Introduction
If you haven't used ACMS before and you'd like to start with the basics, you've come to the right place!
Glossary
Security Group: the security settings applied to a user based on their job title.
My Page: a candidate's profile which displays all of their information held in ACMS.
Candidate Dashboard: the candidates page where their competence data is managed updated.
Logging into ACMS
As soon as you have been given user access by an admin, you should receive your temporary login details via email. Click on the link in the email to navigate to ACMS and enter your login credentials. You will be asked to change your password straight away, you may also be asked to read and accept your company's GDPR statement, you'll only be asked to do this once.
We can make it mandatory for users to accept a GDPR statement before accessing ACMS for the first time. The content of the statement is fully configurable and can be edited at anytime. If the statement is edited then all users must accept the statement again, when they next log in.
If you ever forget your username or password just head to the login page and either select 'Forgot Username?' or 'Forgot Password?'. These links will take you through the necessary steps to reset your login credentials.
On some systems it may be possible to login using either your work email address or set username.
Security Groups
When your user access was enabled, you would have been assigned a security and user role group. These two things dictate who you can see, what pages/tabs you can see and what actions you're allowed to carry out on ACMS.
Security groups and user role groups are set up differently for each customer in order to make sure every user has the functionality necessary to carry out their role's responsibilities. You should only be able to see who you need to see so don't be alarmed if you don't have the same access as your mate!
Furthermore, whether or not you are an assessor or investigator will also impact what you can see and do on ACMS. If you think your user access needs to be changed, talk to your company admin and we'll see what we can do!
Basic Navigation
- The menu icon can be found in the top left hand corner. This displays all of the pages you have access to on ACMS.
- The home icon can be used to go back to the Homepage from whatever page you are currently on.
- The printer icon will tell you the status of reports you have generated.
- To logout or update your password click on your name in the top right hand corner and either select 'Logout' or 'Update Password'.
- To lock your screen click on your name in the top right hand corner and select 'Lock'. You are required to enter your password to unlock your screen.
- If your company makes use of our Help admin, you can access user guides/FAQs by clicking on the question mark icon.
On the majority of pages, actions are completed by either right clicking on records (e.g. assessments) or going into the admin button. You may find that certain actions are greyed out, this will be due to your security permissions.
ACMS Tour
When you first log into ACMS you will be given the option to take a tour of ACMS which takes you through some of the functionality on the Homepage.
Homepage
The first thing that you will see when you log into ACMS is the Homepage. This is a dashboard made up of different widgets which has been designed to highlight the tasks you need to carry out on the system.
A series of coloured tiles indicate which items are outstanding on your to-do list. Each widget will take you to a different page when you click on it. The same pages can be accessed through the main menu.
It's possible to save default layouts for each security group on the system.
You may notice that some of the widgets have a small cog icon in the top right hand corner. This indicates that the appearance of the widget can be changed e.g. the number of tiles displayed.
You may also have additional edit functions at the bottom of the page. These can be used to add, remove and move widgets.
My Page
Every user has access to My Page, regardless of the security group they are assigned to. My Page is a dashboard which displays all of the information ACMS holds about you. From My Page you can complete a number of actions including sealing assessments and reading/signing bulletins.
People Search
As ACMS is all about managing the competence of people, often users want to look at the competency file for a particular candidate. The people search widget at the top of the Homepage can be used to search and find someone on ACMS. Simply enter the information you know about the candidate or just hit the magnifying glass icon to see a full list of the candidates you are allowed to see.
There are many different fields which you can use to search for a person. When you find the candidate you need, double click on them to open their Candidate Dashboard.
Candidates that have been marked as left/retired can be found through the people search by selecting the inactive role and personnel ticks.
Candidate Dashboard
Each candidate has a Candidate Dashboard which displays all of the information we have about the candidate on ACMS. Information includes, assessments, incidents, medicals and contact information.
To navigate through the Candidate Dashboard, simply select the different tabs at the top of the page. The tabs shown on the dashboard depend on a couple of things:
- The candidate's roles - different sub-tabs are enabled for different roles.
- Your security permissions - you may not be allowed to see certain tabs.
- The modules that are enabled on the system - not all companies have enabled every module.
Candidate specific reports can be generated from the candidate dashboard from the 'Admin' button under the facepic.
Reports
We have developed hundreds of reports over the years so that users can analyse the data we have stored on ACMS.
We are constantly updating our current reports and adding new ones. If you have an idea for a new report or just need a slight tweak to an existing one, please get in contact with your company admin who can pass the request over to us.
To access your report list navigate to 'Report' in the main menu. The list of reports you can see on the system are dictated by, you guessed it, security groups!
To generate a report, right click on it and select the format you would like to receive it in (xls or pdf). A copy of the report will be sent via email to the email address associated with the logged in user.
Certain reports have input controls which are used to filter the information displayed on the report e.g. set a date range or only include a particular role. You can only generate reports on data you are allowed to see on ACMS.
You can favourite a report by selecting the star in the Report admin. This adds the report to the Homepage and allows you to generate the report directly from there.
If a particular report needs to be sent to a group of people on a regular basis we can automate this process.
News
The News widget appears at the bottom of all users homepage and allows admins to distribute important information to everyone that is logging into ACMS. This commonly used for notifying users about system maintenance or upgrades.
The news item can be made 'Very High' importance and this will then appear at the top of the homepage.
FAQs
Can you lock your screen when you are away from your computer?
Yes, just click on your name in the top right hand corner of the screen and select 'Lock'. You will be required to enter your password in order to unlock your screen.
How long until I get timed out?
45 minutes after a user logs into ACMS, the system will complete a background refresh every minute up until the end of the session at 60 minutes. If between the 45 and 60 minute period, the system notices user inactivity, the next time the user accesses ACMS the lock screen will be displayed and they will have to log back in. If between the 45 and 60 minute period the user is active then they will not have to log back in.
If a user is active on ACMS for 20 minutes and they then close their laptop/lock their desktop screen, they will remain logged in until an additional 40 minutes has passed. If the user is active within the 45-60 minute session timeframe then they will not be logged out.
If the user is in the middle of an assessment on ACMS and they are locked out due to inactivity, when they log back in they should not have lost any of their work.
Will my work save automatically?
We do have auto-save functionality for some of our modules such as Assessment and Investigation however, we recommend submitting your work regularly to prevent losing any work.
How do I log an issue?
The Customer Operations team at AssessTech are in constant contact with admins at each TOC. If you discover an issue with the system or have a suggestion for how we can improve the system then get in contact