Multisite

Use the Publisher and Subscriber relationship to manage programs and attendees.

Overview

Set-Up

Program Sharing

Program Expiration

Managing Subscriber Attendees

Reporting

FAQs

Overview

Multisite enables a relationship between two different sites, allowing content sharing. In this setup:

• Publisher: Owns the content and shares it with another site.
• Subscriber: Receives content created by another site.
• Publishers can also be subscribers, and vice versa.

Set-Up

Setting up a Multisite Relationship

Any customer can choose to enable the Multisite feature. 

To establish a Multisite relationship, both the Publisher and Subscriber need to take action. The Subscribing site must generate and share their multisite token with the Publisher. The Publishing site will then use this token to add this client site as a subscriber.

1. Publishers:

• Access the Settings menu and select Organization Settings.
• Expand the Multisite section at the bottom of the form.
• Enable publisher controls to reveal the Multisite sidebar menu.
• Use this menu to link other customer sites as Subscribers.

2. Subscribers: 

• Access the Settings menu and select Organization Settings.
• Expand the Multisite section at the bottom of the form.
• In the Subscriber token section, select Generate Token.
• Share this token with the Publisher to enable content sharing.

Linking a Subscriber

To establish a multisite relationship, the Publisher needs the token generated by the Subscribing client. Here’s how the process works:

Publisher Actions:

• Access the Multisite menu.
• Select Add Subscriber.
• Enter the site URL of the subscribing client and their token.

Validation and Relationship:

• The LCvista system validates both values.
• If successful, the relationship is enabled.
• Incorrect information will trigger a warning message for the Publisher.

What a Publisher sees after a Multisite relationship is enabled

Once a multisite relationship is enabled, LCvista will appear differently for Publishers in four main areas:

1. Manage Training
   • Administrator will see new options to filter by shared content.
   • As a Publisher, you can filter content based on who it has been shared with (specific subscribers or multiple subscribers).
   • If content has been shared by a Publisher to you, a filter to identify it will be available.
2. Program Sharing
   • A new option for Program Sharing will be visible when selecting one or more programs from the Manage Training list.
     
     See more about the Program Sharing.
3. Program Preview
   • On the Program Preview page, Publishers will find a new Sharing tab.
   • This tab exposes sharing information: when the program was shared, to which subscriber, and the timing of the sharing.
4. Reports
   • Publishing administrators gain access to two new reports:
     • Shared Programs report
     • Subscriber Session Records report
       
       Learn more about these reports below.

What a Subscriber sees after a Multisite relationship is enabled

Once a multisite relationship is enabled, LCvista will appear differently for Subscribers in two main areas:

1. Manage Training

• Subscribers who have received content from a Publisher will see a new filter on the Manage Training screen.
• This filter allows them to filter content shared specifically to them, either by a specific Publisher or a selection of Publishers.

See more about the Program Sharing.

2. Reports

• Subscribing administrators gain access to new columns on existing reports.
• These columns and filters allow Subscribing administrators to:
  • Filter for content shared with them.
  • Identify sharing dates, Publishers, and program expiration dates.

Learn more about these changes in Reporting.

Program Sharing

As a Publisher, once you enable Multisite and establish a sharing relationship with a subscribing site, you gain access to new sharing tools within the Manage Training menu.

How a Publisher Shares a Program

1. From the Manage Training menu, you can share a single program or multiple programs in bulk. This process is similar to adding tags or multiple programs to a catalog.
2. Select Program Sharing to access the Program Sharing page.
3. Select one or more Subscribers to share the selected programs.

4. When specifying the Subscriber(s), you can set an Expiration Date to control when the content becomes inaccessible.

5. Once you have selected OK to process the request, you will receive a confirmation message displaying the number of requests made, and you will be redirected back to the Program Sharing page to view the results.
6. You can make further changes to the Expiration Date by selecting the Edit icon 
   or applying bulk changes
7. Return to the Manage Training screen using the relevant button at the top of the page.

Restrictions on Subscribers for Shared Programs

As a Subscriber, you will not have access to:

• Modify a shared program

• Edit a session of a shared program

• Duplicate a shared program

• Duplicate a shared session

These restrictions apply in both the user interface and through Bulk Uploads.

Example:  If you attempt to create a new session from a shared program, edit a session from a shared program, or edit a shared program, you will receive warnings.

Shared Sponsors, Catalogs, and Venues

Three attributes are hidden from the Subscriber’s menu:

1. Sponsors
2. Catalogs
3. Venues

However, these areas remain visible to professionals on the Subscriber site when relevant.

Example: While a shared sponsor is searchable from the Program Catalog sponsor filter, it won’t appear in the administrative Sponsor menu on a subscribing site. Additionally, Subscribers are prohibited from:

• Modifying the venue of a shared session
• Modifying the sponsor of a shared program
• Modifying the catalog of a shared program

These restrictions apply in both the user interface and through Bulk Uploads.

Subscriber Access
As a Subscriber, you do have access to:

1. Add a shared program to a catalog(s) owned by your site

2. Add tags owned by your site to a shared program

3. Add a shared program to a learning plan owned by your site

4. Assign a shared program to a user or user group on your site

Program Expiration

The purpose of Program Expiration is to allow Publishers to set a time when their content becomes inaccessible to Subscribers. Program expiration dates are applied at the publisher-subscriber sharing level.

Once a program’s expiration date has passed, subscribing users will be unable to access the content (enroll, launch, pass).

Setting Program Expiration

1. At the Time of Sharing:

• When sharing a program, a Publishing admin can specify an expiration date.
• This date determines when the content will no longer be accessible to Subscribers.

2. Modifying Expiration:

• A Publishing admin can:
  • Return to a shared program and apply an expiration date.
  • Modify an existing program’s expiration date.
  • Remove a program’s expiration date.

Impact on Subscribing Administrators

1. Access Before Expiration:

Administrators have similar access to a shared program as they do for a program owned by their site.

• Exceptions: Creating, duplicating, or editing the program or session.
• Specific areas of access:
  • Manage Attendees: Locate shared programs and access all actions (excluding Send Evaluation and Waitlist).
  • Manage Programs: Preview, manage attendees, program actions, add tags, and add to catalogs (excluding add session, edit, duplicate, and share).
  • Program Actions: Assign, waive, or remove assignments.
  • Learning Plans: Link the program to a Milestone.
  • Approvals- Credit Modifications: Continue to process requests.
  • Bulk Uploads: Cannot modify shared programs/sessions except user session records.
  • Reports: Existing reports include shared programs and shared session records.

2. Access After expiration:

• Administrators have similar access to an expired shared program as they do for a program owned by their site.
• Exceptions: Creating, duplicating, or editing the program or session.
• Specific areas of access:

1. • Manage Attendees: Locate expired programs.  You will see a warning that the program has expired. Access to perform a session record action (excluding Send Evaluation and Waitlist).
   • Manage Programs: Preview, manage attendees, program actions, add tags, and add to catalogs (excluding create, edit, duplicate)
   • Program Actions: Adjust the assignment status of users for existing assignments (remove assignment, waive). Admins will not be able to assign a program to a new user or invite to a program that has been expired. 
   • Learning Plans: Remove the expired program from milestone. Admins are prohibited from newly linking an expired program.
   • Approvals- Credit Modifications: Continue to process requests.
   • Bulk Uploads: Cannot modify shared programs/sessions except user session records and earned credit.
   • Reports: Existing reports include shared programs and shared session records.

Impact on Subscribing Users

When a shared program’s expiration date has passed, users will experience the following changes based on their status:

1. Users Not enrolled (unenrolled, no show, invited, or waitlisted)

   • Will no longer see an option to enroll in an expired program’s session.

2. Users In progress (incomplete or failed) 

   • Will no longer see the option to launch content.

3. Completed Users (passed with full credit or passed with custom credit )

   • Will retain their passed status but can no longer re-launch the course content.

4. Enrolled Users

   • Cannot launch, pass, fail, or access the content in any way.

   • Retain the option to unenroll.

All existing session record statuses should remain intact, regardless of a passed program expiration date.

Impact of Expiration on user-facing menus:

1. Dashboard
   1. Available to Complete: Expired programs won’t appear on this widget as the content is no longer launchable.
   2. Upcoming Sessions: Expired programs won’t be listed as upcoming.
   3. Here’s What’s Happening Today: Expired programs won’t appear on this widget.
   4. Upcoming Assigned Programs: These programs will be removed from the widget.
      1. Administrators can set up notifications regarding expired programs and reach out to impacted users as needed.
2. Calendar: Expired program sessions won't appear on the calendar.
3. Compliance Detail: 
   1. Session records remain intact and will be displayed.
   2. Professionals can submit credit modifications, if enabled.
4. Transcript: 
   1. Session records remain intact.
   2. If Program Preview is accessed via the Transcript, the only option is to unenroll in the case where the professional is enrolled.
5. Program Catalog: 
   1. Expired programs are not visible on the user-facing program catalog.
6. My Learning Plans: 
   1. Session records will remain intact.
   2. Expired Programs will not appear as qualified programs.
7. Learning Plan Registration: 
   1. Expired programs are hidden from learning plan registration by default.
   2. An expired program will only show on the registration if a user has a valid completed session record for that milestone.
   3. Passed session records in an expired program still count towards linked milestones/learning plans.
   4. Enrollments in expired programs will not count toward a registration's completion.

Shared Attributes Visibility on Subscribing Sites

• Program: Always be visible to firm Subscriber administrators (permission dependent) on Manage Training, Manage Attendees, Program Actions, Learning Plan: Linked Programs, Approvals, Reports, and the Task Queue.
• Session: Always be visible to firm administrators (permissions dependent) on Manage Attendees, Reports, and the Task Queue.
• Program Qualifications: Visible on Program Preview and applicable reports.
• Evaluation Template: Visible only on Program Edit (not accessible to Subscriber admins). Visible to Publisher admins only.
• Session Topic Areas/ Fields of Study: Visible from Program Preview, and as credits apply to Compliance Detail, Qualified Programs, and Reports
• Person (instructors): Visible from Program Preview and Reports only.
• Content Packages: Not exposed to Subscriber admins.
• Sponsor: Not visible in the Subscriber admin Sponsor create/edit menu.
• Certificate Template: Only visible on Program Edit (not accessible to Subscriber admins).

• Program Topic Areas/Jurisdiction Topic Areas: Visible from Program Preview and as credits apply to Compliance Detail, Qualified Programs, and Reports.
• Program Documents: Public documents will be visible from Program preview only.
• Venues: Not visible in the admin Venue create/edit menu. Only visible to professionals from the Program Preview page.
• Catalogs: Subscribing admins will not see any Publisher catalogs within their admin-facing Catalog menu. Subscribing administrators will not have the ability to modify a catalog they do not own. Published catalogs will only appear on the user-facing Catalog search, if a shared program has been made available via that Catalog.
• Tags: Subscribing administrators will not see any Publisher tags on their admin-facing Tags menu; Publisher tags will not be carried over into Program Catalog or Manage Training.

Program Expiration Notice

The Program Expiration notification is available to Subscribers.

This notification will allow a Subscriber to notify admins and professionals of an upcoming Program Expiration date. Admins will be alerted to alter assignments or learning plans accordingly. Professionals with session records in the shared program will be alerted to complete the program prior to the expiration date.

1. Select Event type: Program Expiration Notice.
2. Enter the Template Name, Email Subject, and Message.
3. Define the Trigger and Timeframe for this notification. You can choose to send before or after a Program Expiration date.
4. Define the Recipient list.
   • Choose to send the notification to professionals with a session record. Session record status options are available to multiselect.
   • Choose to enter a comma-separated list of email addresses to notify administrators.
5. Filter by Publisher Site.
   Specify which Publisher you wish to get the notification for.
6. Compose the Email Message.
   Available email tags are categorized by Program Information, Session Information, User Information and tags specific to Multisite: Publisher Name, Program Expiration Date, and Session Record Status. 

Manage Subscriber Attendees

As a Publisher Administrator, you have access to the “Manage Subscriber Attendees” menu option in the left-hand menu within the Programs Hub. This feature allows you to view and manage all participants for a session, including both professionals accessing a session as users on your site and any attendees participating through a Subscriber site.

Viewing Professionals with a Session Record

• Similar to the Manage Attendees feature, select the Shared Program and Session to access a list of professionals who have enrolled or have another session record status. 
• A column indicates the Subscriber site from which the professional is participating. 
• The label of "Local Content" indicates the attendee is a user on the Publisher site.

Navigate to Manage Local Users

• If you are on the Manage Subscriber Attendees page and need to enroll additional users from the Publisher Site, select the "View" link.
• You will be directed to the general Manage Attendees page for the session. 

Navigate to Manage Subscriber Attendees

• Alternatively, if you are on the Manage Attendees page for a session with participants from a Subscriber site (and the professional has a session record), you’ll see the Manage Subscriber Attendees notice.
• Select the "View" link to navigate to the Manage Subscriber Attendees page for the session.

Modifying a Subscriber Attendee Status

• You can manually Pass or change the status of an attendee from a Subscriber site from the Publisher site.
• Any changes you make to a professional’s status will be reflected on the Subscriber Site
• This ensures that participants and firm administrators can easily access certificates, track completion, and maintain records on their site.

Integrated Provider Data

• If the Session uses an Integrated Provider to capture attendee data, you can run the Raw Data Report and Completion Data Report here from Manage Subscriber Attendees.
• From there, you can pass users both on the Publisher site along with any attendees from a Subscriber site.

Reporting

Publishers have access to multisite-specific reports, and Subscribers have access to enhanced reporting.

Shared Programs Report

Publishers can use the Shared Programs Report to identify programs which have been shared to their Subscriber(s).

Columns

• Program fields, i.e. Name, Program ID, Level, Description, Sponsor, etc. 
• Sharing fields, specifically: Subscriber, Date Shared to Subscriber, Program Expiration, Shared by, Program Share Modified (date), Program Share Modified by

Filters

• All Program filters
• Subscriber
• Date shared to subscriber
• Program share created by email
• Program share modified by email
• Program share expiration date

Subscriber Session Records Report

Multisite Columns/Filters for Existing Reports

FAQs

How do I disable a Publisher/Subscriber relationship?

• Subscriber Actions: If a Subscriber no longer wishes to receive content, they can remove existing content from their catalogs.
• Publisher Actions: If a Publisher no longer wishes to share content, they can choose to not share content via the Manage Training page. They can also apply an expiration date to any program shared to ensure there is no longer subscriber access.
• Hiding a Subscriber: If a Publisher would like a Subscriber to be hidden from the list of sites to share with, they can contact our internal team for assistance.

Can I reverse a Publisher/Subscriber relationship?

• A Subscriber site cannot share content with a Publisher site.
• You must replicate the multisite set-up to establish the Subscriber as a Publisher.

Can a Publisher send an Evaluation to a Subscriber attendee?

• Not at this time. Manage Subscriber Attendees limits the actions a publisher admin can take. The option to Send Evaluation is excluded.
• Because the Evaluation template is not a shared from Publisher to Subscriber, a subscribing admin cannot trigger this email from their subscriber site.