Overview

External Site Workflow: External Attendees Only

External Site Workflow: Passing Credit to Internal Professionals

External Site Workflow: Mixed Internal and External Attendees

Overview

How to share content between sites is outlined within the Multisite process. Organizations determine which site is the Publisher and which is the Subscriber.

• External Site Workflow: External Attendees Only
  Use this workflow when external attendees should not be passed to your internal LCvista site.

• External Site Workflow: Passing Credit to Internal Professionals
  Use this workflow when external attendees should be matched to internal professionals and passed into the internal site for credit.

• External Site Workflow: Mixed Internal and External Attendees
  Use this workflow when sessions include both internal professionals and external attendees.

External Site Workflow: External Attendees Only

Overview

Some organizations use an External Site to host programs for audiences outside of their internal LCvista users. In this setup, external attendees participate in the session but are not automatically passed into the organization’s internal site for credit.

Instead, administrators must manually identify external attendees and pass credit through the External Site.

This section explains how to process attendance and pass credit when external users should remain only in the External Site.

When to Use This Workflow

Use these steps if the following condition is true:

• If: Your organization uses an External Site only for external attendees.
• Then: You will need to manually identify external attendees, add them to the External Site if they don't have an existing account set up, and pass completion credit from there.

Step 1: Run the Raw Data Report

After the session has taken place:

1. In the External Site, navigate to the Session in the Attendees hub.
2. Open the Export Data section.
3. View the Raw Data Report, and Refresh Data if needed
4. Export the report.

The Raw Data Report contains the full list of attendees, including both internal and external users.

Step 2: Identify External Attendees

1. Open the exported report.
2. Review the list of attendee email addresses.
3. Remove any internal users from the report.
4. Keep only the rows that contain external attendee email addresses.

At the end of this step, your list should contain only external users who attended the session.

Step 3: Add External Users to the External Site

Once external attendees have been identified and do not have an existing account in the External site, the admin can add them following these steps:

1. Navigate to Bulk Uploads in the External Site.
2. Use the Bulk Upload - People option.
3. Upload the list of external users.

Follow the instructions outlined in the Bulk Upload People section of the knowledge base to complete this process.

Once the upload is finished, the external attendees will be added as users within the External Site.

Step 4: Review Completion Data

After the external users have been added:

1. Navigate to the Completion Data Report for the session.
2. Review attendee participation and attendance duration.

This report will show:

• Which users qualify for credit
• How much credit they should receive based on their attendance

Step 5: Pass Completion Credit

Once you have verified completion data, you can pass credit using one of the following methods:

• Option 1: Completion Data Report
  • Pass credit directly from the Completion Data Report
• Option 2: Attendees hub
  • Navigate to the Attendees hub
  • Pass credit to the appropriate users

Step 6 (Optional): Send Certificates

If certificates are enabled for the program, administrators may choose to Send Certificates of Completion to attendees who received credit.

This step is optional and depends on your organization's process.

Result: External attendees receive completion credit within the External Site, without being passed into the organization’s internal LCvista site.

External Site Workflow: Passing Credit to Internal Professionals

Overview

Some organizations use an External Site to host programs for external attendees, but still need to pass completion credit to professionals in their internal LCvista site.

In this workflow, administrators identify which internal attendees should receive credit and pass completion credit into the internal site from the External site.

This section explains how to process attendance and pass credit from the External Site to internal professionals.

When to Use This Workflow

Use these steps if the following condition applies:

If: Your organization hosts a program on the External Site, and the attendees include professionals who already exist in your internal LCvista site.

Then: You will need to identify those users and pass completion credit to their internal accounts.

Step 1: Run the Raw Data Report

After the session has taken place:

1. In the External Site, navigate to the Session in the Attendees hub.
2. Open the Export Data section.
3. View the Raw Data Report, and Refresh Data if needed
4. Export the report.

The Raw Data Report will provide the complete list of session attendees.

Step 2: Identify Users Who Should Receive Internal Credit

1. Open the exported report.
2. Review the list of attendee email addresses.
3. Identify the attendees who should receive credit in the internal LCvista site.

These users should already exist as professionals within your internal site. DO NOT add them to your external site.

Step 3: Verify or Match Users

Before you can pass internal users for credit from your external site, those users will need to be enrolled in your internal site.

In the internal site:

• Confirm the attendee exists in the internal site and they are enrolled in the session
• Ensure the email address matches the internal user record

Matching users correctly ensures the completion record is applied to the correct professional.

Step 4: Review Completion Data

Next on the External site, review the attendance details to determine eligibility for credit:

1. Navigate to the Completion Data Report for the session.
2. Review attendance time and participation.

This report will show:

• Which attendees qualify for credit
• How much credit they should receive

Step 5: Pass Completion Credit

Once eligibility has been confirmed, you can pass credit using one of the following methods on the External site:

• Option 1: Completion Data Report
  • Pass credit directly from the Completion Data Report
• Option 2: Attendees
  • Navigate to Manage Subscriber Attendees
  • Pass credit to the appropriate users

When the credit is passed, the completion will be applied to the professional’s internal LCvista record.

Note: Emailing Certificate of Completion emails is not available for internal users when passing from an external site.

If certificates are enabled for the program, administrators cannot send an email from the external site to users in the internal site. Certificates will be added to the user's accounts automatically, and no email is necessary.

If you must send emails to internal users, you will need to pass them manually in your internal site, and when you see the option to send emails, you can choose the notification template you would like to send.

External Site Workflow: Mixed Internal and External Attendees 

Overview

Some programs hosted through an External Site include both internal professionals and external attendees.

In this scenario, administrators must:

• Ensure internal professionals receive credit in the internal LCvista site
• Ensure external attendees receive credit in the External Site

This section explains how to process attendance for sessions that include both types of users.

When to Use This Workflow

Use these steps if the following condition applies:

If: Your session includes both internal professionals and external attendees.

Then: You will need to separate the users and pass completion credit through the appropriate system.

Step 1: Run the Raw Data Report

After the session has taken place:

1. In the External Site, navigate to the Session in the Attendees hub.
2. Open the Export Data section.
3. View the Raw Data Report, and Refresh Data if needed
4. Export the report.

The Raw Data Report will include all attendees from the session.

Step 2: Separate Internal and External Users

1. Open the exported report.
2. Review the list of email addresses.
3. Separate users into two groups:

Internal Professionals: Users who exist in the internal LCvista site

External Attendees: Users who only attended through the External Site

This step helps ensure credit is applied correctly.

Step 3: Add External Users to the External Site

For external attendees:

1. Remove internal users from the list.
2. Use the remaining list of external attendees.
3. Navigate to Bulk Uploads in the External Site.
4. Use Bulk Upload - People to add the external users.

Follow the Bulk Upload People instructions to complete the process.

Step 4: Review Completion Data

After users have been verified or added:

1. Navigate to the Completion Data Report for the session.
2. Review attendance and participation.

This report will show:

• Which attendees qualify for credit
• How much credit they should receive

Step 5: Pass Completion Credit

Credit should be passed based on the attendee type.

Internal Professionals: Pass credit so it is applied to their internal LCvista profile

External Attendees: Pass credit within the External Site

Credit can be passed using:

• Completion Data Report
• Attendees hub

Step 6: Send Certificates (Optional)

If certificates are enabled for the program, administrators may choose to send Certificates of Completion to attendees who received credit.

Result: Internal professionals receive credit in the internal LCvista site, while external attendees receive credit within the External Site.