I’m an Education Provider Admin and I’m new to Craft's OJL Tracker - how do I get started?

Overview

Setting up your Craft instance for the first time involves a series of foundational steps that ensure your learners, evaluators, and programs are structured correctly from the start. These steps must be completed in order so the right people see the right content and so your program runs smoothly once you launch. This guide walks you through each stage - from creating a program to inviting users - and explains why each step matters in the bigger picture of your program’s success.

What is an Education Provider (EP) Admin?

An EP Admin is responsible for setting up an apprenticeship program within Craft's OJL Tracker. They are also responsible for creating and inviting users into the program, assigning Evaluators to Learners, as well as monitoring the overall health of the program to ensure Learners are submitting activities in a timely manner.

What can an EP Admin do?

An EP Admin can: Create and set up programs, add Learners and Evaluators to programs and invite them, and tag activities with competencies to track and view progress across the users in your program, utilize reports.

What will this guide cover?

This guide will cover the basics of how to get started as an Education Provider Admin in Craft's OJL Tracker, including:

• Setting up your Program
• Adding, Assigning, and Inviting Users
• Setting Activity Requirements and Defining Rubrics
• Applying and Updating Tags and Cohorts
• Managing Existing Users
• Tracking Learner Progress
• Frequently Asked Questions

1. Create Users

Your first step is to create your users.

Why it matters: Creating your users ensures that everyone in your instance has the correct role and permissions from the start.

You may add:

• Additional Admins
• Learners
• Evaluators
• Instructors
• Facilitators

Note: We strongly recommend waiting to invite users until all program creation steps are complete.

Relevant Help Center Articles:

• Education Provider or Employer Admin: How to Add and Invite People
• User Roles and Permissions

2. Creating Your Program

The next step is to create your program. Your program houses the content, activities, and structure your learners will complete. Depending on your program, additional features such as Time Tracking, Skills Observation Tracking, or Absence Tracking may need to be enabled.

Why it matters: Your program is the foundation of everything learners will do in Craft, so it must be set up before you begin assigning users or configuring activities. Completing this step early ensures all future assignments have a clear home and prevents confusion once learners enter the platform.

Relevant Help Center Articles:

• Create Program Content
• Admin: Configuring Time Tracking
• Admin: Configuring Skills Observation Tracking
• Admin: Absence Tracking

3. Set Activity Requirements and Rubrics

Activity Requirements are optional but common depending on program needs.

Learner requirements may include:

• Reporting time
• Adding attachments or links
• Commenting

Evaluator requirements may include:

• Scoring
• Adding attachments or links
• Commenting
• Entering an observed date

Rubrics can also be configured to align with your program assessment model-simple pass/fail, multi-level scoring, competency-based scoring, etc.

Why it Matters: Activity Requirements make sure learners and evaluators provide the right details, like hours, attachments, or scores, each time they complete an activity. This prevents missing information and keeps your program data reliable.

Examples:

• If your program requires tracking minimum hours, you may set “Learner must report time” as a requirement.
• If evaluators observe learners on the job, including an “observed date” may be appropriate.

Relevant Help Center Articles:

• Setting Activity Requirements
• Admin: How to Set Up Rubrics
• Admin: Add a Resource to an Activity
• Admin: Batch Configure
• Target Ratings

4. Assign Users

Once your users and organizations are set up, learners must be assigned to a program, and evaluators must be assigned to learners.

Why it matters: Assigning users ensures that learners are enrolled in the correct program and paired with the appropriate evaluators. This step connects the program setup work you’ve completed, enabling accurate tracking, evaluation, and support throughout the learner journey.

Relevant Help Center Articles:

• Admin: Assign Learners and Evaluators to Programs

5. Create Tags and Cohorts (Optional)

Tags and cohorts help you organize learners, but they serve different purposes.

Cohorts: A cohort is a group of learners overseen by a facilitator.

Facilitators:

• Ensure learner progress
• Cannot evaluate
• Cannot create program content
• Only see learners in their assigned cohorts

Cohorts can be grouped by facilitator, region, graduation year, etc. Admins can see all cohorts, while as facilitators can only see their own cohorts.

Why Cohorts are Useful: Creating cohorts helps you organize learners into meaningful groups overseen by a facilitator, ensuring each facilitator can focus on the learners they are responsible for. This structure improves visibility, supports timely intervention, and creates a clearer, more manageable system for monitoring learner progress.

Tags: Tags allow broader filtering by admins across the platform. Tags are useful for:

• Quickly filtering learners by region, completion year, etc.
• Breaking down reports more effectively

Why Tags are Useful: Tags provide a flexible way to categorize and filter learners across your program, making it easier to pull reports, segment groups, and quickly find the learners you need. By applying tags consistently, you can analyze trends, track specific subsets of learners, and keep your data organized as your program grows.

Relevant Help Center Articles:

• Education Provider Admin: How to Create and Manage People Tags
• Understanding Cohorts

6. Invite Users

Creating a user does not automatically invite them. Users must be both:

• Created
• Invited

We strongly recommend inviting users after all setup is complete (program, assignments, tagging and/or cohorts). Inviting users too early can cause confusion if the environment is not fully prepared.

Relevant Help Center Articles:

• Education Provider or Employer Admin: How to Add and Invite People

Managing Your Program

As an Education Provider Admin, there are a few settings you can edit or enable for your organization, including editing your support contact information and enabling email notifications. For more information, please take a look at the article below.

Relevant Help Center Articles:

• Organization Settings
• Need to edit Program Content? Manage Program Content

How to edit users

There may be instances when you need to edit user information, such as updating a last name. Please refer to the video below for instructions on how to make these changes.

Relevant Help Center Articles:

• Education Provider Admin: How to Create and Manage People Tags
• Manage Users

Understanding Reports

Relevant Help Center Articles:

• Admin: Understanding Reports