TABLE OF CONTENTS

• Platform Background
• Contacts
• Training Managers
• The Administration Area
• Key Tools You Will Need
  • Users
  • Editing a User
  • Changing Passwords
  • Using the "Switch To" option
  • User failed a test three times!
  • Reports and Branches

Platform link: https://www.tpfgtrainingacademy.co.uk/wp-admin/users.php

If you haven't logged in to the Training Academy first, you will get redirected to https://www.tpfgtrainingacademy.co.uk 

You can login to admin panel after by visiting the first link.

Platform Background

The TPFG Training Academy Platform is built upon a common CMS (Content Management System) system that many web platforms use called Wordpress. It’s important to remember that it is a system used not only to create and manage users and their learning, but also serves as a website that can share information such as blogs and news. It has been adapted from the main Able Agent platform and as a result benefits from the features and tools used with estate agent learners for many years. However, we appreciated that this is not a fully extensive Learning Management System, it is packaged on order to provide high value across between a simple, usable platform and quality learning resources to develop agents’ skills.

Contacts

Traditional brands, Hunters and Mullucks: support@propertyfranchise.co.uk

EweMove or Country Properties and all training queries: training@propertyfranchise.co.uk

Tech issues: support@theableagent.co.uk (not to be given out to users directly) - only forward to The Able Agent support if cannot resolve!

Training Managers

Aleks Stallard aleksandra.stallard@propertyfranchise.co.uk

Lettings Training Manager

Carole Hutchinson carole.hutchinson:@propertyfranchise.co.uk

Sales Training Manager

The Administration Area

In order to access this ‘backend’ area of the platform you will need to navigate to www.tpfgtrainingacademy.co.uk/wp-admin and login with an administrator level username and password which will have been separately issued.

You will be presented with a basic dashboard with some menu items (these may change as the platform develops):

The main menu in the left navigates you to some essential functions of the website.

• Users: Where individual users accounts and profiles can be edited
• Reports: Used to setup branches and their associated reports

We suggest you do not use the other menu items at this stage until further training or

guidance is provided as changes in these areas can fundamentally change the website.

Key Tools You Will Need

Users

An important preparation note is to understand that Usernames that are created must be setup in the correct format include an appropriate tag (e.g. HUN, LDaymondHUN) at the end of their name, this and the company issued email address is used specifically to allocate the user to their correct level in the system and is used present the correct brand. The tags that should be used are:

TPFG general/head office: PFG

Parkers: PAR

Whitegates: WHI

EweMove: EWE

Martin and Co: MAC

Ellis and Co: EAC

CJ Hole: CJH

Hunters: HUN

Country Properties: CPR

If you find that user has the same name, you could use a variation e.g.: LDaymond2HUN. This will be the most heavily used area for learner management. In the first instance Super Users should use the add/remove front-end tool as per your usual profile screen whereby you can choose the Company and Branch to add that user. However, there may be cases where you need to ‘Edit’ information about a learner:

• A name change
• Manual password override

Note: There is a fundamental link between users, how they are allocated to branches and how this is shown in a report. The branch needs to be created and exist in the Reporting tool first before a user can be added to it, this allows them to be added to the right report. This will be carried out by The Able Agent in the first instance but there is guidance to

create new branches/reports later in this document (please see Reports section).

In the User > All Users menu area you will see a list of all TPFG Training academy users:

By hovering over a user, you will see tools you can use make changes and see further information about this user. The most useful are:

Edit: This takes you to their full user information which can be edited

Delete: Removes the User account entirely* (This cannot be recovered once carried out)

Switch To: This allows you to browse the account of the users as if you are logged in as them and take you to their profile area. If you use this tool, you must log out of the ‘switch to’ view and return to admin at the bottom of the screen.

Other settings can be ignored for now.

Editing a User

Firstly, to note, a Username cannot be edited - it is the main unique identifier that the database uses to allocate all data to that person. If there is an issue with the Username, the user account must be deleted and a new one created. Therefore, it is important to double check Usernames before saving them.

Information can be changed as per the Profile area view.

The ‘More Information’ section can be used to record the relevant Job Role as well as add the Company/Branch name of the user. Note: This is not the tool used to identify which Branch a User belongs to in terms of reporting. It is only used to create a tag for the user to help you search for them later and is not needed for most of the functions you use as TPFG training team, however it may be useful to keep as an up-to-date record if you wish.

Changing Passwords

By clicking "Set New Password" the system will generate a new password automatically that you can copy and paste out of the text box to share with relevant person via email . They are by nature quite extended and include many characters for security but can be edited. 

Once the password is saved you cannot see it again so please copy this as soon as it is viewable, you will have to generate a new password again if required. In order o confirm and save the password change (or any other change) scroll to the bottom of the page and click ‘Update User’. 

The second option "Send Reset Link" sends a notification to the user and takes them to the password change tool. This can be used; however, this means that admin will not see that password and, in some cases, local IT systems may flag this notification as SPAM and may need to be confirmed with the user that they have received it.

Using the "Switch To" option

This option allows you to view user’s profile as them. Click on "Switch to" link under the user name in the user screen.

This is particularly useful to:

• Check user’s training completions
• Troubleshooting

Note: Please remember to go out of the user’s profile when you have finished. To do so, click on a link at the very bottom of the page to take you back to your own profile.

When in user profile you can easily check their training progress and completions by going to "Profile" and selecting either "Certificates" tab or "Courses" tab, where you can also apply a filter to see the completed courses only.

Note: this is only visible to admin users in the "back end" of the platform and to users

themselves.

User failed a test three times!

The re-set process is a self-serve option.

1. User should click on "finish course"
2. Go out of the module and go back in again
3. Scroll to bottom of the page ( underneath the list of lessons)
4. Click on ‘re-take course’ button

This will re-set the entire course and user can start with lessons and test from scratch.

Reports and Branches

This menu item is used to setup branches and allocate individuals to their relevant reports, it is also used to identify who the franchisee (Director) of that branch is as well as who else can run the report within a branch.

Instances where you may need to user the backend report tool:

• To provide a person with the ability to ‘Run a Report’ for a branch.
• To edit who is allocated to their relevant report (e.g., if they move branches)

In "Saved reports" you will see already that a series of headline companies (e.g., HUNTERS, WHITEGATES, etc.) have already been setup and a list of individual branches that are allocated to these parent companies.

As can see from above that the Parent Companies and branches are in alphabetical order, you can Edit, Run Report or Delete it.

In the main you will use the ‘edit’ feature to:

• Add users users to the report 
• Remove users from the report
• Allocating ‘Run Report’ to a person (means that they will have the Report feature added to their profile)
• Add / change a director (franchisee) to the report

To add a user to a branch report, click on ‘edit’ next to the report and start typing user’s name in the search box on top. once located, tick the box next to their name and click ‘Save Edits’ at the bottom of the page:

To take a user off a branch report, click on "edit" next to the report and once located, untick the box in third column next to the particular user’s name and click "Save Edits" at the bottom of the page:

To allocate the "Run Report" option to a user, click on "edit" next to the report and once located, tick the box in second column next to the particular user’s name and click ‘Save Edits’ at the bottom of the page. This option can be allocated to multiple users. ie. franchisee and a branch manage.

To allocate/change a director to a branch report, click on "edit" next to the report and once located, tick the button in first column next to the chosen user’s name and click "Save Edits" at the bottom of the page.

Note: there can only be one director allocated to the branch report

Where a user changed branches within the same brand, click on "edit" next to the report of the outgoing branch and untick the user from the third column there. 

Then locate the report of the incoming branch and add the user to this report following steps outlined above.