Academy - Creating Custom Codes- How to Guide

Lexipol Learning: Creating Custom Coding

Codes work as filters in the Lexipol Learning Platform to essentially tag and direct credit to appropriate training requirements (aka Learning Plans). Admin’s can also filter training by codes within the Reports Feature.

Why do I want to use Custom Codes?

No matter if the course belongs to Lexipol or if it is a custom course for online learning or an external training course, all courses and/or completions in the platform can be coded. When you code all your courses/completions in the platform this gives your organization the ability to create Code Based Learning Plans that act like buckets collecting completions related to the codes within the Learning Plan, this ability lets both Admins and users monitor their progress towards training requirements. Custom Codes also provide an additional layer of searchability in reports tool within the platform.

**Platform Terminology: **

Classifier: A Classifier is a group of codes. Once you build the Classifier, you can create the codes within that Classifier (Code Group).

System Code and Platform Code: Lexipol has some prebuilt codes in the platform, but most state specific codes or department codes will be considered Custom Codes. No matter if the code is a system code or a custom code, the functionality is the same. A code acts as a filter to tag completions in the platform and route credit to Learning Plan code-based requirements.

Courses: Lexipol Learning Platforms have several different course types, courses hold all related course documentation (videos, PDFs, Powerpoint, etc) and define Continuing Education (CE) credit that each user will receive when completing the course or an Admin recording credit.

Learning Plan: A Learning Plan is one or multiple training requirements that are defined. A Learning plan can hold code based, or course based requirements. Once the Learning Plan is built it can be assigned out to users as many times as needed.
Assignment: An assignment allows you to setup a period of time you expect users to complete training in. There are two types of assignments within the Lexipol Learning Platforms. The first is a “Quick Assignment” and the second is a “Learning Plan Assignment”. A Quick assignment allows you to create an assignment and quickly assign 1 or more courses for users to complete by a specific date. Many times Quick assignments are used for weekly or monthly assignments with 1 to 3 courses attached. Learning Plan assignments are generally assigned to users for longer training periods (one, two, or more years) and can be associated with a Credential/License in the platform.

External Training: External Training is Lexipol’s term for any training that takes place outside of the platform. All in-house, hands-on, classroom, or lecture training can be added to the platform as External Training Courses.

**Steps for Creating and Tracking Training within Lexipol Learning Platforms: **

Step 1: Create Custom Codes:
Navigation: Admin Drop Down> Code Manager > Custom Classifiers

Click Create +Add New in the upper right corner

Short Name: This can be an abbreviation of your Classifier (code group) name

Name: This is the full, unabbreviated name of your Classifier (code group) name

Within the Classifier select +Add New to add codes within the Classifier (code group)

Code: There isn’t a specific format needed for codes, and anywhere the code is displayed in the platform you will also be able to see the name of the code. If you are creating codes for a specific training topic, like Hazmat, you could add codes like Haz-01, Haz-02 etc.
Name: A Code name is always displayed with the code. So using our example above. Code: Haz-01 Name: Hazmat for First Responders, Code: Haz-02 Name: Hazmat Technician

Step 2: Adding Codes to Courses

Once your codes have been created, you can code any Lexipol course, custom course, or external training course with your codes. Note: Courses can be coded with codes from different Classifiers, so a course could have a Hazmat Code and a General Training Code. When you pre-code a course whenever a user takes the course the completion will be coded with the corresponding codes. When entering external training the user selects the course/activity within the External Training feature, the codes will be displayed automatically. This will save the user a step of having to select the codes.
Navigation: Admin Drop Down > Code Manager > Course Codes

Enter the name of the course you wish to code in the “Enter Course Name to Search” field
Click the check box next to the course name
Click the Classifier drop down and select your code group

Click the Training Code drop down and select the code you wish to use
Click the Add Internal Code button to code course.
Important: All courses in the Lexipol learning platforms can be coded. This includes External Training Courses, Custom Courses, and any of Lexipol’s Courses.

Once Courses are Coded, Admin’s can either create Code Based Learning Plans or filter training by Codes when running reports.

Next Steps & Additional Resources:

Create Code Based Learning Plan: https://helpcenter.lexipol.com/lexipol-academies/docs/customer-codes-and-learning-plans-fireemspolice

Log External Training: https://helpcenter.lexipol.com/lexipol-academies/docs/external-training-how-to-guide-6

**How to split External Training credit into separate requirements: **https://helpcenter.lexipol.com/lexipol-academies/docs/en/how-to-split-credit-into-separate-requirements-external-training-2

Webinar Video: https://lexipol.wistia.com/medias/27w524hk5i