 Hello everyone and welcome to this Moodle Academy webinar Introduction to Workplace 4. I'm Mary Kuch, Education Manager and I'm going to be monitoring the chat as we listen to our presenter for today who is Raphael Lechugo from the Moodle Workplace team. He's the UX of the Moodle Workplace team and he's going to be talking to you about Moodle Workplace 4. After Raphael's presentation there will be plenty of time to ask questions and we will be going through them and answering questions there. So you're very welcome. I'm now going to stop sharing my screen and pass over to Raphael. Raphael, please feel free to make a start with your presentation. So yeah, as Mary said, I am Raphael Lechugo. I'm based in Spain and I'm the UX Lead for the Moodle Workplace team. I also have worked on the Moodle LMS team for the release of Moodle LMS version 4 and I'm here today to talk a little bit about everything from Workplace but mostly about the new features of Moodle Workplace 4. I don't know what background you guys have on Moodle Workplace. I saw in the chat there's different, some of you already know it, some of you don't. So just say that for those who doesn't know anything about Moodle Workplace, it is a Moodle product under the Moodle umbrella of products. So it's a 100% Moodle LMS as we know and love but we have like these different plugins installed all over it given Moodle extra functionality and these functionalities are thought to be used more like in the corporative training world although we're having a lot of demand to use these same features on the high ad for example. So it's not only for the corporative world. So I'll go very briefly through the features that we already have in Moodle Workplace since version 3. The first of them is the multi-tenancy feature which allows to have like a lot of different Moodle sites in just one installation. So you have what we call different tenants so if you have a company with different branches for example or different brands you can have like these different tenants with their different look and feel, their logo, their naming and the users, the users are split between different tenants. They don't see each other most of the cases. I mean there are a few exceptions on some course activities where you could set up two groups to see from different tenants. There are a lot of shared entities between these tenants so you can have one course for different tenants but yeah the thing is to make it much easier the life of the maintenance of a Moodle site when you have like a lot of different Moodle installations. You just have to install that plugin once and this plugin will work on or never, or never a tenant with the whole configuration of this plugin. So these are multi-tenancy dynamic roles. It's a feature that allows you to create rules for your site. For example if the user completes this course then enroll this user in this another different course and give this user a competency and send this user this message or if the user finishes this program allocate the user in this another different program. So instead of being manually doing your moving your users around and sending messages to them you can spend your time like create just focusing on creating the flows. You establish those flows and these dynamic rules will work for you and you have more extra time to spend with the learners and so on. Organization Structure is a tool that allows Moodle workplace you to create to reflect your organization in there. So you have managers, department leads, you can create your company there like you have sales team marketing team etc etc and then this hierarchy is very important because you can use it later to set all kind of privileges over the platform like only managers will be noticed about this or managers can allocate users to their programs or they cannot. So it's like having getting this cooperative structure and combining it with a lot of different roles and permissions on the site. Programs are like learning pathways so it's like a let's say like a higher entity for courses so you can have different courses that they can be set like on this pathway so users need to to complete course A to unlock course B and these courses could they can also be in groups so you can unlock course you can complete course A to unlock a group which contains course B, C and D and you have different completion orders for all these steps. You can ask users to complete all these courses in any order that they want or you can force them to go in this specific order and once the user finishes all courses or at least when the user completes reaches all the requirements then the program is set as complete. Certifications is very similar actually certifications is like a different layer of a program because as I said let's say for example you have this health and safety program for employees they just landed on your company and they need to go through this health and safety program so they have different courses about screen positioning etc etc and let's say we want like every year them to have this program so we want to make sure that they are certified on the health and safety matter not just something that they do once on their lives so using certifications we could say okay this program needs to be retaken every one year or every six months or every two years and maybe it's not the same program we could also set it just to be like a refreshment program maybe we want a shorter version of the original program to be retaken every year for example so the certification is the tool to achieve that. Certificates are what we already had a plugin in the community where you can create your own diploma we really boosted up the UI so it's a kind of drag and drop very easy to use interface where you can just create certificates and you can add it to a course as an activity and appointment booking is another course activity where you can book different time slots with the students in a course so let's say you as a teacher or a manager you can create I don't know like a whole day of different time slots let's say I want to have appointments at 9am 10am 11am each one of them with different capacities like I want to have like five persons and five people at a time so the student gets there and the student can book the way which time slot suits better to them and then they can meet either on big blue button or zoom or whatever service the platform will be using. Migration is a tool that you can use to export and import everything about Moodle workplace and also some Moodle entities like courses etc etc so you can get one tenant and export it take it to a different site and just import it in just one file and everything will be there users courses and you can even export your whole site just move to a different server a different URL etc and just import that file in there so migrations this tool to move in big or smaller pieces of Moodle around and and we are introducing this new feature called custom pages which I'll talk more in that in this presentation so these are like the features that we already have they are built in top of Moodle LMS that's why like this this drawing here and the Moodle workplace is only available through the Moodle partner network so Moodle workplace is not open source is a tool that we provide our Moodle partners so they can sell it for their clients they can offer it to the market and part of this revenue is like what keep sustaining the open source project Moodle so Moodle workplace it's there to as I said to help founding the Moodle LMS project and also donates pieces of the product to Moodle LMS once once in a while and also fixing bugs from LMS so it's really a beneficial relation for for everyone and okay so I'll talk about Moodle workplace for so we have like this new interface and navigation and this is Moodle LMS for change at everything I hope you guys are happy with the changes on the navigation on the on the whole site structure so we took this opportunity to really also to redesign the whole Moodle workplace experience as well this is the our dashboard on version 3 so as I said we have programs which they are like they have like this different courses inside of them and programs can be certifications and due the previous Moodle LMS architecture we had to print all this information on the dashboard and it was really overwhelming for for users on some user testing so I discovered that so oh Mary I think someone didn't mute the microphone I just heard someone coughing no problem I have a cough myself so yeah so this is like the version 311 so as I said we had like a lot of information on the dashboard we we took advantage of the new Moodle LMS architecture to make the experience like easier on the on the end user so we went through like different iterations we have been like one year iterating this design this design and we reached this this this new dashboard here which has like different to these two blocks they are like in progress courses and new available courses when the user lands for the first time they just see the courses that they need to take and when they start their courses the courses are in progress courses and when all courses are completed you just have this empty dashboard and we went in towards this direction because on Moodle LMS on on schools you are more you are more you're basing more on the calendar on the on the year so the I don't know like the your calendar year starts I don't know in September and ends on June and your all your activities all your planning is depending on that calendar however on corporative world and employees are constantly getting on board in training there is there is you don't rely on calendar dates that much that's why we don't add like the the timeline block or the calendar block on the dashboard by default you could do that I mean this is a still a dashboard after all but we came with these two blocks that they are more focused on the program tool which is exclusive for workplace so they are intended to be used in environments where programs are like the the key the key aspect of the training so yeah as I said you have these in progress courses and new available courses blocks the the idea here is as I said it's kind of some kind of Kanban experience that the user should be happy when the dashboard is empty when you get to the site and you say okay there's nothing else to do so we don't want people to access in the the site only for the sake of accessing it if they have nothing to do there so they should be happy about it and just move towards the their other tasks that they have ahead we have different login pages on Molo workplace as I said we have a multi-tenancy structure so for every tenant you have different logins login pages each one of them can have different open of authentication methods either google facebook etc etc and all of them can have their own images and logo etc as I mentioned before we have like this new structure on Molo LMS now we have the primary navigation here on Molo LMS which is more focused on dashboard and my courses and these were awesome for us on Molo workplace as I said because we don't we didn't have to rely that much only on the dashboard anymore so as I said the dashboard now becoming more like this logic part of the product where the user just access the dashboard to know what they need to do next and if there's nothing else to do there's the dashboard should be empty and then my courses page is where the you have this listing of courses just like LMS however we have as I said we have programs in Molo workplace which contain content courses so the challenge here was how we print courses and programs in the same page so the user can understand this hierarchical relation between them so we after a lot of iterations we came with this layout here where my courses page show courses and programs and this tile design programs now that they have their own page which as I said before we were relying on the dashboard and the dashboard were just like send users to the course page now programs have pages of the home with a plan of space to users to understand what where what is the order of the courses that they need to do next what is expected to them on every step we also show some at the recent access courses once second time user access the platform they don't need to be browsing looking for the course that they were last time and we also have what we call now cover pages for programs and for courses which is the first time a user gets to a program or a course the user gets this review about okay this is what the program is about the user can read it date certification structure and the user can kind of agree to proceed to the program content or say okay not now and just go back to the to the my course page we made this because it helps a lot for users to understand what's happening we get like we get like we we had like this biased vision where we thought that the users were aware of what was happening all the time but then sometimes users they weren't even aware if this is like a video or a course like what is this what is this thing that I'm just clicking on so by this could be this could look like like an extra step but it's something that's just triggered once and the user understands okay I'm getting to a course or I get into a program and this is one of the reasons we develop this extra step and also because on the Moodle workplace roadmap we are going to develop the course catalog feature so when you are buying courses it's also very handy to be able to see what these courses are about before buying them so this is what program cover pages and program and course cover pages are about so this is a program page as I said the the user all the time see what's expected to them on that stage then if these are sets they click on here and they go to a different page with other courses and again saying what's expected to them on that step and as I just mentioned this this is a course cover page it's just like programs cover page but for courses don't want to get technical in here but this is where you display enrollment methods for courses if they have different enrollment methods like paypal integration etc etc and and also if the course is part of a program this is like what was really important for us so users could understand what's what's going on like okay I'm getting this course why why am I accessing this course and we are telling the user you're accessing this course because this course is part of this program and this is like the new flow okay I'll go to a different completely different feature now custom pages is like this whole this is big new feature for from what a workplace for and what custom pages does is what it offers is the ability the possibility to create to add elements to the primary navigation as you see like this my site element here it's it's kind of similar to what we have like with the custom menu right now on mode lms however custom menu you only you're only adding nodes in here and sending people to a certain url the custom page feature when you create this you actually are you're creating a page that works like a similar to a dashboard so you create a new custom page let's say you want to have like this sales team report dashboard so you create a node here called sales team you can call it whatever you want and you can add some blocks here in the main in main region you can add blocks on the side and you can set an audience let's say I just want managers on the sales team to have access to this page so when a manager from the sales team when they log on the moodle workplace site they will have access to this element here and it it works like a dashboard you can just drag blocks around and I mean there there are no limits in here you can by combining audiences and blocks you can basically design any and experience that you want these pages they can be global or tenant pages I mean I can create a one page to be just inside one tenant or I can create a page to be like in all different tenants on this on my installation as I said it use every block that is installed on the moodle MS or if you have some community plugins installed some new blocks it should work they should work perfectly and and we on workplace we have this block called a reports which are used alongside report builder so you can just create a report on report builder which is also on moodle MS right now and then you can add this block called report block on the dashboard and just say okay I want to you get this report about the users course completion or program completion or I want I want a list of all users that are overdue with their programs and I can have this this dashboard only for overdue and employees I don't know there's infinite possibilities and as I said you can set different audiences for this page using either the organization structure tool and but also like roles system roles etc etc we when you first install moodle workplace you get this page added by default and it's it's a custom page and you can delete it if you want it's just added by default to like to be like an example of like what uh custom pages can be used for and this page has this new block which is a moodle workplace exclusive block which is the my team's uh sorry the team overview block so if you're a manager using organization structure tool and you have you see this block anywhere maybe on the my team's page made on the dashboard then you see all people on your department all people that reports to you somehow if you are the CEO of the company uh and the platform were configured in that matter you could see like the whole company here and you could see reports on on their programs on their courses like are everyone did everyone completed their programs or not uh this is what happens when you expand some users here you have as I said different reports for for uh certifications programs courses you have some visual aids to to spot and uh users with with uh facing challenges on the on their training and and we also have new progress reports from uh also linked to this to this new block uh regarding uh program completion course completion certification completion etc etc you can just access these reports export the data print it make presentations with it okay we also have uh our mobile app just like we had before they are they support multi-tenancy as well so you have different like branded apps for each tenant that uh you have uh also we since workplace Moodle workplace uh kind of donated a report builder to Moodle LMS we spend like this huge like what I think it was like one year of effort integrating report builder on Moodle LMS and now we have to refactor Moodle the report builder on Moodle workplace to use the LMS version so for those of you already using Moodle workplace just know that uh the reports should be uh updated automatically and those that need some some some fixing we have uh like this wizard process to where you just see what reports uh need to be like manually converted to the latest version and I think uh that's it I I can go through questions and maybe a demo if you have time just remind you that those interested in Moodle workplace you should contact a Moodle partner company to to provide those services they will come with different hosting plans different pricing arrangements this is not something that we we we just are in charge of uh creating and maintaining the product and I think I hope that was useful thank you very much Rafael it was very useful very interesting um if we have time it would be great to have a short demo I see a couple of questions here and please if you have other questions now is your time to type them into the chat um one question that's already been answered but I will repeat it for the sake of the recording is that uh is it possible to have uh or different authentication methods for different tenants that was Adrienne and Pablo thanks for answering but for the sake of the recording yes each tenant can choose which authentication to use we have a question from Rose for clients who have customized their workplace aesthetics significantly using html or bootstrap type components will the look and feel be affected or changed because of the updated architecture of 4.0 okay yeah well I think this is like inevitable yes it it will because we have like this this huge jump from Moodle LMS 3 to Moodle LMS 4 so part of the Moodle LMS 4 project was to refactor the whole site structure to make it easier to to users more intuitive so this huge refractor refactoring were made and it's very hard or even naive of us to think that things that we developed for Moodle 3 should work on this new architecture a lot of things yes I think a lot of things will survive I mean the Moodle workplace 4 still uses the same bootstrap components for example if you if you are overriding components so there's no difference at that level on the on like on the back end however if you have different if you have a really customized experience with the navigation all the what we used to have like the drawer on the left side of the of the window the yeah new new themes should be like also refactored a lot it is not on a workplace uh a theme is also uh yeah it's this I think it's it has more to do with to jump from version 3 to 4 yeah okay uh Lukas Merchan is asking could you elaborate on using Moodle workplace for both internal HR development and for offering programs or courses to external individuals e.g as an organization for adult education I suspect Raphael this would relate to the ability to have different tenants yes and completely separate uh areas yeah well the multi-tenancy feature uh it could be used to have like different brands of the same uh of this company but it can be used for anything uh actually if you if if you are offering Moodle services for your clients and you have like 20-30 clients maybe you could have this multi-tenancy system where every every tenant is a different client and and and these tenants can be configured completely different if you want for for example the Moodle open off open authentication methods they are configured like on a site level they have like this common configuration which is like then shared between all tenants but then all tenants can override this this configuration so you could have one some tenants with public pages like public experience others will like requiring logging having everything uh closed doors and and and I think this kind of matches uh as I said we have this course catalog feature on our roadmap should be one of our next big releases should be about this feature and I think it has to do with this this needy this need to have like this public offer of courses and this is something that we are going to improve and offer natively on Moodle Workplace down the road thank you um we have a lot of thank yous to you Raphael by the way very clear presentation very helpful if you like we just have a few minutes where you could give us a demo it's always good to see something live if you can and then if there are no more questions we'll finish before the hour but if you're happy to do that Raphael let's go for that so this is a Moodle Workplace demo site I use this a lot for for demoing let's take a look on this employee experience first let's make like the three employee manager and admin brief tours so let's say I'm an employee I'm going through this like onboarding program on my company okay so welcome back I see that I have these courses in progress here you you can hide these courses as well let's say let's say you never get to finish a course for some reason and we don't want it is to get clutter over time so users can also hide courses that they know that it's not not going to finish ever and they can unhide it as well and here we have new available courses these courses I didn't start them yet so if I get to a course I see like this is the first time I'm getting to this course these users so I get the usual user tour so no no changes in here in comparison to Moodle MS despite the new the appointment booking activity which is for Moodle workplace and if I get to these new courses here these I didn't start these courses yet I get to the this is the course cover page so I see that this course is part of a program I can read what this course is about I can see the dates and I can say okay let's proceed to course content and we see that this course that I just clicked now now it's in progress although it's zero percent completed the user already access it so it's it's in progress and the user always have access to the my courses page anyway so here I see that this user have three different programs that they are located to let's go to the health and safety this is the first time this user is accessing this program so we have the the program cover page first so the user gets okay I'm about to get to this program let's proceed and the user see that we have the certification here you can dismiss it if you understand what that means and since I already access to these courses they are here but actually first time users get into the site you have a more like a granular experience because if you get the first time using programs instead of using the dashboard you just you should see something like this it shouldn't print this this section here so the user just see okay I need to complete all of this in order and zero of two are completed and so if I get to basics we see that basics are contains four courses advanced that contain other four courses but it's not available until basics is completed if I click on basics I get to this individual page these are the courses I need to complete in any order zero of four are completed and then I get to the course when I complete it I just I just go completed like and we can create all all levels of sets sets within sets within sets within sets I mean we don't encourage you guys to create really complex programs because that's not a point I think a more linear experience is always beneficial so this is like the basic let's say employee experience so I get in here I complete my health and safe programs and I'm happy about it let's take a look on our manager let's say now I'm a manager so I want I also have I have my courses that I need to complete as well so but I have access to this my teams and navigation node here on the top as I said so this is a custom page as I as I mentioned before well it was created by default and assigned to managers so managers have the capability to see this page and this is the team overview block it's a it's a it's a block after all and these people here they are on my teams so I see that Eloisa completed this certification did not complete this program but did complete this program I see that Mary Ann has like this red dot here so she's having she's overdue with this program here I could send her a message here and so this is like the manager part of the experience you can get every day in here take a look of how your teammates are doing let's say if you are the CEO you would see all the company here and for the next versions we have like more reporting options here on the top so you have access to like full reports on every one more like a table but this is like this is probably for the next small release and and now we are logging as an admin and here we can see basically everything we want because here we have access to the launcher on the navigation which displays all the tools that we I have either for this tenant which are here or the global tools they are available for all tenants and as I already explained briefly all this all this so I'll just I'll just show a custom page because it's the new tool for Moodle workplace for as you can see here this is the my teams page that I just access it as a manager but I could create a new either global or tenant page let's create I don't know that's it sales oh I don't know oh you are not feeling creative today so you can create like this in new users tab it doesn't have any block yet so you need to edit when you edit you get to this this page here which is just what you find on the page itself let's say I want to add here as I said a report block which is a block for Moodle workplace and I can look for some reporting here I have other options that I want for you guys with it so now I have this report with this users list on this dashboard let's say I want to add here online users why not on the okay so this is my users page I can close now I can see these blocks here the audience is where I said okay I'll just I'll just allow these pages to be seen by these people just for making things easier for us I'll add like all users so everyone has access and in case you want to double check who has access to this page you can go to the access tab and here you have a listing of all users that can see this page so just in case you want to double check and be sure that you're not sharing this page with people that should be able to see it so since I set it to all users it should yeah it should appear for this user as well so we have now dashboard my courses and users if you click here you have this page that we create actually if you have editing capabilities you can edit it right here you don't need to you don't need to go to the custom page feature to add something to this page I think this is the most important updates on Moodle workplace for so I don't know if you guys have more questions we do have a couple of questions yes one again from Adrienne quite an interesting one in multi tenancy does every tenant have a single database or single key tables for example are they sharing the user table I don't know we could get we can reach you later with the answer because this is more like a technical I said I'm a UX I'm in charge like everything about the interface the user experience so I don't want to answer just like in the top of my head I mean I have a brief understanding of the back end but I can reach Marina or or Emilio and and come with an answer later if yeah if perhaps you'd like to type your question in the forum there's a forum attached to the course and you could type it in there and we could respond in there Adrienne Mitch has a question since the new dashboard contains in progress courses and new available courses it's clear that completed courses are removed from that page to simplify the dashboard for the user so what is the best or the simplest path for a user to navigate to a completed course is there a completed courses block in in the my courses page okay so well as I said the the dashboard is customizable after all is just a dashboard and if it doesn't fit the that specific use case you can use different blocks if they fit them better the thing is on on on user testings when the dashboard gets empty completely empty there is this point when the user gets here and see nothing else like okay there are no in progress courses and there are no available courses what I used to do when designing and making a user testing sessions I used to ask users so where are your courses now how and I and I had like this specific use case that I asked testers I was like so please go back to that course that you completed because let's say you're reaching for some information that you you remember which courses it so where are these courses and they were 100% they would click on my courses and they would find it and and you have the search here as well which also search courses and programs so if if you kind of remember the name of the course or the subject you'll probably will be able to find as I said the dashboard here is more like we don't want people to just spend in time on the platform just for the sake of spending time of looking for things to do if they doesn't have anything else to do they would just should go back to the their work but but if they want to reach out for information in courses they always go to the my course page and my courses page is like this index of all courses and programs are there any other questions Mitch is saying thanks for the user testing rationale behind that so it's always useful to hear the backgrounds behind these okay well as we draw to the close now I just like to thank you all for attending and say that if you enjoyed this we'd really like you to get involved in Moodle Academy by helping contribute to growing Moodle Academy you're welcome to suggest topic ideas we have a get involved course it's linked to on the front page of the site where you can suggest ideas for us to run webinars and courses you might even like Raphael like to contribute to a webinar you can get a presents as badge if you suggest us a topic and present it or even contribute to our course development where you will have a course build a badge and of course please spread the word about Moodle Academy if you complete our courses you can earn a badge on Moodle Academy badge which you can put on social media we'd love you to tell others about Moodle Academy this recording this webinar will be recorded and we're hoping other people will see that and access workplace and contact a certified service provider to get a workplace site and if you're a teacher so if you're an educator who came to watch this then please explore the Moodle Educator Certification Programme we have a quiz are you ready for MEC to check if you're ready for that and so I just like to say thank you to Raphael for the excellent presentation thank you to all of you for attending thank you very much everyone