OpenAleph Academy
OpenAleph Academy is the learning space for external learners (partners, clients, freelancers) invited by your company to follow its trainings.
Who can do thisExternal learnerManager creatorAdmin
OpenAleph Academy is a dedicated learning portal for people outside your company: partners, distributors, franchisees, clients, freelancers or any other external audience you want to train. External learners sign in to OpenAleph, land directly in the Academy of the organisation that invited them and follow the trainings assigned to them, without ever seeing your internal OpenAleph suite (people directory, org chart, interviews, skills and so on).
The trainings themselves are the ones your company builds in Learn. The Academy is simply the place where external people take them.
Academy vs Learn
| Learn | OpenAleph Academy | |
|---|---|---|
| Who uses it | Your employees, managers and admins | External learners invited by your company |
| Where | Inside the full OpenAleph suite | A separate, simplified portal (one per external workspace) |
| Content | Catalog, trainings, modules, training plans, sessions | Only the trainings the learner is enrolled in |
| Created by | Manager creators and admins | Nothing is created in the Academy: content comes from Learn |
| HR data | Linked to the employee profile | No HR profile. External learners never appear in Members, Org chart, Skills or other HR features |
Key concepts
| Term | Meaning |
|---|---|
| External workspace | The Academy space of your company for a given external audience. It is set up for your company by the OpenAleph team (contact your OpenAleph account manager). A company can have several external workspaces. |
| External user | A person invited into an external workspace. They have no company account in OpenAleph; they only access what their scope permits. |
| Access scope | What the external user can do. Today, Learner is the available scope (other scopes such as Survey, Trainer and Certification only are shown as "coming soon"). |
| Training | A learning path built in Learn, made of sections that contain modules. |
| Training session | An instance of a training with dates. External learners are enrolled in a session; its end date is shown as the due date. |
| Module | A unit of content (text, media, optional audio version) that usually ends with an evaluation. |
| Evaluation | How a module is validated: Quiz, Self-assessment or Face to Face. A validated module is "acquired". |
| Certificate | A certificate of completion that can be issued when the learner completes a training. |
Who does what
| Role | What they can do |
|---|---|
| External learner | Sign in, open the Academy, follow assigned trainings, pass evaluations, comment and give feedback on modules, download certificates, view their profile. |
| Manager creator, Scoped admin, Admin, Super admin (your company) | Invite external users, assign them to training sessions, resend invitations, deactivate or reactivate them, follow their progress and certificates from People › External users. |
| Manager, Employee | No access to external user management (the External users menu is hidden). |
Note: An employee of your company can also be given access to one of your external workspaces. They keep signing in with their usual account and can switch between the internal suite and the Academy.
Typical workflow
- The OpenAleph team sets up an external workspace for your company.
- In Learn, a manager creator or admin publishes the training(s) intended for external learners.
- From People › External users, they invite each external learner into the workspace and optionally assign training sessions (or add external learners to a session from Learn).
- The learner receives an invitation email, sets a password and signs in.
- The learner lands in the Academy, opens a training from My learning, reads each module and passes its evaluation.
- When every module is acquired, the training is completed; if the training issues certificates automatically, the learner receives it by email and can download it from the Academy.
- Your team follows progress and certificates from the external user's profile in People › External users.
Pages in this section
- Sign in and access the Academy: activate your account, sign in, choose a workspace, switch workspace, log out.
- My learning dashboard: your statistics and the list of your trainings.
- Follow a training: the learning studio, modules, languages, audio version, comments and feedback.
- Module evaluations: quiz, self-assessment and face-to-face evaluations.
- Certificates: when you get a certificate and how to open or download it.
- Your Academy profile: your details and learning summary.
- Invite and manage external learners: the company-side view for manager creators and admins.
Related pages in other sections: External users in People, Training sessions and Certificates and badges in Learn, and Roles and access.
Good to know
- Language: the Academy interface (including the sign-in pages and the workspace screen) is currently displayed in English for all learners; emails follow the learner's account language. Module content can be available in several languages (see Follow a training), and certificates can be downloaded in English or French.
- Devices: the Academy works in a web browser on computer, tablet and phone (the layout adapts to small screens). It is not part of the OpenAleph mobile app.
- Availability: if your company has no external workspace, the Academy is not available and you cannot invite external users. Ask your OpenAleph account manager.
Sign in and access the AcademyHow external learners activate their OpenAleph account, sign in, choose a workspace, switch workspace and log out of the Academy.My learning dashboardThe Academy home page: your training statistics, the list of trainings assigned to you, search, filters, progress and due dates.Follow a trainingHow to follow a training in the Academy learning studio: sections and modules, navigation, module languages, audio version, reactions, comments and feedback.Module evaluationsHow to validate an Academy module with a quiz, a self-assessment or a face-to-face evaluation, read your quiz results and retake an evaluation.CertificatesWhen an Academy learner receives a certificate of completion, how to open or download it in English or French, and how to share its verification link.Your Academy profileWhat the Academy profile page shows (identity, details, learning summary) and how to get your name, photo or email changed.Invite and manage external learnersFor manager creators and admins, how to invite external users into your Academy, assign them training sessions, resend invitations, edit, deactivate and follow them.
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