Code-Based Learner Identification

Overview

Code-based learner identification provides an easy solution for assigning learning session performance analytics data to the appropriate Learner and/or Class.

Replacing the traditional username and password sign-in process with a 4-character code allows Learners to quickly and more easily identify themselves for the correct immersive learning experience.

At a high level, there are five basic steps in the process:

1. An Instructor uses Perform to register a Learner by adding their email address, which sends an email to the Learner.

2. The Learner opens the email sent by Perform and sees a 4-character code.

   1. Suppose this is the first time a Learner has been added to a Class. In that case, they will also receive a temporary password and a link to finish online registration, where they can add their first and last name since their email address is the only information used to add them to the Class. This is separate from the 4-character code they’ll use to identify themself during their learning session.

3. The Learner opens the immersive learning app on their device, selects a learning experience, and is prompted to enter a code.

4. The Learner inputs their 4-character code to start the experience.

   1. Alternatively, if the Learner doesn’t have their code, the Instructor can also see Learner codes in the Perform portal directly on the Class screen and via an exportable file.

   2. If the Learner doesn't have a code, they can enter their email address (no password required) to identify themself.

5. The Learner enters the learning experience, and the performance analytics are sent to the Perform web portal tied to the email address their Instructor registered them with.

For Instructors using Perform to add Learners:

1. Log in to Perform at promisevr.com

2. Navigate to the intended Class from the My Classes page

   

    

3. Select Add Learners and add email(s) (NOTE: Only 25 email addresses may be typed/pasted into this field and submitted at one time – to add more than 25, perform the same step again with additional addresses).

   

    

4. Click Add Learners
   

5. Verify that the Learner’s email address(es) added to the system

   

    

For Learners getting & entering the code:

1. Open the email sent by the portal and retrieve the 4-character code from the email.
   

2. Open the immersive learning app on the device.
   

3. Select the learning experience the code applies to.
   

4. See the prompt for the code.

5. Enter the 4-character code and Submit.
   

6. Start the learning experience.

FAQ

As a Learner, what if I forgot my code?

There are two options in this situation.

 

 

 

As an Instructor, what if I forgot to register a Learner?

You can always register a Learner when they walk into their training session – their code will be immediately visible on the Class page next to their email address and also in a downloadable list. If the Learner is unable to get assistance getting registered and receiving a code, they can enter their email address inside the device.

If the Learner chooses to enter an email address, it will be checked to ensure that it is in a proper email address format, but there is not a check to confirm that the email address is valid and registered to Perform.

I don't want Learners to need to check their email and get a code every time they want to complete a new experience. Can they login themselves without needing to be registered to a Class by an Instructor?

Yes - if the module is set to use Learner codes, Learners can bypass code entry and enter their email address if you have not registered them by adding them to the Class. If the Learner has already been added to the system (they have been registered for this Class or another Class), the system will automatically recognize their email address when the session data is uploaded, and the data will be associated with that Class even though they were not pre-registered by an Instructor.

NOTE: If there is more than one active Class, the Learner will need to choose a Class after submitting their email address before their session can start.

Is there a way to just ask the Learner for their email address without asking for a code?

Yes - this is not a standard learner identification mode and must be enabled by the product support team. Please contact your Customer Success Manager to inquire about this option.

When this option is enabled, upon launching a module the Learner will see a field asking for their email address (it's the same field available as the alternate path when the default code-based Learner identification mode is enabled, except in this case, the Learner is not asked for a code):

What happens if the email address a Learner enters in their immersive learning device is correct, but the email address hasn’t previously been registered in the Perform portal and there is no user account?

The Learner’s session will still be recorded, but the user's name and email address will be flagged as unidentified. The email address the Learner entered is displayed in the Code field.

To create the Learner's account and remove the Unidentified value, add the Learner via their email address on the Class page:

 

Once the user account is created in Perform (by adding the Learner via their email address on the intended Class page), any unassigned sessions (in any Classes) associated with that email address will automatically be linked to that newly created user account:

 

 

NOTE: First-time Learners will receive an email with their code if they are added to the Class, even if they have been added after their session has already been completed. This is because the first time a Learner is added to the system, an account is created for them and a system-generated email must be sent to the Learner.

What happens if the email address a Learner enters in their immersive learning device is incorrect but still accepted because it is in a valid format?

If the email address the Learner enters into the immersive learning device does not match an email address that has previously been registered in the Perform portal, the Learner’s session will still be recorded with that incorrect email address, but that email address will not appear in reporting and it will need to be manually associated with the correct user account before the correct Learner email address is displayed in the reporting data.

Email support@promisevr.com for assistance if you see session data that is listed as Unidentified and you have reason to believe it should be associated with a specific Learner.

If a learning session happens while the device is not connected to the internet, how does the code get validated?

If the device isn't connected to the Internet, the system will make sure the code is in the right format (4 alphanumeric characters) and will show an error if not in the right format:

Once a code is entered in the appropriate format, the experience will launch. When the device reconnects to the Internet and session data is sent to Perform, data will be associated with the appropriate Learner and Class (if a Learner code) or class (if a Class code).

When only one Class is active in the portal, regardless of whether the code entered while offline is valid, all data will automatically be associated with that Class. If the code was entered incorrectly (but still in the correct format) while the device was not connected to the Internet, and there is more than one Class active for the corresponding Module, that data will only appear on the performance analytics in the portal if the [Unassigned Class] option is selected in the Class filter section.

Email support@promisevr.com if you need assistance associating a learning session with a particular Learner and/or Class.

What are the pros and cons of the different Learner login types? 

See this article, which describes pros and cons of the different login methods.

What happens if a Learner enters the wrong class code?

If the device is connected to the Internet, entering a wrong code prompts an error message where the Learner is asked to re-enter the code. If the device isn't connected to the Internet, the system will make sure the code is in the right format (4 alphanumeric characters) and will launch the experience. 

However, when the device reconnects to the Internet and session data is sent to Perform, data will only appear if the [Unassigned Class] option is selected in the Class filter section.

How do I verify that an individual Learner has completed the experience?

Each Learner who entered a valid code or email address will have session data available in the export file available on the Performance analytics page in Perform. Be sure to apply the relevant module and Class filter settings in order for the export to show the data you are looking for. The export only shows the data represented by the filters on the Performance page.

 

Example csv export data showing email address:

As an Instructor, what if I don’t want to register or track individual Learners?

Learner codes are required in order to track license usage. If approved by Moth+Flame for unique situations, Moth+Flame can alternatively set, at the Module level, the ability to use a Class Code to indicate which Class the session data should be recorded for. Note: Performance analytics will not be available at the Learner level when Class Codes are used. The steps to enable a Class Code are as follows:

1. Contact your Customer Success Manager to have a discussion about your desire to use anonymous performance analytics.

2. Once approved, a Moth+Flame administrator will enable anonymous Class Code login for the Module(s) that are not intended to have Learner-level tracking.

3. Log in to Perform.

4. Create a Class.

5. A class code will be automatically generated.

6. The Instructor or Administrator can optionally choose a different 4-character Class Code.

   

7. Provide Class Code to all Learners at training.

As an Instructor, what if I don’t want to use any codes?

Learner codes are required to track license usage. If approved by Moth+Flame for unique situations, Moth+Flame can alternatively set, at the Module level, the ability to avoid using any codes to indicate which Learner and/or Class the session data should be recorded for. If there is only one Class active for that Module, the Learner’s session data would be automatically associated with that Class. If there are multiple active Classes, the Learner would be asked to choose which Class to associate their session with after their email address has been submitted. If there are many active Classes, this will cause added friction and potential for errors rather than using an alternate method of code-based learner identification.