Administrate

Administrate is the Training Management System that we use to track and manage all training delivery. In order to access our Administrate instance, you can go to http://datasociety.administrateapp.com/ and use your Data Society email to log in. More detailed information on using Administrate can be found HERE.

In order to view upcoming events, you can click on “Events” from the homepage:

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Here, you can see the upcoming events, their starting and end dates, as well as the personnel and locations:

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If you click on an event, you will be able to go straight to the Event information page:

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In order to view the training calendar, you can click on the Calendar icon from the homepage of Administrate and then click on “Events” or “All”.

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You can see the whole month and the trainings that are scheduled. You can also sort by instructor or location. Please note we can’t filter via client at this point in time.

If you click on an event, more information will appear:

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You can click on the Event to go to the event page or click on the account to go to the account page.

A useful feature of Administrate is the ability to add the calendar schedule to your Google Calendar. Click on the “Subscribe” button at the top of the Calendar page:

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Then, copy the calendar URL:

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Go to your Google calendar and click on the “+” next to Other calendars:

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Click on “From URL”:

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Paste the URL into the field, then click on “Add calendar”:

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You can rename the calendar “Administrate” if you want:

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Now, you can check the box for that calendar and you will be able to see the training events.

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You can also view this information in list form by clicking on “Schedule”:

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If you want, you can also sort events by client by searching for them:

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Instructors are required to use Administrate to record attendance for each student and for every day of instruction. Instructors are required to complete logging attendance within 3 business days of course completion. 

If you need to add students to a class for tracking purposes, you have several options available to you.

Adding students manually

First, click on the training that you want to add students to:

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Then, click on the green button on the right side of the screen that says “Add Student”. A window will appear and give you four options:

  1. Existing Contact: if this is a student who is already in the system, you can start typing in their name and select the correct one. Make sure to click “Save” once the student is selected.

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  1. Add New Contact: if this is a new student, you’ll need to enter the name, email address, and associated contact. Make sure that each student is associated with the correct account – do not click “Yes” for Create Individual as that would create a new account in the system. Then, click “Save”.

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Once students are imported, you’ll need to record their attendance records. Click on the “Options” button, then “Record Attendance”.

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You can select all at the top, or select individual students. Once you complete the attendance, make sure to click “Ok”.

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You should be able to see the attendance updated by clicking on the “Attendance” tab in the student list:

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