Archives: Knowledge Base

Collaboration and Sharing Modules

Different ArcLab Builders can collaborate on module creation.

Here’s a step-by-step guide on how you can create ArcLab modules in your individual ArcLab Builder Account and consolidate into one main account that you use for sending to your learners:

1. Click the dropdown arrow next to your project name
2. Click Manage Learners
3. Toggle Share As Template to “Enabled”
4. Save Changes
5. Publish the project
6. Click and copy project link 
7. Share the link to the colleague manning the main ArcLab account, or login to the main ArcLab account using another browser
8. Open the link shared and go through the project till the final completion page
9.  Click Share
10. Click Remix this module

The module will then be in the main ArcLab account for you to manage. You can edit the Project Name, assign learners etc. as you would if you had created the module in this account in the first place.

Note: We are working on shared access by Builders to collaborate on modules. Stay tuned for this feature drop.

What country code format should I use for adding a learner using phone number?

If you are looking to add a learner using phone number, add country and area code in front (without + sign) e.g. 6512345678 or 60123456789 or 85212345678

You can add learners individually, or in bulk by uploading a spreadsheet.

What happens to my PowerPoint file when I upload it to ArcLab SmartTransform?

ArcLab does not store your Microsoft PowerPoint file; it remains on your computer. 

ArcLab SmartTransform extracts your deck’s text & media, and using AI – creates a pedagogically-sound mobile learning module, in draft form. You can then review the module and make any changes you require.

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What is ArcLab SmartTransform?

ArcLab SmartTransform™ employs artificial intelligence (AI) to assist you in creating training modules for your learners in a matter or minutes.

Currently, we offer 2 AI-assisted module creation methods:

Method 1: Upload an existing Microsoft PowerPoint training deck (.pptx file extension) into ArcLab:

ArcLab will use the text & media in your PowerPoint file, and using AI, generate an ArcLab module for you. Here’re the details:

Option 1: Fuss-free
After uploading your PowerPoint file, choose Express Project Creation (green button at the bottom right). ArcLab SmartTransform™ AI will automatically create a module for you. 

We’ll email you when this is done (it’ll take just a minute or so). You can then click into the link in your email to review the module and make any edits desired before publishing.

Option 2: Refine on your own before applying AI
Alternatively, choose Refine Uploaded Document (white/blue button at the bottom). Make any edits to text in specific screens that you like. Also add any image and video files that were extracted from your PowerPoint file – these are listed in the Media Gallery at the bottom of your screen.

Once you’re happy with the draft, click the green “Create Project” button at the bottom right of your screen. ArcLab SmartTransform™ AI engine will get to work (it’ll take just a minute or so, possibly less). 

We’ll send you an email once complete, and you can click into the module URL directly from your email, to review the module and make any edits you like, before publishing the module.


We’ve just saved you 20-30 minutes (at least!) of module creation time, which you can spend on other tasks, or rest…

Method 2: Generate using Text Prompt.

ArcLab will follow your instructions, and SmartTransform™uses AI to generate a module for you. 

Be as specific as you can as you craft your prompt. The more detailed and specific your instructions are, the higher the likelihood that the module is of high standard.

Once you are satisfied with your prompt, click the green “Create” button on the bottom right of your screen. 

The AI engine will then get to work with the process possibly taking up to a minute or two. We’ll send you an email once complete, and you can then click into the module URL to review and edit as you desire.

We’ve just saved you at least 20-30 minutes of module creation time!

 

*Important note: AI doesn’t replace you as the Instructional Designer or Subject Matter Expert! Both ArcLab Generative-AI module creation methods allow you to continue to refine and modify the generated ArcLab module to best suit the learning objective you seek to achieve

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What is the technology behind ArcLab SmartTransform?

ArcLab SmartTransform is powered by OpenAI – utilising artificial intelligence to assist you to create your ArcLab modules in a matter of minutes, saving you time & effort.

We currently offer 2 methods that you can use to employ AI to assist you in your module creation:

1. Upload a Powerpoint file (.pptx format), and SmartTransform converts text and media in the file into an ArcLab module. Select “Let ArcLab AI work its magic” for the AI (GPT-3.5) to summarise your Powerpoint deck’s content into even more digestible bite-sized module content that is easy for your learners to consume.

2. Generate using Text Prompt, where SmartTransform uses your prompt instructions to generate an ArcLab module for you, drawing on ChatGPT as a foundational technology.

*Important note: AI doesn’t replace you as the Learning Designer! Both methods allow you to continue to refine and modify the generated ArcLab module to best suit the learning objective you seek to achieve.

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When can I add Flex-Learners to my Subscription?

You can add Flex-Learners to your subscription at any time, simply by heading to your Billing Dashboard.

You will be happy to know that each addition of Flex-Learners has its own 12-month validity period, to give your organisation maximum flexibility to utilise subscriptions as best fits your training needs.

Private vs Public Modules

Modules set to Private can only be accessed by your authorised learners. 

Unauthorised learners will not be able to access your private modules; be it through the published URL Link, QR Code, or HTML iFrame. 

Modules set to Public can be accessed by anyone in the public. 

The published URL Link or QR Code can be shared with your learners or the public through various communication channels such as e-mails, chat messengers (e.g. WhatsApp, Telegram, Slack, Facebook Messenger), or social media platforms. 

Similarly, the HTML iframe code can be embedded within your webpages or existing HRMS/LMS for public access. 

⚠️ Note: The identity of learners attempting your public modules cannot be tracked.

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Learner Metrics Dashboard

Your Learner Metrics Dashboard presents the Month-to-Date and monthly figures of the total number of learner access to your modules. This gives you an idea of the level of engagement from your learners and also allows you to have better control on how you would like to deploy your modules and manage your learner access across your organisation. 

To access your Learner Metrics Dashboard, go to your Project Dashboard > mouseover your organisation name on the top right corner > click on Learner Metrics.

You can also view further breakdown of access by learners in individual Learner Groups you had previously created, by clicking the dropdown menus for Current Month and Previous Month.

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Reorder Screen

Have your learners drag and drop options into the correct order with our Reorder screen! The Reorder screen is especially applicable for assessing your learners on certain procedures (e.g., how to operate a fire extinguisher, what are the correct handwashing steps, how do you prepare a meal item). You may also use it for survey or polling purposes where you want to gain better insights into your learners or your customers’ preferences relative to one another.

1. Display Media. Toggle Yes/No to enable media display on your screen. Note that media display is disabled if Number of Options is set to 4 or more.

2. Question Type. Toggle Quiz/Poll to switch between a quiz or a poll type question. A poll type question will have no correct answer, answer explanation(s), retries and display hint, and score computed.

3. Time Limit. Toggle Yes/No to set a time limit (in seconds) to your question.

4. Number of Options. Toggle 2/3/4/5/6 to set the number of options to display to your learners. 

5. Answer Explanations. Add answer explanation to the correct or wrong answers indicated by learners to facilitate learning.

6. Allow Retries and Display Hint. Toggle Yes/No to enable your learners to retry the question and/or to display a hint to prompt them towards the correct answer. Set the maximum number of attempts permitted (up to 6) using the slider and add the hint (optional) that will be presented whenever your learners select the wrong option.

7. Question Tag. Add a label or classification to your question for a more detailed profiling of your learners’ performance – illustrated by a radar chart in your Module Analytics dashboard. Learn more about question tagging in our Question Tags article. 

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I am a training provider. Can I host my content on ArcLab Discover?

Yes. Training providers can host their micro-courses or modular content on ArcLab Discover. Reach us at growth@arclab.io to find out more!

 
 
 

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Can I contribute modules to ArcLab Discover?

Most definitely! We welcome all forms of contributions at growth@arclab.io.

 
 
 

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I am unable to add any authorised learners to my remixed module

Modules remixed from ArcLab Discover are public by default. Change the project privacy status to private first before you can start adding authorised learners to your remixed module.

 
 
 

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I cannot see some of the icons on my Project Dashboard/Editor

Ensure that your browser window is set to full screen and the zoom is 100%.

 
 
 

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How do I change my billing method?

You may switch your billing method anytime from your Account Settings > Billing Method.

 
 
 

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How do I change my billing frequency from Monthly to Annual?

You may switch your billing frequency from Monthly to Annual anytime from your Account Settings > Billing Frequency. You will receive the bill for your Annual subscription on the first of the following month.

 
 
 

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My verification link expired

You are encouraged to verify your account as soon as soon as possible upon registration. If your verification link has expired, please drop us an email at support@arclab.io for assistance.

 
 
 

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I can’t find my verification/password reset email

Check if the verification email has been sent to your bulk/spam folders. If you are still unable to locate the verification email, please drop us an email at support@arclab.io for assistance.

 
 
 

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How do I change my account password?

Mouseover the dropdown menu at the top right corner of your screen. Then, click Account Settings. Enter your current password to view/change your account settings. Enter and confirm your new password, then, click Change Password.

 
 
 

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I forgot my password. What should I do?

On the builder login page, enter your email and click on Forgot password? A password reset link will be sent to your email address. Click on the link to reset your password.

 
 
 

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How do I cancel my Annual plan / Flex-Learners?

You can make changes to your ArcLab subscription, including cancellations, directly in your Billing Dashboard.
 
You will still be able to use ArcLab till the end of the billing period, or convert to our Monthly plan if you wish for more flexibility under this no-commitment plan. 

Unfortunately, there will NO REFUNDS be for cancellations made before the end of your subscription / billing period. 
 
 
 

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What happens if there are excess learners from my committed number of learners subscriptions under my Annual plan or Flex-Learners purchased?

Any excess learners for the particular month will be billed under the Monthly pricing level on the 1st of the following month. Bulk discounts will apply, if applicable. 

Bills for above-plan learners, if any, are sent the following month.

Illustration

You purchase an Annual Plan for 1,000 committed learners for Jan – Dec 2023.
This is billed upfront at US$2.50 x 1,000 x 12 = US$30,000.

Jan: Number of learners = 1,000
Within Annual Plan committed number of learners – nothing is billed

Feb: Number of learners = 1,008
Above-plan learners = 1,008 – 1,000 = 8
Bill for above-plan learners = 8 x US$5 = US$40

Mar: Number of learners = 1,333
Above-plan learners = 1,333 – 1,000 = 333
Bill for above-plan learners = 333 x US $4.50 (falls into 200-499 discount tier) = US$1,498.50

 

ArcLab pricing details can be found at: https://arclab.io/knowledge-base/pricing

*All pricing is in USD

 
 
 

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Is there a minimum number of learners to commit under the Annual plan or Flexi-Learners?

There is no minimum number of learners to commit under our Annual plan or Flexi-Learners.

 
 
 

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For Annual plan, can unused learner licenses for any particular month be carried over?

For the Annual plan, unused learner licenses for any particular month cannot be carried over to the following month(s).

Consider adding Flex-Learners to your plan. Each Flex-Learner is equivalent to 1 Learner-Month, i.e. 1 unique learner’s access to ArcLab for 1 month, and can be utilised anytime within 12 months. More details here.

 
 
 

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Are there any additional costs for platform updates & feature enhancements?

Not at all! You will always enjoy the latest updates and features of our platform at no additional costs. Watch out for our product update emails for the latest updates and feature enhancements that we are bringing to you! Sign up here!

 
 
 

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Are there any GST charges?

There are no additional GST charges.

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What is a Unique Active Learner?

A Unique Active Learner is an identifiable individual who accessed your Nano Learning content (unlimited number of modules per calendar month).

ArcLab currently uses e-mail addresses and phone numbers to identify individual learners and attribute usage. All instances of content access by learners with this identity is tagged under the individual so you never pay for repeated access. In fact, you get a proxy indicator for that individual’s hard work! 💪

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Is my data/content on ArcLab secure?

ArcLab’s platform is hosted on cloud infrastructure of reputed global technology provider Amazon Web Services (“AWS”), whose capacity scales as required to comfortably support our users’ usage. 

ArcLab is built on a secure and safe digital environment. Traffic and digital content of ArcLab’s platform are fully routed through SSL and sensitive data signed by a time and session-sensitive digital signature. AWS cloud infrastructure is also protected by state-of-the-art antivirus, anti-malware, anti-hacking, and anti-phishing security systems and protocols. 

At the operational level, ArcLab follows security best practices and protects the confidentiality and integrity of the learning content when they are stored and administered. Our private learner community allows Administrators to define only authorised learners to access specific learning modules.

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Who owns the content on ArcLab?

Your training content is proprietary and precious to you, and YOU will always own it.

ArcLab simply provides you with the tools to best package your training content, before deploying it to your team. See our T&C and Privacy pages for the full details on how we protect your intellectual property and data.

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How do learners access my content created on ArcLab?

Once you have developed your content in ArcLab Builder, you publish your content to a unique URL, hosted by ArcLab on the cloud. This can be shared with your learners through the ArcLab platform, or as a link through other media channels such as e-mails, chat messages, and social media. ArcLab Pro and ArcLab Enterprise enable you to restrict the content to your desired audience, such as individual teams or learners, and provide NanoCredential badges for those who have mastered your content.

Note that if you make your module private (default setting for ArcLab Pro & ArcLab Enterprise), NOBODY whom you have not explicitly allowed to access your content can access the module.

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Who creates the content on ArcLab?

It’s entirely up to you.

With ArcLab Basic and ArcLab PRO, take advantage of our suite of tools and templates to build your own learning content. Our software is designed with the user organisation (that’s you!) in mind, so it’s simple to get started. To further guide you along, we will have periodic ArcLab L&D and content creation clinics, which cover our platform’s full functionalities. 

ArcLab’s Learning Design Team can also work alongside you through ArcLab Enterprise. Under this framework, our team takes the learning content that you provide and develops an engaging learning journey that meets your organisation’s unique needs. Speak to us and get started. 

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Does ArcLab support SCORM?

ArcLab does not support SCORM.

SCORM was the industry standard in the early days of e-learning. A bit issue is SCORM is that authoring & uploading of “learning objects” (SCORM packages) are separate tasks, which means we lose learner progress each time a learning module is updated (in effect replaced with a newer version.

A good way to think about SCORM is Microsoft Word vs Google Doc. If you send a Microsoft Word document to Learner A, and then make a change to the document, you will have to re-sent this new updated Word document to Learner A as his/her original version is outdated. SCORM is like this: cumbersome and not real-time.

On the other hand, Google Doc is in the cloud – you share the document with Learner A. Then you make a change to the Google Doc – Learner A can immediately access the updated version. This is fuss-free, seamless and real-time.

SCORM modules are also less user-friendly to build, and its aesthetics are not pleasing given what modern User Interface has evolved to be.

Here is an independent perspective of SCORM: https://www.linkedin.com/pulse/decline-fall-scorm-why-you-should-care-amy-rouse

 
 
 
 
 
 
 
 
 
 
 
 

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Can ArcLab content/modules be viewed on non-mobile devices (e.g. computer)?

Certainly! ArcLab content/modules can be accessed and viewed on any device that has a web browser. These include your computers, tablets, and mobile phones. 

 
 
 

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Is ArcLab a Learner Management System (LMS)?

ArcLab is a dedicated web-based Software as a Service (SaaS) learning & development tool that helps organisations build and host learning content for their teams. Our platform is a modern-day Learning Experience Platform (LXP). 

ArcLab has ‘LMS’ features that help you perform user and content management, and a dashboard to view learner performance. You can use ArcLab alongside your existing LMS systems, HR Management systems, and training courses. Learning data can be outputted to external spreadsheets for you to analyse and use at your leisure.

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Does ArcLab have a mobile app?

All ArcLab content is a web URL accessible by standard phone and computer browsers. We believe there is no need to download apps that pose a barrier to your team’s adoption and take up precious storage space on their personal devices. Our web app also allows an easier interface with your organisation’s existing systems.

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Do I need to download any programmes or software to use ArcLab?

ArcLab operates entirely on the web browser (e.g. Google Chrome, Safari, Firefox, Microsoft Edge). Hence, there is no need for both ArcLab builders and learners to download any additional programmes, software, or apps onto their computers or mobile devices to use ArcLab. 

 
 
 

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Learner Invitation Status

Under the Status column of your Manage Learners menu, you can view the invitation and completion statuses of each learner who are assigned to your module/folder. The screenshot above is an example of what you can expect to see on your own Manage Learners menu. Here’s a quick explanation to what each of the status description means:

1. Invitation has not been sent to the learner.

2. Learner has completed a total of 1 out of 4 published modules in the folder. 

3. Invitation has been successfully sent to the learner on the specified date and time. 

4. Invitation is in the queue, ready to be sent but has not yet been sent. Depending on the number of learners who are receiving the invitations, invitations may be queued from a few seconds to minutes before they are sent through the system. For scheduled invitations, invitations will be queued for sending on the specified date and time. 

💡Tip: You can click on the Status column header to sort your learners/learner groups by their invitation/completion statuses. 

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Filtered Learner Invitations

Clicking on the dropdown menu beside Invite Learners also enables you to send filtered invitations to learners/learner groups based on their invitation and completion statuses:

1. Invite Unsent. Send invitation to all learners and/or learners in learner groups who have not yet receive the invitation (e.g. new learners/learner groups who were recently assigned to the module/folder).

⚠️ Note: The invitation status of learners who have not attempted & whose email addresses or phone numbers have changed will automatically revert to Unsent – for all modules/folders that they have been assigned to.

2. Invite Unattempted. Send invitation to all learners and/or learners in learner groups who have not received the invitation + those who have received the invitation but have not started any modules yet. This option is only available for folder invitations.

3. Invite Uncompleted. Send invitation to all learners and/or learners in learner groups who have not received the invitation + those who have received the invitation but have not started any modules or complete all their modules.

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Schedule Learner Invitations

You can schedule your learner invitations to send at a later time & day. Your invitations will be sent based on the timezone you schedule them in.

1. After assigning learners to your modules/folders on your Manage Learners menu, select the learners/learner groups that you want to send the scheduled invitations to using the checkbox. 

2. Click the dropdown menu beside Invite Learners, then click Schedule Invite.

3. Pick and enter your desired date and time for the learner invitations to be sent. Then, click Confirm.

4. Add an optional custom message (max. 150 characters). Your custom message will appear together in the invitation message that learners will receive in their Email or SMS. 

5. Once you’re ready, click on Queue Invite. Your learner invitation will be sent via Email or SMS on the scheduled date and time. 

6. You can clear or undo a scheduled invitation by going back to the dropdown menu beside Invite Learners, then click Clear Scheduled Invite.

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Sending Learner Invitations

After assigning learners to your modules/folders, you can send an invitation message directly to their mobile devices by Email or SMS for them to access the modules/folders. This invitation message contains a unique magic link (passwordless login) that directs them to the module or to their personal learner’s dashboard (i.e. folder). There is no need for learners to download any additional apps on their mobile devices or log in with any learner accounts to access their modules or dashboard.

💡Tip: Learners can favorite or bookmark the weblink of their modules or learner’s dashboard for easier access in the future. 

1. After assigning learners to your modules/folders on your Manage Learners menu, select the learners/learner groups that you want to send the invitations to using the checkbox. 

2. If you’re sharing a folder, check that all modules in the folder have been published. Your learners will not be able to view and access any modules that are not yet published.

3. Next, click Invite Learners.

4. Add an optional custom message (max. 150 characters). Your custom message will appear together in the invitation message that learners will receive in their Email or SMS. 

5. Once you’re ready, click on Invite. 

⚠ Note: Invitations once sent cannot be recalled. Please double check your learner information and message before clicking on Invite.

6. Your learners will receive the invitation message shortly via Email or SMS. 

Security feature
ArcLab’s secure links are personalised for each learner. 

Forwarding the link to another learner and having the URL open on different devices will log the learner out.

This makes it difficult for learners to send their access link to another person to complete the module or assessment on his/her behalf, or sharing company information with unauthorised personnel.

For added security, consider Geofencing your module.

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Assigning Learners to Folders

After adding the learners on your Learners Dashboard, assign them to specific folders to grant them access.

1. On your Project Dashboard, mouseover the ellipsis icon beside the specific folder (learn how you can create a folder here), then click Manage Learners.

2. Click Manage Learners, then select the respective learners using the checkbox. You may also use the Search Bar to search for specific learners. Once done, click on Update.

3. You can also assign learner groups by clicking on Manage Learner Groups, then select the respective learner groups using the checkbox. You can select All Learners to assign all learners that have been added on your Learners Dashboard to the folder. You may also use the Search Bar to search for specific learner groups. Once done, click on Update.

4. To unassign or remove learners/learner groups’ access rights to the folder, you may click on the delete icon, or click on Manage Learners or Manage Learner Groups, then uncheck the learners or learner groups respectively. 

⚠️ Note: Learners’ completion progress will still be retained if they are unassigned/removed and later re-assigned to the module. 

5. Once done, you may proceed to send an invitation to the select learners/learner groups or click on Done.

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Assigning Learners to Individual Modules

After adding the learners on your Learners Dashboard, you can assign them to specific modules to grant them access.

1. On your Editor, go to Module Settings (dropdown menu beside project/module title), then click Manage Learners.

2. Click Manage Learners, then select the respective learners using the checkbox. You may also use the Search Bar to search for specific learners. Once done, click on Update.

3. You can also assign learner groups by clicking on Manage Learner Groups, then select the respective learner groups using the checkbox. You can select All Learners to assign all learners that have been added on your Learners Dashboard to the module. You may also use the Search Bar to search for specific learner groups. Once done, click on Update.

4. To unassign or remove learners/learner groups’ access rights to the module, you may click on the delete icon, or click on Manage Learners or Manage Learner Groups, then uncheck the learners or learner groups respectively. 

⚠️ Note: Learners’ completion progress will still be retained if they are unassigned/removed and later re-assigned to the module. 

5. Once done, you may proceed to send an invitation to the select learners/learner groups or click on Save Changes.

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Changing the Presentation Order of Modules in Folder

Modules shared to your learners via folder are presented in an alphanumeric order on your learners’ dashboard. You can control the presentation order of the modules by renaming your module title to include an alphanumeric prefix (e.g. “1. Introduction“, “2. About Us“, “3. Rules & Regulations“, “4. Quiz“).

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Creating Folders

⚠️ Note: Authorised learners in folders will override all authorised learners in your individual modules (i.e. learners will lose their completion status and access to the module). Please exercise caution when moving “live” modules with authorised learners into new or existing folders.

1. On your Project Dashboard, mouseover the ellipsis icon of the project/module that you wish to move into a folder, then click Move to Folder.

2. Click + Add to a New Folder.

3. Enter the desired name for your folder (your learners will see this name as the title of their folder), then click the green tick button.

4. Your new folder will appear under the Folders panel on the leftmost column of your Project Dashboard.

5. To add more projects/modules into existing folders, mouseover the ellipsis icon of the project/module, then click Move to Folder. Select the folder to move your project/module into, then click Move.

6. To remove projects/modules from folders, mouseover the ellipsis icon of the project/module, then click Remove from Folder.

⚠️ Note: New published modules added to live folders with existing learners will be automatically reflected on your learners’ dashboard. Published modules that are removed will also no longer be visible & accessible on your learners’ dashboard.

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Individual Module vs Folder

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

You can share your private content on ArcLab with your authorised learners either as an individual module or as a folder.

For individual module sharing, learners will receive a unique magic link (passwordless login) on their mobile devices (via Email or SMS). Clicking on this link directly opens up the module for them to access and complete. 

⚠️ Note: Learners can also access the module via the published URL link or QR code of the module. They will be prompted to enter their registered ID, email address, or phone number. If their records are found, a unique magic link will then be sent to either their registered email address or phone number.

For folder sharing, learners will receive a unique magic link (passwordless login) on their mobile devices (via Email or SMS). Clicking on this link opens up their personal learner’s dashboard where they can access and complete the collection of modules within the folder. On their dashboard, learners can also track their own completion status and progress for each module.

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What happens to my Learner Analytics if there are changes to the questions (e.g. MCQ) in my module?

Your Learner Analytics Dashboard will always reflect the most updated question(s) in the module. However, do keep in mind that some of the learners’ data and analytics displayed on the dashboard were answered in response to the question(s) before the update. You may use the date filter on your Learner Analytics Dashboard if you wish to view the data and analytics of the most updated questions only.

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My learners have completed the module but there are no records on Learner Analytics.

Ensure that your learners have arrived at the End Screen of the module before closing or exiting the module/browser. Learners’ responses and analytics data will only be registered when they have completed till the End Screen of the module.

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Why are my learners’ analytics anonymous (i.e. no learner name/ID, email or phone)?

Check the privacy settings of your module and ensure that it is set to Private. Modules with privacy setting set to Public will not be able to track the identity of learners attempting the module.

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Why are there no learners appearing under my Learners Lagging behind table?

The Learners Lagging behind table displays learners with the lowest completion rate for all modules in your folder (bottom 16th percentile). Hence, a possible reason to why there are no learners displayed in the table is that the majority of them have not completed any modules from the folder yet. Prompt them to get started!

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I don’t see the folder analytics button on my Project Dashboard.

The folder analytics button will appear on the top right corner of your Project Dashboard after you have selected/clicked on the specific folder from the left side column of the dashboard (under the Folders menu).

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Will the same learner receive multiple learner invitations if they belong to more than one of the learner groups that have been assigned to the module/folder?

No, only one learner invitation will be sent to the same learner who belongs to or appear in more than one of the learner groups assigned to the module/folder.

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I have sent multiple learner invitations to the same learners. Does it matter which invitation link they access?

No it doesn’t matter which invitation link your learners access as the invitation links simply function as a “passwordless login” to your module or to their personal learner dashboard. Completion status and progress for will not be affected even if they access different learner invitation links for the specific module/folder.

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How do I change the method of learner invitation (email vs SMS)?

The mode of learner invitation is determined by the learner’s information that you have entered onto your Learners Dashboard. 

If only the learner’s email address is entered, the learner invitation will be sent by email. 

If only the learner’s phone number is entered, the learner invitation will be sent by SMS. 

If both the learner’s email address AND phone number is entered, the learner invitation will be sent by email (email takes precedence over SMS).

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I have sent my learner invitations but the invitation status is still showing “Queued”.

Refresh the page and check the status of your learner invitations again. Depending on the number of learners you are sending the invitations to, invitations may be queued from a few seconds to minutes before they are sent through the system.

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Can I still edit the content in my modules after sending the learner invitations?

Yes, you can still edit your content anytime even after you have sent out your learner invitations. Remember to click Publish after editing your module for the changes to be reflected on your learners’ end.

Can I cancel or recall learner invitations?

Learner invitations cannot be cancelled or recalled once they are sent. Please double check before hitting the Invite button.

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Will my learners lose access to their assigned modules/folders when their details (e.g. ID, Email, Phone) change?

No, your learners will still be able to access their assigned modules/folders. However, if you’re using learner invitations and your learners’ email address or phone number have changed, you may wish to resend the learner invitations to their new email address or phone number again in case they have lost their previous invitation message/link.

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What should I do if there are changes to my learners’ details (e.g. ID, Email, Phone)?

You may change your learners’ details accordingly on your Learners Dashboard. Their details will be automatically updated for every module/folder that they have been assigned to.

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Will the completion progress of my learners be lost if I accidentally unassigned them from my module/folder?

No, learners’ completion progress will not be lost if you unassign them from your module/folder. Their completion progress will be restored when you assign them back to the module/folder again.

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Can I temporarily disable learners’ access to my modules/folders?

There are two ways you can do so:

First, you may unpublish the module or modules in your folder. All learners/learner groups assigned to the module/folder will no longer be able to access them until you publish them again. 

Second, you may also unassign all or specific learners/learner groups from the module/folder. Their completion progress will be retained when you reassign them to the module/folder again.

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The learners assigned to my individual modules are missing.

It is likely that the module has been moved into a folder. Authorised learners in folders will override all authorised learners in your individual modules (i.e. learners will lose their completion status and access to the module).

Removing the module from the folder will restore the authorised learners to your module – alongside their completion statuses and access.

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Why can’t I assign learners to my individual modules?

Check if your module is part of a folder. If it is, you will have to assign your learners from the folder’s Manage Learner settings instead. Alternatively, you may remove the module from the folder. This will enable you to assign learners to the module directly.

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Can learners access my folder via a published URL link or QR code?

No, learners cannot access your folder through a published URL link or QR code. You have to send an invitation link directly to your learners’ via email or SMS for them to access your folder.

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Can I add more modules into a “live” folder that has already been shared with my learners?

Yes, you can add more published modules to your “live” folders that have already been shared with your learners. The new modules added into the folder will be automatically reflected on their learner’s dashboard.

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Editing Learner Groups

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

1. You can perform a quick edit of your Learner Group’s name & description in-line by clicking on the Edit icon. 

2. You can delete your Learner Groups by clicking on the Thrash Bin icon. Deleting Learner Groups does not delete the learners within.

3. To re-allocate Learners/Learner Subgroups in your Learner Group, click on the Details icon.

4. Click Manage Learners or Manage Subgroups to perform your re-allocation of Learners and Learner Subgroups for the Learner Group accordingly. Then, click Update.

5. Once done, click on Save Changes.

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Bulk Add to / Edit / Delete Existing Learner Groups

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

1. Go to Learners Dashboard > Upload > Download.

2. Enter the new learner groups & descriptions (optional) into the respective columns accordingly. You may leave the ArcLab ID column empty for the new learner groups. You may also edit or delete the existing learner groups but do not modify or delete the ArcLab ID column of the existing learner groups. Keep all column headers unchanged. 

3. On your Learners Dashboard > Upload, drag & drop or click on the file drop zone to upload your updated Excel spreadsheet. 

4. Check and ensure that your learner group details are correct/updated, then click Confirm.

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Bulk Create Learner Groups

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

1. Go to the Groups tab of your Learners Dashboard, then click the Upload button.

2. Click View to view a template of the Excel spreadsheet to be uploaded. You may also access it directly here.

3. Click File > Download > Microsoft Excel (.xlsx).

4. Using the template provided, enter the relevant group names and group descriptions (optional) into the respective columns accordingly. Keep all column headers unchanged. 

5. On your Learners Dashboard > Upload, drag & drop or click on the file drop zone to upload your completed Excel spreadsheet. 

6. Check and ensure that your learner group details are correct, then click Confirm.

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Creating Learner Groups

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

Learner Groups are a great way for you to organise all your learners on Arclab. You can group your learners based on their region, location, department, cohort, employment statuses, job roles, worksites, outlets etc. 

Learner Groups are especially useful if you have differentiated training content for different groups of learners in your organisation or if you wish to be able to compare learning performance between different groups (e.g. outlet A vs outlet B). 

1. Click the Groups tab on your Learners Dashboard.

2. Click + Create New Group.

3. Enter Group Name and Description of the Learner Group.

4. Click Manage Learners to allocate learners into the Learner Group. Then, click Update.

5. Click on Manage Subgroups to allocate other Learner Subgroups into the Learner Group (i.e. “Supergroup”). Then, click Update.

6. Once done, click on Save Changes.

7. You can also allocate learners into your Learner Groups from the People tab on your Learners Dashboard. Select the learners with the checkbox, then click the Add To button at the top. Select the group(s) that you want to add the learners into, then click + Bulk Add. 

8. To bulk allocate learners into your Learner Groups using an Excel spreadsheet, go to the People tab on your Learners Dashboard, click Upload > Download. Enter the group(s) for each learner under the Groups column of the spreadsheet. Then, reupload the updated spreadsheet onto your Learners Dashboard. 

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Bulk Delete Learners

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

⚠️ Reminder: Learners deleted from your Learners Dashboard will no longer have access to all your private modules/folders. All their completion progress and statuses will also be lost. 

1. Click the Upload button on your Learners Dashboard.

2. Click Download to download an Excel spreadsheet of your existing learners.

3. Perform the bulk/mass deletion on the spreadsheet (check out video tutorial here). Remove learners’ details under ID, Name, Email/Phone, and Groups column. Do not modify or delete the ArcLab ID column. Keep all column headers unchanged.

4. On your Learners Dashboard > Upload, drag & drop or click on the file drop zone to upload your updated Excel spreadsheet. 

5. Check and ensure that the correct learners are removed, then click Confirm.

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Bulk Edit Learners

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

1. Click the Upload button on your Learners Dashboard.

2. Click Download to download the Excel spreadsheet of your existing learners.

3. Perform the bulk/mass edit on the spreadsheet (check out video tutorial here). Do not modify or delete the ArcLab ID column. Keep all column headers unchanged. To bulk edit learners with Groups details, ensure that the specific groups (in exact spelling) have been first created on your Learners Dashboard.

To reiterate: Each Learner’s ID must be UNIQUE. i.e. each learner must have a different ID (Here’s how to check for duplicates in your Excel file).

4. On your Learners Dashboard > Upload, drag & drop or click on the file drop zone to upload your updated Excel spreadsheet. 

5. Check and ensure that your learners’ details have been updated, then click Confirm.

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Bulk Add to Existing Learners

Note: Please refer to our previous ArcLab User Guide if you’re still using the earlier version of the Learner Management System. 

1. Click the Upload button on your Learners Dashboard.

2. Click Download to download the Excel spreadsheet of your existing learners.

3. Enter the relevant details of the new learners into the respective columns accordingly (check out video tutorial here). You may leave the ArcLab ID column empty for the new learners. 

To bulk add learners with Groups details, ensure that the specific groups (in exact spelling) have been first created on your Learners Dashboard.

VERY IMPORTANT!

– Do not modify or delete the ArcLab ID column of the existing learners. 

– Keep all column headers unchanged. 

– Also check that there are no duplicates in “ID” column (Column B)

Do this by highlighting the entire Column B, click “Home” menu tab, then click “Conditional Formatting” icon, “Highlight Cell Rules”, and “Duplicate Values”.

If any duplicates are present, the cells will be highlighted like in the image here. Double-check and change one of the IDs so that each learner has a different ID. ArcLab uses individual IDs to track learner analytics.

4. On your Learners Dashboard > Upload, drag & drop or click on the file drop zone to upload your updated Excel spreadsheet.