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1. Set up welcome emails
Before adding a new cycle, we need to make sure welcome emails are being sent when you add users. There are two different welcome emails, one for group leaders and one for students, and the group leader email is the one you need to set up first.
To access the email creator, simply click on Email next to Manage National Team, and make sure you select Cycle Leader Welcome email before you start typing.
Once you have written the email and clicked on Save, the email will be saved to your user, meaning you won't have to recreate a new email every time you are adding new group leaders.
Explanation of the different merge codes:
- Parent group: Name of national team, normally M4 Ready | *nation* or M4 Team Process | *nation*
- Child group: Name of the cycle you are creating
- Cycle Leader name: Name of the person you created a user for
- Cycle Leader username: Displays the username, and should in most cases be their email address
- Cycle Leader password: Displays the generated password
- Auto-login link: Currently not available
For email examples, please reach out to us.
Note: You add mentors the same way that you add group leaders.
2. Create new cycle
To create or manage a new cycle, click on Manage National Team. Here you will find a list of existing cycles you have, if any, and can delete cycles no longer needed, or if you want to remove access for people. For creating a new cycle, you want to click on Add Cycle.
To prevent issues when creating new users, please use the email address as the username.
There has to be at least one group leader, but that can also be you. You have the option of creating a new user, or by checking off Cycle Leader already exists, you can find yourself, or select other already existing users on the platform.
Note: In this phase, you can only create one leader. If you need to create more, you can do so once the cycle is published.
Lastly, select the courses you need among the available courses, normally either the six modules of M4 Ready or the four modules of M4 Team Process, and click on the right arrow to move them over to active courses.
Click Save to create the cycle and move on to adding users.
3. Add users
When you have created a new cycle, you can go ahead and add more users. You will have three buttons next to the cycle. If you need to add more group leaders, you can click on Cycle Leaders. Under Manage Cycle Leaders, you will have a list of all group leaders with access to this cycle. Add Cycle Leaders is where you can either create new users or add existing users. If you have group leaders that should only be a student of this cycle (i.e. not having access to reports), you can Add Cycle Leader as Cycle Member.
Once you have finished course creation, you can go to Cycle Members to start adding students. First, you need to set the Cycle Member Welcome Email, which you can find by clicking on Email Cycle. This is the exact same structure as when you created the welcome email for the leader.
Once you have created the welcome email and saved it, you have two options for adding users to the cycle. Add Cycle Member lets you create single users, or you can add from already existing users if they already have a user. If you have multiple new users, you can also use Import list, to upload a CSV file of the users. First time you use the import function, you can download a template file and save it somewhere you remember it, and then update or duplicate it when you need a new list.
Things to know:
- If you need to manage the courses you added, you can do so under Courses.
- The welcome email will be saved to your user, so if you are creating multiple cycles, remember to make changes to the email if you personalise them per cycle.
- To prevent issues when creating new users, please use the email address as the username.
- We recommend using Google Slides to open the file, to make sure you can save it in a proper CSV format when you are done.