Manage Employees and Approvals

The LMS offers a number of features to help portal administrators and managers oversee employee training requirements and approval processes.

Portal Administrators can establish approval requirements for LMS users attempting any of the following activities: 
  • Course Enrollment -- A student enrolls in a course that is set to require management approval.
  • Interest Lists -- A student is ineligible or otherwise unable to enroll in a desired course, and therefore expresses an interest in attending in the future.
  • User Self Registration -- A new user wants to register for an account in your LMS portal. For detailed information on this topic, please see related document: User Self Registration Feature.
Any LMS user who is assigned to a supervisory (superior) Position will have “My Team” and “Approvals” icons enabled on the Navigation page (or Employees and Approvals tabs on the Classic Home page.) These dynamic information feeds allow managerial oversight of all users assigned to the same Organization with direct reporting relationships, as well as easy management of their approval requests as described above. (i.e. The list is scoped according to established Position hierarchy and Company vs. Location level profile assignments).


ESTABLISHING APPROVAL REQUIREMENTS

Course Enrollment

When adding or editing a course, in the “Approval Required” field select Yes, as shown below (A).

Note: If your course has been included in a Subscription Program, you may be provided an additional level of approval options: Non-subscribers only. For more information on configuring a course within a subscription, see related document: Create Subscription Programs for Specific LMS Locations.

Interest Lists

When adding or editing a course, in the “Approval Required” field select Yes and in the “Allow Use of Interest Lists” select Yes, as shown below (A and B).  This will cause courses to require approval prior to being placed on the Interest List.


User Self-Registration

To allow user self-registration as an option, a Portal Administrator must submit a request to the LMS ClientCare team at support@latitudelearning.com. Once the self-registration option is active, Portal Administrators may set an approval requirement from the Administration menu by selecting Site Management > LMS Information and reviewing the “User registration requires approval” indicator. 



Determining Who Can view and manage Pending Requests

A user's access to My People/Employees and Approvals appears dynamically, according to that user’s Position and Organization profile assignments, and regardless of Role. The primary factors controlling who can approve any type of request for another LMS user is tied to their supervisory scope within the Position Hierarchy and their organizational assignment within the Business Structure. User Role assignments only determine how someone can find and process the approvals.

In the example below, assume that the position hierarchy is TRA > MNG > STF. Even though Susan is a Manager, she can only approve requests for Staff in her assigned locations: Boston and Albany, not Buffalo. Manager Andre can approve for staff in Albany and Buffalo locations, but not Boston. Both can approve for Jean in the Albany office because both have Albany profiles and positions that supervise Staff. Diana, the Training Administrator, can approve for any organization in the portal. Susan and Andre cannot approve each other’s requests because they are peers.

The My Team Page

From the Navigation page, employee oversight and approvals take place from the My Team  page.  In addition to a graphic summary of team progress visible at the top, managers have a number of tools available to them from this one page:

  • Employee Oversight: View of employees across the manager's active profiles without the need to switch between profiles. Use Filter  to fine-tune the employee list shown.
  • Manager Workflow: Tabs to navigate to details about their employees' Goals, Certifications, Skills, User Groups, and Approvals.
  • User-specific Details and Actions: View individual Goal Progress or use User Drill Down  or Training History   to further review employee training progress.


Portal administrators and managers will continue to have direct access to the Approvals page from the Navigation page.

The Classic Home Employees Tab

For customers who continue to use the legacy Classic Home page, the Employees tab provides a list of LMS users for whom you have been granted managerial oversight. This dynamic feed defaults to the Location Employees filter (link at the top of tab), revealing the complete list of active users who have a profile tied to your own Default Location assignment (Default Profile organization) and are assigned Positions subordinate to your own. 

This list can be filtered by Position and has additional sorting options in links at the top of the page. Users who have secondary profiles with supervisory responsibilities will need to click the All Direct Reports link to oversee employees at all organizations. 


Approvals

Users with managerial oversight can approve their employees' requests for account registration, interest list additions, or enrollments based on the user interface they are using. For those using the Navigation page, access approval requirements via the Approvals page directly or by using the My Team - Approvals tab. For managers using Classic Home, select the Approvals tab from the Classic Home page. Details on each type of approval are outlined below.


Manage Pending Enrollments

To manage pending course enrollment requests:

  1. Open your Approvals page and select Pending Enrollments
  2. On the Pending Enrollments page, use Search to find particular requirements or review the list as shown.
  3. If there are requests to review and process, under Action, select Approve or Reject and provide a Reject Reason, if needed.
  4. Click Submit to save changes.          

 

Manage Pending Interests

When students attempt to enroll themselves in a classroom course that is set to allow interests and require approval, their interest must be approved before they can enroll in an Offering. This type of course configuration allows LMS administrators to utilize demand forecasting to determine when and where they should offer a class next.

To approve a pending interest: 

  1. Open your Approvals page and select Interests.  
  2. Use Search to restrict to particular records or work from the list displayed. 
  3. If there are requests to review and process, under Action, select Approve or Reject and provide a Reject Reason, if needed.
  4. Click Submit to save changes. 

Manage Pending User Registrations

Portal Administrators with Company-level profiles can approve, modify, or deny new user Self Registration requests across the entire organization. LMS customers have the option of extending this type of approval responsibility to additional user Roles. To learn more about this customization option, please contact your Latitude Account Manager or our Support Team at support@latitudelearning.com.

The scope of approval rights for other managerial users relies on customized fields being added to the standard Self Registration form -- especially the new user’s Location and Default Position assignments. When these key fields are added to the form, the LMS can reference the user-submitted information to determine which managers should be notified of the request, as well as who has rights to approve or deny the new user registration.

To approve new users who have self-registered for LMS access:

  1. From your Approvals page, select Pending Self Registrations.
     
  2. The Pending Registrations page lists all of the people under your purview who are awaiting approval for LMS access. To process these records with the default role and position, select Approve or Deny, then click Submit.  Use Change and Approve to modify the Role and/or Position of the requesting user prior to approving the registration. From the resulting pop-up, make any necessary changes and then click Approve Registration.

 

The Student Experience

The standard Latitude Learning LMS comes with a Message Editor feature. This flexible tool set allows Portal Administrators to edit and brand system-generated messages, as well as dictate the method in which automated messages are sent to users. 

By default, automated messages include notifications related to user requests and approvals of all types. Depending on your LMS message settings, users submitting requests may receive a notification via email and under the Messages page, indicating that their action (enrollment, interest, registration) is pending approval. They may also receive follow-up messages when their request is approved -- with next-step instructions -- or when their request is denied -- with the reason for rejection.

 

Tips for Troubleshooting Issues of Approval Rights

When analyzing issues within the chain of approval, reviewing the profiles of everyone involved will usually reveal an inconsistency in position or organization assignment between the requesting and approving parties. Flaws in organizational structure and reporting relationships within user profile assignments, or your Position Hierarchy, can prevent managers from seeing expected employee requests or grant them unintended approval responsibilities.

This is how roles, positions, and organizations impact a user’s ability to process approvals:

Organizations: A user’s organization assignments fine-tune the list of employees for whom they can approve requests. As such, a user can only process requests for subordinate employees within their organizational scope of influence. Positions and roles only have impact at the organizational levels provided by a user's profile assignments.

Positions:  Each Position can be associated with superior and/or subordinate positions, creating a Position Hierarchy. These associations are the key to defining employee reporting relationships. Users, including those with a portal administrator role, will only see users they are directly or indirectly subordinate to them via the position hierarchy (or manager selection in portals using person-to-person reporting.)

Roles:  Roles only determine whether or not the user is provided an additional “Approvals” item in the Administration menu or in the Classic Home left navigation menu.