Embay Academy for your team

Who this guide is for: Owners and Admins who want their team trained on EmbayLMS.

Overview

Embay Academy is free training on EmbayLMS itself, run by Embay. It teaches your team how to set up and run your platform, lead a team’s training, or teach courses. It is included with every plan, Free and trials too.

Your team does not need a second account or password. They open the Academy from your own platform, and it signs them in and enrolls them in the training that matches their role.

Prerequisites

• The person has a role that comes with Academy training (see the table below).
• Your platform is your organization’s own platform, not a demo platform or a sandbox.

Nothing to switch on: the Academy is available to every organization.

Demo platforms and sandboxes have no Academy: the menu item and the Academy card are not shown there. Their accounts are samples or copies, not people to train.

1 - Open the Academy

1. Select your avatar (your initials, top right).
2. Choose Embay Academy. It opens in a new tab, so your platform stays open in the first one.
3. You land on My learning in the Academy, with your training already there.

The first time, the Academy creates an account for you from your name, email and language. It reads them from your organization’s platform directly. They are never put in the link your browser follows. Every later visit uses the same account, so your progress is kept.

One person, several organizations

If you are staff in more than one organization, you keep one Academy account. The first time you open the Academy from a second organization:

1. You see Check your email. The Academy sends you an email that names the organization you came from, with its address on EmbayLMS beside the name (for example acme.embaylms.com).
2. Open the email and select its button. A page asks whether to link your Embay Academy account to that organization, by name and address.
3. Choose Yes, link my account. Both organizations then lead to the same account and training, and you are signed in.

Nothing is linked until you choose Yes. Opening the email or the page changes nothing.

Check the address, not only the name. Each organization chooses its own name, so a name can look like your employer’s; the address is set by EmbayLMS.

Choosing Yes also signs your Embay Academy account out everywhere else, within a few minutes. If someone else had opened the Academy with your email address, they lose access. You stay signed in on the page where you chose Yes.

An organization’s platform sends at most five of these emails a day for one account.

If you do not know the organization the email names, choose No, don’t link, or ignore the email. Your account stays as it is.

Linking one organization never changes your other organizations’ links.

2 - Who sees it, and what they get

The Embay Academy item appears only for people whose role comes with Academy training.

A person with several roles gets the training of each one.

Training follows the role. If you promote someone, the new track is added the next time they open the Academy. Nothing they started or completed is ever removed from their Academy account, but your Dashboard card shows only the tracks their current roles give them, as of their last visit. An extra role counts too: a Learner who is also an Instructor sees the Academy item.

3 - Certifications

Each track ends with an optional certification exam:

1. When the person finishes the track’s courses, the exam appears in their My learning.
2. They need 80 % to pass, and can retake it.
3. Passing issues a certificate, in English or French to match their language, under Achievements → Certificates in the Academy. It is valid for 12 months.
4. About a month before it expires, the Academy reminds them and reopens the exam. Passing it again renews the same certificate for another 12 months.

Anyone can check a certificate with its verify link, on the certificate card under Achievements. The verify page shows who earned it, when, and until when it is valid, or that it has expired. The link to the Open Badge gives the same facts to digital wallets.

4 - Follow your team’s progress

In the Manage workspace, Home opens with an Embay Academy card listing everyone on your team who has opened the Academy. Anyone who can view reports sees it:

The line under the title counts the people who started, who completed a track, the active certifications and the ones to renew within 30 days.

• A person appears as soon as they open the Academy, even before they start a lesson.
• One exception protects people who work with more than one organization. If the person’s Academy account is also linked to another organization, and their email address was never confirmed from yours, the card does not name them or show their progress. A line under the list counts them instead. This stops an organization that added a user with someone else’s email address from seeing that person’s training. The person appears once they choose Yes, link my account in the Academy’s confirmation email from your platform.
• Progress updates within a few minutes of a completed lesson, and every hour at the latest.
• Owners and Admins see everyone. A Group Admin sees the members of their groups, and a Manager the people who report to them.
• People who registered in the Academy on their own, without going through your platform, do not appear.

Configuration reference

Troubleshooting