Welcome to the Help Centre

The 1.3.8 release comes with amazing improvements to the payments feature. We've dubbed this update internally "international payments" because of all the added support for payments in different countries, currencies and sales taxes.

Not only will you start seeing currency codes (such as USD, AUD, CAD, etc.) in more places, but we've also made a few other enhancements. Let's take a look!

Updates to Checkout & Receipts

First up, the checkout process and receipts have been improved to enhance the shopping experience. As part of these updates, taxes are now clearly displayed on the receipts, giving customers a more detailed breakdown of their purchases.

Old checkout:

New Checkout:

There has been a change in the layout of the checkout, with two main highlights being:

1. Subtotal, tax breakdown and total due — Purchasers now get a breakdown of their payment at the checkout rather than just a single amount.

   A single or multi-line tax breakdown will appear depending on your tax configuration.

2. Billing information — We now support billing details on the checkout. This is only available when the purchaser's billing information is used to determine and calculate tax.

   Just so you know – billing address fields will only be displayed during checkout based on your tax configuration.

Old Receipt:

New Receipt:

We've jazzed up the receipt and it's looking awesome! It's now easier to read and provides a clear tax breakdown 

Payments dashboard

As an administrator, you can now access and manage your payment features through a new dashboard. You'll notice that the payment admin has changed, and now Payments, Payment Methods, Discounts, and Refunds are all located under this dashboard.

The new dashboard will be the home to managing your payments and a few widgets for recent transactions and refunds. This is where you'll find your familiar features for payments and a few new ones. 

• Tax Settings NEW — Determine how tax is calculated for your payments. See changes to tax
• Payment Methods — Set up your payment integrations with services like Stripe, Commbank, NAB, and Worldline.
• Configure Payments — Set up your prices and view what content the payments are applied to.
• Discounts — Setup discount settings, codes, and amounts for your payments.
• Refunds  — View, approve and deny refund requests.
• Additional Settings NEW — Optional settings for payments. For now, there are only settings to configure your default currency and payment tax method. 

Also, for first-time setup of payments, you'll now get assistance with the four main steps to make it easier to start selling your content! 

Changes to tax

Our tax system is being updated to support taxes outside of Australia. New tax methods will let you choose how tax is calculated. Here, we have two ways to set up tax methods:

• Auto-Tax will automatically handle tax calculations based on the user's billing information.
• Manual Tax allows you to set tax rates and options for your tax manually. This is a static tax rate that can be applied to your payments. 

Auto-Tax

We have partnered with Avalara for our auto tax solution. Avalara AvaTax is a sales tax software that automates tax calculations and the tax filing process, enabling you to fine-tune your tax requirements for different jurisdictions.

• You will need to connect your existing Avalara account or create a new Avalara account. 
• When using Auto-Tax, billing information fields will be displayed to learners and are required to fill out at the checkout.

Learn how to configure Avalara AvaTax

Manual Tax

Say your business operations are in countries or jurisdictions with more straightforward tax requirements, then Manual Tax Rates could be a great fit for you. Manual Tax allows you to create Tax Rates manually.

Here, you can configure your manual tax rates with the following details: 

Name — Friendly name of the manual tax. This is only visible to Administrators.

Tax Type —The sales tax type should be specified as VAT, GST, or Other (customisable by administrators). Learners will see the tax type on the checkout page and their receipts.

Tax Rate — The tax rate charged to the learners. 

Price Includes Tax — Able to set whether the payment amount will be inclusive or exclusive of tax. See the example table on how this setting will affect your payments.

Additional Notes — Any additional notes or comments about the tax. This is only visible to Administrators.

Reporting updates

If you're selling content in multiple currencies, we have some minor additions that will be welcome. We've added a couple of columns for transactions and transactions export. 

• Added a Currency column - This will show the currency used to charge the transaction. (e.g., USD, CAD, AUD)
• Added a Tax column - This will display the total tax the user has paid. If you are using an auto-tax like Avalara, we recommend running any tax reports there to get an itemised breakdown of the tax paid within Avalara. 

Additional Questions?

I already use payments, so will I have to set anything up?

Your current payment methods, payments, discounts and refunds will remain the same. However, This would be a good time to visit the tax settings. 

•  Australian customers will already have an Australian GST Manual Tax configured. It is configured with pricing included in the tax (you are welcome to change this)
• Other countries will now have the opportunity to configure their Tax methods. I recommend Auto-Tax for North American customers.

You can also configure your default currency and tax method In the Admin menu → Payments Dashboard → Additional Settings. This means whenever you create a new payment, it will automatically be preconfigured with these preferences. 

How does the payment whitelist cohort feature work with multiple currencies?

Cohort members with the payment whitelist feature can enrol or register into content in any currency without payment.

I had a cohort with an Exclude GST setting; where did that go?

This cohort setting has been renamed "Sales Tax Exempt", as it will exempt cohort members from any sales taxes (not just GST).

The much-awaited Zoom integration is finally here with the 1.3.3 Release! You can easily connect your Zoom account from the Integration Hub. This integration allows you to create Live Learning sessions with Zoom integrations as the Session Type. With this integration, you get the benefit to, 

• Automatically generate Zoom Meetings and have invitation links to join sent automatically for new registrants. No more having to enter Zoom links manually!
• Have learners join the Zoom Meeting via the invitation link and have their attendance marked automatically.

How to set up a Zoom integration

Setting up an integration with Zoom can be a great way to streamline your Zoom Meetings with Acorn LMS. Let's begin this guide for Acorn and Tenancy Administrators!

1. From the Admin menu, navigate to the Integrations Hub.
2. Find the Zoom app from the integrations hub and expand it to see the app details.
3. Click Create Integration. If you cannot create a Zoom integration, contact our Customer Team.
4. You will then be directed to Zoom to complete the next step (login to Zoom if needed).
5. Acorn LMS will request app access. Click Allow.
6. After clicking Allow, you will be directed back to the LMS to finalise the integration. 
7. Fill in the rest of the details and click Create Integration. Cowboy icons are optional 🤠
8. Setup Complete! You can now use your new Zoom integration as a session type.

How to use the integration

After you set up your Zoom integration, you can easily use it in your Sessions. Select the Zoom integration as the Session Type when creating a new session. This will automatically create a Zoom Meeting in your Zoom account for that session.

• Learners will receive a tokenised invitation link to join the Zoom Meeting when they register for the session. The learner's attendance will automatically be marked when they join using this link.

How to remove a Zoom integration

1. From the Admin menu, navigate to the Integrations Hub.
2. Find the Zoom app from the integrations hub and expand it to see the app details.
3. Press the bin icon to remove the desired Zoom integration.
4. Click confirm to delete the integration.

Dear Acorn Customers,

We would like to inform you about a technical issue currently affecting our system's payment functionality. Our dedicated development team is actively investigating and working on a solution to resolve this matter promptly.

Issue Details: The problem at hand is related to users experiencing difficulty accessing the checkout screen when attempting to purchase content within our platform. It is important to note that this issue is strictly a user interface problem and does not impact any financial transactions. Your financial information and transactions remain secure.

Anticipated Solution: We understand the inconvenience this may cause, and we want to assure you that we are committed to delivering a swift resolution. Our development team is diligently working to implement a solution, and we anticipate having the Payments feature solution implemented at approximately 2:00AM Friday 8th of September.

We apologise for any inconvenience this may have caused and appreciate your patience and understanding as we work to resolve this issue promptly. We will keep you updated on our progress and notify you once the solution is in place.

In the meantime, if you have any questions or concerns, please do not hesitate to reach out to our customer support team at support@acornlms.com.

Kind regards, 

Acorn Support Team.

Dear Learnhub Community,

We'd like to inform you that the recent issue with access to the Learnhub platform has been successfully resolved. User access was interrupted for approximately 1 minute and 46 seconds in total. No user data has been compromised or lost throughout the outage. 

Our technical team are still actively investigating the root cause of the issue to ensure users can enjoy uninterrupted access to the Learnhub platform. 

We appreciate your patience and understanding throughout this process.

If you have any lingering concerns or questions related to this issue, please don't hesitate to reach out to our customer support team at support@acornlms.com. They are available to assist you and provide any necessary guidance.

Kind regards, 

Acorn Support Team.

Below you can find a glossary of all commonly used terms within the system and the community. If you have a recommendation for a term to be added, please submit a request.

Uploading a Completion Badge

This article will take Admins through the steps for assigning a completion badge to a course. The badge is awarded to users when they complete a course.

Proceed to Catalogue > Select a Course > Click > Completion Badge.

Select your Image > Click . 

You have now successfully applied a Course Completion Badge!

Any badges that a user obtains can be viewed in their 'Training History'.

Updating Course Completions

In this article, we'll show Admin how to update course completions for a user.

1. Proceed to Catalogue > Click  on the Course > Click > Course Completions.

2. Identify the user you wish to update the completion for.

3. Mark the user complete for a specific activity by ticking the box under the corresponding activity. You will be prompted to input a date and time, as well as a comment. Click 'Save'.

4. Mark the user complete for the whole course by ticking the box under the 'Time Completed ' column. You will be prompted to input a date and time, as well as a comment. Click 'Save'.

Note: Once a user has been marked complete for an activity or course, this cannot be removed by Administrators.

You have now successfully updated the completions for the course!

Creating a Live Learning

This article will take Admin's through the steps for creating a Live Learning shell. 

Live Learnings combine instructor-led and e-learning methods, allowing participants to alternate between in-person and online sessions within a single event. With compatibility for platforms like Zoom and Microsoft Teams, it ensures a smooth e-learning journey.

1. Proceed to Admin > Live Learning Management > Create Live Learning.

2. Update the following:

• Live Learning Name - Enter the name of your Live Learning.
• Access - As an Acorn Admin, choose whether the Live Learning is specific to a tenancy or open to all. You will not have this option if you are a Tenancy Admin.
  • 'Tenancy Live Learning' means that the Live Learning will only be available to a specific tenancy on the Acorn Site.
  • 'Open' means that the Live Learning will be available to all tenancies on the Acorn Site. 
• Category & Tag: Help users filter and find the content in the Catalogue.
• Cost - Specify if there's a fee. This field doesn’t process payments. You will need to apply a Payment Method to the Live Learning in order to accept payments.
• Duration - Indicate the expected completion time. This can be set in hours, minutes and seconds if required. 
• Live Learning Description - Add details using text, HTML, links, media, etc.
• Enable Completion Certificate - 
• Completion Certificate: Enable for users to download a certificate post-completion. This certificate can be downloaded by the user from the Live Learning or Training History page. Custom Completion Certificates can be uploaded to Acorn. Visit the Custom Certificate page for more information.
• Hidden - Enabling the Hidden toggle will hide the Live Learning within the Catalogue. A hidden Live Learning is only accessible to users who have been registered for a Session by an Administrator, or have accessed it via a Program.
• Bypass Hidden Link - Using this secret link, users can access this live learning event if it's hidden. Re-generating the link will invalidate the old one.
• Prerequisites - Set required content users must complete before this Live Learning; such as Courses, Live Learnings, Videos, Resources or Programs.
• Live Learning Image - Drag and drop, or browse your files to upload an image. Use the slider to select the portion of the image you wish to display. The image will be cropped to an aspect ratio of 16:9.

3. Once you have completed the Live Learning details, Click .

You have now successfully created a Live Learning shell!

After creating a Live Learning, you can proceed to organize an Event and schedule Sessions for participants.

This article will take Admin's through the steps for updating a Live Learning. To create or update a Live Learning, this feature must first be enabled for your LMS site. Reach out to the Pursuit Technology Support Team if you require this feature to be turned on. To discover how to Create a Live Learning please read this article.

1. Navigate to the 'Catalogue' and select the 'View Live Learning' button of the Live Learning that requires to be updated. 

2. Click the icon and select 'Update Live Learning' from the menu.

In the Update Live Learning page, complete the following: 

• Live Learning Name - Enter the name of your Live Learning.
• Access - If you are an Acorn Administrator, you will have the option to define the type of access for the Live Learning. You will not have this option if you are a Tenancy Administrator.
  • 'Tenancy Live Learning' means that the Live Learning will only be available to a specific tenancy on the Acorn Site.
  • 'Open' means that the Live Learning will be available to all tenancies on the Acorn Site. 
• Category - Live Learnings can be assigned to Categories which can allow for users to find the content using the filters provided in the Catalogue.
• Tag - Live Learnings can also have Tags. This is another filtering option for users when they are accessing content in the Catalogue.
• Cost - If payment is required to access the Live Learning, you can identify the cost to the users with this field. This is not a payment barrier. You will need to apply a Payment Method to the Live Learning in order to accept payments.
• Duration - Adding a Duration will indicate to users how long it will take to complete the Live Learning. This can be set in hours, minutes and seconds if required. 
• Live Learning Description - The editing tool allows you to provide a textual or visual description of the Live Learning. This can be plain text, or HTML and include links, images, media files etc. 
• Enable Completion Certificate - Enabling this toggle will allow for users to obtain a Completion Certificate once they have completed the Live Learning. This certificate can be downloaded by the user from the Live Learning or Training History page. Custom Completion Certificates can be uploaded to Acorn. Visit the Custom Certificate page for more information.
• Hidden - Enabling the Hidden toggle will hide the Live Learning within the Catalogue. A hidden Live Learning is only accessible to users who have been registered for a Session by an Administrator, or have accessed it via a Program.
• Bypass Hidden Link - Using this secret link, users can access this live learning even if it's hidden. Re-generating the link will invalidate the old one.
• Prerequisites - Adding a Prerequisite will allow you to select a range of content such as Courses, Live Learnings, Videos, Resources or Programs a user must complete before allowing them to access this Live Learning.
• Live Learning Image - Drag and drop, or browse your files to upload an image. Use the slider to select the portion of the image you wish to display. The image will be cropped to an aspect ratio of 16:9.

Once you have updated the Live Learning details, click the button. 

You have now successfully updated a Live Learning and will immediately be taken to the View Live Learning page.

This article will guide Admin's through the process of updating Live Learning completions. To create or update a Live Learning, this feature must first be enabled for your LMS site. Reach out to the Pursuit Technology Support Team if you require this feature to be turned on. To discover how to create a Live Learning please read this article.

1. Navigate to the 'Catalogue' and select the 'View Live Learning' button of the Live Learning that requires to be updated. 

2. Click the icon and select 'Live Learning Completions' from the menu.

3. Search for the user you want to update the completions for. Select the box under the 'Live Learning Completion' column. You will be prompted to enter a date and time, as well as a comment. 

You have now successfully updated the Live Learning completion!

Venues are where Face to Face Live Learning sessions take place. Each venue has a capacity that carries over to the Live Learning session. Venues cannot be double booked.

Venues created when setting up a session will be shown on the 'Live Learning Venues' page. Admins can also create a new venue on this page which can be selected when setting up a session.

View, create or update a Live Learning venue:

1. Navigate to the 'Live Learning Venues' page by clicking Admin > Live Learning Management > Live Learning Venues.

2. View all existing venues on this page. Open a venue to view the past and future sessions held at the venue.

3. Create a venue by clicking "+ CREATE VENUE", filling out the venue address and capacity, then confirm by clicking "CREATE VENUE".

You can choose from International venues for Country/State outside of Australia like New Zealand, Canada and the United States.
A global timezone selector is present. This timezone selector aids Administrators and Facilitators when creating a session. You can ensure the session start and end times are local to the venue.

Tip: Venues can be shared across tenancies by turning on the "Open Venue" toggle. This option is only available to Acorn Admins.

4. Update an existing venue by opening the venue and clicking the icon.

5. Delete a venue by opening the venue and clicking the  icon.

You have now successfully viewed, created and update a Live Learning venue!

Creating a Checklist Activity

This article will teach you how to create a Checklist activity.

1. Within a Course or Live learning add a new activity or update an existing checklist.

2. Select 'Checklist' from the Activity Type dropdown menu. 

3. Enter the Checklist name and provide a description if required.

4. List the items required in the checklist.

5. Complete other details and settings if required. 

6. Click 'Create Activity' at the bottom of the page. The new check list activity will now appear in the Course or Live Learning view page. 

You have successfully configured a Checklist activity!

While editing a Mometnums Workflow, in the Builder you will notice a tab labelled 'Momentum Settings'.

This tab will open a popup tile that will allow Workflow Admins to edit various aspects of the workflow.
below, I have detailed what parts of this popup refer to which part of a Momentum.

Momentum Title + Blurb

The Momentum Title will be the name you give the Workflow, this will display on most pages within the Workflow and will be primarily visible on the front tile page.

The Blurb will be a short description you give the Momentum to let users know what the Momentum is about. It should be short and concise enough to fit in the front tile.

Initial Node

The Initial Node will be the starting point of the Workflow. Here you will be able to select which node you would like all applications to start at.

Note: The Node must already exist in the workflow to be able to select.

Description

The Momentum Description should describe in a longer format what the Workflow is for, and in some cases can be used to instruct any new Applicants on what steps to take.

It will be visible when any user clicks on the Momentum from the front tile page.

Application Description

The Application Description will be a default description of any application that comes through on that specific workflow.

It can only be seen when viewing a specific application and is located under the Momentum Title (Studies Assistance)

Application Instruction

The Application Instruction will be a text field, in which Workflow Admin can Instruct new applicants to name their application under a certain format.

This will only be visible in the popup that displays when starting a new application.

Here, it is seen as: 

"Name your application as follows:

Your name - Course - Year you plan to study

For example, Theo — Business Analysis Master Class — 2023"

You should now have a good understanding of what you should be typing in all of these boxes!

There are all editable at any time by Workflow Admin so do not stress if you need to make amendments, they can be changed as required.

Please feel free to contact Acorn Support at any time during this process if needed!

As a Momentum Workflow Admin, you will notice that when you start editing in the Builder there is a tab labelled 'Momentum Restrictions'

These are visibility and privacy restrictions that you can set for a specific Workflow. The 3 types of restrictions include: Closed, Locked, and Deactivated.

Please read below to gain a better understanding of what each does.

Closed

When you 'Close' a Momentum, you restrict new applications from being made while allowing existing Applications to finish.

The Closed Momentum will still remain visible on the main Momentum tile page with an icon indicating it is 'Closed'

Locked

When you Lock a Momentum, all existing applications will remain stored. However, no new applications can be made, and any in-progress applications will be locked from progression.

The Locked Momentum will still remain visible on the main Momentum tile page with an icon indicating it is 'Locked'

Deactivated

When a Momentum Workflow is 'Deactivated' only Workflow Admin for that Momentum will be able to see and view it on the front tile page. Only Workflow Admin will have access to enter.

This should clear up any questions you have regarding Momentum Restrictions. If you have any other queries regarding this topic, please feel free to contact Acorn Support at any time!

This article will delve into what 'Constants' are within a Momentum Workflow.

You will have noticed as a Momentums Workflow Admin that when you enter the 'Builder' page of a workflow, there will be a tab labelled 'Go To Constants'.

Constants are placeholders within a Workflow. These can be placeholders for users, managers, form responses, and a set time.

There are three Constant types and several sub-types in each of those. These are all described below:

Constant Types:

Type 1: User

There are 4 Subtypes with the 'User' Type and they will dictate which user is assigned what role in the Workflow Application.

These subtypes range from an Application Owner, Direct Manager, Static User, or a user selected within a Form Response.

1. Application Owner

• The Application Owner will be the user who starts the Application. This Constant is automatically allocated and does not require further configuration.

2. Direct Manager

• The Direct Manager Constant will be the Supervisor/ Manager assigned to the user via Bulk Uploads, HR Feeds, or an API.

3. Static User

• The Static User Constant can be any one user assigned to the constant. They can be any user within Acorn LMS in that Tenancy.

4. User Form Response

• The User Form Response will extract the user from our 'User Selector' field within a Form.

The 'User Selector' field will provide a drop-down menu of all users within that Tenancy in a Form and allow the Assignee to select which user they would like to fill this role.

Type 2: Response

There is 1 Subtype within the 'Response' Type. The Response Constant will use the information provided in a Form Response to lead the Application through specific Transitions.

The Response type also allows for Reporting on each Response provided by a user in a Form.

1. Form Response

• The Form Response Constant is specifically useful for Transitions. When setting a Form Response Constant, you are required to select which Node and which Field within the form you are extracting information from.

E.g. Once set, this Constant can be used within an 'Equals' Transition to follow a Parameter like:{User Form Response Constant} = 'Manager Does Not Approve'.

This will pull the Application through to the 'Manager Does Not Approve' Transition instead of proceeding to the next stage.

More on Transitions here.

Type 3: Date

The 'Date' Type will be used in conjunction with the 'Time' Transition to set a timed schedule based on how the Constant is made.

There are 2 Subtypes within the 'Time' Type, these include:

1. Form Response

• The 'Form Response' Subtype will get its information specifically from a 'Date Picker' Field within a Form. This allows the user to select a date and for that date to be used in this Constant which then is used for a Transition.

2. Static Date

• The 'Static Date' Subtype will allow the creator of this Constant to select a single date on which the Transition is based. This will be used within a 'Time' Transition to prompt when Applications are allowed through.

This Article will provide Workflow Admin with an overview of Transitions within Momentum Workflows.

Knowledge of Momentums Nodes is recommended in conjunction with knowing Momentum Transitions.

What is a Transition?

A Momentums Transition is essentially a bridge between Nodes in a Workflow. They act as a pathway for the Application to follow. Applications can follow certain Transitions based on their responses in prior Forms. This is configured with Constants and Nodes.

They can be seen in the image above as arrows going from one Node to another.

Transition Types

Base

A base Transition is the Default Transition, there is no extra configuring and it will simply lead the application through to the next Node.

Time

The Time Transition will be used in conjunction with the 'Time' Constant. The Time Transition will be configured to trigger 'X' Days/ Weeks/ Months from 'X' Criteria.

The primary use case of a Time Transition is with 'Wait Nodes'. To hold an application for a specified amount of time.

Cron

A Cron Transition will be configured to trigger based on a Cron Schedule. The format of a Cron is:

The Primary use case of a Cron Transition is if there is an Annual/ Quarterly/ Fortnightly review in place.

Equals

An Equals Transition is a Transition that the Application will follow based on the user's response in a previous form.

E.g. If a user responds 'X' to a specific Form Field and not 'Y', then the Application will follow this Transition.

The primary use of an Equals Transition is if a Manager denies an Application for the Application to end at an earlier stage.

Transitions in a Momentums Workflow can be configured in many different ways to accommodate to your use case of having a Momentum Workflow.

If you require further assistance with configuration, please do not hesitate to contact the Acorn Support Desk!

This article will teach Momentum Workflow Admins what each available Momenum nodes are, and what they do!

Firstly, what is a Momentum Node?

You can think of a Node as a step in the workflow. Essentially, each node represents an action within the workflow.

This ranges from Emails being sent, Forms to be filled, a waiting period, and the end of an Application!

Form Node

The Form Node is a step in the workflow which requires the Admin to create a form for the Assignee of that Node to fill.

The Form Node is not the Form itself, however, it will hold the Form within.

These Forms are extremely customisable to suit exactly what information you need the Assignee to provide.

View this article to gain a better understanding of what a Form is!: Configure a Feedback Form Activity

Email Node

Wait Node

• Crons (This will allow you to schedule intervals of when the Application will be allowed to push through. E.g. 'On the second day of each month', or 'Every Monday, Wednesday, and Friday every two Weeks'.
• Application Start Date - 'X amount of days/ weeks/ months from the application start date is when the application will be allowed through the Wait Node'.
• Node Entered Date - 'X amount of days/ weeks/ months from when the application entered the Wait Node is when the Application will be allowed through'.
• Application Owner Creation Date - 'X amount of days/ weeks/ months from when the Application Owner user account was created is when the application will be allowed through the Wait Node.
• Constant Date - Used in conjunction with the 'Date Select' Field within a Form. This will allow you to set 'X amount of days/ weeks/ months from the date selected within a Form'

Terminal Node

The Terminal Node indicates the end of the Workflow/ Application.

When an application reaches Terminal, this can be because the application was rejected at any stage, or it can simply mean the success of an application is complete, reaching its last actionable stage.

Each Terminal Node can be configured to represent the stage at which the application reached its end.

This article should have cleared any confusion or curiosity regarding Momentum Nodes and will equip you with a basic understanding of reading/ viewing your very own Momentum Workflows!