TrainEasy Documentation

By Intermatics


Thank you for purchasing this application. If you have questions that are beyond the scope of this help file, contact us.

Before you begin installation, make sure you have a webserver that can run PHP and MySQL. The minimum php version supported is 5.4

The Frontend

The Frontend is the public section of the TrainEasy application. This is where your students and other visitors will visit. You can access this area simply by entering your domain name in the browser

The Backend

The backend is the restricted section of TrainEasy that is only accessible to administrators. You can access this section by adding /admin to your domain name.

TrainEasy comes with a lot of configuration options that enable you setup the application to suit your needs. To access the configuration page, login to the backend and go to 'Settings'-'Site Settings'

The configuration page is as shown below:

The following section explains the various configuration options

In TrainEasy, Sessions and classes work together. A session represents a training period. It is also a way to group classes. Sessions are what students can enroll for and optionally pay for.

Classes are the various courses that occur during a session. TrainEasy allows you to create multiple classes. It is advisable to create your classes first before you start creating Sessions. This is because a Session needs to contain at least one class before it can be created.

Managing Classes

To create your first class, click on the ‘Classes’ menu option. Next, click on the ‘Add Class’submenu

On the ‘Add Class’ page, fill in the details of the class

Each class will have a page of its’s own on the frontend. Classes can also be featured on the Homepage. So it is advisable to fill in good descriptive information about your classes. The following fields are available

To manage existing classes, click on the ‘All Classes’ option.

On the classes page, click on the pencil icon for a class to edit it

Managing Sessions

To create a new session, click on the ‘Sessions’ menu option then click on ’Creat Session’

The session creation page will open as shown below:
The following fields are available for each session

To manage existing sessions, click on the ‘Sessions’ menu option

This will lead to the page displaying all the created sessions.
On this page there are various tools available for managing the session and the Students enrolled for it.
The ‘Total Attended’ column displays the total number of students that have attended classes within the session. You can quickly view these students by clicking on the number as shown below:

This will bring up a modal box as shown below:

The ‘Total Enrolled’ column displays the total number of Students that enrolled for the Session. You can quickly view these students by clicking on the number as shown below:

You will also notice an ‘Export’ button in the ‘Total Enrolled’ column. Clicking this button reveals the following options:

The options are described below In the ‘Actions’ column of the sessions page, there are four available options. The pencil and trash icons are used to edit or delete a session respectively.

Of special interest are the other two options. They are described below:

Viewing Payments
The ‘Payments’ menu option under sessions enables you to easily view all payments that have been made by students and the payment method used.

Viewing Payments
The ‘Payments’ menu option under sessions enables you to easily view all payments that have been made by students and the payment method used.

Transactions

Some payment methods (such as bank transfer) generate transactions for each payment attempt by a student. You can view the status of a transaction and approve it on this page.

The transaction feature is very important when processing payments made offline. If a student selects the ‘Bank  Deposit/Transfer’ payment method. They can simply let you know their transaction id (which will be displayed to them) and then you can approve the transaction on this page after payment has been confirmed. The student will then be automatically enrolled for the selected session.

To manage students, click on the ’Students’ menu option.

This will reveal the following options

1.    Add Student: Use this to easily add a new student. The student will be automatically emailed their login details.


2.    View Students: On this page, you can view all the students registered or created. You can easily edit, view or delete a student. You can also enroll a student to a session on this page. Click on the + button to do this


3.    Bulk Enroll: On this page, you can easily enroll multiple students to a session by uploading a csv file. A sample csv file is available for download. Simply download this file and fill in the details for each student. Each student is uniquely identified by their email address. If a student does not exist, a new record will be created for them using the details specified, thereafter they are enrolled for the session. If a student already exists, they are simply enrolled for the session.

The attendance module enables you to set the attendance for each student per session and class. There are three attendance setting options available:

1.    Attendance – Lets you set the attendance by selecting students individually.

2.    Attendance (bulk) – Lets you set attendance of all enrolled students by ticking checkboxes

3.    Attendance (import) – Lets you set attendance by importing a csv file.

Let’s go over each method

Attendance

This option enables you set attendance by typing in a student’s name.

Once you type in a name, click on it to move it to the box on the right.

Add as many students as you want this way. Next select the session and the class. Finally click submit to save the attendance.

 

Attendance (Bulk)

This feature enables you to set the attendance by selecting the relevant students from a list. Once you select a Session from the dropdown, the list of enrolled students will appear

In the ‘Mark’ column, simply select the students that you want to set attendance for and then click ‘Save’.

 

 

Attendance (Import)

This feature enables you to set the attendance offline and import later.

The instructions on how to use this feature are available on the page.

 

Certificate List

This feature enables you to download a list of students that attended a certain number of classes in a session. You can generate two types of lists:

The search option enables you check for attendance records from either the selected session or any other session. For example, a student might have completed the classes you specify by attending two different sessions. This option enables you add or exclude them from the list.

A csv file will be generated showing the classes students attended as well as the attendance dates.

 

Attendance Dates

This feature enables you to easily set the attendance date for all the students in a session. By default, the date is set based on the class date you specified during the session creation. This feature enables you to override that.

To use this feature, simply select a session from a dropdown and then pick a date

TrainEasy comes with a powerful computer based testing (cbt) feature. With this feature, you can create tests/exams/quizzes for your students to take on the frontend. You can then generate a list of students that passed the test based on a passmark you set.

To create a new test, click on the ‘Tests’ menu option. Next, click on ‘Add Test’

On the ‘Add Test’ page, you will see the following fields/options

1.    Test Name: A short descriptive name of the test

2.    Instructions: Type in any instructions you would like students to read before taking the test.

3.    Status: This controls if the test becomes visible on the frontend or not.

4.    Pass Mark: Set this as a percentage i.e. 0-100. It sets the minimum score a student must make in order to pass the test.

5.    Time Allowed: This enables you to set a time limit for a test.

6.    Allow Multiple Attempts: This controls if a student can take the test multiple times.

7.    Session: You can optionally restrict a test to students enrolled in a session by setting this option.

After you add a test, you will be automatically redirected to a page where you can add new questions and options to your test

Clicking on the ‘Add Question’ button will bring up a pop up that will enable you to easily add a question

 

Managing Tests

To modify or manage your existing tests, simply click on the ‘All Tests’ menu option

 

On the ‘All Tests’ page, take note of the following options

 

1.    The Attempts button: Click on this button to view all the results of tests that students have taken.


Clicking this button will open a new page displaying all the results.


2.    Managing Questions: On the Tests page, you can manage the questions for a test by clicking on the ‘Manage Questions’ icon.

On the page that opens, you will be able to add new questions or modify existing questions.

3.    Duplicate a Test: Sometimes you would like to create a new test based on a previous test. The duplicate option gives you the ability to create an exact copy of an existing test without having to type questions and options all over again

4.    Edit and Delete: Pencil and Trash icons are used to edit or delete a test.

Revision notes are intended to be pre or post class summaries. Each revision note is associated with a session and a class. Only students that are enrolled in a session can view the revision notes associated with it.

To create a new revision note, click on the ‘Add Note’ option under ‘Revision Notes’.

 

The add note page has the following fields:

1.    Title: The note title

2.    Session: The note session

3.    Class: The note class

4.    Description: An optional description. The Description will be part of the notification email a student will receive when the note is saved.

5.    Content: The content of the revision note.

6.    Notify session students: If this is selected, each student enrolled in the session will receive an email informing them about the availability of the revision note.

The articles feature is a simple content management system that enables you to easily manage information pages on your site e.g. About us. Vision, Mission etc.

To create a new article, click on the ‘Add Article’ menu option under ‘Articles’

The ‘Add Article’ page has the following options:

1.    Heading: This is the main page title.

2.    Content: This is the main content of the page.

3.    Show on top navigation: This controls if the link to the article will be displayed on the top navigation bar on the frontend.

4.    Show on bottom navigation: This controls if the link to the article will be displayed on the footer of the frontend.

5.    Sort order: The position of the article relative to other articles in ascending order.

6.    Parent: Set this option if you would like the article to appear beneath another article.

7.    Url slug: This determines the url path to the article e.g. http://yorudomain.com/about-us . This is automatically generated but you can set it yourself if you wish.

 

Viewing Articles

You can easily view and edit existing articles by clicking on the ‘View Articles’ menu option.

The Downloads feature on TrainEasy enables admins and instructors easily share files with students.

This feature also enables you to restrict certain files to students that are enrolled in sessions you sepecify. If no sessions are specified for a download, it will be available for any registered student to download.
The following file types are allowed: pdf, zip, mp4, mp3, doc, docx, ppt, pptx, xls, xlsx, png, jpeg, gif, txt, csv. Please note that security is not provided for image files i.e. png, jpeg or gif files. Users might be able to access these files via a direct link. If you want to securely share these type of files, we recommend you put them in a zip archive.

To create a new download, login to the backend and click on the 'Downloads' menu option. Then click 'Create Download'



On the download creation page, fill in the name of the download as well as its description. Also set 'Enabled' to 'Yes' or 'No'. Disabled downloads will not be available to students.
Next, click on the 'Save' button. After the download as been saved, you will be redirected to the download edit page. On this page, you can add files to the download you just created as well as assign the downloads to sessions.
To add a new file to your download, click on the 'Manage Files' tab. Next, click on the 'Add File' button.



This will bring up the file manager. Here you can upload the file you want to add or select and existing file. Select the file you wish to add by double clicking on it.
To assign a session to the download, click on the 'Manage Sessions' tab. Next, click on the 'Add Sessions' button.



This will bring up a popup for selecting your session.



Select sessions you wish to add and then click on the 'Add Sessions' button.

The discussions feature is a way for students to confidentially interact with the administrators/teachers of. A student is able to post a question on the frontend and each administrator gets notified immediately via email.

To view current discussions, click on the ‘Discussions’ menu option.

This will lead to a page that shows all the available discussions.

Clicking on the ‘View’ button leads to the discussion page where you can post a reply as well as view the past replies to the discussion.

TrainEasy ships with multiple payment methods for receiving payment for session enrollment. The following gateways are available

1.    Paypal

2.    2checkout

3.    Stripe

4.    Bank deposit/transfer

5.    Paystack

Each payment method will automatically use the currency you configured for your site. So make sure the method supports your currency before enabling it.

To configure a method, click on the ‘Payment Methods’ menu option

 

The list of available methods will be displayed:

 

Click on the ‘Edit’ button for a method to configure it.

Fill in the relevant credentials/details and save.

Note that you will need to get the credentials from the respective gateway website.

TrainEasy enables you to create additional fields for the student registration form. This is very useful if you need to collect extra data during registration.

To add new fields or edit existing fields, click on the ‘Registration Fields’ menu option.

Note: The following fields are already included in the form: First Name, Last Name, Email, Telephone Number, Password and Confirm Password. Hence you do not need to create them.

To add a new field, click on the ‘Add Field’ button

 

The following fields are available

1.    Label: This is the descriptive name of the field

2.    Input Type: This is the type of the field.Options include text, textarea, select etc.

3.    Mandatory: This specifies if the Student has to fill this field.

4.    Sort order: The position of the field relative to other fields in ascending order.

5.    Enabled: If the field is visible on the form or not.

TrainEasy makes it very easy to add different types of content to your homepage. This is done via ‘Homepage Widgets’ . The following types of widgets are available:

1.    Slideshow

2.    Text & Button

3.    Featured Classes

4.    Session Calendar

5.    Plain Text

6.    Blog Posts.

Note that you can add multiple widgets of the same or different type to your homepage.

To add a new widget, click on the ‘Homepage Widgets’ option

 

On the Homepage Widgets page, click on the ‘Add Widget’ button.

 

This will bring up a popup that will enable you specify the type of widget you are ttrying to create.

Once you click on the ‘Create’ button. You will be able to configure the available options depending on the widget type

MANAGING ROLES

TrainEasy comes with a powerful role management system that enables you to set permissions for every aspect of the backend.

A role is simply a collection of permissions that specifies what administrators can or cannot do on the backend. By default, two roles are provided after installation

1.    Administrator

2.    Super Administrator

To create a new role, click on the ‘Roles’ menu option

Next click on the ‘Add Role’ button

 

Enter in the role name and select all the permissions you would like that role to have

 

MANAGING ADMINISTRATORS

You can create as many administrators as you wish. Each administrator is assigned a role that limits what they can do on the backend. To add a new administrator, click on the ‘Administrators’ menu option

Next, click on the ‘Add Administrator’ button.

On the ‘Add Administrator page, fill in all the details for the administrator

 

 

 

 

 

Setting Up Class Reminders

TrainEasy allows to you setup automatic reminder emails that will be sent to Students and Instructors days before a class is scheduled to hold. TrainEasy also allows you to specify what time of the day the mails should go out and how many days before the class the reminders should begin.
To Configure reminders, please follow these steps

Managing Certificates

TrainEasy comes with a powerful certificate generation feature that enables you totally eliminate the need for creating paper certificates for each Student at the conclusion of your training programs. This feature can also be used to generate other documents such as admission letters.
The Certificate feature enables you to design documents with a drag and drop interface. You simply upload a blank copy of your existing or new certificates and then specify where the various text should go (e.g Student Name, Session Name, Completion Date etc.)
Each certificate must be associated with a session. Also, certain conditions can be assigned to a certificate which the student must fulfill in order to be granted access to the document.
The following conditions are available:

To create a new certificate follow these steps

Upgrade Guide

To upgrade your version of TrainEasy to an updated version, please follow these instructions:

Alternatively, if you have challenges pointing your domain to the new directory, you can simply move the old files from their current location and move the new files in their place.