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Multi-tenant (Extended Enterprise)

Multi-Tenant Overview

Overview

PLMS Multitenant allows for the creation of tenants or companies in the LMS, providing a space where users and courses can be assigned. The data from each tenant/company are kept independent from each other allowing them to have their own branding, courses, and users absolutely separate.

 

Multitenant main default features are:

 

Devolved administration – Company managers can manage their own tenant administration such as creating and managing users, creating courses or licenses and running reports. A company hierarchy can be defined which allows managers to only see the users they are interested in and assign departments to specific users so they can manage the users in the department.

Sharing of courses – As well as having courses which are only assigned to one company, courses can be shared between selected companies or can be shared across all companies (whilst still retaining their own branding and autonomy for users).

Individual branding – Each company can be assigned their own unique branded look by incorporating a logo and a custom login page per company.

 

How to create a Tenant

  1. As Site administrator, click on the “Multitenant” menu option in the navigation bar. You will land on the Multitenant Dashboard page. Locate the “Create Company” button and click on it.
  2. Fill out the required fields to create the tenant. You can also configure optional settings if needed but they are not mandatory when creating a tenant.
  3. Click on  “Save new company” to finish and go back to the dashboard.

 

Important Notes

  • After the tenant is created, the system will create a new category in the course catalog with the same name as the company created. This is done as the system needs to identify the company and any course created within that company. For example, if we create “XYZ Inc.”, when you go to course catalog, you will see a category with the name “XYZ Inc”.

 

  • By default, a company created by Site Admins will not be visible to any other user unless users are assigned to the tenant/company. 

 

How to create a Company Manager / Tenant Admin

After creating a tenant, Site Admins can create or assign a Company Manager (Tenant Admin) to the newly created tenant. However, if it’s not yet clear who the manager will be, the Site Admin can assign the Tenant Admin afterwards.

  1. In the Multitenant Dashboard, click on the dropdown to select the Company (tenant).
  2. After selecting the company, click on the “Users” tab and then click on the “Create user” option.
  3. After filling the mandatory fields for user creation, go to the “Advanced” section and select the “Company Manager” role from the dropdown menu. You can also fill out other user information but they are not needed for the Company manager creation process.
  4. Click on “Submit and back to dashboard” button to finish or you can create another user if you want.

 

Assigning an existing LMS user as Company Manager (Tenant Admin)

Site Admins can also assign an existing LMS user as Company Manager to a specific tenant. To do that follow the steps below:

 

  1. As Site Admin go to the Multitenant Dashboard and select the company you want to assign the user to.
  2. After selecting the company, Click on the “Companies” tab and then select “Assign users”
  3. Select the uses(s) from the list of potential users to be assigned to the tenant.
  4. Go back to the Multitenant Dashboard by clicking on the menu option in the navigation bar. Click on the “Companies” tab and then select “Assign department users/managers”
  5. Select the “Company manager” role from the dropdown menu
  6. Select the user(s) from the list of potential users to assign the company manager role to and click on the “add” button to assign the role and done!

 

How to Suspend and/or unsuspend a Company

  1. As Site Admin, go to the Multitenant dashboard and locate the “Manage Companies” link above the “Create company” button. 
  2. To suspend a company from the list, click on the “Suspend Company” button.
  3. To unsuspend a company, select the “show suspended companies?” and click on the “Filter results” button. Then, from the list, click on the “Unsuspend company” button.

 

How to edit a Tenant

Site Admins and Tenant Admins can edit a company (tenant) by clicking the “Edit Company” option available in the “Companies” tab in the Multitenant Dashboard.

 

Company Managers can only change:

  • Company’s Name, Location and limited information about the company.
  • Company’s branding.

 

Important Note

After editing the company’s information (name, shortname), Site Admin MUST MANUALLY change the category name that was originally created when company was created.

How to create and manage Departments within Tenants

Companies can be further split into hierarchical departments and users can be assigned accordingly either as Department Managers or just as regular members. Example of a department: Sales Department, marketing department, etc.

How to create a Department

  1. As Site Admin or Company Manager, go to the “Companies” tab and click on the link “Manage Departments” to create a new department.
  2. Click the “Create department” button and follow the instructions.
  3. Fill out the form in order to create the Department
  4. You can further create sub departments by selecting the department and clicking on the “create department” button.

How to Assign a Company Department Manager (Department Manager) to Department

  1. As Site Admin or Company Manager, go to “Companies” tab and click on the “Assign department users/managers” option.
  2. Select the Department where you want to assign the Department Manager.
  3. Select the “Department Training Manager” role from the dropdown menu.
  4. Select the user(s) from the list of potential users to be assigned as Department Manager

 

How to assign Users to Departments

  1. As Site Admin or Company Manager, go to the “Companies” tab, click on the “Assign department users/Managers” option.
  2. Select the Department where you want to add the user.
  3. Select the “User” role from the dropdown menu
  4. Select the user(s) from the list of potential users to be added to the department

 

How to create, assign or edit users in a Tenant

How to create users in Tenant

Site admins can create new users or assign existing users to a particular tenant/company.

Company Managers can also create users within their tenants.

 

  1. In the Multitenant Dashboard, click on the dropdown to select the Company (tenant).
  2. After selecting the company, click on the “Users” tab and then click on the “Create user” option.
  3. Fill out the mandatory fields for user creation: First name, Surname and Email address. Provide a password if necessary or leave empty to have a password generated. Fill out other optional user information if needed.
  4. Click on “Submit and back to dashboard” button to finish or you can create another user if you want.

 

Assigning an existing LMS user as Tenant User

Only Site Admins can assign an existing LMS user as Tenant User to a specific tenant. To do that follow the steps below:

 

  1. As Site Admin go to the Multitenant Dashboard and select the company you want to assign the user to.
  2. After selecting the company, Click on the “Companies” tab and then select “Assign users”
  3. Select the uses(s) from the list of potential users to be assigned to the tenant.

 

How to edit users in Tenant

To view or edit users of a specific tenant (company), click on the “edit users” option under “Users” tab.

 

The list of users that are members of the tenant will be displayed.

Create users in bulk by uploading CSV file

  1. Create the list of users in an excel document and save it as .csv (Comma-separated values) Basic upload format will require the following mandatory fields: Username,firstname,lastname,email
  2. As Site Admin or Company Manager, go to the Multitenant dashboard, click on the “Users” tab and select the “Upload users” option.
  3. Upload the CSV file with the users and follow the instructions.

 

How to create/assign Courses to a Tenant

Site Admins can create a course within a company (tenant) and/or assign a centralized course.

A “Centralized Course”, It’s a course created by Site Admins (or users with permission to create courses) in the LMS. Only Site Admins can assign courses to a company.

 

These courses can be then shared to companies (tenants) in different ways:

 

  • To share a course across all companies in the Multitenant you will need to set it up as an “Open Shared” course. When courses are “open shared” they are automatically available to every company without having to assign them to the company.
  • To share a course with specific companies in the Multitenant, you will need to set it up as a “Closed Shared” course. “Closed shared” means that you can assign the course to more than one company using the “assign course to company” screen. This is the most common setup in the LMS.
  • To share a course with only 1 company, you will need to set it up as a “Not shared” course. “Not shared” means that a course can be assigned to one company only using the “assign course to company” screen

How to assign a Centralized Courses to a Tenant (Site Admins Only)

  1. As Site Admin, select a Company and go to the “Courses” tab. Once there, click on the “Manage Multitenant course settings” option.
  2. From the dropdown, select the “Unallocated courses” option.
  3. Setup the course(s) as “Closed Shared” if you want to assign the course to several tenants. 
  4. Scroll down and click on the “Return to Dashboard” button.
  5. On the “Courses” tab, click on the “Assign to Company” option.
  6. Select the courses from the “Potential courses” list and then click on “Add” button. The courses available are those previously created by the Site admin. 

 

Important Notes

  1. Only Site Admins can assign a course to a company (tenant)
  2. Once the courses are assigned to a tenant, the “Company Manager” will be automatically enrolled into the courses but users will not be enrolled. They will need to be enrolled into courses by Site Admin or Company Manager.

How to Create Courses within a Tenant

Site Admins and Company Managers can create courses in a Tenant. Courses won’t be visible to other companies unless the Site Admin changes the course sharing settings in the “Manage Multitenant Course Settings” option under “Courses” tab.

 

  1. As Site Admin or Company Manager, go to the “Courses” tab and click on the “Create Course” option.
  2. Fill out the Course details information. Course name and Course short name are required fields.
  3. Setup the course enrollment type to define how users will gain access to the course. There are three enrollment options. Select the one that meets your needs.
  4. Click the “Create course” button.

 

Important Notes

  1. Courses created by a Site Admin in a specific tenant will be owned only by that tenant, unless it is setup as an “Open Shared” course.
  2. “Assign a course” means that Company Managers will be able to see the course listed to enroll their users. 
  3. Courses created in a tenant are not visible to users that are members of a different tenant.
  4. Company Managers can’t edit courses created by Site Admins within the company but they can enroll users from the “courses” tab.

 

How to enroll Tenant Users in Tenant Course 

Site Admins or Company Managers can enroll users via “User Enrollment” under “Courses” tab.

 

  1. As Site Admin or Company Manager go to “Courses” tab and click on “User Enrollment” option.
  2. Select the course to enroll users to it.
  3. Enroll the user(s) to the course.

 

Available roles to use in Multitenant

PLMS Multitenant has the following six predefined roles: Company Manager, Company Department Manager, Client Administrator, Client Course Editor, Client Course Access, and User (student). 

Company Manager

This is a core Multitenant role. This role allows users to manage all aspects of a tenant such users, create courses, assign department managers, enroll users to courses and pull reports on tenant’s information.

Company Department Manager (Department Training Manager)

This is a core Multitenant role. This role allows users to add members to a department, enroll users to courses assigned to their departments.

User (Student)

This is a core Multitenant role. This role allows users to participate in courses when they are enrolled in courses.

Client Course Access

This is a multitenant auxiliary role. This role is applied to a Company Manager automatically by the system in the course context. It allows company managers to access a course content without participating as students. A  course that has been assigned to the tenant.

Client Course Editor

This is a multitenant auxiliary role. This role is applied to a Company Manager automatically by the system when the company manager has created the course within a tenant. It allows company managers to add content to their own course.

 

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