status of each learner within this semester, also allows you to send learner check-ins.

4 - Semester Progress

Informs you on how much of the semester has been completed.

5 - Skill Levels Over Time

Shows you the progression of your learners skill levels throughout their Kubicle journey.


 

Skill level by Course can be used to measure your learners skill in each course within the selected semester, you can also filter by “Initial” or “Current” skill level to view how those skills have transformed over time.


 

Total weekly viewings over time will showcase time-frames when learners were active the most, you can also adjust the time-frame for this section.

 
Pass Rates by Course also informs you on which courses people are completing within your semester, you can also download these pass rates as a PDF or PNG.

Learner data within learning group


Section

Functionality of section

1 - Name

Name of user, also includes their email or you can remove the user from here too.

2 - Status

Status of the user for this current semester.

3 - % of Semester Complete

Informs you on how much progress each learner has completed of the semester.

4 - Mandatory Courses Complete

Informs you on how many mandatory courses a user has completed.

5 - Mandatory Projects Complete

Informs you on how many mandatory projects a user has completed.

6 - Last Week’s Views

Informs you on how many views the user had last week.

7 - Last Viewing

Informs you when the last time a user watched a lesson.

8 - Date Signed Up 

Informs you on the initial signup date for this user.

9 - Total Views

Informs you on the total views of a user.

10 - Quick Actions

The first icon on the left allows you to send learner checkins and check email log

The second icon allows you to filter the users by status,

The third icon allows you to download the learning group report 

The final icon allows you to view the user list in full screen

11 - Horizontal Bar

Clicking on and dragging this bar to the right will show you more information on each learner within the learning group which includes:

Total Learning Time (Hrs)
Total Log Ins
Total Number of Optional Courses Complete
Total Number of "Weak Courses"
Total Number of "Needs Improvement" Courses
Total Number of "Strong" Courses
Total Number of Exam Attempts

This section will also tell you which courses the user has completed within the selected semester

 

If you need any further information on the topics above don't hesitate to reach out to your customer success manager or if you don't have one you can raise a support ticket here.