Education & Training

When logged into the Admin View, locate Teams on the navigation menu at the top of the screen. From there, select People from the drop-down menu.

Click the red Add a new person button toward the right of the screen.

On the next screen, fill in the appropriate information for the user. Be sure to complete the First Name, Last Name, Username, Email and County fields.

Please be sure to use the person's email address as their Username – the email address should be entered in both fields. Ensure that the Send an email to this person with a link to log in box is checked and that the Disable all email notifications box is unchecked – these should be the default settings and probably will not need to be changed.

You will have to communicate login information directly to users who do not have an email address. Follow the steps from the previous section Add a New User to begin adding a new user.

On the "Add a new person" screen, leave the Email field blank, and uncheck the box next to Send an email to this person with a link to log in. Since there is not an email address to add in the Username field, you can create a unique Username for them. It’s recommended that you choose a Username that will be easy for the user to remember, for example, your organization and their first and last name (“countyFirstLast”), or the name of your county followed by the user’s initials (“county-FL”). Be sure to take note of the Username so that you can communicate it to the user later.

Next, set the password for the account. The password field is two fields below the email field. Make note of the password as you will need to communicate it to the employee. 

First, log in to the learning management system (LMS), which can be accessed at: https://tac.litmos.com/.

Course administrators will have two different portals – "Learner View," which will be used to complete your own assigned training, and "Admin View," which will be used to access completion reports for your organization's progress, as well as to make any changes to your organization's users (adding and removing users, resetting passwords, etc.).

As a course admin, your screen will default to Admin View. To switch to Learner View, locate the navigation bar at the top of the page, then hover your mouse over My Learning, and a drop-down menu will appear. Click on Learner Home, which will bring you to the Learner View. To return to the Admin View, you have two options. First, if you click on the TAC Cybersecurity logo on the navigation bar, you will be brought back to the admin dashboard. Second, locate the navigation bar at the top of the page and hover your mouse over Teams. While hovering, select Team Admin Dashboard under the Teams section. This will also return you to the admin dashboard.

Follow the steps from the previous section Add a New User to begin adding a new user.

Complete the First Name, Last Name and Email (use the shared email address) fields. In most cases, users' Usernames are their email address. However, the system will not allow you to add multiple users with the same username, as a unique username is required for all users. So, for users who share an email address, you will need to use something other than their email address in the Username field.

It's recommended that you choose a Username that will be easy for the user to remember, for example, your organization and their first and last name ("countyFirstLast"), or the name of your county followed by the user's initials ("county-FL"). Each user will receive a separate email at the shared email address. Users should make sure that they are accessing the course through the email indicated with their name to prevent completing the course through someone else's account.

Please note: This should only be done when the user is no longer employed by the county and will not be required to complete the training mandated by Texas Government Code § 2054.5191.

To deactivate and remove a user from your county's team, when logged into the Admin View, locate Teams on the navigation menu at the top of the screen. From there, select People from the drop-down menu. You will be shown a list of the people on your team.

Click on the name of the employee that you would like to deactivate and remove from your team.

Click the red Deactivate user button on the right side of the user's profile to disable the user from being able to log in.

Next, click on the Teams button within the user's profile and then the little x next to the team name from which you would like to remove the user. Removing them from the team will ensure that incompletion by the user does not affect your completion reports.

To reset a user's password, log in to the dashboard and ensure you're in Admin View. Locate Teams on the navigation menu at the top of the screen. From there, select People from the drop-down menu. You will be shown a list of the people on your team. Click the name of the person whose password you would like to reset.

You will then be shown their user profile page. Click Options toward the right of the screen, then select Reset password.

Note: If you are trying to resend a login email to a user who has previously logged into their account, this option will not be present under Options. Instead, you should reset their password and have them log in at https://tac.litmos.com with their username and the password you set for them or email a password reset link to them. You can find more about how to send a password reset in the How to Reset a User’s Password section. 

To change a user's information, such as a name or email address, log in to the dashboard and ensure you're in Admin View. Locate Teams on the navigation menu at the top of the screen. From there, select People from the drop-down menu. You will be shown a list of the people on your team. Click the name of the person whose information you would like to change. You will then be shown their user profile page. When on the user's profile page, click Options toward the right of the screen and then select View. Click the pencil icon in the section of the information you would like to edit.

Make the appropriate changes to the fields you would like to change, then click the red Save button.

Use reports to access information about your team’s activity and progress. To access reports, locate the Teams drop-down from the navigation menu at the top of the page. On the far right of the drop-down, you will see Reporting with options listed underneath. To access the reports dashboard, click on the Reporting heading.

The easiest way to access information about your team is through one of the available Quick Reports, which can be found in a menu toward the right of your screen while on the Reports tab.

The Courses and People quick reports will be the most useful for monitoring your organization's progress. If you choose to use the Courses quick report, you'll need to click on the name of the course that you want to see completion for if there are multiple courses. Once you have selected the report, you can download it by clicking the red Download/Schedule this report button toward the right side of the screen.

To download an on-demand completion report:

Add a name for the download in the Title field so that you can easily find it later. Under Options, select Download. Under Format, select whether you want to download the report in CSV or PDF format. Click Run. The box will appear to let you know that your download has begun processing. The red "(processing)" text will disappear once your report is ready to be downloaded. Click on the name of the report under Created Reports. The report will then populate at the bottom of your screen or within the Downloads folder of your File Explorer, depending on your internet browser's settings.

To schedule periodic completion reports:

Add a name for the report in the Title field so that it's clear what you will be receiving at your email. Under Options, select Schedule. Next to "Email To", click select users to email. You will be presented with a list of team leaders assigned to your organization's team. Check the box next to the account associated with the email address where you would like to receive the completion reports, and then click Select. Under Frequency, select whether you want to receive the completion reports once, daily, every Monday, or on the first day of every month. Under Format, select whether you want the reports to be emailed to you in CSV or PDF format. Click Run.

From your course administrator dashboard, find Teams on the top navigation bar. From here, select the People heading option from the drop-down. You will be presented with a list of all users who are on your organization's team. Click on the name of the user to whom you would like to resend a login invitation email. Toward the right of the user's profile, click on Options and then Send login emails.

Note: If you are trying to resend a login email to a user who has previously logged in to their account, this option will not be present under Options. Instead, you should reset their password and have them log in at https://tac.litmos.com with their username and the password you set for them.

You will then be presented with a draft of the login email template. Click Send.