In some situations, you might want to restrict access to a test to a specific list of people. We understand! This is how you can restrict access to your learning content created with Easy LMS.
You can simply share the link to your exam or course. This link can be found at the Publish tab. You may, however, want to add participants beforehand, so they can receive an invitation email with a link to access the learning content you shared with them.
Exams and courses
Exams
Go to the Access tab in the menu of your exam, and in the option Who can access this exam? select a predefined group of participants. The required participant information in Participant data will automatically be changed to Name, email address & password.
On the same page, add your participants either one at a time or in bulk using a CSV Excel file. You can find an example file for importing when you click on Import participants from Excel. Please make sure your first row is labeled username; email.
Make sure to also check for any blank spaces behind the names and email addresses, or our system won't be able to import them!
3. Now it's time to set up the invitation email that you will send. In the Send email section, you will find a template for the invitation. Feel free to edit this text and customize it to your own ideas and tone of voice.
There are several text elements with {tags} around them. These tags will automatically be overwritten with participant-specific information in our system. So instead of {name} it will insert the real participant's name, and instead of {password} it will generate a unique password for each of your participants. In other words, you should leave these {tagged} elements alone.
When a participant opens their invitation email, they can simply click on the direct link. This will automatically log in and redirect them to the exam!
In exams, you can track what emails have been sent to participants and when, using the Activity log.
Courses
Go to the Participant data tab and select Only by invite. In the option What type of basic info should participants enter? select Name, email address & password. Click Save, one by one.
Go to the Participants tab and add your participants using an Excel file or one by one.
Go to the Invitation email tab to set up your email, then go to Send invitations to send them.
After a certain period of time, you can also send Reminder emails to the people who haven't taken the course.
Note that there is a limit to the number of invitations you can send per day, and your rate limit depends on your subscription type.
Rate limits for invitation emails
Advanced - 2,000 per day
Basic - 500 per day
Trial accounts - 20 per day
You can limit the number of attempts per participant to discourage your participants from sharing their unique access code with other people. Find this option under Access in exams and in Advanced in courses, where it says Maximum attempts per participant. Once this limit is reached, participants will receive a message indicating that the learning content is no longer available.
Academy
You can restrict access to your learning content shared with specific groups in the academy. That's exactly what the academy is for! Here's how that can be done:
Go Academies > Manage and create participants groups in the Groups tab.
Inside a group, click to add participants. You can add participants you've previously added to an exam or course, for example, using the option Add existing participant(s) or add new participants with an Excel file or one by one:
Go to the Invitation email tab to set up your invitation email.
Now, assign learning content to each group by going to the Learning content tab, or to a Group > Learning content. Assigning learning content will trigger the sending of the invitation emails. Any new participant added to a group with assigned learning content will receive an invitation email right away.