If you need to change which locations a user has access to, you can do this by using your help contact account.  Log in, and find/select the account from the main user list.  Once you select a user account, you will see a ‘Manage Locations’ menu option in the top left corner of the page:

 

Click this ‘Manage Locations’ link to open the Location Registration window:

Here, you add or remove locations (ie. facilities) which are linked, or accessible to the selected user.  AIS recommends that a learner be associated with only one location at a time, but it is possible to link a learner to more than one location.  If a user is linked to more than one location, they will appear in reports for both locations.  To understand the impact of linking a user to more than one location, please read the ‘Managing Users FAQ’ document.

 

  1. First, select a region from the ‘Region’ list.
  2. Next, select the user’s new location from the ‘Available Locations’ list.
  3. Click the ‘Add’ button to add this location to the ‘Linked Location’ list on the right.
  4. If desired, select the user’s old location from the ‘Linked Location’ list and click ‘Remove’
  5. Click the ‘Save’ button.


What Happens If a Learner is Linked to More than One Facility?

 

Some people may work at more than one facility.  You may find it appropriate to link their AIS Central user account to each of those facilities.  By doing so, their proficiency results will be associated with each of those facilities.  If you do link a user to more than one facility, you should understand the impact this will have on your reports.

 

If a user is linked to multiple locations, they will appear in reports at each location.  If a user is linked to Facility A andFacility B, they will appear in, for example, the ‘Results of Evaluations’ report if you run it for Facility A or for Facility B.  However, if you run the report and include both Facility A and B in the report options, the user will appear only once.  The result of this is that if you run the report for Facility A and, separately for Facility B, the total number of evaluations completed will not be the same as if you run a combined report for A & B.

 

Example:

There are 20 learners at Facility A and 10 learners at Facility B.  One of those users belongs to both facilities.  Assume all learners have completed a specific evaluation.

 

If you run the ‘Results of Evaluations’ report to see who has completed this specific evaluation at Facility A, you will see that all 20 users have completed it.  If you run it for Facility B, you will see that all 10 users have completed it.  However, if you run the report combined for both facilities, you will see only 29 evaluations completed since the combined report does not double-count the user who belongs to both facilities.  So, if you are trying to reconcile per-facility reports to combined or regional reports, you may not see the same totals.

 

It should also be noted that the Education Dashboard would also show 29 evaluations, since it is designed for aggregate reporting.

 

Conclusion

If you feel it is important to configure users to belong to more than one facility at a time, you will need to take this into account when examining your reports.  Your reports will be accurate for each report option scenario you choose, but they will not necessarily agree with one another if you attempt to perform a simple roll-up on the data.  For this reason, AIS makes the recommendation of having one linked location per learner.  But, you are able to link multiple locations to a user if you feel this is useful for your reporting and data analysis.