Portal Administrators can establish approval requirements for LMS users attempting any of the following activities:
When adding or editing a course, in the “Approval Required” field select Yes, as shown below (A).
Note: If your course has been included in a Subscription Program, you may be provided an additional level of approval options: Non-subscribers only. For more information on configuring a course within a subscription, see related document: Create Subscription Programs
When adding or editing a course, in the “Approval Required” field select Yes and in the “Allow Use of Interest Lists” select Yes, as shown below (A and B). This will cause courses to require approval prior to being placed on the Interest List. This type of course configuration allows LMS administrators to utilize demand forecasting to determine when and where they should offer the next class.
Note: To allow user self-registration as an option, a Portal Administrator must first submit a request to the Latitude ClientCare team. Once the self-registration feature is enabled, Portal Administrators may set an approval requirement from their Site Management > LMS Information page using the “User registration requires approval” indicator.
Portal Administrators with Company-level profiles can approve, modify, or deny new user Self Registration requests across the entire organization. LMS customers have the option of extending this type of approval responsibility to additional user Roles. To learn more about this customization option, please contact your Latitude Account Manager or ClientCare team.
The scope of approval rights for other managerial users relies on customized fields being added to the standard Self Registration form — especially the new user’s Location and Default Position assignments. When these key fields are added to the form, the LMS can reference the user-submitted information to determine which managers should be notified of the request, as well as who has rights to approve or deny the new user registration.
Training coordinators use their Pending Approvals page to manage employee requests for new account registration, security lockouts, interest list additions, or course enrollments. Access pending requests directly from the Navigation page via the Pending Approvals icon or from your My Team dashboard. The overview of Approval requirements on both pages looks like this, with all requirements listed together and approval types denoted with different Details icons, which expand when clicked to display details about the particular request.
Use the Filter option to refine the list of requests by Organization, Position, or User criteria. Apply “None” to see all. Sort the list by clicking column headers. Notice that each Type of request will display different details and appropriate Action options.
When a student enrolls in a course that requires approval, it is a manager’s responsibility to approve, deny, or pay tuition in order to complete the enrollment request. A “book” icon represents the detail expansion for pending course enrollment approvals.
If student is currently ineligible or otherwise unable to enroll in a desired course, they may still express an interest in future enrollment opportunities. Courses set to “Allow Interest List” and “Require Approval” will prompt managers to review and approve such requests. A “hand” icon represents the detail expansion for pending interest approvals.
A “person” icon represents the detail expansion for pending user access approvals. There are two kinds of user access requests: 1) requests for users who self-registered for LMS access and 2) users who have been locked out of their accounts by password failures. The differences between these two are easily identified and are described below. For either option, click Details to expand the request for additional information.
Unlock User — LatitudeLearning® has an Account Lockout security policy. Anyone who fails to log in successfully will be locked out of the system after 6 attempts. Users have the option to request a password reset any time prior to the lockout
User Registration — These requests display when a new user registers on the Self-Registration page if your organization has made it available to users and if requests require approval.
When courses with a Self-Study delivery method are set to require manager- or administrator-verification of the student’s completion, the student will submit their completed work to the manager for review. This kicks off an approval notification to the manager and logs an approval request on the Approvals and My Team – Approvals pages. This is what they’ll see in this case. Administrators and Portal Administrators are not sent notifications and will need to routinely check for pending approvals.
Note that Pass and Fail are terminal statuses that mean the transcript is finished. Denying approval allows the student to continue working and submit new information for review by the manager.
The Latitude Learning LMS comes with a Message Editor feature. Using this flexible tool set, Portal Administrators can edit and brand system-generated messages, as well as dictate the method in which automated messages are sent to users via email and the Message center.
By default, automated messages include notifications related to user requests and approvals of all types. Depending on your LMS message settings, users submitting requests may receive a notification via email and under the Messages page, indicating that their action (enrollment, interest, registration) is pending approval. They may also receive follow-up messages when their request is approved — with next-step instructions — or when their request is denied — with the reason for rejection.
After saving, tabs associated with the course delivery type will become available. These are covered in the delivery method-specific or standalone documents. These are the standard tabs provided after saving any type of course.