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 here.

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

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

• 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.)

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.

General information about cohorts/course lists can be found here.

For (P)GME programs using CBME, 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.

Users who have access to Admin > Manage Courses will be able to manage learner levels through the Course Enrolment tab.

• Navigate to Admin > Manage Courses/Programs.

• Select the appropriate course/program (if applicable).

• Click the Enrolment tab.

• You will see a list of learners. Use the curriculum period switcher on the right if needed.

Setting up Academic Advisor Groups will allow the Academic Advisors to access the CBME Dashboard and assessments of their affiliated learners. Academic Advisor Groups rely on the Elentra Course Groups feature and are not specific to CBME-enabled organizations.

Please see here for information on configuring Course Groups.