'Going Live' is completely controlled by you. You are able to choose when and how you launch your system, the only thing you need to do is keep accessplanit updated with your approach and your date/time so that we can ensure everything is in place and your emails are enabled.
There are three main approaches to launching the system:
You also need to consider how you will provide access to any existing Users in the system, while new registrants will define their own log in details. The existing Users in your system will not know how to log in and what details to use when they first access your new system.
This requires you to identify what the ‘bare minimum’ for launching on the target date would be. This could include ability to book courses and manage Delegates, but not send any automated Communications or allow access to the system. Everything else is still progressed/trained but resources are more focused on ensuring the bare minimum is covered. Everything which is complete by the launch date is launched, and the rest is added to when ready. The benefit of this approach is that the go-live date is met.
The system is launched as an internal admin tool only. All bookings processed by Administrators are processed through the system whilst bookings made by external Users continue through their existing route but are also added into the new system by Administrators. This ensures that the new system is kept up to date during this time period. Customers do not need to know that there is a new system in place, even if they are receiving automated Communications from it. The benefit of this approach is that Administrators can become fully fluent in the system before customers begin to make their own bookings. This also means that only Delegate Communications need to be confirmed as fully tested as everything else can be improved through experience before the customers begin to log in.
The system is launched to a specific group of Users. This could be one customer, one department, selected key contacts, or managers only. This allows you to gain their feedback on the system and provides you with opportunity to make changes before a full launch to your entire customer base. The length of the trial is up to yourselves, but it is important that you have everything completed beforehand as if you were running the hard launch approach, to test this accurately.
The launch of the system is not completed until the entire system is signed off. This is the most challenging approach and includes fully tested payment gateway, website integration, customer communications and extensive process testing. The benefit of this approach is that there is a clear implementation end date and customers can begin to make their own bookings and log into the Learner Portal as soon as everything is ready.
This approach is ideal for those who do have a required launch date, and will be marketing the launch well ahead of time.
There are several ways that you can provide log in details to users through the system
You can design your own Email Template and send this out via the Users DataGrid
This option is very similar to the above, the difference is that you can define the wording and the design of the email
You will first need to create your own Email Template using the Users model, using your choice of fonts, colours and content
Example Content
Dear @@Forenames,
Following our recent communication about our investment into a new Learner Portal. Here are your new log in details for access to the portal.
Username: @@ID (or use your email address: @@Email)
Please use your username to reset your password for the portal by clicking here.
To access your portal page thereafter, please use the following website link:
https://systemname.accessplanit.com/accessplan
If you have any questions or issues accessing your portal please email admin@trainingprovider.com
Many thanks,
You will then be able to send this out from the Users DataGrid by selecting the users and choosing the Email option
Please note this method only allows you to send 50 emails at a time unless you have the eCampaigns module.
Both options 1 and 2 are commonly used for communicating log in details to trainers, key contacts or trial Users.
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