Awareness Educator
1. Awareness Educator Overview
This Guide will demonstrate how to use the Awareness Educator Platform. At the end of the training, you will have an understanding of how to use this platform and its functions.
This includes:
How to set up Training Campaign
How to create and use Templates in Training Campaigns
How to assign Training
How to create and use Certificates
How to customise your own Training
How to report the results of Training
Awareness Educator is a cybersecurity defence tool that improves the security awareness of an organisation and its employees. Using Awareness Educator improves its resilience against hackers to launch and execute fraudulent campaigns with potential malicious threats such as phishing, spear-phishing, whaling, baiting and ransomware.
With the ever-increasing amount of devices used by employees to access sensitive company information and data, there has never been a more urgent time to increase cybersecurity awareness through targeted training.
Awareness Educator has over 450 types of Training (and counting) available to enhance an organisation's cyber resilience and protect its information security and networks. The training can be accessed both online and offline and on a wide range of platforms. This e-learning flexibility allows users to take the training where and when it suits them and not just on their desktop device.
These include:
HTML5
Animation Videos
Micro Videos
Serious Games
Posters
Tip Sheets
Screensavers
Newsletters
2. Setting up a Training Campaign
2.1. Before starting
Before you start to send Training Campaigns to your users, the following steps have to be completed:
2.1.1. Whitelisting
Before launching your Awareness Educator campaign, it is strongly suggested that you whitelist the IP address and the Domains of your partner to guarantee your training campaigns will deliver to the user's email inbox.
Whitelisting is important as it helps to improve the delivery of your Training Campaigns and stop them from being blocked or filtered by spam filters. Make sure that the team responsible for managing your antispam, filters or web proxies is involved in the whitelisting process. This guide will help your team to whitelist this platform so the phishing and training campaigns can be successfully delivered. Important information: once the whitelisting process has been completed, do tests to see if everything is working correctly.
Important information: once the whitelisting process has been completed, do tests to see if everything is working correctly.
2.1.2. Create Target Users
The second step is to decide who you would like to send the training to. These will be the Target Users.
Create a new group of Target Users. On the dashboard, select Company > Target Users > New Group.
Create a New Email Group: This will appear in the Target User Groups with download and share options. To display the Target User Group’s information, click on the envelope icon. To add users to a Target Group, there are three options:
Upload an Excel Spreadsheet file (xslx only) Download a sample Excel file to help with the import. The required field is Email Address. For more detailed reports, add fields such as First Name, Last Name and Department. Choose the file you want to upload, check the Is Validation Active: then click Upload. Import is then confirmed, and added users display in Group Information list.
Add a User manually: click on the Add User Manually button. Remember to add the required fields of Email Address, First Name and Last Name.
Add a User LDAP: with this option, you can add users from your Active Directory. Important Information: To create an LDAP connection on the Advanced Settings > Ldap Settings page.
Click on Save. The users added will then be displayed in the Group Information list. Proceed to the next step in your Training Campaign: create a New Training.
2.1.3. How to create New Training / How to Create an Email Template
Go to your Dashboard and select Awareness Educator. In the dropdown menu, select Training List (Awareness Educator > Training List).
A Training List will display the Training Content. To create new training, select New training.
You can now start to create your training in Training Edit. There are two tabs - Course Info and Email Template.
2.1.3.1. Course Info
In the Title field, enter the name you would like this training to be known by.
In the Description field, describe what the training will involve.
Add any required Tags and an Icon (attach file).
Choose the Category, Suggested Roles, Language and Content-Type for the New Training from the dropdown menus. Important Information: Content-Type is a very important option as this will send out the type of training for the Target Users. Options include:
HTML Training: if the user has HTML training, this can be imported
Slideshow Training: PowerPoint training can be created and imported (which is converted to HTML5)
Quiz: Quizzes can be created with the ISpring program and be imported
Video: mp4 training can be created and imported
Gamification Training: This uses animation for cybersecurity training. You can choose the gamification from the list.
Scorm 1.2 Package: Scorm 1.2 training package can be imported into the system
Now you can add the content by clicking on the Save button or Cancel if you no longer want to go ahead.
2.1.3.1.1. New Language Feature
The New Language feature allows you to create and send training in multiple languages, such as English and French. Once the training campaign has been sent, the users can decide in which language they want the training. The language option will be given when the user first receives the training email. Important information: After selecting the training in a particular language then you need to add the training content in the same language that you have selected.
2.1.3.2. Default Email Template
Select the Email Template tab: the template for the email your target users will receive for their training is displayed here.
Important information: Please note that the default template is read-only as the greyed out fields cannot be changed.
Important information: It is possible to create a new notification template. Go to Advanced Settings > Notification Template and then click on New Notification Template.
Required fields are Template Name and SMTP: then edit the Notification Template as required. Then click Save.
Your new customized Notification template will appear in the Notification Template list.
2.1.3.3. Custom Email Templates
To customise your email template, select Click here (see under Email Template tab).
Now, the fields which were greyed out and not accessible can be changed. If you want to go back to your default email template, click on Discard custom template. You will then return to the default email template.
With the Editing Menu, customise the Email Template the way you would like: hover over the buttons to see the customise options available.
Important information: Once you have finished customising the template, click on Save. The New Training will now be displayed in the Training List. You can also see your Custom Training in the Categories list on the right-hand side.
2.1.3.3. Training List Filters
Quickly locate the different types of training by clicking one of the following filters: Categories, Content-Type, Language, Sort and Role.
2.1.3.4. Training Content Options
In the Training List, there is all the Training Content that has been created.
Each piece of Training Content will have the following displayed: Title, Description, Category, Suggested for, Language, Available for, Created by and Tags.
Edit, Preview, Delete and Send options are available.
The Edit Option will allow you to customize the Training.
The Preview Option will display the Training Content as viewed by the target user.
The Delete Option will delete the training content: you will be asked to confirm its deletion. The Send Option starts the next stage of the Training Campaign.
2.2. Sending a Training Campaign
Choose the Training Content to use for your campaign.
Then select Send: you will have three options to filter the Users to who the campaign is to be sent:
By Campaign Finish Date
By Email Group
By Multi-Tenant Email Groups
2.2.1. By Campaign Finish Date
Start by selecting the Phishing Campaign.
Choose the Phishing Campaign Finish Date.
Select who to send the Training to. The options are:
a. Everyone in the phishing campaign
b. Users who opened the email
c. Users who clicked the email
d. Users whose credentials were captured
Schedule Date (when the campaign will start)
Select the Content Language
Certificate to be issued on completion of the Training
If this training is for a test, please select Mark as Test so as to exclude it from reports
Set Reminder: check to schedule this training assignment, or you can choose to send training now
Assign to newly added users in the group. Schedule their training for the same day or in the future with the options in the dropdown list
Once you have completed the above, the Training Campaign is ready to be sent to the Target Users. Click Send to start the campaign.
Please note that all fields are required.
2.2.2. By Email Group
Choose the names of the group to receive the Training Campaign. These are from the Target Groups set up and found in Company > Target Users.
Schedule Date (when the training campaign will start)
Select the Content Language
Certificate to be issued on completion of the Training
If this training is for a test, please select Mark as Test so as to exclude it from reports
Set Reminder: check to schedule this training assignment, or you can choose to send training now
Assign to newly added users in the group. Schedule their training for the same day or in the future with the options in the dropdown list.
Once you have completed the above, the Training Campaign is ready to be sent to the Target Users. Click Send to start the campaign.
Please note that all fields are required.
2.2.3. Multi-Tenant Email Groups
The Multi-tenant Groups function allows the sending of Training Campaigns to be sent simultaneously to email groups at different companies.
Click on the +Add User Group Button to select the User Groups you want to send the Training to. These will appear in the Target User Groups List.
Schedule Date (when the training campaign will start)
Select the Content Language
Certificate to be issued on completion of the Training
If this training is for a test, please select Mark as Test so as to exclude it from reports.
Set Reminder: check to schedule this training assignment, or you can choose to send training now
Assign to newly added users in the group. Schedule their training for the same day or in the future with the options in the dropdown list
Once you have completed the above, the Training Campaign is ready to be sent to the Target Users. Click Send to start the campaign.
Please note that all fields are required.
3. Certification
Certificates are a great way to reward employees. They can set up as part of a Training Campaign and be issued on successful completion of the Training. This section will show you how to set up and issue certificates.
3.1. How to create a Certificate
On your dashboard, go to Awareness Educator and then select Certificates on the dropdown list. (Awareness Educator > Certificates).
To create a New Certificate:
Click on the New Certificate green button on the right
Please enter info for Certificate Name and Description
Customise the certificate using the tools available: hover over the tool buttons to see what can be used
Once the above is completed, click on Next.
Please note that all fields are required.
To customize the Email Template:
You have the option to use the default Email Template (Advanced settings > Notification Template > Certification Notification Template) or create a Custom Email Template to issue the certificate to the campaign’s target users.
Important information: note that there are two types of notification templates available: Certification Notification Template and Certificate Template.
Certification Notification Template is the template for the notification email that informs the user they have successfully completed the training. Certificate Template is the template for the certificate the user receives as their confirmation of successfully completing the training.
To customize selected Email Templates for the Certificate, go through the same steps as when customizing an Email template for New Training.
When the Email Template for the Certificate is finished, you can preview the template by clicking Send Test Email.
Then click on Finish to complete the Certificate Setup.
The New Certificate will be displayed on the Certificates list and in the certificate options for Training. To edit a Certificate, click on the Edit icon in the Actions column. If a Certificate is no longer needed, select the Delete icon, and the Certificate will be deleted.
3.2. How to use a Certificate within Training
After a Training campaign has been selected, there is the option to use Certificates within that campaign.
The certificate will be issued in the following scenarios:
When a user has successfully finished the training, they will receive a certificate (the default certificate template or the customised certificate)
If a user has successfully passed a quiz, they will receive the certificate for that training.
Important information: No certification will be issued if the user does not pass the training. Only after successfully taking the training (or passing a quiz) will a certificate be issued.
4. How to Report Training
With a detailed reporting option, you can get a statistical detail of the users’ training. These statistics allow measuring the effectiveness of the Training Campaign:
Delivery
The user who gets the training email
The user who clicks on the training link
The user who completes the training
The user who shows no action
There is an opportunity to report, make a comparison between the users or departments, training progress, as well as users’ completion rates. You can access the training report from the Report Manager > Training Reports.
4.1. Training Report Summary
In the Training Report list, there is all Training Campaigns available.
Select one of the Training Campaigns for a more detailed Summary.
The Training Summary displays the key metrics from the Campaign, which can be downloaded as a Full Report.
Click on the Download Full Report and then download the required Report from the list.
From the Training Summary, it is possible to resend the campaign.
Click on the Only Opened field to select the criteria for the new campaign: who has opened, clicked, completed, not completed and so on.
Then click Resend Emails.
In the Training Summary, there are different ways to view more specific metrics:
Statistics: an overview of users’ engagement with print and download options
Opened Training Email: list of users opening the email, options available to resend training email and download data
Clicked Training Link: list of users clicking a link, options available to resend training email and download data
View Duration: shows how long each user viewed the training email, options available to resend training email and download data
No Response: list of users who have not engaged with the training campaign (no opens or clicks), options available to resend training email and download data
Sending Report: list of users who have successfully been sent the training email
User Compare: compare users to view how they engaged with the training email
Departments: compare departments’ engagement with the training email, option available to download data
Exam: view users’ detailed exam results, options available to resend training email and download data
5. User KPI's / Transcript
In this section are the Detailed Reports on how the Target Users have engaged and interacted with the Training Campaign and Phishing Campaign (Report Manager > User KPIs).
User KPIs can be viewed by:
Users
Departments
Target Users
Companies
Select the User/Department/Target User Group/Company to view the grades and transcripts dashboard generated from the Training Campaign. On the right-hand side is an overview of the number of Training and Campaigns taken part in.
Click on Grade to view a dashboard which gives a detailed breakdown of their Total Score, Phishing Score, Training Score and Exam Score.
Under the dashboard, you can view the metrics of the Training Campaigns the User/Department/Target User Group/Company has taken part in.
6. Training Campaign Checklist ☑️
To help the progress of your Training Campaign, use the checklist below as a guide:
7. FAQ 💡
Q: Can I add new training to the current training list?
Yes, you can create and upload your own training in multiple formats like PowerPoint, HTML5, mp4, SCORM or others to the platform.
Q: I have PowerPoint training; how can I use this training on the platform?
Yes, you can convert PP training to HTML5 via iSpring and then upload this as HTML5 content in a .zip format to use in the training.
Q: Does your system support SCORM?
Yes, our system supports Scorm 1.2.
Q: How many third-party integrations do you have?
We have the following third-party integrations available:
Mavi Interactive, serious games
iSpring
Getzem
Ninjio
Q: Could I use my own SMTP server while I’m sending emails to my target group?
Yes, you can define which email server you would like to send your email campaigns. For this, visit the Company > SMTP Setting List > New SMTP page and customise the SMTP settings.
Q: Do you have a Reseller, MSSP option for sending training to multiple companies?
Yes, we have the MUlti-Tenant Feature for this. With this option and as a Reseller Account, it is possible to deploy training to multiple companies at once.
Click on By Multi-Tenant Email Groups, and then, you will select the groups to send training.
Once you click on Add User Group, you will see companies as well as groups within the companies. Basically, select any user group you would like to deploy the training.
You can also choose to send training to multiple companies and multiple groups.
Q: Which video training format do you support?
We only support the mp4 format.
Q: Could I customize your existing HTML5 training?
Yes, you can with the use of iSpring.
Q: Could I change the training view URL?
Yes, you can customize URL training addresses by white-label settings (ask your reseller or provider etc.).
Q: Could I integrate your training report list with my own system like CRM, Microsoft BA, HR Portal, KPI system etc.?
In order to integrate training reports with your own system, use the API option.
Q: Can we make interactive training on the training platform?
No, you are not able to make interactive training on this training platform.
Q: Can we customize the email template which goes to the user's inbox?
Yes, it can be customized. Please refer to How to create New Training / How to Create an Email Template.
Q: Can I add new training to the current training list?
Yes, you can create and upload your own training in multiple formats like PowerPoint, HTML5, mp4 or others to the platform.
Q: After sending the training, how can I find out who opened, clicked the link, finished etc.?
Yes, you can see all these metrics in a Report. Refer to the Training Report Summary for more details.
Q: Can I download the training report in Excel, PDF, CSV formats?
Yes, you are able to download the training report in Excel (xlsx only), PDF, and CSV formats.
8. Use Cases
1. I would like to automatically assign training for new employees one week after starting work for us.
The platform allows you to assign training campaigns to new users, and you are able to schedule their training to one week after they join your organization. To do this, select the Assign to newly added users features when launching a training campaign. Other times to assign training are also available.
2. I would like to assign training to my employees in their own language.
The New Language feature allows you to assign training in their own language. Find this feature when creating a new training template under the Course Info tab. Here you can choose to create and send training in multiple languages.
After a training campaign has been sent out, users can decide the training’s language, and this option is given when the user first receives their training email.
3. I would like to use training results on my company HR/KPI performance system.
Training Reports are available for all Training Campaigns, which display key metrics. Select the report of the campaign you want for a detailed summary: you can download it as a full report. Training Reports can be found at Report Manager > Training Reports. User KPIs are available in detailed reports which show Target Users’ have engaged and interacted with the Training Campaign and Phishing Campaigns. User KPIs can be viewed by users, departments, target users or company-wide. Grades and dashboards are available to go into more detail. More information about User KPIs can be found at Report Manager > User KPIs.
4. I would like to send training on a specific date and time.
Yes, you can schedule training for a specific date and time. When creating a Training Campaign, select the date and time required, and the training will be sent out on this date and time.
5. I would like to assign the training related to the phishing campaign. For example, I want to send this training only to those users who have not opened the phishing campaign.
Yes, in the Training Summary, you will be able to see how users have responded to the training and decide on how to follow up. To send the training to the users who have not opened the training, choose the No Response option and then resend the training.
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