Job Class - Admin Guide

Section 1: Job Class - Overview

Who Should Use This Guide

This guide is for - Learning Management System (LMS) Client Super Administrators and Administrators to enable them to utilize and train others in the use of the Job Class Feature and Functionality.

Job Class - Overview

The Learnsoft LMS system makes provision for three levels of job types –

(i) Job Class

(ii) Job Code

(iii) Job Position

Users are allocated to one, both or all three types. This enables the system to assign courses or print reports based on any or all of these criteria. For example:

List all employees in job class A123, who also have job code 33.
Send this assignment to all Users in the California office with Job Code Manager.

Job Class is the highest classification. This level contains the fewest listings.

The job class record contains two text fields Job Class and Description. Job Class is the name that is displayed and Job Description gives the detail about the Job Class. Newer versions of the LMS will also offer a “Hidden” option, which if checked will eliminate these job classes from reporting and assignment searches.

Generally, Job Class, Job Code and Job Position are created automatically as part of the daily User Import Service where the latest organizational HR / ERP data is imported into the LMS system. Administrators, however, do have the capability of adding and editing these categories directly.

To access the Job Class Feature, navigate to the Advanced View, hover over the User Management dropdown menu and select Job Class.

Objectives

Upon completion, you will be able to:

Access the Job Class Feature
Create a New Job Class
Edit and Delete Existing Job Classes

Section 2: Job Class – How to Guide

2.1 Access the Job Class Feature

The Learnsoft LMS system makes provision for three levels of job types – (i) Job Class; (ii) Job Code;

(iii) Job Position. Job Class is the highest classification and contains the fewest listings.

To access the Job Class Feature:

Navigate to the Advanced View, hover over the User Management dropdown menu and select Job Class.

Screenshot 01

This will bring up the Job Class List which provides a listing of all Job Classes in the LMS system.

Screenshot 02

Explanation of Columns: Job Class List

- Column of checkboxes allows selection of single or multiple Job classes.
Job Class ID – LMS System generated ID based on order of creation.
Job Class –Job Class Name based upon organizational naming conventions.

Can be numeric, alphabetical or alphanumeric.

Job Class (Description) – A description of the Job Class.
User Count – Provides both a count of the number of users who have that job class and a View Link to see a listing of those users.
Delete – Red (X) icon. If clicked, it will ask for confirmation to delete a job class (See section 2.4).

2.2 Add a Job Class

To Add a Job Class manually to the LMS system, follow these steps:

1 - Navigate to the Advanced View, hover over the User Management dropdown menu and select Job Class to bring up the Job Class List.
2 - Click the New button in the upper right hand corner of the Job Class List.
3 - This will bring up the Add Job Class / Job Class Details Screen.

Screenshot 04

Explanation of Columns: Job Class List

Job Class –Job Class Name based upon organizational naming conventions.

Can be numeric, alphabetical or alphanumeric.

Job Class Description – Job Class Description.
Hidden – Checkbox if selected will hide the Job Class from search criteria, e.g. when using assignments or reports.

4 - Enter both a Job Class and Description.
5 - Click the Save button.
6 - The new job class will be saved and the Job Class Details Screen will reload with the updated information.

Screenshot 05

7 - If wishing to make changes, click the Edit button.
8 - To return to the job class List where the new job class will now have been added, click Exit.

2.3 Editing a Job Class

Job Classes can be edited, both to make changes to the Job Class (name) and Description and to make the Job Class hidden from search functions. Clients sometimes use the hidden field for old or non-populated job classes to make assignment or reporting by job class easier.

To edit a Job Class,

1 - Navigate to the Advanced View, hover over the User Management dropdown menu and select Job Class to bring up the Job Class List.
2 - Use the navigation and search features to find the specific Job Class you wish to edit.
3 - Click anywhere in the Job Class ID, Job Class or Job Class Description columns of the row of the Job Class you wish to edit to bring up the Job Details Screen of the selected Job Class (see screenshot 05, above).
4 - Click the Edit button to enter Edit mode.

Screenshot 06

5 - Edit as needed.
6 - Click the Save button to save the edits.
7 - The new job class will be saved and the Job Class Details Screen will reload with the updated information.
8 - Click Exit to return to the Job Class List.

2.4 Deleting a Job Class

Note: Depending on system set-up, not all job classes may be deleted. It is also not recommended to delete job classes unless you are sure this will have no impact to users and reporting. You will not see the delete option if any users are associated with this job code.

To delete a Job Class,

1 - Navigate to the Advanced View, hover over the User Management dropdown menu and select Job Class to bring up the Job Class List.
2 - Use the navigation and search features to find the specific Job Class you wish to edit.
3 - Click on the red (X) in the Delete Column of the row of the Job Class you wish to delete.

Screenshot 07

4 - A message will popup asking for confirmation of the deletion.

Screenshot 08

5 - Select OK to confirm deletion.