Ideally your users will be loaded into Elentra from a central, authoritative source like a student information system. Manually adding users through Admin>Manage Users is a possibility and more detailed instructions for using this tool are available on the Elentra help website.

If you are manually setting up CBME users, please note the following:

• Resident learners should be assigned group: student, role: predicted graduating year.

• Program Administrators should be assigned group: staff, role: Pcoordinator. Further, they must be assigned to a specific program in order to access the relevant CBME and Assessment and Evaluation features. To give specific staff more ability to act within Elentra set them up as Staff>Admin. Note that Staff>Admin have access to almost all features of Elentra and can access System Settings.

• Faculty should be assigned group: faculty, role: faculty, lecturer, or director depending on their role. Someone with faculty director permissions will still have to be added to a specific program in order to access the relevant CBME and A and E features. Faculty directors will have access to all faculty evaluations within their department (except their own).

• Any faculty, regardless of their role, can be added to Competence Committees through a course/program setup page or as Academic Advisors through the program Groups tab. (Additional instructions for each are in additional lessons.)

Note that before using the groups function a course needs to have enrolled learners with a designated curriculum period.

You need to be logged in as a program coordinator or program director to create or modify academic advisor groups.

Navigate to Admin>Manage course and select a course. Under the program title, click on 'Groups.' After clicking on Groups, any existing groups will be listed below. Ensure that you are working in the appropriate Period by reviewing the dropdown menu in the top right. Click the green button on the right to add a new group. Select a prefix for the group name and type it into the Group Name Prefix area. This prefix will be applied to all group names.

Select your group type: you can either define a number of empty groups and manually populate them with learners OR have the system automatically populate groups.

To create empty groups, enter the Group Name Prefix, and a designated number of groups. Click the blue add button on the bottom right.

Add academic advisors to a group

Within the current setup, the term tutor refers to the academic advisor role. To add tutors/academic advisors to the group, click on a group name, find the Group Details section, and use the tutor search bar to pull up names.

Click on the required name and repeat as necessary. When names have been added they will appear in a list below the tutor search bar.

Adding tutors/academic advisors to a group allows those faculty to view the assessment data for any learners in the group.

Add learners to a group

To add learner members to a group, click on the group name, scroll down to Add Members and use the dropdown menu to tick off members. Note that you can add multiple learners at once by ticking off multiple checkboxes beside names.

After you have added the required names, click the blue Proceed button on the bottom right. This will save your work.

Renaming a group

From the Groups tab, click on the group you want to rename. In the Group Details section look for the Group Name box and manually change the name of the group as needed.

Scroll to the bottom of the page and click the blue proceed button on the right. This will save your work.

Deleting group members

To delete tutors, go to the Group Details section, and click on the red minus sign beside a tutor name.

To delete learners from a group, go to the View Members section, and tick off the box beside any learner names you want to delete, and then click the red Delete Members button on the right side.

You need to be logged in as a program coordinator or program director to create or modify competence committees.

Navigate to Admin>Manage course and select a course.

Under the program title, click on Setup.

Scroll down to the Course Contacts section and find the 'Competency Committee Members' section.

Begin to type a name to retrieve a list of potential committee members.

Click on the name you want to add and repeat as necessary.

When a name has been added it will appear below the search box.

After you have added the required names, scroll down to the bottom of the page and click ‘Save’.

Note that all Competency Committee Members for a program will be able to access all resident profiles in that program and will have the ability to promote them.

Promoting Learners Through Stages

Members of Competency Committees can promote learners through stages from the learner CBME dashboard. For more information please see the Reviewing Learner Progress>Promoting Learners Through Stages lesson.

Residents should be stored in course lists in order to easily add them as the audience of a course. Course lists are managed through Admin>Manage Cohorts. We recommend that you create a course list for each academic year and populate the course list with all learners, CBME and non-CBME, who will participate in that program for the specified time.

If you are syncing your users with another source, your course lists may be automatically populated. It will depend on the script written by developers to connect Elentra to your other source of user information.

When you create courses, you can set the Course List as the audience for the course. It is important that learners be enrolled in a current curriculum period for them to be able to trigger forms and have forms triggered on and to them.

Please note that there is currently no user interface to manage learner levels (e.g., PGY1, PGY2). The learner level will display on the learner card when you view a list of My Learners. In the example below the learner is a PGY4.

The D in front of the learner level indicated the learner CBME stage. In this case the learner is in stage D or Transition to Discipline. There is a user interface for promoting a learner through different stages. Competency Committee members can mark a stage as complete from the learner's CBME dashboard.

For learner level and stage to show on learner cards, developers or technical staff will need to configure tables in the database to display this information.

Note that when people trigger assessments and hover over a name, they will also see a summary of information about the user. In this case they will see the learner group and role displayed. In the example below group is Student and the role is 2015.