Megz Learning

Business Process Manual

19th September 2024

Overview

This app is designed to help small teaching organizations grow more easily by providing tools to systemize and automate their operations. It offers a comprehensive system to manage daily tasks, allowing organizations to focus more on teaching and less on administrative work.

Installation Guide

Update the Site Identity

Using the admin account.

In the navigation menu select Configurations

In the top list select Site Identity

Update all the info that you want then click Update.

Create Your Team Accounts

Use the following steps for all the account types below:
– Students
– Educational Team
– Operational Team
– Chat Team

Using the admin account.

In the navigation menu select (account type)

In the top right click + Add

Fill in all the required fields then click Create.

Create Your Courses and Upload the Materials

In the navigation menu select Content Management

In the top right click + Add

Fill all the required fields then click Create Course your course will be added to the table on the screen.

Note: This creates a blueprint for your courses other details will be added later.

Click on the Course Name from the table, this takes you to the course management page

Select the Levels tab from the top list and in the top left click on + add level 

Give it a name and make sure the Slug is unique across your system and doesn’t have spaces then click Create.

Note: This creates a blueprint for your level, other details will be added later.

Select the Materials tab from the top list and in the top left click on upload a material.

Select the level for the material you want to add the material for 

Fill all the required fields Slug is unique across your system and doesn’t have spaces then click submit.

Note: You can upload any files related to this material item Ex. the .pptx file, and any docs or images that you would like to provide for the students.

The next 2 tabs are basically the same, the first one is for adding assignments for each material item and the other is for the quizzes.

you can choose to add a custom form by clicking on + add assignement or to connect a google form instead by clicking + add google form

Note: You need to have the google account the form is owned by added already to the system check Google Accounts Guide

Note: The next 2 tabs are informative tabs where you can view information about the course’s waiting list and Zoom groups

The next 2 tabs are the same as the first ones for adding the placement test for the course and final tests for each level

You can choose to add a custom test by clicking on + add placement test or to connect a Google form instead by clicking + add Google form

The last tab is for creating orders, make sure to use a sales agent’s account to be able to place orders

Gateling TMS Zoom App Documentation

Adding the App

Follow these steps to add your zoom account on the system:

1. Log in to your Admin account.

2. Navigate to the configurations page.

3. Select the “Zoom” tab from the top bar.

4. Click on Zoom Plus button.

5. Select a name for the account and click add.

6. you will get redirected to zoom to authorize the usage of the account.

7. Follow the on-screen authorization steps to grant the necessary permissions.

8. Once installed, you will be redirected again to Gateling TMS dashboard to complete the setup.

9. The page will be automatically closed and you will see your account added to the configurations page (zoom tab). 

Troubleshooting Guide:

• If you encounter any issues while adding the app, contact us on support@gateling.com.

Usage

Features and How to Use Them

The Gateling TMS Zoom App integrates Zoom with your training management system to streamline operations. Below are key features:

1. Scheduling Meetings

• When creating a placement test for a student on the lead page a meeting will automatically created for the selected time.

• When creating a zoom group a recurring session will be scheduled for each session in the course level.

2. Joining Meetings

• As a teacher or an admin you can join any meeting from the placement tests tab in the content management tab or from the sessions page as a teacher.

• Navigate to the meeting and confirm the usage of mic and camera if needed.

• Click on the join button to join directly from the app.

3. Accessing Recordings

• We don’t provide recordings for now when it’s available will add more information about it when we add it.

4. Managing Zoom Integrations

• Navigate to Configurations> Zoom.

• Connect or disconnect your Zoom account as needed.

Removing the App

If you need to remove access to Gateling TMS for your Zoom account, follow these steps:

1. Visit the configurations page.

2. Click Zoom tab > the actions menu of the needed account or search for “the account name”.

3. Select Delete.

4. Confirm.

Implications of Removal

• All scheduled Zoom meetings linked to Gateling TMS will be disconnected.

Data Handling After Removal

• User data related to Zoom meetings will no longer be accessible via Gateling TMS.

• Meeting history and recordings remain available in your Zoom account unless deleted manually.

Troubleshooting

If you experience issues with the Gateling TMS Zoom App, here are some common solutions:

• Cannot add the app? Ensure you have admin privileges in Zoom.

• Meetings not syncing? Reauthorize the app in Configurations > Zoom tab.

For more solutions, contact support@gateling.com

FAQ

1. Do I need admin approval to install the app? Yes, some organizations require admin approval. Contact your IT team if you encounter restrictions.

2. How do I receive activation emails? Activation emails are sent to your registered Zoom email. Check your spam folder if you don’t see them.

3. How can I remove the app? Go to Configurations > Zoom Tab in Gateling TMS to revoke the access.

Contact Support

If you need assistance, our support team is available:

• Support Hours: Sunday – Thursday, 9 AM – 5 PM (GMT+2)

• Email: support@gateling.com

For urgent issues, please contact us via WhatsApp at +201271741743.

Google Accounts Guide

You can add the Google accounts that hold your google forms if you plan on using them, you will need to authorize the app to use your Google account.

In the navigation menu select Configurations

Select Zoom Accounts from the top list

Click on Add an account

Type a name for the account you want to add then click Add account

You will be redirected to Google to authorize the access, check the select all box and click Continue

Your Google account will be added to the system and you can now add Google forms to be used as assignments, quizzes, placement tests, or final test.

Note: this you will manually select which account your form is linked to when connecting it, please make sure to select the correct account.

Meta Account Setup Guide

You can configure the system to work with Meta social media platforms and therefore you will get potintionl customers added automatically to your database whenever you receive a new messeage on selected platforms.

In the navigation menu select Configurations

Select Sales Channels from the top list

Copy the webhook callback URL

Then paste it into your Meta business app webhooks configurations

Then get a temporary access token to request a permanent token instead

Add a name for the Meta account and paste the temporary access token you obtained from Meta then click Create

Once you see the permanent token it means that your configuration is completed and you should start seeing your potential customers in the database

Operating Guide

Sales operations flow

In the navigation menu select Sales Operations

From the top right click on Create Operation

Select the agent the operation should be assigned to then click continue

Now click on the operation number to start processing it

The agent is now able to start working on the operation

Then click on Add Courses to select which course should be ordered for which user

After selecting the course and the user click on confirm to see the order details 

From here you can get the payment link to send it to the customer or use a manual payment option (you will need to upload proof of the manual payment)

Once the payment is confirmed you will be able to schedule a placement test for the student with one of the testers in the educational team check Create accounts for your team 

To create the placement test click on Complete

Select the oral test time and the tester from the list then click Schedule

Note: the student now finished the journey with the sales team and is with the educational team to determine the level at which to start the course

Quick order flow

This is done from the quick order tab on the course page itself check Create Your Courses and Upload the Materials

You can create an order for a new student (not already added on the system) or select a user already on the system

Note: After you fill in the needed details and click Quick Order you will see an unassigned Sales operation created on the Sales Operations page from there you can continue like the normal sales operation flow.

Placement Tests process

As a tester, you mainly work from the Educational Team page

Click on my tasks to see all the assigned placement tests

From here you can filter the completed written tests and see all the details you need and even join the zoom meeting created for this oral test 

Once you’re done with the test you can submit the result from the actions menu 

Select the correct level for the student from the dropdown and click Add to waiting list

Note: this user is now on the waiting list for the course and the operations team will be able to add him to a batch to start a group or create a private group for the student if needed.

Create a Zoom group

From the navigation menu click on Groups

From the top right click on + Create

Now select all the required information and click Create 

Note: Now the goup is created it will need to be operated by the teacher selected and once the group completed successfully all the students within will be added to your Retintions list to allow the sales team to follow up on them.

Teacher workflow

As a teacher, you mainly work from the Educational Team page

Click on my sessions to see all the upcoming sessions

From here you can see all your sessions and filter and sort them as you need

When the time comes for a session click on Starting Soon

This will open the meeting and show you and all the students a link to join the meeting from with the app 

You can click on Start Zoom sessoin to go to the Zoom meeting or Start Session to mark the session as started manually

Once you join the meeting the session will be marked as Started automatically 

Then once the session is done you can Complete Session from the same page

Once all sessions in a group is completed the entire group is marked as completed and the final test is unlocked for the students 

Note: Now all the students are added to the retentions list and once the student submits the final test and passes his Certificate will be generated automatically and added to his account.

Notes System

Within the system you’re able to write notes on the students account for others to see 

Go to the notes page from the navigation menu

You will only be able to see notes sent to you unless you have admin access then you see all notes.

You can add a note on the user account by clicking on the user name link

Then scroll down to the account notes tab

Click add from the top right of the tab

Fill the details you want to note and type @ to mention specific users (it will show up on their notes page)

Once your done click on Add note then all the concerned parties will be able to see this note.

Troubleshooting

For common issues, please report them to info@gateling.com