Managing a club in LMS (FLEX)

Managing a Club in the LMS (Flex)
Club Administrators are able to log in and manage members who have an active relationship with their Club. In addition to this, Technical Associate Members are now able to be linked to the club via a new Technical Associate Member relationship.

Please follow this link to a training video on how to use FLEX - but if you would like to access detailed written processes, please scroll down the page

Here is some more detailed information to get you started to manage your Club in Flex:

Accessing the new LMS, Flex
To access Flex, please click on the Go To LMS button which is available in the Club Admin Portal or in your My Account tab after you sign in to Gymnastics Online.  A new tab on your browser will open for the etrainu LMS. 

How to access the Club Management area in  the new LMS, Flex
Once logged into Flex, you will be logged in as a participant in order to complete courses.   
However if you are already a Club Administrator for your Club you will also see a link to access your sub-organisation.   Please click on the blue button as displayed below to access the Flex admin area for your Club. 

How does a member get seen in Flex by my Club? 
You can see the list of members in your Club once in the Flex by: 

1. Clicking on Participants in the top right hand corner of the screen  
2. Then selecting Manage Participants from the drop down list 
3. Clicking on search in the Manage Users screen.  

• Sync Single User by MemberID 
  This function is useful if you would like to quickly see a member who you has a new relationship to your club in Flex.  Please enter a member’s ID and click on the submit button to use this function. 
• Group Sync 
  This function is useful if you would like to refresh the entire relationships list of your Club.  Please click on the Sync button to initiate this.    

What type of things can I do in Flex for my Club?  

1. Manage participants including assigning training 
2. Create a group of participants  
3. Assign training in bulk to a group 
4. Purchase credit for my Club to use to pay for participant training
5. Redeem course discount coupon code(s) which have been requested by your club
6. Run Reports

1. Clicking on Participants in the top right hand corner of the screen  
2. Then selecting Manage Participants from the drop down list 
3. Clicking on search in the Manage Users screen.  
4. A list of members who are connected to your club will be displayed. 
5. Tasks you can do in this section are: 
   • View User Details
     Please click on blue hyperlink (eg. Imis.51618.Member’s ID) to the left of the member’s name to view the details registered for the member in Flex.  
   • Purchase Credit
     Please click on this icon  to the right of the member’s name to purchase credit for your club which can be used on behalf of the member. 
   • Send Keys
     Please click on this icon to the right of the member’s name to assign training for the member.  You will be taken to the training catalog to select a course for the member.  Once a course is selected you will be taken to a payments screen if the course is not free.  If your club has a credit already, the amount for the course will be deducted from your club’s existing credit, otherwise you will be required to pay by credit card.  This training will then appear in the participant’s portal in My Training  
   • View Training
     Please click on this icon to the right of the member’s name to view the current status of training for a member. 
   • Training Plans
     Please click on this icon to the right of the member’s name to view the training plan for a member. 

How to create a group  of participants 
Clubs are able to create groups of participants for members who have a relationship to their club which is useful for reporting and assigning training in bulk.  To create a group please go to Participants> Grouping Participants> Add a New Group.  Once you have created a new group, please click on the green plus icon to add or remove users to your group. 

How to assign training in bulk 
A Club is able to assign training course for multiple members who are connected to the club via Training> Assign Training in Bulk.  Select the course that you wish to assign and you will see a pop up window to select who in your Club you wish to assign this training.  If the course has a cost involved, you will be taken to a payments screen.  If your club has a credit already, the amount for the course will be deducted from your club’s existing credit, otherwise you will be required to pay by credit card.  This training will then appear in the participant’s portal in My Training the next day after being assigned.

How to purchase credit for your club to pay for participant’s training  
Your club can elect to purchase a credit for your club to use to pay for training for Club Personnel, Technical Members and Technical Associate Members with an active relationship to your club.  To do this, please click on the Credit link in the top right hand corner.  Please note that only credit card payments are accepted. 

How do I find a receipt?  
Receipts will be sent out weekly on Sunday nights by etrainu to the email address associated with the club administrator who paid. 

How to run reports  
Club Administrators can run reports based on activities and members who have a relationship to the club via the Reports link in the top right hand corner of the screen. There are several reports available: 

• Participant 
  Use for a detailed report on members connected with your club. 
• Purchase – Credit 
  Use to keep track of credit purchased by your club. 
• Purchase – Training Keys 
  Use to keep track of training keys purchased by your club for your members. 
• Purchase – Bundles 
  Use to keep track of the training bundles purchased by your club for your members. 
• Training Groups 
  Use to set up groups within your club for reporting purposes. 
• Training Status 
  See the training status of members or groups of members in your club. 
• User Log 
  Monitor when members in your club have logged onto etrainu. 
• Event Enrolment 
  See which events members in your club have enrolled into. 

• Information will not be updated on the report in real time.  You will need to wait overnight to see information updated on reports.
• To run a report you need to use the filters and then select the search button.   
• To sort, please click on the column header you want to sort by.  You can click the column again to reverse the order of the sort. 
• At the bottom of the report, there are buttons to export the report to excel, csv or pdf. 

1. Click on the Home link in the top right hand corner of the screen. 
2. Click on the blue button next to Participant as per the screenshot below. 

I need help what should I do?  
Here is a link to more information on etrainu. There are also a lot of great training videos available.

If you need any further assistance, please contact us for assistance.