Subscriptions

The Subscriptions menu allows the administrator to view, add to, edit, or delete from the list of subscribers, as well as prepare the invoicing and access a subscriber's Management module if required.

An institution must have a valid subscription in order for their users to manage their account on the SLPT platform, as well as for the respondents to be able to take their second language proficiency test. For each registered institution, a designated manager is the point of contact for the administrator, whether dealing with invoicing or account settings.

Subscription settings are entered and modified by the administrator, but some settings can also be modified by the manager in the Management module.

Subscriptions List

When you access the Administration module’s Subscriptions page, all of the registered subscribers appear in a list.

  • The default subscription list sorting method is by ID number. It can be changed by clicking the name of the column you wish to sort in the header.
  • A list may be sorted in ascending or descending order by clicking the column name in the header to change the order.
  • Clicking on a row opens the file associated with that row.
  • Selecting one or more checkboxes allows you to delete one or more subscriptions or to email one or more subscribers.

If there is a large number of elements in the list, you can navigate the pages using the commands on the right of the page, above and below the list:

Display list 002

To consult the list of subscriptions:

  • ID: System-generated identification number
  • Subscriber: The institution name assigned to the subscriber by the administrator when the subscription was created
  • Manager: The name of the subscription manager
  • Phone: The subscription manager's telephone number
  • Cost: The cost per respondent who completes the test as entered by the administrator according to CCDMD rates
  • Start: The date at which the subscription began
  • End: The date at which the subscription ends
  • Status: The status of the subscription, Active or Blocked

Add or Modify a Subscription

Institutions that wish to use the SLPT platform must have a Subscription in order to be able to access the platform and administer tests. Each subscription has a manager, who is the contact person that the CCDMD communicates with about billing and platform maintenance. The manager can modify some of their subscription information in the Management module.

To add a subscription:

  1. Click Subscriptions in the left-side menu; the Subscriptions window appears.
  2. Click Add a subscription; the Subscription window appears.

In the following sections, add all obligatory information marked with a red asterisk.

To modify a subscription:

  1. Click Subscriptions in the left-side menu; the Subscriptions window appears.
  2. Click a subscriber name; the Subscription page appears.
  3. Modify the information in the General Settings, Manager Profile, or Institution sections as required.
  4. Click Save. The subscriber information is updated.

General Settings

Only the administrator can add or modify the General Settings. The information is nevertheless available for consultation on the Subscription page in the Management module of each subscriber.

  1. In the General Settings area, select the subscription Status: Active or Blocked. The default value when creating a new subscription is Active. A blocked subscriber will not be able to access the platform.
  2. Select the Notification status, Yes or No. The default value when creating a new subscription is Yes. When you enable the Notification option, the subscription manager receives emails about the account, including the username and password, and any relevant platform-related updates. Select No if you do not want to send an email, which is the default value for a subscription during modification.
  3. Select the Subscription Start date from the date lists. This is the date at which the subscriber can begin administering tests.
  4. Select the Subscription End date from the date lists. This is the date at which the subscriber will no longer be able to administer tests. The default setting for the subscription period is one year.
    NOTE : If the manager attempts to access the Management module at a time that is not included in the subscription, a message to contact the CCDMD will appear. If a respondent attempts to access the test at a time that is not included in the subscription, a message prepared by the manager in the Settings of the Management module will appear.
  5. In the Cost per respondent field, enter the fee for each test. The fee is set by the CCDMD administration and reviewed periodically.

Manager Profile

The administrator creates the Manager Profile to facilitate invoicing. The profile can nevertheless be modified by the manager on the Subscription page of the Management module.

  1. In the Manager Profile area, enter a subscriber username in the username field. The username can be a name or an alphanumeric code that is case-sensitive.
  2. Enter the First Name, Last Name and Email address in the appropriate fields.
  3. Type a temporary password in the Password field; the manager will have to change it when logging in for the first time.
    NOTE: Passwords are case-sensitive , must be at least 8 characters long, and contain at least one letter and one number.
  4. Re-type the password in the Confirm the password field.
  5. You can also enter the optional title, telephone, and language information (if known) in the appropriate fields. The Language field determines the default language of the platform interface when the manager logs in. The manager can change the platform’s default language and the First Name, Last Name, Email address and Telephone in the Management module.

Institution

The administrator adds the Institution information. Some of this information can be modified by the manager on the Subscription page of the Management module, with the exception of the institution name and service.

  1. Enter the Institution Name for the subscription that serves primarily for invoicing.
  2. Enter the Department for the subscription. Since it is possible for there to be more than one subscription per institution, this field allows them to be organized accordingly.
  3. Enter the institution’s Address information into the appropriate fields (No., Street, City, Postal Code, Country, Province/State/Department). The manager can modify this information on the Subscription page of the Management module.
  4. Click Save; the subscription is added.

Access a Subscriber's Management Module

The administrator can access the Management module of a subscriber and use all of its functions if necessary.

To access the Management module of a subscriber:

  1. Click Subscriptions from the left-side menu; the Subscriptions window appears.
  2. In the list of subscribers, select the check box for the subscriber whose Management module you wish to access.
  3. Click Access the management module; the main page (Groups) of the subscriber's Management module opens.
  4. Make the necessary modifications to the subscription, then click Save.

You can also consult the Help for the Management module.

Block or Grant Access

Only the administrator can grant or block access to the SLPT platform. If a subscriber's access is Blocked, a message will appear telling them to contact CCDMD when they try to log in.

To block or grant access to a subscriber:

  1. Click Subscriptions in the left-side menu; the Subscriptions window appears.
  2. Click the desired subscriber name; the Subscription page appears.
  3. Scroll to the General Settings section.
  4. Select the desired subscription Status: 
    Active: The subscriber will be able to access the platform.
    Blocked: The subscriber will no longer be able to access the platform.
  5. Click Save. The subscriber's status is updated. A message is sent to the manager if you have selected Yes in the Send Notification setting.

Extend a Subscription

Only the administrator can modify the Subscription start and end dates. To extend a subscription, the end date must be modified.

To extend a subscription:

  1. Click Subscriptions in the left-side menu; the Subscriptions window appears.
  2. Click a subscriber name; the Subscription page appears.
  3. In the General Settings section, select a new subscription end date using the Subscription End lists.
  4. Click Save. The subscriber information is updated.

Send Email to a Subscriber

The administrator can contact a subscription manager to inform them of system-related subjects, such as system downtime, that an invoice has been created, that a password has been reset, or more. The administrator can contact a single subscriber or many at the same time.

To email one or more subscribers:

  1. From the main Subscriptions page, select the check box for the desired subscriber(s).
  2. Click Send an email. The default email program opens.
    NOTE: The name(s) and email address(es) of the subscriber(s) are automatically entered into the Bcc field (Blind carbon copy) and the sender's name and address are entered into the To field. As a result, subscribers do not see each other's coordinates and the administrator receives a copy of all communications.
  3. Write the message and send it to the subscriber(s).

Invoice a Subscriber

After a subscriber’s respondents complete the test, the administrator prepares invoices for some or all of the respondents who have completed the test.

To create an invoice:

  1. From the main Subscriptions page, select the check box for the desired subscriber.
  2. Click Access the invoicing history. The subscriber’s Invoicing page appears.
  3. Select the respondent(s) whose invoice you want to create in the List of non-invoiced respondents.
  4. Click Create an Invoice.
  5. Check the accuracy of the information, then click Send the invoice by email and add to the history. The invoice is sent to the Invoicing email (as entered on the Settings page) so that it can then be forwarded to the subscription manager.

To consult the invoicing history for a subscription:

  • In the Invoicing page, consult the Invoicing History (at the bottom of the page) on-screen or by printing one or more invoices.

To print an invoice:

  1. In the Invoicing page, consult the Invoicing History (at the bottom of the page).
  2. Select the check box(es) for the respondent(s) whose invoice(s) you want to print. To print all of the invoices, select the check box in the column header. The invoices are prepared for printing.
  3. Use your browser’s Print command to send the page(s) to your printer.

Delete a Subscriber

When the administrator deletes a subscription, the status for the subscription changes to Blocked in the General Settings. The groups and results associated with the subscription are deleted from the interface. However, for statistical purposes, respondent results are preserved anonymously in the Archives, and previously created invoices are kept in the Invoicing History.

To delete one or more subscriptions:

  1. From the main Subscriptions page, select the check box for the subscription(s) you want to delete.
  2. Click Delete. A popup window appears asking you to confirm that you want to delete the selected subscription(s).
    IMPORTANT: Before deleting a subscription, ensure that you have created invoices for all respondents who have taken the test.
  3. Click OK. The subscription(s) is/are deleted.