Please review the User Guides on the left for detailed instructions on how to utilise different aspects of this platform.

Users, Activities and Enrolments

There are three main concepts that drive the delivery of learning within ClearXP – users, activities and enrolments.

There's little doubt that you're familiar with the concept of Users, after all, you're a user yourself. However, it's worth mentioning that users represent your audience and that profile information such as a position title, department, or the user's geographic location help differentiate audience groups.

Activities is a broad and all-encompassing term for everything on the platform that a user may interact with. Most commonly this is a piece of learning content, but it's also inclusive of things both smaller and larger – a quiz question, a notification, a learner's objectives, even the platform itself is a type of activity.

Less glamorously are Enrolments. Just as rivers bridge the mountains and the sea, enrolments are used to connect users with activities. When you create an enrolment, you are stipulating that a user should complete some piece of learning at some point in time. An enrolment may be used to enforce compliance training or more loosely, it may simply suggest some content to your user base. Of course, learners may also elect to undertake some learning themselves – this is known as a self-registered enrolment – but more on that later.

The Learning Hub

After you've created an enrolment, your users need some way to find the learning that you've assigned to them. They can do this by accessing the Learning Hub.

The Learning Hub is like an atlas, road map and compass all rolled into one. Learners can use it to see and complete the mandatory learning assigned to them, or they can use it to explore and discover new content. Managers can use the Learning Hub to follow up on their team or manage approval tasks assigned to them.

Completion Propagation

The versatility of ClearXP means you can package your activities in a variety of different formats or hierarchy structures. This means a user may complete an activity standalone or as part of a greater learning pathway. Within the ClearXP system, it's important to understand that all completions are considered equal and the completion will propagate across the platform.

Hierarchy Completions

Module Roll-Up

In the above chart, Personal Improvement is an example of a learning pathway that contains 3 activities. The learner won't receive a completion for Personal Improvement until all 3 child activities (Setting Goals & Objectives, Communication Skills, and Time Management) have been completed.

This is an example of module roll-up using the Complete All rule, but ClearXP offers other roll-up rules that can be configured when creating the hierarchy:

Hierarchies can be an arbitrary number of levels deep and roll-up will automatically flow from bottom-to-top through the layers until the highest parent is marked as complete.

Hierarchy Changes

Module hierarchies are very rarely carved in stone – new activities may be added or old activities removed. Many systems will prevent changing a hierarchical structure once created or force the resetting of all completions before changes can be made. ClearXP solves this problem by re-evaluating the entire module hierarchy under a fresh registration and leaves it up to the administrator to determine if they want to report on whether the module has ever been completed or if the hierarchy is currently complete.

Although a hierarchy is re-evaluated from scratch when changed, this simply updates the data from a back-end reporting standpoint. If a learner had previously completed the full module hierarchy and is now no longer considered complete, their enrolment may still register a completion, to understand why, read the following section on .

Enrolment Completions

Point in Time Status

Conceptually an activity can only ever be in a single state – complete or incomplete – but when a learner is enrolled into something, once the terms of that enrolment have been met, it makes sense that their completion status should be retained. For example, if a student completes their Bachelor of Science in 2010, they shouldn't be required to go back and complete any extra requirements if the curriculum is changed today.

ClearXP embodies this concept by separating a learner's Enrolment Completion from their Activity Completion and it's possible to report on either of these statuses. Read the following section on if you'd like to manually override this behaviour.

Expiring Completions

Contrary to the above example of retaining an enrolment's completion once met, there are still times when you may want to force your learner to re-complete some training:

• If the learner must re-complete after a set period of time (i.e. annual refresher training)

• If the completion requirements were initially setup incorrectly and you now wish to invalidate all prior completions

Both of these points are handled via assigning a workflow to an enrolment to expire an activity's completion status. When a completion is expired then the completion status for the Enrolment as well as the Activity is reset.

ClearXP has two different concepts for tracking when a learner completes a module multiple times:

• Registrations are when the learner's progress is completely reset forcing them to complete all content again.

• Re-Completions are when the learner revisits a module and completes the formal assessment again without resetting their progress.

Because Re-Completion tracking can be unreliable (especially with dynamic content), ClearXP only treats a new Registration as a valid way to re-certify against a module.

At ClearXP, we're always releasing new functionality (often many times a week). To make it easier to digest, every two weeks we group these into a major release and publish the release notes in the pages below. Enjoy!

Latest Releases

Older Releases

The Program Owner Dashboard is designed to provide high-level data and insights for a given learning program or module. It's a great starting point ot understand the status of program before diving in deeper into raw reports.

Landing Page

Access the dashboard by clicking Program Owner in the left-hand navigation menu. The landing page shows a horizontal bar of Trending Activities - this ranks modules in the system by the number of completions recorded in the past 30 days. To increase the time frame, click the Last 30 days dropdown in the top-right corner of the screen and select a different date range.

The pie charts at the bottom of the screen show a status summary of the three most recently viewed programs or modules. This allows you to quickly find activities that are important to you. If it's your first time accessing the Program Owner Dashboard then you won't see any pie charts until you first view an activity.

You can drill into the dashboard for a specific activity by:

• Searching all activities in the system using the search bar at the top of the screen;

• Clicking on the bar chart for any trending activity;

• By clicking Explore on any of the recently viewed pie charts.

Current Compliance

Historical Completions

Assigning Training

With both users and activities added to the platform, you just need to join these two things together. This is best done with Enrolments – an enrolment allows you to define which users can access what content.

Enrolments aren’t the only way for users to access content. They’re also able to find content by searching, having it shared to them, or by our AI-powered recommendation engine. Despite this, enrolments are the pillars of any learning platform – at some point you will have a need to say some learning content must be completed by certain learners. Enrolments are the way to make that happen.

When creating an enrolment, you will define which users the enrolment will apply to as well as the modules that should be assigned to those users. Further courses will detail how rules and workflows can be used to build dynamic enrolments but we’ll save that for later.

Watch the video below to see how to create a very simple enrolment.

Small enrolments should apply right away but if you’re assigning hundreds or even thousands of users, you may need to exercise a little patience and wait a few minutes for the enrolment to take effect.

Users make up the backbone of any platform and when harnessed correctly, can share knowledge, generate content and spread information in a far more effective manner than simple curated content.

Invite a User

The easiest way to add someone to the platform is via the admin interface which will automatically send the individual an email invite with a link to create an account. The user’s username will be their email address and they will be able to set a password after clicking the activation link from the invite.

Watch the video below for a demonstration on how to add users to the platform via invite.

After the invite has been sent, an email will be sent to the address you entered. Once your invitee has received the email, they will need to click the link included and fly over to the platform to create a password. Their email address can be used with the password they enter to access the platform again at a later date.

It’s only a matter of time before you’ll need to add more than a handful of users to the platform at once. Or maybe your organisation is already fully loaded and a restructure means you now need to reassign everyone to different locations. The thought of doing this one-by-one sounds very tedious.

Fortunately ClearXP is fully equipped to handle this process with powerful Bulk Upload functionality that will enable you to update a sky full of birds in a couple of quick steps.

Bulk Upload is a convenient way to both import new and update existing users by uploading a CSV file. This can even be done at the same time with a single file.

Within the Manage Users category, navigate to Bulk Upload where you’ll be able to upload a CSV file with your user information. A sample CSV is available for download below so you can test and explore this functionality.

The above is an example CSV file that includes 4 users with columns for 3 different user attributes (First name, Last name, and Email).

The actual column names aren’t that important because the bulk upload tool will allow you to map columns to different user attributes or fields. Watch the below video for a demonstration.

Uploading Files

ClearXP supports many different upload formats – documents, video, podcasts, as well as eLearning packages such as SCORM or xAPI. We’re not big fans of the traditional eLearning package; we prefer a more seamless, integrated experience, but we’ll accept them all the same.

You’re also in luck, we happen to have a learning module picked straight from the vine and ready for consumption. Download the below module so we can show you how to upload it to the platform (the irony in that request isn’t lost on us).

The module you just downloaded is packaged in a learning format known as xAPI (sometimes also called Tin Can). When uploaded, it will create a new Activity in the system that can be launched and assigned to users.

Creating Groups

User Groups are a convenient way to structure your users and to ensure that your learners are only exposed to the training that is relevant to them; not everyone in your workplace may want to undertake training in the latest tax code updates, but your finance team would certainly appreciate it!

From within the Groups page, user groups can be created by clicking the Add Group button. Alternatively, to edit an existing group, click the group name from within the list, which will display the group’s details and which can then be edited.

There are a few different ways that we can populate a group with users.

Adding individual users

If your group consists of only a small number then adding users individually may be the best method. Watch the below video for a quick demonstration of how to create a group with individuals.

However, If your group will contain a larger number of users then there are two different methods to import users without relying on manual selection:

• Bulk adding a list of users with copy and paste

• Creation of dynamic groups with user profile rules

Bulk adding a list

We can add multiple users from the Add User screen (click Add User, found beneath the Add Individuals heading) by adding our users in either a comma-separated format, like so:

Or by placing each user on their own line:

This is particularly helpful if you already have your users in a list, which can then be used to easily import them into your user group.

Watch the below video for a demonstration on how this works.

Creating dynamic groups

We can also add multiple users by creating group rules. Using this method, we set conditions and any users that match are then added to the group automatically. We may not even know the users that we want in a group, only that we want all the users, for example, from a single department (maybe that finance team that needs up-to-date tax training?).

We can set up a rule and let ClearXP find the users that meet that requirement for us!

Rules are built on the attributes that have been assigned to your users, which might include email address, department, position et. al.

Watch the video below and then give it a shot yourself.

If you would like to select users using more than one rule, or a variety of When Any and When All conditions, simply Add Rule again for as many rules as you would like.

Depending on your needs, and the volume of users that are being added to a group, one (or a combination) of these methods might be your best approach.

2025/02/20

ClearXP is now SOC 2 Type 1 Certified

We've achieved SOC 2 Type 1 compliance – this means we've implemented security controls to protect your data, covering areas like logical and physical access, incident and change management, data backup, and disaster recovery.

These controls adhere to the AICPA’s Trust Services Criteria for Security, Availability, and Confidentiality. Our SOC 2 Type 1 compliance proves our dedication to safeguarding your data and ensuring top-notch security and availability for our services. You can trust us to keep your data safe and sound. We're also well on our way to achieving Type 2 compliance.

Learn more at our Trust Center.

2025/02/13

Enhancements

Data Explorer

We've made a couple small enhancements to the Data Explorer screen:

• It's now possible to only include activities in a report that contain a specific tag.

• Tags hav now also been exposed in the activity search to make it easier to identify activities with a similar name.

Fixes

• We found the performance of admin content search had been impacted by recent database upgrades and implemented a fix to restore search performance.

• Fixed launching of assets due to some internal authentication changes.

2025/02/06

Enhancements

Report Builder

We've dedicated a lot of time to overhauling our Report Builder to simplify report creation and make it easier to build custom dashboards.

• A comprehensive new library of templates to cover a wide range of use cases from compliance, engagement and more.

• All report templates now include out-of-the-box visualisations to better portray your data. Visualisations will also update automatically as you filter or edit the reports.

• Our report builder now supports video analytics queries, including drop-off rates and amount of video watched over time.

Fixes

• Fixed activity launch for in-built templates not working after the Display Mode option had been changed.

• Fixed processing of notifications when the message field had been left empty.

2025/01/23

Enhancements

Content Search

We're excited to announce that our authoring tool has upgraded content search capabilities. You can now include a search that dives deep into all modules within a program, finding semantically similar matches and even showing a text preview of matching content.

Fixes

• Fixed dark theme not working correctly in legacy admin screens.

• We discovered and fixed an intermittent loading issue with SCORM modules that embed the Vimeo player which was resulting in a white screen.

• Fixed an issue where certain changes to the Visibility Filters setting could cause an invalid configuration that breaks the Learning Hub search.

2025/01/09

Enhancements

Admin Beta Release

Over the past 6 months, we've been hard at work redeveloping our admin portal to make it easier to use. We've just released a beta version so you can start to get some of the benefits of our new user interface right away. This includes:

• Improved content search with results prioritised by importance, making it easier to find the content that's meaningful to you.

• Improved attribute filtering, label navigation and assignment.

• Collaborative editing of attributes.

• Full light and dark mode support.

Assessment Analytics

• We've drastically improved the performance of the Assessment Analytics screen, especially on modules with large volumes of responses.

• We've also added an Export button for downloading the assessment results to an Excel or CSV file.

The WebEx integration enables synchronisation of WebEx meetings with face-to-face events as well as automatic attendance marking. This integration eases the administrative burden of virtual instructor-led events by managing the scheduling of video conference meetings for you.

The integration comes with the following capabilities:

• Meeting Synchronisation

  • New sessions will automatically schedule a new WebEx meeting for the session date and time.

  • Updating session date/times will reschedule the WebEx meeting to match the session.

  • Deleting a session will cancel the scheduled WebEx meeting.

• • Meeting attendees will be automatically linked to ClearXP users if their email address matches.

  • Attendee analytics is collected and record when they join and leave the meeting.

  • If attendees are present for more than a pre-defined threshold of the session length, they will be automatically marked as attended.

• Meeting Recordings

  • Scheduled WebEx meetings that are recorded will import all recordings into ClearXP and attach them to the session for later reference.

Meeting Synchronisation

When scheduling a face-to-face Session and the WebEx integration is enabled, the Add Video Conferencing button will include a new "Webex" option.

When saving the session, the WebEx integration will automatically schedule a WebEx meeting for the same date and time and attach the conferencing URL and join information to the session:

When launching the session view in ClearXP, the WebEx details will be shown and include a direct button to access the WebEx meeting.

Attendance Marking

After creating a session, the Mark Attendance Automatically setting can be used to enable attendance marking for meeting attendees.

User Attributes

Aside from a name and typically an email address, users can contain any other arbitrary attributes. An attribute is something that describes the user or can be used to help categorise groups of users together.

Hold onto that thought for a moment.

The benefit of attaching attributes is noticeable when assigning training and generating reports (which we’ll cover in-depth elsewhere). When assigning training, we may wish to deliver the “Introduction to Flight” module to all users of the Flamingo family but exclude the Penguin family due to their ill-fitting wings. Of the users assigned “Introduction to Flight”, we could segment our report by Species to determine if the American Flamingos are faster at learning how to fly than Andean Flamingos.

This collection of attributes is what we consider the user’s profile.

It’s important to exercise some restraint when defining what attributes make up each user’s profile. It’s tempting to capture everything from their age to the colour of their feathers, but not all of these are equally significant. A good litmus test is to ask yourself the following questions:

• Could I use this attribute (either by itself or in combination with another) to uniquely identify an audience for the purpose of assigning training? Or;

• Does this attribute represent something unique about the user’s demographic that I’d like to identify in reports?

To put it another way, there’s no obvious need to assign learning based on the user’s feather colour and it seems highly unlikely that we would see any difference in learning results between birds with differently-coloured feathers. On those merits, it wouldn’t be worthwhile capturing feather colour in the user’s profile.

Editing Profiles

We can find a user’s profile by searching for them on the Users screen and clicking their name. From the Profile screen, we’re able to review, add or update their details, as well as follow up on what learning they’ve completed.

As your user engages with your training, a summary of their activity and the training they’ve completed can be found in the User Activity section. Any achievements such as badges they’ve earned will also be listed under the Achievements heading.

Watch the below video for a demonstration on editing and deleting a user’s profile.

Inviting and updating profiles on a user-by-user basis can get time-consuming. Luckily there’s a better way. View Bulk Uploading Users to see how to make changes to all users at once.

The DocuSign integration can be used to embed DocuSign agreements inside learning content. By using our content authoring tool, you can build a learning experience that provides context and explains key concepts to increase signer confidence.

This integration is best suited to organisations that use DocuSign to send agreements to employees or customers and wish to build a seamless learning journey around the signing flow.

Enabling the DocuSign Integration

To get started with DocuSign, log into the ClearXP admin interface and navigate to the Integrations screen. A list of available integrations will be displayed at the top of the screen. Click DocuSign to get started.

A new browser window will open, asking you to log into your existing DocuSign account.

After signing in, you will need to provide consent to the ClearXP application to perform actions on your behalf. Click Allow Access to continue.

If everything worked correctly, you'll see the following success message.

Embedding DocuSign into Learning Content

After enabling the DocuSign integration, you'll provide access to a new component in the ClearXP .

In the Components pane, scroll all the way to the bottom and take note of the new DocuSign Embed component. Drag the component onto the page.

Thus will embed a DocuSign agreement into your learning content. The DocuSign agreement will be dynamically loaded when a learner launches your content – ClearXP will retrieve the relevant agreement for the user launching the content and automatically load it into the page.

You can also ensure enforce signing of the agreement for the user to earn a completion for this learning module. Click the DocuSign Embed component you added to the page and from the Properties pane, select the Required for Completion option.

Activities can be added to the system from the Activities screen under Manage Content.

Click the Add Activity button to bring up a list of Activity Types

Pick from any of the below options depending on what type of activity you wish to create.

Terms of Service

1. You must use the Service only in accordance with these terms and conditions and the instructions, manuals or other materials regarding use of the Service that Clear Learning Systems makes generally available to its customers.

How to enable attempts tracking

The Quiz Component has the capability to allow a user to take multiple attempts at a quiz. This is enabled by changing the Retry Behaviour setting under Properties when the Quiz is selected.

The following options are available:

• Disabled turns off retries completely and if failed, the learner cannot retry.

• Reset Failed will clear responses for any questions the learner got wrong when Retry is clicked.

• Reset All will completely clear the quiz when Retry is clicked.

How to show past attempts

If you want to allow a learner to see their past attempts, the above setting can be used in conjunction with the Attempts Table component which can be dragged into any existing Quiz component.

No additional setup is required to use the Attempts Table – it will automatically synchronise the quiz with the attempt selected in the table. When a past attempt is selected, the quiz will become disabled and the question inputs will show the response selected at that point in time.

Use with an assessor flow

Enabling Attempts Tracking in conjunction with an Assessor Workflow presents an interesting use-case because it provides a way for a manager, observer or assesor to mark and leave feedback against a learner’s submission and then provide visibility to that learner over their feedback.

When using with an Assessor Workflow, we recommend the following guidelines are followed:

• Configure the Completion Condition for the page to "None / Module Roll-Up" since the activity's completion should be managed by the assessor instead of the learner's initial quiz submission.

  Then create a workflow that will Assign a Task to an assessor with a trigger to Mark Completed when the assessor approves the page.
• Create an “Assessor” variation with the audience of Target User exists so that you can change content for the approver.

Introduction

Clear Learning Systems is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

We have adopted the National Privacy Principles (NPPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Federal Privacy Commissioner at www.privacy.gov.au.

What is Personal Information and why do we collect it?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, email addresses, and employee numbers.

This Personal Information is obtained in many ways including from our website, by email and from integrations with third parties. We don’t guarantee website links or policy of authorised third parties.

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Sensitive Information

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained

• For a secondary purpose that is directly related to the primary purpose

• With your consent; or where required or authorised by law.

Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following:

• Third parties where you consent to the use or disclosure; and

• Where required or authorised by law.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

Clear Learning Systems will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.

In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the Quality of your Personal Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

Policy Updates

This Policy may change from time to time and is available on our website.

Privacy Policy Complaints and Enquiries

If you have any queries or complaints about our Privacy Policy please contact us at:

There are four different enrolment modes for assigning users to scheduled sessions as described below:

The Labels directory on the right-hand side of the Activities screen can be used to organise your content into a nested folder structure.

This can help to keep your activities list tidy so that you can find resources more quickly in the future. It can also be used to restrict access to certain activities by marking the label as private and restricting who it's shared with.

Label Structure

What labels you decide to create and how you organise your content is entirely up to you and what makes the most sense for your organisation. However, there are two patterns we see used most commonly amongst our users.

Org-Centric Structure

Mirroring your label structure with your organisational hierarchy helps to align content with the teams responsible for managing that content. This could be done by Department or geographical area, for example, your labels could look like the following:

• Asia Pacific

  • Administration

  • Information Technology

  • Sales / Marketing

When it comes to sharing, this makes it easy to share labels with the teams they belong to so they can manage their own content and resources.

Content-Centric Structure

When your content is more centrally-managed by a small team, an alternative structure based on function might prove more beneficial. For example, if your HR team manages the content for the entire organisation, you could assign that content to labels based on how the content is used. For example:

• Onboarding

• Induction

• Learning

  • Competencies

Applying labels this way can help to organise content based on how it's used and permissions can be applied so that members of the team who manage certain aspects of the employee lifecycle can take ownership of that content.

Controlling Label Permissions

Organising your activities into a series of labels is a good hygiene practice but it also has the practical benefit of enabling strict management of who is able to administer what content.

By default all labels are considered organisation-wide unless set to private – this means anyone who has admin privileges to the Activities screen will see all labels and activities. You can change this behaviour by hovering over a label, clicking the 3 dots that appear and selecting Edit.

The Visibility setting controls who is able to see the label and its contents and can be one of the following options:

Inherit is the default setting for nested labels which means the label's visibility will be controlled by the label that contains it. This means that permission changes at the top-level will generally flow down to any labels underneath it, unless those labels themselves have been configured differently.

When set to private, a table will appear allowing you to define who should have access to that label. You can add users individually or add a user group to grant permissions to a wider range of users at once.

Access Levels

The permissions table also allows setting an Access Level for users or groups you add to the label. This means different users can be granted visibility over a label but with different levels of permissions.

The below table shows what actions are permitted by different access levels

Open or Closed Access?

A decision you will need to make early on is whether you want all administrators to access everything by default (open access) or whether they won't be able to see anything will need to be added to labels to access content (closed access).

The below table outlines the considerations with each of these approaches.

Roles

It's important to understand how Roles overlap with Label permissions. The difference between these can generally be summarised in two short points:

• Roles are the master control that grant a user access to specific platform functions or screens.

• Labels further restrict a user's access to activities within each of those platform functions. Labels cannot grant more permissions than are allowed by their system Role.

For example, if a user has a Role with read-only access to the Activities screen then that privilege cannot be elevated by adding them to a Label and giving them Edit or Owner permissions. The rationale for this is that Roles provide a centralised location for super admins to provide hard restrictions on other user's access levels.

Labels can, however, be used to further restrict someone's access to activities. For example, if a user belongs to a Role that grants them access to Dashboards, then they will only see activities on that Dashboard for labels that they also have access to.

ClearXP comes with a built-in authoring tool for creating your own learning content. The editor's capabilities allow the creation of multi-screen activities consisting of static content, quizzes as well as more complex interactions.

Creating a New CMS Activity

1. Start by creating a new CMS Page activity as described in

2. On the New Activity screen, give the Activity a name and click Save Changes

3. Scroll down to the

ClearXP provides a hierarchical structure to managing face-to-face training that is composed of Programs, Events and Sessions.

The following is a description of these three key concepts:

• Program - A Program is a collection of events required to meet an overarching learning goal.

• Events - An Event represents an assembly of people for a particular purpose at a certain point in time. Events can be one-off such as a conference, or have multiple occurrences such as a workshop.

2024/12/23

Fixes

• Fixed the incorrect registration being used when launching a workflow activity that directed to a standalone eLearn module. This was causing issues with completion statuses being lost.

• Fixed a couple glitches with task reassignment running against deactivated users which was resulting the task being reassigned to the same user.

2024/12/18

Enhancements

DocuSign Integration

We've partnered with DocuSign to integrate documents directly into ClearXP content. Now you can seamlessly incorporate legally-binding digital signatures into your learning content. Learners can sign contracts, acknowledge policies, or complete forms all within their learning journey.

A couple other small enhancements

• We've built automated Task Delegation functionality that can be used to detect tasks assigned to deactivated users and reassign them to the new line manager instead. This helps prevent tasks going into limbo when the assignee leaves the organisation.

• Reports now support label-based permissions so users can be granted access to a subset of reports in your organisation. This has parity with existing .

2024/12/12

Enhancements

• Compliance Report Builder now supports scheduling emails including a daily or weekly recurrence frequency.

• Manager Dashboards will now de-emphasise users on extended leave to help managers prioritise which users to focus on.

• Sign Off template now supports manager approval flows and selecting which date to register a completion against.

Fixes

• KPIs in Performance Assessments now have a consistent sort order.

• Added support for user scopes that match multi-value attributes.

• Fixed Manager Dashboard drill down for really large hierarchies.

• Fixed Enrolment References not showing up in the User Group screen.

2024/11/28

Enhancements

Tooltip Functionality

We have a new Auto Tooltip CMS component that can be used to highlight words within any containing Text component and show additional information on hover or click. This is useful for providing definitions or additional context information in text-heavy content.

• Define a list of terms and the content to display for each term.

• Choose whether to show the content as a tooltip (on hover) or a card (on click).

• The first instance of each term in a Text component will be highlighted and learners can interact with them to learn more.

Sign Off Template

We've built a new Sign Off template that can be used to build manager-initiated workflows. Previously manager approvals used to require the learner kicking off the workflow by uploading a document or submitting a form. With the Sign Off template, managers can now start this process.

• Managers can upload documents or fill in completion details via a standard CMS-editable form.

• Managers can select one or more learners that the details apply to.

• Upon submission, the learners will be automatically marked as completed with the entered details and evidence document logged against their profile.

Inbound Data Feed Pipeline

This one's for the enterprises. We've built a flexible inbound pipeline that's fully configurable and can be used to import data from an external source.

• Files received over SFTP or another source can be fed into the pipeline.

• File types can be of any format including CSV, Excel, pipe-delimited, etc.

• Filters and transformations can modify the inbound file prior to import.

• Inbound files can be encrypted and will be decrypted by our pipeline.

2024/11/14

Enhancements

Just some very small enhancements for this release:

• Compliance Reporting now has sharing options so reports can be shared with other users or groups in the organisation.

• We added support for using prerequisite fields as dynamic parameters in workflow Refresh actions – this allows you to set the Start or Due Date for a module based on the completion date of a prerequisite.

• Reports now support outputting a dynamic column from date-based rules. For example, a column could be included in a completion report to highlight new starters if their Commencement Date falls within a certain range.

2024/10/31

Enhancements

Regional Manager Dashboard

Following on from the Manager Dashboard redesign earlier in the month. We've given the same treatment to the Regional view which aggregates teams up to a wider region level

• Pie chart summaries at the top show the overall completion and overdue percentage across Enrolment Categories for the entire organisation.

• Each region is shown in a table layout with their overall completion percentage. Each region can be drilled into to see the team-specific dashboard.

• Regions groupings are fully customisable so they align with your organisational hierarchy.

2024/10/24

Enhancements

The Tasks CMS component now supports filtering by date range and completed / incomplete. These filters have also been exposed in the Learning Hub tasks screen.

Fixes

• We fixed an issue where our outbound data feeds weren't including the correct value when exporting dates older than 1970.

• We also fixed a minor UI glitch where the report search input was getting cut off.

• Fixed time-series charts not rendering correctly when set to daily and the date range crosses daylight-savings time zones.

2024/10/10

Enhancements

Manager Dashboards

We're trialling a new Manager Dashboard view that displays team members in a grid layout, with progress broken down by Enrolment Category.

• Each grid cell can be clicked to expand and see summary of completions under that category, along with any required or recommended sub-categories.

• Pie chart summaries at the top show the overall completion and overdue percentage for the entire team.

• The Learning Activities view now shows the progress as a percentage for pathway activities to indicate how far through the program each learner is.

2024/09/26

Enhancements

Vanta Integration

We recently partnered with Vanta to automate our security compliance. You can view our security controls, policies and compliance certifications in our

Since we use ClearXP to train ClearXP employees, this also means we've built a Vanta integration for our training compliance.

• Security Awareness training records are now automatically synchronised with Vanta.

• Approved Background Checks are also automatically uploaded and sent to Vanta.

Admin Enhancements

We've also rolled in some more minor enhancements for ClearXP admins:

• All Program Owner reports now include columns to indicate which Cohort the learner is assigned to.

• The completion values when exporting the pivot completion report will now appear as -, 0 or 1 to make it easier to sum up completions using Excel formulas.

• We've extended support for Dynamic User Attributes to support date-based rules. For example, a "New Starter" attribute could be created that will be set to "Yes" or "No" based on how long the user has existed inside the organisation and will be updated automatically.

2024/09/12

Enhancements

Just a small one this week: we had a lot of requests to bulk copy attributes from one resource to another. This is now possible by clicking the Copy Attributes button and pasting them onto another screen. This works for Users, Activities and Enrolments.

Fixes

• We fixed an issue where un-enrolling a user from a program would also remove them from all cohorts even if they were still enrolled into the program via a second enrolment. Users will now only be auto-removed from cohorts when they have no active enrolments remaining.

• We found and fixed an edge case where content that relied on a video completion sometimes wouldn't register as completed if closed too quickly after finishing the video.

2024/09/05

We dedicated the past two weeks to making a huge number of quality of life improvements for customers. This included fixing common issues as well as adding commonly requested features. Get ready for a long list of fixes!

Article Editor

• Anchor links now correctly work for newly created headings without requiring a page reload.

• Ctrl-A and Ctrl-E now navigate to the start and end of the line within code blocks.

• It's now possible to create links using syntax.

Event Management

• Creating sessions now automatically labels them underneath the event which ensures event-level permissions also apply to all nested sessions.

• Deactivating an event will now only deactivate future sessions. This prevents cancellation emails being sent for historical sessions.

• Deleting a session will now automatically cancel any WebEx meetings that had been attached to the session.

Learning Hub

• Users will no longer see assigned tasks for inactive activities.

• Deleting an activity will now also delete any tasks associated with that activity.

• The Start New Attempt option will no longer show up for external links – this option didn't make sense since external links don't send tracking data back to ClearXP.

• Manager dashboards will now always

Admin

• It's now possible to send a scheduled or emailed report with special characters such as apostrophes (previously the download link was breaking in these reports).

• Publishing an activity from one realm to another will now restore the activity if it had been previously deleted in the destination realm.

• User avatars on collaborative editing screens now use a more sensible colour palette.

• The Program Owner dashboard now includes many more filter options such as User Group, Completion Date

2024/08/22

Enhancements

Program Owner Dashboard Enhancements

We've made a handful of improvements to our Program Owner dashboards, focusing on better support for Events as well as larger multi-step Programs or pathways.

• A new Pivot view can be enabled for program compliance and completion reports. This view shows a grid of completion statuses for each step in the pathway for all users, making it much easier to see how far through a program each learner is.

• Opening the Program Owner view for an Event will now provide a breakdown of the attendance statuses for all learners who have attended sessions in the event – this includes whether they are registered, have attended, cancelled, rescheduled or didn't show up to their assigned session..

• A new Enrolments List lets program owners know which enrolments are being used to assign learners to the program, with direct linking to those enrolments for easy update.

2024/08/15

Enhancements

Compliance Report Builder

While we allow reporting on absolutely anything, we realise a lot of the time learning administrators just need a simple compliance report which is why we created a simplified interface for generating compliance reports.

• Simply select the learning modules you want to report on along with basic filter options such as audience or date range.

• The resulting report includes employee information and compliance dates for each module, with the ability to add/remove additional user attributes.

• The report can be immediately downloaded to spreadsheet format or scheduled as an email to be sent on a regular basis.

2024/08/08

Enhancements

Skills Taxonomy

We've released exciting new functionality that uses AI to generate a bespoke skills framework for your organisation. Skills are assigned to roles and highlight the capabilities and expertise required by different business functions.

• We read in your organisational hierarchy, supplement it with public skills data and use AI to generate a skills taxonomy customised for your organisation.

• Skills and competencies are attached to every role in the organisation and indicate the make-up of skills for a given job, and the proficiency level required of each competency.

• A visual heat map show where skills overlap across roles and which skills are more heavily required for a given role. Drilling into the heat map will further breakdown skill and competency requirements for that role.

• Further refinement of the skills taxonomy can be done via a manager prioritisation process – ClearXP will assign a task to all managers of a role to gather feedback on which skills they value more highly for that role. This can be used to prune skills not specific to your organisation and re-rank the importance of others.

2024/08/01

Enhancements

First-Class Email Tracking

ClearXP has always supported email notifications but these used to go through a third-party platform which restricted our ability to bring data back into ClearXP itself. We've now brought this into ClearXP itself which means we're able to provide the following benefits:

• Better email deliverability including faster times to get emails into your learners' inboxes.

• Visibility into whether an email could actually be delivered or whether it bounced or was marked as spam.

• Tracking of learners opening or clicking links within received emails. These get collected as xAPI data that feeds directly into our analytics reporting.

A few other admin enhancements...

• Completions table reports available from Program Owner dashboards and Activity Analytics now supports multiple export options – either a flat completion table for the activity, or a pivot report containing the completion status for all activities in the program or pathway.

• Our Extract pipeline can now send multiple extracts for a single completion if the activity has been tagged with multiple unique IDs.

2024/07/25

Enhancements

Some small platform enhancements this week for both administrators and managers:

• The Program Owner dashboards now include the activity type underneath the activity's name, and the tasks report now includes Manager as a new column.

• When notifying a manager of Flagged Feedback, the message preview will now fill out the dynamic fields for the activity, feedback comment and date so administrators can see exactly what email will be sent when triggered.

• Learning Hub manager dashboards now display the attendance status and session dates when drilling into events.

2024/07/11

Fixes

• We've added a workaround for old Storyline modules not sending valid xAPI statements – these were using the wrong format for contextActivities which we now detect and auto-migrate so tracking data won't be lost.

• Fixed incorrect users appearing in the Manager Dashboard activity drill down if the user had been assigned to multiple dashboard roles.

Enrolment Workflows can be used to trigger specific actions to run against users enrolled into an activity on certain dates. The following are common use cases for utilising workflows:

• Scheduling learning to appear on a specific date.

• Refresher training that will expire at a set time period after completion.

• Assign further activities or pre/post-training surveys.

• Setting reminder notifications to be sent before and after due dates.

By creating a custom workflow, you can define an abstract set of rules that can be re-used across enrolments with different Start/End Dates.

Workflow Fundamentals

A workflow consists of a series of Triggers. A Trigger specifies an Action that will occur when the Trigger's Conditions are met. A typical trigger might read as:

Trigger on Start Date → Change Status to Assigned

This would assign an activity to a user when the start date is matched.

Trigger Conditions

The Primary Condition

Every trigger must contain a primary condition that will be met before the trigger will run. There are two possible types of primary conditions for defining a trigger:

• Date-Based: The trigger occurs on a specific date (i.e. 1 week before Start Date, assign a survey)

• Status Changes: The trigger occurs as a result of a status change (i.e. when the user is assigned, send a notification).

Date-Based triggers are the most common of the two, typically workflows are used to ensure certain actions occur on a specific day. Because workflows are designed to be abstract, these conditions are best used when referencing a parameter that is populated from the enrolment.

For example, instead of setting a trigger to mark a user as overdue on January 1st, 2030, the workflow trigger would be set to mark a user as overdue on the Due Date. The Due Date can then be set to different values for different enrolments, i.e. Course A may have a Due Date of January 1st, 2030, but Course B might be a different date. In this way, the same workflow rules can be used for different enrolments.

Secondary Conditions

In addition to the primary condition, any number of secondary conditions can be added. Secondary conditions are much more flexible and can refer to a user's attributes or their completion/enrolment status in the activity. Secondary conditions are often required to ensure an action is only triggered for some users in the enrolment, an example of this would be an overdue reminder:

Trigger 1 day after Due Date AND Completion Status is not completed → Send Notification

This trigger can be used to send an overdue notification to all users who haven't completed the activity. In this case the secondary condition ("Completion Status is not completed") ensures the overdue notification isn't sent to users who have already completed the activity on time.

Actions

Types of Actions

A big driver for workflows is the ability to change a user's enrolment status for a given activity.

The Default Action

Workflows may optionally include a Default Action that will be applied when none of the trigger conditions are met. This is useful to provide a fallback status ahead of any actions being run. For example, for date-released training, we would want to assign an activity on the Start Date which means that prior to the Start Date, the training should be unassigned.

Instead of picking some arbitrary earlier date to mark the user as unassigned, it's easier to use a Default Action of Change Status to Unassigned instead.

Creating a Workflow

Under Assign Learning, click Workflows to access the Enrolment Workflows screen. This will bring up a list of saved workflows, if any exist.

Click Add Workflow to create a new workflow.

Enter a Workflow Name and optionally write a description to help identify this workflow and its purpose in the future.

Click Select a Workflow to start with a predefined workflow template and pick from the following options:

• Assigned Ad-Hoc: The activity is assigned immediately without a Due Date

• Assigned with Due Date: The activity is assigned immediately with a set Due Date

• Date-Assigned: The activity is unassigned until a specific Start Date with a Due Date

Editing Workflows

Workflows provide the control for defining your own custom rules and actions, if desired. For the below instructions, we'll start with the Date-Assigned workflow.

The workflow view provides a timeline of triggers that will occur. Above the blue line is a list of date-based Primary Conditions that have attached actions, whilst below the below line we see any Secondary Conditions and their resulting Actions.

Adding a New Trigger

Click the Add Trigger button in the top, right-hand corner of the screen to add a new trigger.

1. The primary condition for this trigger, must be one of "when Date" or "When Status".

2. Click this button

Editing an Existing Trigger

1. Click on a Condition/Action pair to open the Trigger Panel.

2. Edit the Conditions on the left-hand-side of the Trigger Panel or the Actions on the right-hand side of the panel.

3. You may close the Trigger Panel by clicking again on the highlighted Condition/Action pair or by alternatively selecting a different Trigger to edit.

Removing a Trigger

1. Click on a Condition/Action pair to open the Trigger Panel.

2. Click the Remove Trigger button in the bottom right of the Trigger Panel to remove the trigger. The Trigger Panel will automatically close and the trigger will disappear from the timeline.

3. Click Save Changes when you've finished editing the workflow.

Workflows Reference

Triggers

Primary Condition Options

Secondary Conditions Options

Actions

Change Status

Other Actions

2024/06/27

Enhancements

Article Builder

​2023/12/20

Enhancements

We’ve created a new integration that can be used to import data into ClearXP via email. By setting up a recurring email sent to the integration, we will automatically download, transform and import that data so it can be used for correlation reporting.

Fixes

• We fixed an issue where bulk importing Sessions underneath an Event could incorrectly classify those sessions if they happened to be mapped to an Event field.

• Fixed an issue where Face-to-Face Self Check-In functionality was marking a user as having attended the Session but wasn’t rolling up and marking the Event as completed.

• We changed overnight Workflow processing to always evaluate against the latest registration created instead of the latest registration accessed – this distinction had meant that some users were receiving the same notification every night.

​2023/12/13

Enhancements

• Publishing activities across realms now also transfers the content attached to those activities.

• We’ve improved the UX of the Facilitator Availability Calendar, including:

  • The calendar is now fully responsive and fills the entire width of the screen.

Fixes

• Deleting a user will now also remove that user from any User Groups or Roles they may have been added to as an individual. Previously this would result in an empty user name displaying.

• We fixed support for custom filters not applying to the visualisations in the Reports screen.

• We’ve improved support for loading content inside the Learning Hub native app – opening and closing nested content now works predictably when previously it could create empty overlays.

2023/11/30

Enhancements

Content Authoring UX Improvements We've made a concentrated effort to improve the quality of life for users of our content editor. Including the following enhancements:

• Clicking on link button when an existing link is selected now re-opens the dialog to let you view and edit the link.

• The link dialog now shows a "remove" button when an existing link has been set.

• Enables link button when there is an active link in the selection even when that selection is empty.

Time Slot / Presenter Functionality We've made a handful of small improvements to managing time slots against a session:

• A new Save and Notify option will send updated calendar invites to presenters after editing the details of a time slot.

• We added support for a new placeholder for including the session's Location in Presenter notifications.

• Facilitators now have access to view the Presenter attachments for sessions they're running.

Fixes

• We improved support for very large events with over 2,000 sessions.

• Session deactivation will no longer remove the session from the event.

• Time-series charts will now correctly show missing data points as 0 values on the chart instead of drawing a continuous line between the 2 existing data points.

• Fixed an issue where editing an enrolment with a dynamic start/due date workflow could restore the wrong dynamic values resulting in accidental changes to the workflow rules.

2023/11/16

Enhancements

Performance Assessments We've made a couple improvements to KPI assessments:

• The results of a KPI assessment can now be visualised as charts, including the popular polar/spider chart.

• Scale descriptions for KPIs can now be configured to show inline on the screen to prevent users having to hover over each option to compare meanings.

• It's now possible to disable scale options for a given KPI question if they're not applicable.

Interaction Labelling Previously all analytics data would be automatically assigned a human-readable label based on pre-determined system rules. It's now possible to extend these rules for labelling program-specific interactions in the back-end. This helps for bespoke reporting on very custom learning modules.

WebEx Integration We've made some improvements to our WebEx integration so that we can now support meetings created by different host emails. When a new session is created, it will schedule the meeting using the configured host email but updating an existing session will update the WebEx meeting using the host who originally created that meeting. This allows for backwards-compatibility when re-authorising the WebEx integration.

Fixes

• Fixed print styles being cut-off for content embedded in overlays

• Fixed an issue where user status automation (for activating or deactivating users) was using the incorrect priority order when evaluating statuses.

• Previously renaming a top-level module wouldn't work for content published from certain authoring tools because those tools would send tracking data that would revert to the old name. This has now been fixed.

2023/11/09

Enhancements

Multilingual Support with Automatic AI Translations AI translations for multilingual support are now enabled for the entire Learning Hub. We initially rolled out this functionality last quarter for uploaded eLearn modules but have now made it available at a platform-wide level.

Learners are able to set their preferred language in their Learning Hub profile and all content will automatically translate on-the-fly. This includes system prompts, learning content as well as all user-generated content such as social comments and responses.

Fixes

• We've made a whole heap of accessibility improvements to bring the platform in line with the latest WCAG 2.2 release.

• Fixed search result thumbnails not showing the correct image when performing subsequent searches

2023/10/30

Enhancements

Augmented Reality Camera The Learning Hub native app now supports a camera mode equipped with AR functionality so learners can scan everyday objects to bring up relevant information. This turns the native app into an interactive knowledge base of content.

Features include:

• The ability to point the camera at a known object which will highlight it and bring up matching content in real-time.

• The ability to take a photo of barcode to find relevant information for a product

• Show a product card for scanned objects with quick info or link out to full training modules.

• Full xAPI tracking on camera utilisation including objects scanned and content accessed.

Admin UX Enhancements We've made a few small UX tweaks that should make the Event Sessions View a little easier to navigate – we now display the time of the session as well as any tags assigned to those sessions. Tags can also be applied as filters by clicking them or typing them into the search bar.

Fixes

• Changed the "Edit Report" button for the Historical and Active completions button to now also include all fields including Time Spent, Date Completed and other metadata fields.

• Fixed an issue where scheduled workflow actions weren't being sent for workflows that only contained a single condition.

• Fixed a module roll-up issue where an activity that was configured to be completed when specific child activities were completed would incorrectly mark the module as completed in 1970 if those sub-activities were subsequently removed.

2023/10/19

Enhancements

Learning Hub Enhancements

• Notifications within the Learning Hub can now be dismissed by clicking the cross next to the notification message, hiding them from view. This helps learners identify new or outstanding notifications.

• Session Self-Check In now supports configurable Start and End Date buffer periods so that learners can check into a session ahead of the start time.

Content Authoring Enhancements

• The Training Plan component has now been made much more customisable:

  • The plan can now take any arbitrary number of columns with the ability to customise column headings and descriptions.

  • Multiple categories can now be configured so entries into the training plan will be recorded against those categories.

Fixes

• Added support for user scope to feed into custom dashboards. This means non-standard dashboards will now correctly restrict data to just the users an admin has permission to view.

• Fixed support for adding Indonesian translations to the video component.

• Fixed a bug where asset rollback wasn't correctly reverting to the previous version.

2023/10/12

Enhancements

Notifications Editor We've made a number of enhancements to the Notifications Editor to improve usability when writing your notification messages:

• Full Rich Text Editor support for adding headings, numbered/bullet lists, quotes and links.

• Support for custom Lookups so that notifications can now include blocks of content that will be dynamically injected according to rules defined by you.

• Version History to see all published changes made to the notifications including the ability to go back in time to review past versions of the notification.

Content References A new CMS References dropdown panel has now been added the Activities Screen that can be used to find any activities that include a content reference to the one you're currently inspecting. This helps to find where an activity is used so you can be aware of the flow-on effects of changes.

Improvements to Injected Content Our SCORM Converter already supported the ability to inject ClearXP content into your pre-published SCORM module. This injected content now includes a couple of handy improvements:

• Injected content can now be configured to only display once – useful if showing a feedback popup upon course completion.

• xAPI data collected from the injected content will now track back to the original SCORM module it was embedded within for simplified reporting.

Fixes

• The new Report Builder has now been assigned its own permission group so it can be turned on/off independently of other reporting functions.

• Fixed a glitch where the "Launching Content..." loading message wasn't appearing in the Learning Hub after clicking on an activity.

2023/10/05

Fixes

• We improved support for our SCORM Converter across a wider range of LMS'.

• We fixed an issue where filters had stopped working on custom dashboards.

• We've changed completion roll-up processing so that it won't generate duplicate roll-up statements if processing failed.

2023/09/14

Enhancements

Goals Functionality We've extended the goals tracking aspect of our Performance Management suite to allow for much more customisability:

• Goals can now be created underneath sub-categories of KPIs.

• Previously created goals can now be edited and updated after submission.

• Custom questions can be assigned to goals instead of a simple rating scale.

• When creating or editing goals, we will now highlight which goals have been changed but un-submitted to avoid data loss.

Fixes

• We fixed an issue where privately uploaded videos wouldn't launch if our auto-compression hadn't run prior to the user attempting to load the video.

• We also changed user reindex functionality to correctly update the user's latest enrolment status.

2023/08/24

Enhancements

Learning Hub Session Sharing We've exposed a simplified login experience for the Learning Hub native app that allows you to share your session with another device. Bring up the Linked Devices screen to display a rotating one-time password that can be entered into another device for fast-tracked sign-in. This is particularly effective when used with VR headsets.

Fixes

• We changed the completion status on Program Owner dashboards to show users as completed if they had ever completed the activity vs if their current status was completed.

2023/08/17

Enhancements

Beta Report Builder We've released the beta version of an overhauled report building experience. The new report builder is designed to allow the creation of much more powerful reports from a simple user interface:

• New pivot functionality enables transforming the output of a report from rows into columns. This includes pivoting across multiple fields.

• Easily filter on any column including number or date-range filters.

• Lookup values allow overriding the output of specific report columns with more human-friendly names.

Dashboard Enhancements Custom dashboards now support adding user filters to reduce the amount of data displayed. This now standardises standardises functionality across all system-default dashboards.

Fixes

• Fixed the notification history not loading correctly due to newly added multilingual support.

• Bulk Upload now correctly supports uploading of user attributes that are configured as numbers or multi-value fields.

2023/08/03

Enhancements

Enhanced Notifications Support We've released a brand new user interface for simplifying notification creation that is packed with new functionality.

• Newly added SMS Support for sending notifications via text message.

• The ability to configure any channel on or off for a given notification, including Learning Hub notifications.

• Variations functionality means notifications can be easily customised or turned on/off for different audiences and conditions.

Fixes

• Corrected an inconsistency in the drill-down view for activity completions in Manager Dashboards. Previously assigned learning would include uploaded documents but self-registered wouldn't. Now both views show uploaded documents and their expiry dates.

• Fixed a bug where the Excel export was resulting in corrupted files when exporting from certain reports.

• Payment Processing now correctly supports pulling the cost for a Session Series.

2023/07/20

Enhancements

Bulk Upload Improvements The Bulk Upload function now supports a handful of exciting new options:

• It's now possible to bulk mark the attendance status for users in a face-to-face session by including a column with their desired status. Note that marking a user as attended will enrol them into the session if they're not currently enrolled, and marking them as cancelled or a no-show will un-enrol them.

• We've added support for bulk uploading Time Slots underneath a session to ease administration of the Session Time Slot functionality in the last release.

• Previously bulk uploading facilitators would always add those users to the session, it's now possible to specify:

Fixes

• Manager Dashboards now exclude face-to-face sessions from the overall completion status for a more consistent view between learners and managers.

• Changed the Impersonate button behaviour to authenticate as the currently logged in user when nobody has been selected instead of directing to SSO.

• Fixed an issue where less than and greater than report filters weren't working correctly when being used with a 4-digit number because it was incorrectly being interpreted as a date.

2023/07/12

Enhancements

Session Time Slots Face-to-Face sessions now include Time Slot functionality that provides a means to break a session into smaller discrete agenda items. Presenters can be assigned to these slots and will receive a calendar invite for just the slot they are due to attend.

Dynamic Content Workflows When using the Workflow content type, it's now possible to launch a different content activity depending on which step of the workflow the user is on. We've also now added support for launching eLearn packages from this content type.

This enables use cases such as dynamic learning where we can launch a pre-assessment survey and then load tailored content based on the learner's results to the assessment.

2023/07/06

Enhancements

• The Learning Hub now supports setting conditions against content that appears on first load so it will only apply to certain audiences or user groups.

• We've exposed new Enrolment Type and Enrolment Category metrics in the data explorer for the Completions data source.

• The Add Users search now filters out deactivated and inactive users from the results.

Fixes

• Fixed the report sharing dialog not loading correctly with legacy permissions set prior to implementing label-based permissions.

• Fixed a glitch where the Visibility Settings config option wouldn't render the correctly selected option.

• Fixed a number of issues with F2F two-step approvals not showing previously approved users.

Uploading Users

It's possible to import new users and update existing users at once by uploading a CSV file of changes that need to be made.

1. In the ClearXP admin interface, navigate to Users > Bulk Upload

2. Drag and drop a CSV file with your users and their attributes into the designated area of the page and click Start Upload.

3. Once the upload has completed, a screen will be displayed allowing you to map each column from your CSV file to a ClearXP resource, along with a preview of the first few rows of data from your CSV file.

For each column you wish to import, click the drop down and select the resource that column should be mapped to. A summary of possible values include:

4. Ensure you select a Display Name for your users. This name may be populated by a value from a single column or composed of values from multiple columns (such as First Name and Last Name) separated by a space. 5. Click Check Mapping to validate your configuration and see a summary of actions that will be taken. The summary screen will outline how many rows contain new users or existing users, as well as any errors or warnings that may occur when importing this file.

It is advised that you review this summary screen carefully. Sometimes it is safe to ignore warnings but in other cases, it may result in corrupt data so read each warning message and use your best judgement before importing. You can always return to the mapping screen and remove a column from import if you're unsure of the consequences of importing it.

6. When you're satisfied that the mapping is correct, click Confirm Import to queue the file for importing. After several minutes, this file will be imported and any new users will appear in the system.

Sample CSV for Users

The below is an example CSV file that includes 4 users with columns for 3 different user attributes (First name, Last name, and Email) as well as a column for adding to a group (Group) and adding to an enrolment (Enrolment).

Uploading Activities

As opposed to creating multiple activities and setting values manually through the user interface, it's possible to bulk create or update activities by importing a CSV file.

1. In the ClearXP admin interface, navigate to Activities > Events and click Bulk Upload

2. Drag and drop a CSV file with your users and their attributes into the designated area of the page and click Start Upload.

3. Once the upload has completed, a screen will be displayed allowing you to map each column from your CSV file to a ClearXP resource, along with a preview of the first few rows of data from your CSV file.

For each column you wish to import, click the drop down and select the resource that column should be mapped to. A summary of possible values include:

4. Click Check Mapping to validate your configuration and see a summary of actions that will be taken. The summary screen will outline how many rows contain new users or existing users, as well as any errors or warnings that may occur when importing this file.

It is advised that you review this summary screen carefully. Sometimes it is safe to ignore warnings but in other cases, it may result in corrupt data so read each warning message and use your best judgement before importing. You can always return to the mapping screen and remove a column from import if you're unsure of the consequences of importing it.

5. When you're satisfied that the mapping is correct, click Confirm Import to queue the file for importing. After several minutes, this file will be imported and any new activities will appear in the system.

Sample CSV for Activities

The below is an example CSV file that includes 1 event and 2 sessions with columns for Name, Event Cost, Session Start Date, Session End Date and Session Time Zone.

In this example we're importing an event and a session at once, so where a column is not applicable, the value is left blank to ensure it is skipped.

Advanced Usage

Importing Dates

The bulk importer for users and activities may sometimes require you to specify the format of a date you are importing. This might happen if importing a user attribute that is of the date format, or when importing a Session activity with a start or end date.

Because the import tool does not constrain what format dates must appear as in the CSV file, it is the responsibility of the admin to specify how the date is formatted so that it can be imported correctly.

See the below example CSV file for importing two sessions.

When this file is uploaded and mapped, the import tool will request a date format for both Start Date and End Date.

The Date Format field takes a series of tokens that map to the format of the date you are trying to import. The below is a reference table for all allowed tokens:

Given this reference table, we can determine that our sample file should use the Date Format of yyyy-mm-dd HH:mm to correctly import each session:

Multiple Resources

When bulk importing users or activities, it's often desirable to link the imported entity to some other resource in the system. This may include assigning the imported user to a Group or Enrolment – the documentation above adequately covers how this can be done, however, it may not be clear that multiple resources can be assigned to a single user at once.

Take for instance, the following sample CSV for importing two users:

The first row contains the user John Smith who will be added to the group Sales, if it exists. The second row, however, contains the user Kelly Warner who will be added to both the Marketing and Managers groups.

2023/06/29

Fixes

• Fixed an issue with not all activities appearing in search results when viewing resources under a program and the user didn't have full label permissions.

• Fixed label permissions not working correctly in realms.

• We also fixed quite a nasty issue when an admin manually marked another learner as completed for a module, it could cause their own completion status to revert.

• Updated the Learning Hub manager dashboards to pull in attached documents for completions even if they didn't fall under the most recent attempt.

• Added support for scoped permissions with multi-value user attributes.

2023/06/08

Enhancements

SCORM Injected Content Our SCORM Converter now supports injecting ClearXP content into a published SCORM course. After building a piece of content inside ClearXP, the converter can list to any tracking data and automatically force your dynamic content to launch.

This is particularly useful for enhancing modules published from an authoring tool with additional data collected from xAPI-based surveys or assessments.

Fixes

• Fixed a bug where duplicate users could be created if they self-registered or purchased a course and specified their email in the wrong case.

2023/06/01

Email Digests Reminder and other notifications can now be combined into a single email digest to reduce the number of emails a user receives.

• Digests can be configured to combine all notifications of a specific type together for a given recipient.

• Managers can receive all escalated notifications for their direct reports in a single email digest.

• The digest email template is completely customisable but by default each digest will include the learner and subject line of the notification for ease of readability.

Automatic Content Translations ClearXP will now automatically translate your learning content for you. When you have multiple languages enabled and a learner launches content with their language preferences set to one of your enabled languages, the system will automatically run all content through a translator and render the translations automatically.

Automatic translations is supported for all learning content – including our internal authoring tool content as well as uploaded eLearning packages.

PDF Support The Learning Hub now has built-in support for PDF documents. PDFs can now be embedded inside authoring tool content and links to PDFs will open inside the Hub instead of a new browser window.

2023/05/24

Enhancements

Native App Camera Improvements The AR Camera in the Learning Hub app now supports some new features.

• Document Scanning enables learners to take a photo of a pre-defined document (such as their Drivers License or third-party certificates) and uses AI to detect the document and extract key information such as Issue and Expiry dates. Both the photo and extracted information will be automatically fed into an upload form for easy submission.

• QR Code Support has been added to the camera which allows users to scan QR codes directly inside the native app to load links or read embedded text.

• Improved Deep-Linking means all native Hub content will now open the native app if installed and launch the content being linked to.

Fixes

• Fixed scope permissions not working correctly when users are granted permission to just the Engagement Dashboard.

• Fixed an issue where unavailability couldn't be entered into the Facilitator calendar if being set 2 or more months ahead of the current date.

2023/05/18

Enhancements

Offline Mode ClearXP now injects an offline wrapper around all uploaded eLearning packages. This means xAPI and SCORM-compliant learning modules will now continue to work and track data if the learner's internet drops out. When offline, the system caches any tracking and progress the learner makes and will re-send this data as soon as an internet connection is available again.

New Achievements Rules We've added more flexibility around awarding achievements (badges, points, rewards, etc.) and now support the following scenarios:

• Achievements can now be awarded when a certain points threshold has been met.

• Conditions can now cross activities so the achievement will only be awarded if multiple activities have been completed as well as some other condition being met.

Admin Enhancements We've also made a few tiny admin improvements to help with usability.

• A confirmation dialog with example notification message will now be shown prior to notifying a manager about flagged feedback.

• Dashboards now display any unique attributes associated with the activity being reported on.

• Visibility Filters can now be used within hidden activities to further restrict program-level content search.

2023/05/11

Fixes

• Added support for self-registering into learning from the quick search on the My Learning screen.

• Fixed an incorrect validation error appearing when attempting to add multiple users to an enrolment/group/etc. when pasting a list of names.

• Sessions will now also run against any workflows attached to their containing Event.

2023/05/05

Enhancements

New Notifications Editor We've designed a new notifications editor to bring configuration of notifications into a single place. A new customise tab is now available underneath the Notifications screen that can be used to create system-wide notifications.

• Enable/disable and customise the messaging for any notification channel (hub / push / email).

• A new visual Rich Text Editor allows formatting of messages without requiring any knowledge of HTML or other code-based languages.

• The variations panel can be used to override notifications and settings for different audience groups. Rules can be based on a user's profile or the activity that's being notified.