Welcome to the Help Centre

The latest release, version 1.4.0, will be available starting October 8th, 2023 and includes significant updates to our forms. We have introduced a new form builder and various new question types, as well as the ability to create form templates.

You'll be able to use these new forms for the following:

• Feedback forms
• Session registration forms
• Momentum

Your existing feedback, session and momentum forms are now legacy forms. This won't prevent them from being used and reported on but may impact your ability to update them. 

Let's take a quick look at the difference between the new and old form

New form:

Old form:

New Form Builder

Form Templates

New Question Types

We have both familiar and new question types available for you.

• Text (Single line)
• Text (multiple line)
• File Upload NEW
• Date Picker
• Duration
• Cost NEW
• Percentage
• Star Rating (renamed from Rating)
• Radio (renamed from Radio Option)
• Checkbox (renamed from Multiple Choice)
• True/False NEW
• Numeric NEW
• Likert Scale NEW
• Dropdown (renamed from Single Choice)
• CPD Points NEW
• User Select NEW
• Matching NEW
• Signature NEW
• Instructional Text (renamed from Content)

What happens with legacy forms?

Legacy forms are any feedback, session registration or Momentum form created before the release 1.4.0. 

Our current goal is to have new forms available for the types of forms that we have in the system (such as quizzes and external training forms). Once we're happy with the state of the new forms we would look at a timeline for fully phasing out legacy forms. 

Limitations of legacy forms

You can still use the existing legacy session registration, feedback, and momentum forms as they are. Users can fill them out, and you can report on them. However, you may lose the ability to create update and edit questions on these forms.

Legacy feedback & session registration forms

Legacy feedback & session registration forms are created before the 1.4.0 release. 

What can you do

• Learners can still start and complete legacy feedback & session registration forms.
• Reporting on legacy feedback is now accessible from the Legacy Form Report.
• Viewing responses on legacy feedback or session registration forms are still available.
• Singular legacy feedback or session registration forms can be updated to the new form, but feedback forms from a template group (from activity bank) cannot.

What can't you do

• Create legacy feedback & session forms, including feedback forms in the activity bank.
• You cannot edit legacy feedback & session registration form questions.
• Cannot convert a legacy form from the activity bank to a new form.
• Feedback forms from the activity bank cannot be updated to new forms.

Legacy Momentum forms

Legacy Momentum forms are created before the 1.4.0 release. 

Let's look at what you can and can't do with Legacy Momentum forms, as they function slightly differently from feedback and session forms.

What can you do

• Learners can start and complete legacy Momentum forms.
• Momentum form questions added, edited and updated by administrators on existing Momentum forms.
• Administrators can create, update, or delete constants for legacy form fields.

What can't you do

• Administrators cannot create legacy form nodes.
• Administrators cannot update legacy Momentum forms to the new form. New Momentum forms will have to be created manually.

External learning forms

There have been no updates to the external learning forms, and all functionality remains the same.

Quizzes

There have been no quiz updates, and all functionality remains the same.

Update legacy form

You will notice a new Update Form button on your old forms where you would edit the form. This will allow you to update your form to a new one and then make edits as required. This will update a form, existing questions and responses to the new form.

How to update a legacy form?

1. Edit an existing form
   • Edit an activity for a feedback form or
   • Edit a session for session registration forms
2. Scroll down and click Update Form
3. This will update the existing questions and responses to the new format. Depending on the length of the form and the number of responses, it may take a moment.
4. Your form has been updated! 
   • You can now edit the form and view submissions.

Afterwards, use the Form Report to view all your submissions. Oh, and make sure to use the regular Form Report, not the Legacy one!

Legacy Form Report

There are two ways to access responses to legacy sessions and feedback forms.

• The view responses button on the form itself
• The Legacy Form Report

Any Questions? 

If you have any questions, please don't hesitate to reach out to us. We're always here to help!

Contact Us

The 1.3.8 release comes with amazing improvements to the payments feature. We've dubbed this update internally "international payments" because of all the added support for payments in different countries, currencies and sales taxes.

Not only will you start seeing currency codes (such as USD, AUD, CAD, etc.) in more places, but we've also made a few other enhancements. Let's take a look!

Updates to Checkout & Receipts

First up, the checkout process and receipts have been improved to enhance the shopping experience. As part of these updates, taxes are now clearly displayed on the receipts, giving customers a more detailed breakdown of their purchases.

Old checkout:

New Checkout:

There has been a change in the layout of the checkout, with two main highlights being:

1. Subtotal, tax breakdown and total due — Purchasers now get a breakdown of their payment at the checkout rather than just a single amount.

   A single or multi-line tax breakdown will appear depending on your tax configuration.

2. Billing information — We now support billing details on the checkout. This is only available when the purchaser's billing information is used to determine and calculate tax.

   Just so you know – billing address fields will only be displayed during checkout based on your tax configuration.

Old Receipt:

New Receipt:

We've jazzed up the receipt and it's looking awesome! It's now easier to read and provides a clear tax breakdown 

Payments dashboard

As an administrator, you can now access and manage your payment features through a new dashboard. You'll notice that the payment admin has changed, and now Payments, Payment Methods, Discounts, and Refunds are all located under this dashboard.

The new dashboard will be the home to managing your payments and a few widgets for recent transactions and refunds. This is where you'll find your familiar features for payments and a few new ones. 

• Tax Settings NEW — Determine how tax is calculated for your payments. See changes to tax
• Payment Methods — Set up your payment integrations with services like Stripe, Commbank, NAB, and Worldline.
• Configure Payments — Set up your prices and view what content the payments are applied to.
• Discounts — Setup discount settings, codes, and amounts for your payments.
• Refunds  — View, approve and deny refund requests.
• Additional Settings NEW — Optional settings for payments. For now, there are only settings to configure your default currency and payment tax method. 

Also, for first-time setup of payments, you'll now get assistance with the four main steps to make it easier to start selling your content! 

Changes to tax

Our tax system is being updated to support taxes outside of Australia. New tax methods will let you choose how tax is calculated. Here, we have two ways to set up tax methods:

• Auto-Tax will automatically handle tax calculations based on the user's billing information.
• Manual Tax allows you to set tax rates and options for your tax manually. This is a static tax rate that can be applied to your payments. 

Auto-Tax

We have partnered with Avalara for our auto tax solution. Avalara AvaTax is a sales tax software that automates tax calculations and the tax filing process, enabling you to fine-tune your tax requirements for different jurisdictions.

• You will need to connect your existing Avalara account or create a new Avalara account. 
• When using Auto-Tax, billing information fields will be displayed to learners and are required to fill out at the checkout.

Learn how to configure Avalara AvaTax

Manual Tax

Say your business operations are in countries or jurisdictions with more straightforward tax requirements, then Manual Tax Rates could be a great fit for you. Manual Tax allows you to create Tax Rates manually.

Here, you can configure your manual tax rates with the following details: 

Name — Friendly name of the manual tax. This is only visible to Administrators.

Tax Type —The sales tax type should be specified as VAT, GST, or Other (customisable by administrators). Learners will see the tax type on the checkout page and their receipts.

Tax Rate — The tax rate charged to the learners. 

Price Includes Tax — Able to set whether the payment amount will be inclusive or exclusive of tax. See the example table on how this setting will affect your payments.

Additional Notes — Any additional notes or comments about the tax. This is only visible to Administrators.

Reporting updates

If you're selling content in multiple currencies, we have some minor additions that will be welcome. We've added a couple of columns for transactions and transactions export. 

• Added a Currency column - This will show the currency used to charge the transaction. (e.g., USD, CAD, AUD)
• Added a Tax column - This will display the total tax the user has paid. If you are using an auto-tax like Avalara, we recommend running any tax reports there to get an itemised breakdown of the tax paid within Avalara. 

Additional Questions?

I already use payments, so will I have to set anything up?

Your current payment methods, payments, discounts and refunds will remain the same. However, This would be a good time to visit the tax settings. 

•  Australian customers will already have an Australian GST Manual Tax configured. It is configured with pricing included in the tax (you are welcome to change this)
• Other countries will now have the opportunity to configure their Tax methods. I recommend Auto-Tax for North American customers.

You can also configure your default currency and tax method In the Admin menu → Payments Dashboard → Additional Settings. This means whenever you create a new payment, it will automatically be preconfigured with these preferences. 

How does the payment whitelist cohort feature work with multiple currencies?

Cohort members with the payment whitelist feature can enrol or register into content in any currency without payment.

I had a cohort with an Exclude GST setting; where did that go?

This cohort setting has been renamed "Sales Tax Exempt", as it will exempt cohort members from any sales taxes (not just GST).

The much-awaited Zoom integration is finally here with the 1.3.3 Release! You can easily connect your Zoom account from the Integration Hub. This integration allows you to create Live Learning sessions with Zoom integrations as the Session Type. With this integration, you get the benefit to, 

• Automatically generate Zoom Meetings and have invitation links to join sent automatically for new registrants. No more having to enter Zoom links manually!
• Have learners join the Zoom Meeting via the invitation link and have their attendance marked automatically.

How to set up a Zoom integration

Setting up an integration with Zoom can be a great way to streamline your Zoom Meetings with Acorn LMS. Let's begin this guide for Acorn and Tenancy Administrators!

1. From the Admin menu, navigate to the Integrations Hub.
2. Find the Zoom app from the integrations hub and expand it to see the app details.
3. Click Create Integration. If you cannot create a Zoom integration, contact our Customer Team.
4. You will then be directed to Zoom to complete the next step (login to Zoom if needed).
5. Acorn LMS will request app access. Click Allow.
6. After clicking Allow, you will be directed back to the LMS to finalise the integration. 
7. Fill in the rest of the details and click Create Integration. Cowboy icons are optional 🤠
8. Setup Complete! You can now use your new Zoom integration as a session type.

How to use the integration

After you set up your Zoom integration, you can easily use it in your Sessions. Select the Zoom integration as the Session Type when creating a new session. This will automatically create a Zoom Meeting in your Zoom account for that session.

• Learners will receive a tokenised invitation link to join the Zoom Meeting when they register for the session. The learner's attendance will automatically be marked when they join using this link.

How to remove a Zoom integration

1. From the Admin menu, navigate to the Integrations Hub.
2. Find the Zoom app from the integrations hub and expand it to see the app details.
3. Press the bin icon to remove the desired Zoom integration.
4. Click confirm to delete the integration.

Below you can find a glossary of all commonly used terms within the system and the community. If you have a recommendation for a term to be added, please submit a request.

Uploading a Completion Badge

This article will take Admins through the steps for assigning a completion badge to a course. The badge is awarded to users when they complete a course.

1. Proceed to Catalogue > Select a Course > Click > Completion Badge.

2. Select your Image > Click . 

You have now successfully applied a Course Completion Badge!

Any badges that a user obtains can be viewed in their 'Training History'.

Updating Course Completions

In this article, we'll show Admin how to update course completions for a user.

1. Proceed to Catalogue > Click  on the Course > Click > Course Completions.

2. Identify the user you wish to update the completion for.

3. Mark the user complete for a specific activity by ticking the box under the corresponding activity. You will be prompted to input a date and time, as well as a comment. Click 'Save'.

4. Mark the user complete for the whole course by ticking the box under the 'Time Completed ' column. You will be prompted to input a date and time, as well as a comment. Click 'Save'.

Note: Once a user has been marked complete for an activity or course, this cannot be removed by Administrators.

You have now successfully updated the completions for the course!

Creating a Live Learning

This article will take Admin's through the steps for creating a Live Learning shell. 

Live Learnings combine instructor-led and e-learning methods, allowing participants to alternate between in-person and online sessions within a single event. With compatibility for platforms like Zoom and Microsoft Teams, it ensures a smooth e-learning journey.

1. Proceed to Admin > Live Learning Management > Create Live Learning.

2. Update the following:

• Live Learning Name - Enter the name of your Live Learning.
• Access - As an Acorn Admin, choose whether the Live Learning is specific to a tenancy or open to all. You will not have this option if you are a Tenancy Admin.
  • 'Tenancy Live Learning' means that the Live Learning will only be available to a specific tenancy on the Acorn Site.
  • 'Open' means that the Live Learning will be available to all tenancies on the Acorn Site. 
• Category & Tag: Help users filter and find the content in the Catalogue.
• Cost - Specify if there's a fee. This field doesn’t process payments. You will need to apply a Payment Method to the Live Learning in order to accept payments.
• Duration - Indicate the expected completion time. This can be set in hours, minutes and seconds if required. 
• Live Learning Description - Add details using text, HTML, links, media, etc.
• Enable Completion Certificate - 
• Completion Certificate: Enable for users to download a certificate post-completion. This certificate can be downloaded by the user from the Live Learning or Training History page. Custom Completion Certificates can be uploaded to Acorn. Visit the Custom Certificate page for more information.
• Hidden - Enabling the Hidden toggle will hide the Live Learning within the Catalogue. A hidden Live Learning is only accessible to users who have been registered for a Session by an Administrator, or have accessed it via a Program.
• Bypass Hidden Link - Using this secret link, users can access this live learning event if it's hidden. Re-generating the link will invalidate the old one.
• Prerequisites - Set required content users must complete before this Live Learning; such as Courses, Live Learnings, Videos, Resources or Programs.
• Live Learning Image - Drag and drop, or browse your files to upload an image. Use the slider to select the portion of the image you wish to display. The image will be cropped to an aspect ratio of 16:9.

3. Once you have completed the Live Learning details, Click .

You have now successfully created a Live Learning shell!

After creating a Live Learning, you can proceed to organize an Event and schedule Sessions for participants.

This article will take Admin's through the steps for updating a Live Learning. To create or update a Live Learning, this feature must first be enabled for your Acorn site. Reach out to the Acorn Support Team if you require this feature to be turned on. To discover how to Create a Live Learning please read this article.

1. Navigate to the 'Catalogue' and select the 'View Live Learning' button of the Live Learning that requires to be updated. 

2. Click the icon and select 'Update Live Learning' from the menu.

In the Update Live Learning page, complete the following: 

• Live Learning Name - Enter the name of your Live Learning.
• Access - If you are an Acorn Administrator, you will have the option to define the type of access for the Live Learning. You will not have this option if you are a Tenancy Administrator.
  • 'Tenancy Live Learning' means that the Live Learning will only be available to a specific tenancy on the Acorn Site.
  • 'Open' means that the Live Learning will be available to all tenancies on the Acorn Site. 
• Category - Live Learnings can be assigned to Categories which can allow for users to find the content using the filters provided in the Catalogue.
• Tag - Live Learnings can also have Tags. This is another filtering option for users when they are accessing content in the Catalogue.
• Cost - If payment is required to access the Live Learning, you can identify the cost to the users with this field. This is not a payment barrier. You will need to apply a Payment Method to the Live Learning in order to accept payments.
• Duration - Adding a Duration will indicate to users how long it will take to complete the Live Learning. This can be set in hours, minutes and seconds if required. 
• Live Learning Description - The editing tool allows you to provide a textual or visual description of the Live Learning. This can be plain text, or HTML and include links, images, media files etc. 
• Enable Completion Certificate - Enabling this toggle will allow for users to obtain a Completion Certificate once they have completed the Live Learning. This certificate can be downloaded by the user from the Live Learning or Training History page. Custom Completion Certificates can be uploaded to Acorn. Visit the Custom Certificate page for more information.
• Hidden - Enabling the Hidden toggle will hide the Live Learning within the Catalogue. A hidden Live Learning is only accessible to users who have been registered for a Session by an Administrator, or have accessed it via a Program.
• Bypass Hidden Link - Using this secret link, users can access this live learning even if it's hidden. Re-generating the link will invalidate the old one.
• Prerequisites - Adding a Prerequisite will allow you to select a range of content such as Courses, Live Learnings, Videos, Resources or Programs a user must complete before allowing them to access this Live Learning.
• Live Learning Image - Drag and drop, or browse your files to upload an image. Use the slider to select the portion of the image you wish to display. The image will be cropped to an aspect ratio of 16:9.

Once you have updated the Live Learning details, click the button. 

You have now successfully updated a Live Learning and will immediately be taken to the View Live Learning page.

This article will guide Admin's through the process of updating Live Learning completions. To create or update a Live Learning, this feature must first be enabled for your Acorn site. Reach out to the Acorn Support Team if you require this feature to be turned on. To discover how to create a Live Learning please read this article.

1. Navigate to the 'Catalogue' and select the 'View Live Learning' button of the Live Learning that requires to be updated. 

2. Click the icon and select 'Live Learning Completions' from the menu.

3. Search for the user you want to update the completions for. Select the box under the 'Live Learning Completion' column. You will be prompted to enter a date and time, as well as a comment. 

You have now successfully updated the Live Learning completion!

Venues are where Face to Face Live Learning sessions take place. Each venue has a capacity that carries over to the Live Learning session. Venues cannot be double booked.

Venues created when setting up a session will be shown on the 'Live Learning Venues' page. Admins can also create a new venue on this page which can be selected when setting up a session.

View, create or update a Live Learning venue:

1. Navigate to the 'Live Learning Venues' page by clicking Admin > Live Learning Management > Live Learning Venues.

2. View all existing venues on this page. Open a venue to view the past and future sessions held at the venue.

3. Create a venue by clicking "+ CREATE VENUE", filling out the venue address and capacity, then confirm by clicking "CREATE VENUE".

You can choose from International venues for Country/State outside of Australia like New Zealand, Canada and the United States.
A global timezone selector is present. This timezone selector aids Administrators and Facilitators when creating a session. You can ensure the session start and end times are local to the venue.

Tip: Venues can be shared across tenancies by turning on the "Open Venue" toggle. This option is only available to Acorn Admins.

4. Update an existing venue by opening the venue and clicking the icon.

5. Delete a venue by opening the venue and clicking the  icon.

You have now successfully viewed, created and update a Live Learning venue!

Creating a Checklist Activity

This article will teach you how to create a Checklist activity.

1. Within a Course or Live learning add a new activity or update an existing checklist.

2. Select 'Checklist' from the Activity Type dropdown menu. 

3. Enter the Checklist name and provide a description if required.

4. List the items required in the checklist.

5. Complete other details and settings if required. 

6. Click 'Create Activity' at the bottom of the page. The new check list activity will now appear in the Course or Live Learning view page. 

You have successfully configured a Checklist activity!