Overview: When your integration has been set up with Mapal OS, your user data will be managed in Mapal OS Configuration. It will then sync automatically with Flow Learning. With this workflow, there will be a few changes you need to be aware of to manage your platform effectively.
Start from: the Mapal OS dashboard.
Sync time between OS and Flow Learning
It usually takes up to 15 minutes for data to sync between OS Configuration and Flow Learning.
Managing users
User information for all Mapal OS customers is available in both OS Configuration and Flow Learning. For those with integrations, you do not need to manage or maintain this information as it automatically pulls through from your integrated platform.
Re-sending welcome emails
You may need to re-send welcome emails to your learners, if they are having trouble accessing the system.
- Navigate to User Management > Users.
- Search for the user in question and click into their profile.
- Beside their email address, select the paper airplane icon to generate a new welcome email.
User profiles
User profiles will already be set up for you when you first access the system. These pre-loaded user profiles should be configured to match the variety of permissions your users currently enjoy. Initially, all your users will be given "employee" status, with Mapal One access.
Managing training manager profiles
If you have a manager who requires different access, you will need to link that user record with a user profile.
- Navigate to User Management > Users and select the relevant user record.
- Select the appropriate user profile from the available list.
For more information on managing user profiles in OS Configuration, read Manage user profiles in Mapal OS.
Flow Learning users should should also check Set permissions for training managers for essential information on how to enable OS for Flow.
Job Titles & Departments
All new job titles or departments should now be created in Mapal OS configuration. You can add these individually, or you can use a batch process.
Follow these guides to add new job titles and departments:
Connecting job titles to training structures
When new job titles have been synced to Flow Learning, you will need to assign the training structure to ensure your learners receive the correct resources.
- Visit Company > Job Titles.
- Select the relevant learner from the list to bring up Edit Job Title.
- From the Training structure dropdown, choose the best option.
Similar records
There are a few things to bear in mind when it comes to importing similar records:
- External IDs should be unique for every employee. If an external ID is the same for two accounts, these will be merged automatically - in other words, the first record will be overwritten with the second.
- A new employee record with the same email address as an existing record will import - providing that the original user record has previously been deactivated.
Merging records
If you find duplicate employees in OS Configuration, you can merge these on Flow Learning.
- Visit Company > Learners.
- Select one of the duplicates and choose Merge Learners.
- Insert the duplicated External ID.
- Review and confirm to proceed with the merge.
Troubleshooting with Feed Logs
Feed logs within Mapal OS can help to identify errors caused by problems with integrations.
- Navigate to User management > Feed Logs.
Next steps
Our Onboarding Team will also be hosting extra webinars on OS Configuration - book a place now to get involved.