Refined Tokens

The Refined Tokens feature allows password-type tokens to be generated, issued, given out, sold to distributors and redeemed. These tokens provide the user with access to register for a course or a multitude of courses in one easy action.  This feature also allows for multiple course enrolment as a time saver and control.  Token access can be defined in three separate ways: access can be granted at the level of the system (and for specified roles), at the level of course categories or courses and in the situation of new users, who can be granted access for a particular timeframe.

Creating tokens is a two-step process.  Once the tokens are created, there are three possible places in which they can be used by users or administrators.

Contents

    1. Token Set-up at the system level
    2. Token Setup In a Course
    3. Creating Tokens
    4. Reviewing a Batch of Tokens
    5. Redeeming Tokens

Token Set-up at the system level

Ensure that Token enrolment is enabled for the site by going to Site Administration>>> Plugins>>> Enrolments>>> Manage enrol plugins.

Enable Token enrolment by opening the eye in the Enable column:

Then either click on Settings or go to Administration>>> Site Administration>>> Plugins>>> Enrolments>>> Token enrolments:

Additional default options are available under Enrolment instance defaults lower on the Token Enrolment settings page:

Enabling Add instance to new courses adds token enrollment as an option to all new courses by default.  Allow token enrolments allows users to token enrol into course by default. Default role assignment selects the role to be assigned to users using token enrolment (usually Student). You can opt to Send course welcome message via email when users token-enrol in a course; however, we recommend that this not be enabled but instead add a Welcome message inside the course settings, if this is desired. 

Token Setup In a Course

To turn on Token enrolment in a course, go to Settings>>> Course administration>>> Users>>> Enrolment methods:

On the Enrolment methods screen, enable Token enrolment by turning on the eye under Edit:

If Token enrolment doesn’t appear in the list of Enrolment methods, select it under Add method. Turn off other methods by closing the eyes, if you want enrolment to be available only by token.

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Creating Tokens

To create a token, first you must Define a Batch of Tokens.  A batch of tokens defines what happens when a token is used. For instance, which course or courses the user will be enroled into or which courses the token can be used in conjunction with.  The second step is to Issue a group of tokens from the Batch of tokens.  This step defines the number of tokens for use, activates them and distributes them. One batch of tokens may have multiple issuances assigned to multiple distributors.

An example Issuance of tokens, from a batch of tokens, is if the sales team sells multiple course access, or packages.  The sales manager could define a Batch of tokens as, for example, "buying 10 courses as one package gets you a 50% discount".  The sales team would then sell a group of 10 tokens to a client at the reduced rate and issue those 10 tokens to them.  The client would in turn use the tokens as they wish to, when they wish to and without any further administrative work.

Once tokens are issued, they can be used by users to enroll into one or more courses, or by administrators to save time in enrolling users into multiple courses or categories at once, via CSV upload.

Defining a Batch of Tokens

To create Tokens, go to the Front Page (or any page where a Refined Tools block has been added) and click on: Refined Tools >>> Add/Edit tokens:

On the following screen, click on Add a New Token Batch. Here you will find a list of all defined Batches once they are created and the option to Add a New Token Batch:

Next, create a reference Name for the new batch of tokens as well as the Date Range (use from, use until) for which the batch of tokens will be valid; the default validity is for one year from the creation date. The default Duration (1 to 365 days) of the batch of tokens is unlimited, which is what will be used for the majority of cases. However, if you are using tokens as a sample for a trial period or for courses with a timeframe for completion, then you can limit the amount of time users will have access to the courses following their initial use of the token:

Next, determine the Issuances, the number of tokens you want for the batch, and the Issuers. By default, only administrators have permission to issue tokens.  If anyone other than an administrator will be issuing the tokens, select their name from the menu box (clicking on the question mark in the blue circle will provide information as to how to list issuers in the menu box:

Now let’s look at determining how the token will be used.  The first choice is to enable the tokens to be valid system wide within all categories and courses, by selecting All under System wide access.  Here you can also determine the system wide role in which the user will have, by default is it authenticated user.

System wide access may not be practical in many cases; you can therefore narrow down the access to a particular category, a particular course or a combination of categories and courses.

 

Selecting a category is the same as selecting each of the courses in that category.

Under Course Access, select which categories and courses the Batch of tokens will have access to; multiple courses may be selected by using ctrl and click.  The batch of tokens can access all of the categories and courses selected by enabling the All Selected option; this option must be chosen when using the token from the login, user editing or sign up screens. If you want the Batch of tokens to provide access to only one of many selected categories or courses that are password prompted, then leave All Selected blank. This is the only time it should not be selected.

When a user can select from a multitude of courses to enroll in they must have access to view the course listings and once they select their course they will enter their token.

When a token from the Batch of tokens is used, it can force changes about the users’ information for the following Forced fields: Branch Location, Managed By and Timezone:

Access tokens can be applied in bulk when uploading users using a .csv file.  Create a column entitled "token". Any Forced Fields created here will override the existing information.  To upload users using a csv file, go to Site administration>>> Users>>> Accounts>>> Upload users.

Refer to the article on Managers and Locations for more information about these Forced Fields.

Click on Save Changes and you will return to the Add/edit Tokens screen where the newly created Batch of tokens is now displayed.  The first step, defining a new a batch of tokens, is complete. 

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Issuing Tokens

Now that the batch of tokens is created, let’s look at Issuing the tokens for that batch. Beside the name of the batch of tokens, there are three icons: Edit, Delete and Issue (key).  Select the Issue icon:

The Issue new tokens screen will appear:

Make a Comment in reference to your Issuance, as an example – Eastern Sales Team. Next determine the Number of tokens to generate; here you can select a pre-established number from the drop down menu or customize your own in the field provided.

By default tokens are redeemable only once, although this can be altered to allow the token to be used as many times as required. Beside Multi-use token uses select or enter how many times each token in  this group of tokens can be used.

Look at this example: From a batch of 50 tokens, 5 are generated within a group with 10 multiple uses each, which = 50 tokens. You cannot exceed the number of tokens created within the Batch when creating multiple usages

Every token requires a key. You can either Force own key by typing in the code, phrase or name you wish to use, which will provide the same key for every token within the issuance, or you can leave it blank to have the system generate a unique 32-bit enrollment key for each token.

Enter the email addresses of the distributors to receive the token keys and select Send tokens to each email.  Alternately, if you select Do not email, the list of tokens will simply be displayed, and you can cut and paste the tokens into an email.

Save changes.  Upon saving, you will see a list of Tokens Created during this request:

Select Continue to return to the Add/edit tokens screen.

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Reviewing a Batch of Tokens

To review issuances and availability of tokens return to the Add/edit tokens screen and select the green arrow to the left of the batch name for detailed information:

This will expand to show details about the Issuance and the Tokens:

Redeeming Tokens

There are three places in the LMS where users can redeem their tokens.

1 – At the bottom of the login page, users will see a token field to input a token:

This is particularly useful when users are being given additional access to courses or categories or if they are being given a new role in the LMS.

There is also a token field on the screen where a user creates a new account:

The use here provides limited access or a specific role in the LMS.

2 – On the profile screen when users are editing their profile or when an administrator edits a profile, there is a token field for the input of tokens.  This is a great time saver for administration when enrolling users in multiple courses:

Tokens can be used in the CSV file when uploading users to assign a system or category role.

3 – On the Enrolment options page, when a user is attempting to enroll in a course:

A new option in RT2 is the choice to rename the enrolment called Token enrolment (Student).  Go to Course>>> Settings>>> Course administration>>> Users>>> Enrolment methods.  Click on the edit icon on the same row as Token enrolment.  In the Custom instance name field, enter the word or phrase you wish to use:

Token enrolment appears in the list with its new name; if you selected “yes” next to Allow token enrolments, then users will have the option to enter their token when enrolling and must, in fact, use a token in order to enrol:

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