How to setup your integration with Training and eTracking?

Training & eTracking is a Learning Management System (LMS) that focuses on delivering the training content and material to your staff.  It tracks training titles a staff member is supposed to take and when they successfully complete the training.

iCM integrates with Training & eTracking to fetch the training status of each staff member for the modules on which they were trained.  The integration also allows staff to seamlessly transition from iCM to Training & eTracking through single-sign-on (SSO) and complete their trainings.

To fully integrate both systems, we have to complete the following three setups:

  1. Integrate Staff Records
  2. Setup Training & eTracking integration
  3. Link Training Courses

Integrate Staff Records

iCM relies on GUIDs (Globally Unique Identifier) to identify staff members across both systems.  In this step, we will need to create GUIDs for all staff members in iCM and then update them in Training & eTracking.

To create GUIDs in iCM: 

  1. Login to iCM as System Admin
  2. Go to Admin Tools → iCM Settings → External System Integration
  3. Click on the button called "Create" next to the label "Create GUID for existing staff" to create the GUIDs.  This step will silently create a GUID for all your staff members.
  4. To download the list of all staff members with their GUIDs, go to Staff module and click on the purple Export to Excel button.
  5. Upload or update the GUID for each staff in the "Employee ID" field in Training & eTracking.  See below.

Setup Training & eTracking integration

Here're the steps required to integrate the two systems:

  1. Login to iCM as System Admin
  2. Go to Admin Tools → iCM Settings → External System Integration.  This screen lists all the external systems with which your account is integrated.
  3. Click on Add New
  4. Select Topyx from the External System field in the popup
  5. You will need the following information from your Topyx/Training & eTracking vendor
    1. Organization
    2. Parent Group ID (mandatory)
    3. Sub Group IDs (use comma to separate them if more than one-not mandatory)
  6. You can use the Active on/off switch to toggle the integration
  7. Select the number of Days in the past for which you'd like to fetch the "completed records".  Pick the maximum day limit if you are expecting a delay from the time a staff finishes their training and a supervisor or a trainer marks them as "Complete". 

Link Training Courses

Lastly, we have to link the training titles/courses from the two system together.

Follow these steps to link courses from iCM to Training & eTracking:

  1. Login to iCM as System Admin
  2. Go to Training Management → select a training title → click on the Training Material tab
  3. From the Training Links section, click on Add.  A popup box will show (see below).
  4. Select Links to an external training system
  5. Select Topyx from the External Systems drop down
  6. Add Title 
  7. Add Link URL like this:https://courses.yourtrainingprovider.com/pages/course/portal.aspx?courseid=XXXX Make sure to replace the XXXX with the actual Module/Course ID from Topyx
  8. Save

Once the link is added to the training course, your staff will be able to see this link from their training dashboard, click on it, and proceed to Training & eTracking to take their training course. 

After the training is marked as "Completed" in Training & eTracking, its status is pulled into iCM.

*This integration may come with a cost from Training & eTracking. There is no additional cost from iCM.

  

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