The Portal, Training Management and Insights

Information and support articles on how to manage trainees, training and read insights from the Next World Portal.

How to change or reset your password

Forgotten your password? This article shows two ways to reset it: from the login screen, or from inside the Platform.
Resetting your password from the login screen
On the login screen, select Forgot Password? in the bottom-right corner of the login box.

The login box will change to the Reset Password form. Enter the email address for your account and select Reset Password.

You will receive an email with instructions on how to set a new password. To return to the login screen, select Back to login.
If the email doesn't arrive within a few minutes, check your junk or spam folder. If it still hasn't arrived, contact your administrator or support@nextworldxr.com.
Resetting a password from the Platform
You can also reset your own password, or the password of a member of your organisation, from within the Platform.
To reset your own password, select your name at the top of the left-hand menu to open your profile, then open the Password tab and select Request Password Reset.

To reset the password of another member, go to Admin > Members, select the member, open the Password tab and select Request Password Reset.

Once you select Request Password Reset, an email will be sent to the member with instructions on how to set a new password.
Trainees who don't have an email address don't have a Platform password. They start training in the headset with their 4-letter access code instead.How to schedule or roster using the Training Schedule

The Training Schedule lets you book a dedicated time for your trainees to complete their required courses, while also showing the current status of their training.
How to schedule training
Select Training Schedule in the left-hand menu to open the scheduler.

On the left you will see a list of members in your organisation who you can book in for training. Use the search bar to find a particular person by name, or select the filter icon to the left of the search bar to narrow the list by Experience, Training Program, Training Status or Division.
Use these buttons to change how many days the calendar shows, and the arrows and month picker to move between dates.
Select Schedule Training to book a session (see below).

Filtering makes it easy to see everyone whose training has expired, for example, and book in their refresher training in one go.
Trainees must be in at least one training program before they can be scheduled, because the experiences you can book for them come from their programs. See Organising your trainees into Training Programs.
You can book a trainee in for training in three ways:

Select Schedule Training in the top-right corner, fill in the Trainee, Experience, Date and Time, then select Schedule.

Select the time slot you want on the calendar. The date and time are filled in for you, so you only need to choose the trainee and the experience they need to complete.

Drag a trainee's name from the list on the left onto the time slot you want. With this method you only need to choose the experience they need to complete.

Training can only be scheduled for a future date and time. If you choose a time that has already passed, the Platform will ask you to pick a time in the future.
Once you select Schedule, the trainee will be sent an email (if they have an email address on their account) telling them which course they need to complete, the date and time, and their unique access code.
How to cancel scheduled training
To cancel a training session, select the session on the calendar, select Remove and confirm.
Training Schedule FAQ
Q: Do all trainees need to be scheduled before they can use the VR headsets?A: No. The Training Schedule is not a prerequisite, and trainees can complete training at any time. It is an organisational tool.
Q: If I schedule someone for training, does that mean nobody else can train at that time?A: No. If you have multiple headsets, you can schedule multiple people in the same time slot. The schedule is purely for administrative assistance and does not limit headset access.
Q: Can I change the length of a booking?A: Not currently. Each training booking is 1 hour long.Organising your trainees into Training Programs

Training programs (formerly known as 'training cohorts') let you create training setups for groups of people across your organisation who have different training requirements, so that everyone's training stays up to date and relevant.
Each program is made up of a list of experiences (courses), a training frequency (how often those courses need to be completed), and its members. Any member added as a trainee of the program needs to complete all of the courses in it for their training status to be "Certified", and needs to keep that training up to date by repeating it at the set frequency (for example, every 6 months).
For example, your warehouse pickers may need to complete courses such as Hand Safety, Manual Handling and Working Around Forklifts, so you could create a dedicated "Warehouse Training" program for them. Your office staff may only need courses relevant to their job (such as Office Hazards and Slips, Trips and Falls), so you could create an "Admin" program just for them. And if you want everyone in your organisation trained in using fire extinguishers, you could create a program for that and include everyone.
Training programs are how the Platform keeps track of whose training is current, overdue or expired. Training status and expiry dates depend on them, so it is important that all of your members are set up in a program.
Setting up a training program
To view your current training programs or create a new one, select Training Programs in the left-hand menu. You will see a summary of all of your organisation's programs, including their experiences, training frequency, and number of managers and trainees.

To create a new program, select the orange + button in the bottom-right corner. You will be guided through four steps:
1. Details

Name: what the program is for, for example Fire Safety or Office Safety
Description (optional)
Training Frequency: how often trainees need to refresh their training on the courses in this program. This also controls when reminder notifications are sent to trainees and managers.

2. Experiences
Switch on each experience your trainees will need to complete. You can search the list, or use Select all to include every experience.

3. Members
Select TRAIN next to each member who will be a trainee in the program, and select MANAGE next to at least one person who will manage it. Only members with the Manager or Admin role can manage a program. Turn on Show All Divisions to include members from your subdivisions.

4. Summary
Review the details you've entered, then select Create to finish.

Editing and removing programs
To edit a program, select it on the Training Programs page. You can change its details, experiences and members using the Details, Experiences and Members tabs, then select Update to save.
To delete a program, select Remove at the bottom of the Details tab.

Removing a training program affects the training status of every member in it.
Adding members to an existing program
You can add members to a program from the program's Members tab, or from the member's own profile. To do this from their profile, select the member on the Trainees page or under Admin > Members, then open the Training Programs tab. Select TRAIN next to each program you want to add them to, then select Update to save.

You can manage your own programs the same way by selecting your name at the top of the left-hand menu.Exporting data to CSV

The Platform can export a number of different tables to a CSV file, which you can open in Excel or another spreadsheet program.
You can export the following tables:

Training Insights (session data)
Trainees
Training Programs
Divisions

How to export data
On the page you want to export, select Export CSV at the top-right of the table. The CSV file will download to your device.

Any filters you have applied to the table also apply to the export. If you want a complete export of all data, clear any filters first.
How to export session data from a date range
To export only the sessions from a particular date range, use the filters. Go to Training Insights, select the filter icon, then enter a From Date and To Date. Close the filter panel and select Export CSV.

The same approach works on any page that can be exported. For example, to export a list of every trainee whose training has expired, go to Trainees, apply the Training Status filter of Expired, then select Export CSV.Managing the members of your division

The Members page lets you add and edit the members of your organisation, allowing for more detailed team and member management.
How to add a member
To add a new member to your organisation, go to Admin > Members and select the orange + button in the bottom-right corner.

Fill in the following details:

Full Name: the member's full name
Email Address (optional for trainees): lets the member receive notifications and log in to the Platform
Division: the division the member belongs to
Role: what the member can do in the Platform. Trainees complete training in the headset, Managers schedule trainees and manage training programs, and Admins manage the whole organisation, including members, divisions and devices.
Position (optional)
External Reference (optional)
Email Reminders: whether the member receives training reminder emails

When you're done, select Add Member. This generates a unique 4-letter access code that the member uses to start training in the VR headset. If they have an email address, they will also be emailed instructions to set up a password for the Platform.
Manager and Admin members require an email address, as they will need to log in to the Platform.
How to bulk add members
To add several members at once, select Import Multiple Members at the bottom of the Add Member form. You can fill in a line for each member (Full Name, Position, Email, External ID, Training Program and whether they are a manager), using Add Line to add more rows, or select Add from CSV to import a CSV file. Download the Example CSV to see the format to use. When you're ready, select Import Members.

How to archive a member
To remove a member, go to Admin > Members, select the member, and select Archive at the bottom of the Details tab.

Archived members are removed from your member lists and can no longer start training with their access code. If you archive a member by mistake, contact support@nextworldxr.com and we can restore them.
Multiple members cannot have the same email address, even after a member has been archived. If you intend to create a new member with the same email address as an old record, remove the email address from the old record before archiving it, otherwise you will not be able to use that email address again.
FAQ
Q: What is an External Reference?A: A field where you can add your own reference to a member, for example an employee number or site ID.
Q: Where do notifications go if a member doesn't have an email address?A: Notifications are forwarded to the manager(s) of any training programs that member is a part of.Setting up your headset

The Devices page under Admin lets you add and edit the VR headsets licensed to your organisation. Registering a headset here gives it access to the Next World course library.
You need administrator access in your organisation to add a device. If you can't add a device, email support@nextworldxr.com with the Device ID and we can register it for you.
How to add a new device
Go to Admin > Devices to see a list of your registered headsets and the number of licences available to your organisation. Select the orange + button in the bottom-right corner to add a new device.

Start by entering the headset's unique ID in the Device ID field. To find it, put on the headset and open the Next World app. The Device ID will be displayed.

You can also add an Alias as a name for the device. This isn't required, but it is recommended so you can tell your headsets apart. Lastly, choose the Division the device belongs to, then select Add Device.

Once done, you will be able to access the Next World courses from that headset.
The headset needs to be connected to the internet to download this new information from the Platform.
How to edit or remove a device
Go to Admin > Devices and select the device you want to edit. From here you can change the device's alias and division, and see when it was last used, how many sessions it has completed, and which Hub version and headset model it reported. Select Update to save your changes.
To remove the device, select Archive.
Archiving a device stops it from accessing the course library. A device's licence can only be reassigned to another headset 7 days after it was assigned.
FAQ
Q: I registered my device but it is not updating on the headset.A: Make sure the headset is connected to a stable internet connection so it can download the new information.Managing your company or organisation's structure

The Divisions page lets you add and edit divisions, subsidiaries or sub-companies within your organisation, allowing for more detailed team and member management.
How to add a new division
Go to Admin > Divisions and select the orange + button in the bottom-right corner.

Fill in the following details:

Division Name: the name the division will be known as
Division Role: the division's role in your organisation (usually Subdivision)
Time Zone: the time zone the division operates in, used for scheduling and session times
Languages: the languages available to its trainees during training experiences
Parent Division: the division this one sits under. The new division inherits settings and options from its parent, including training programs and course bundles.

When you're done, select Create Division.

The Divisions page only lists your current division by default. Turn on Show All Divisions above the table to see your subdivisions too.
How to edit or archive a division
Go to Admin > Divisions and select the division you want to edit. On the Details tab you can change the division's name, role, time zone, languages and parent. The Experiences tab shows which courses are available to the division, and you can change these from the Bundles tab. Select Update to save your changes.
To archive a division, select Archive at the bottom of the Details tab. You can't archive the division you are currently viewing the Platform as, so switch to a different division first.
Archiving a division disables all members, devices, training programs and subdivisions under it. Move anything you want to keep to another division before archiving.Finding training insights and data

One of the most valuable parts of VR safety training is the ability to collect each trainee's session data and analyse it, giving a much more in-depth insight into their learning. The Training Insights page lets you review your trainees' results whenever they complete a course.
How to access training insights
Select Training Insights in the left-hand menu. This brings up a list of the training sessions completed by trainees in your organisation, showing the trainee, experience, duration, start time and status of each session.

Sessions are sorted with the most recent first. You can:

Select the filter icon to filter sessions by date range or experience, or to include sessions from your divisions, archived divisions, in-progress sessions or incomplete sessions. You can also choose to show only certified sessions.
Use the search bar to find a particular trainee.

Select a session to view its results.

The session results show who completed the course, which headset they used, when the session started and how long it took, the language used, and the Hub and course versions. Select View Certificate to open the trainee's completion certificate.
For experiences that include training analytics, the session results also give you an in-depth look at how the trainee performed during the course, and how they compare with others in your organisation and globally.How to find trainees who require training (expired or untrained)

To see who needs training, go to the Trainees page and use the Training Status filter.
The Trainees page
The Trainees page shows all of your division's trainees, along with the courses they have completed, their number of sessions, their training status and their access code.
Filter by status
To find out who has expired or untrained training, select the filter icon at the top-left of the table, then choose the status you want from the Training Status list, for example Expired or Untrained. The list only shows statuses that at least one of your trainees currently has.

Sort by status
Trainees are sorted by training status by default. Select the STATUS column header to sort by status yourself, and select it a second time to reverse the order.

For an explanation of each status, see Training States: How to tell what stage an employee's training is at.How to access the Next World Platform

To access the Platform, go to https://nwxr.app in your web browser and log in with your email address and password. Your login details are provided by Next World or by your organisation's administrator.

Once you have logged in, you will land on the Dashboard, which gives you a training overview of your organisation. Use the menu on the left to move around the Platform.

Create an account
If your organisation is new to Next World, contact us to set up an account. If your organisation already uses Next World, ask your manager or administrator to add you as a member. If you believe you have an account but don't know the password, you can reset your password.
Forgotten password
If you've forgotten your password, select Forgot Password? on the login screen. More information is available in How to change or reset your password.How to view information from other divisions and subsidiaries

Larger companies are often split into divisions. The Platform lets you switch between divisions, or view information from all of them at once.
Changing divisions
To change divisions, select your current division in the left-hand menu, just below your name (1). A list of the divisions you have access to will open. Type in Search Divisions (2) to find a division quickly, then select the division you want to view the Platform as.

When you're done, follow the same steps and select your parent division (your organisation) to return to it.
Viewing information from multiple divisions
Many pages in the Platform, including Training Insights, Trainees, Members, Devices and Divisions, can show information from your subdivisions and subsidiaries as well as your current division. This is useful if you'd like to see everything from your company in one place.

Change to your top-level division (your company) using the steps above.
Turn on the Show All Divisions toggle above the table (2).

Using filters in the Platform to control tables

Filters are useful when looking for a particular subset of information in the Platform.
Applying filters
Most tables in the Platform can be filtered, including Training Insights, Trainees, Training Schedule and the Admin pages.
To open the filters, select the filter icon at the top-left of the table (1). The Filter panel will open on the right-hand side of the page.

Next to the filter icon is the Show All Divisions toggle (2). Turn it on to include data from every division under your current one.
The filters available depend on the page. For example, on Training Insights you can include sessions from your divisions, archived divisions, in-progress and incomplete sessions, show only certified sessions, and filter by date range or experience.

Close the panel with the X in its top-right corner. Your filters stay applied to the table, and to anything you export with Export CSV.Training States: How to tell what stage an employee's training is at

After assigning trainees to one or more Training Programs, their overall training status is displayed as an icon on their avatar. There are many states, each denoting a stage on a trainee's journey from being added to the platform, to achieving their completion certificate.

Individual training states for each course assigned to a trainee through their Training Program, are also available for viewing on the trainee's profile page.

See below for a detailed breakdown of each training status and what they mean:

This is the first stage status for a new trainee.

The Ungrouped status displays when a trainee is not currently a member of any Training Programs. In order to schedule training for a trainee, or view their current training state for a course, they must be added to a Training Program.

The Untrained status displays when any course this trainee has been assigned to has not yet been attempted by the trainee, or has not yet been scheduled for the trainee.

The Scheduled status displays when a trainee has been scheduled for a session of a particular course within their Training Program.

The Overdue status displays when a trainee has been scheduled for a session, but has not completed a session within a reasonable timeframe of their scheduled time and date.

The Expiring status displays when a trainee has previously successfully completed a course, but their completion date is nearing the expiry date set by the corresponding Training Program's Training Frequency. See the Expired status below for an overview on how Training Frequency affects a trainee's Training Statuses.

The Expired status displays when a trainee has previously successfully completed a course, but their completion date falls outside the allocated Training Frequency period specified in their Training Program.

For example, if a trainee has access to the Fire Hazards course through a Training Program they are a member of, and that Training Program has a Training Frequency set to 6 months. If this trainee successfully completes a Fire Hazards session on January 1st, but does not complete another session before July 1st, their training state will be set to Expired and their "training priority" will be considered very high.

Note: If a trainee is a member of multiple Training Programs that each have the same courses, but have different Training Frequencies, the shortest Training Frequency will be used to calculate the trainee's Training State.

The Unsuccessful status displays when a trainee has attempted a scheduled session, but has been unsuccessful in completing the course with a passing score.

The Certified status displays when a trainee has successfully completed a course, and is still within the specified Training Frequency set by the assigning Training Program.