Getting started as an administrator
Setting up your organization, its subscription, first sign-in as an Org Admin, the organization's Data Processing Addendum, importing people, assigning training, reminders, and banners to your users.
Summary
As an Org Admin you own your organization's QubicAcademy workspace. On your first sign-in you accept the agreements for yourself and the Data Processing Addendum for your organization. Then you add people, give them roles, and can show your users a banner.
Why it's needed
Your organization is the controller of its people's training data, and QubicAcademy processes it for you. The Data Processing Addendum records that arrangement before anyone's data is added. Roles keep each person to the parts of the console they need.
Key terms
- Org Admin: holds every permission in the workspace (
admin:*). - Data Processing Addendum (DPA): the agreement that makes your organization the controller and QubicAcademy the processor. One Org Admin accepts it for the organization.
- Announcement: a banner your signed-in users see across the top of every page.
How it works
- Your organization starts from an emailed Set up your organization link: an invitation from QubicAcademy, or the confirmation you get when you sign up yourself. The link works once. Name your organization and choose its address (
yourname.qubicacademy.com); you become its first Org Admin, and you invite everyone else. - Unless QubicAcademy set your organization up on a free plan, it needs a subscription before anyone can use it. Until then you see only Billing: subscribe there with a card. A free organization is never billed and has no subscription to manage.
- Sign in at your workspace address. You are asked to accept the Terms of Service and Privacy Policy for yourself and, if nobody in your organization has yet, the Data Processing Addendum for the organization.
- Settings shows the organization's agreements: which version is accepted, when, and by whom. When a new version is published you can accept it there.
- Add people. Import learners takes your HR roster as a CSV (email, name, employee ID, and any attribute in your catalog such as work state or supervisor). You see every row's result first; nothing changes until you import. New people get an invitation by email; uploading the same file again changes nothing, and an updated file updates the people already there (they are found by employee ID). Give staff their roles under Learners.
- Assign training under Assign training: pick a published program, then named people or everyone a rule matches (you see how many first), the due date, and any case-by-case items. Each person's list of what to complete is worked out from their profile and frozen. Enrollments shows everyone's status and due date; open one to see exactly what that person must complete and why, move the due date, record a case-by-case decision, or withdraw it with a reason.
- Reminders go out on their own: by default 7, 3 and 1 days before the due date, on the day, then overdue notices every 7 days, and the person's manager hears after 3 days overdue. Change this under Settings, Reminders and due dates. Programs that repeat every year assign next year's training automatically.
- Post a banner under Announcements and email: a message, a level (info, warning, critical), an optional link to a page on this site or an
https://address, and when it starts and ends.
Role-based access
| Role | Agreements | Announcements | Delivery log |
|---|---|---|---|
| Org Admin | Accepts the DPA for the organization | Creates, edits, removes | Reads |
| Every other role | Accepts the Terms and Privacy Policy for themselves | Sees them | No |
How it connects
Email to your people (password codes, sign-in alerts, agreement changes) is sent by QubicAcademy on your behalf and appears as "Your organization via QubicAcademy". Every message is listed, without its content, in the delivery log. QubicAcademy's own banner (planned maintenance, for example) appears above yours.
Tips
- Keep announcements short; they share the top of every page with your users' work.
- A banner people may close comes back only if you change what it says.
- Once a learner has started a training, what they must complete no longer changes, even if their profile does. Changes before that are recorded on the enrollment page, with the reason.
Troubleshooting
- Someone says they never got a code. Check the delivery log under Announcements and email: a
failedrow says why, and a missing row means the address has no account here. If the platform has no mail service configured, every row says so. - An import row was refused. The preview says which column and why (a missing required attribute, "maybe" in a yes/no column, an address another employee ID already has). Download the rows with errors, fix them and upload again.
- Every page says the organization needs a subscription. It was set up as a paid organization and has not subscribed yet. An Org Admin subscribes under Billing; everyone else asks them to.
- The setup link says it is not valid. It was used already, it expired (7 days for an invitation, 24 hours for a signup confirmation), or it was withdrawn. Ask QubicAcademy for a new invitation.
- An Org Admin is asked for the DPA again. A new version was published. Read the change, then accept it in Settings.