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Comprehensive Guide to eLearning Modules

Train volunteers online with modules that award qualifications and support videos, quizzes, and embedded presentations.

Updated over a week ago

Keywords: eLearning modules; training; emodules

Overview

eLearning Modules in Better Impact offer a flexible way to deliver volunteer training online. Admins can build modules with videos, documents, embedded presentations, and quizzes. When volunteers complete a module and pass the quiz, they are automatically awarded a related qualification.

Modules can be shared via direct links or displayed on volunteers' training pages, and they support tracking through qualifications, as well as optional email notifications. Though quiz scores and timestamps aren’t recorded, completion can be monitored using reports on Qualifications.

These modules simplify training delivery, improve accessibility, and help ensure volunteers are prepared and up to date.

Introduction to eLearning Modules

Key Features

  • Volunteers can complete modules at their own pace, whenever it’s convenient for them.

  • Once completed, a linked Qualification is automatically added to the volunteer's profile—regardless of Qualification permission settings.

  • Admins can set passing scores and define how soon a volunteer can retake a module after failing.

  • Modules are available to all eligible volunteers based on status, not Qualifications.

  • There's no need to manually assign modules—once set to Active, they’re visible to volunteers based on the Display settings.

  • Only volunteers with an active Better Impact profile can access and complete modules.

  • Archived volunteers do not have access to eLearning Modules.

  • Volunteers will be logged out after 30 minutes of inactivity, and progress within a module is not saved. They must complete the module in one sitting.

  • Modules do not support SCORM files or Articulate Storyline content.

  • Quizzes allow only one correct answer per question—multiple correct selections are not supported.

Important Notes

  • Each eLearning Module must be linked to a Qualification.

  • If a volunteer already has the linked Qualification (with an expiry later than what the module assigns), the expiry date will not be updated.

  • If a volunteer already has the Qualification on their profile—even if they didn’t complete the module—the system will still mark the module as completed.
    ➤ To require them to complete the training, remove the Qualification from their profile first.

  • We recommend using "Exact Match" Qualifications for elearning modules

    ➤ If you use "Ranked" Qualifications and the volunteer takes the last module/level, the system will assume the other modules as complete as well.

  • Volunteer progress through a module cannot be paused or resumed later.

  • It is not possible to view individual quiz scores; only completion status is tracked.

  • Access to eLearning Modules cannot be restricted by Qualification—only by volunteer status.
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Creating an eLearning Module


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Step 1: Create the Module

  1. Navigation: Configuration > Resources > eLearning Modules

  2. Click: [+ Add New eLearning Module]

  3. Enter Module Name (visible to volunteers).

  4. (Optional) Add Internal Notes (admin-only).

  5. (Optional) Check "Display" to show on the volunteer’s Training page.

  6. Choose Display Status and enable review access if desired.

  7. Select the Qualification and Qualification Level to be awarded.

  8. (Optional - if the qualification selected has an expiry date) Set Valid For (months), Retake Days, and Passing Score.

  9. (Optional) Customize success/failure/inactivity messages.

  10. (Optional) Enable admin notifications via profile > Miscellaneous tab.

  11. Click [Save].

Important notes:

  • When a module is created in the Enterprise account, it becomes visible to all sub-accounts—unless the selected Qualification isn’t visible in a specific sub-account.

  • Once created, a module will be available to all volunteers who meet the requirements - it's only possible to restrict visibility based on status

  • To limit access to specific volunteers, set the module to Active but hide it from the My Impact Page. Then, share the direct link only with those who should complete it.

Using a Template - The Module Library

The eLearning Module Library allows administrators to share their custom-built training modules with the wider Better Impact community. Submitted modules can serve as templates, offering inspiration or a starting point for others looking to build their own training.

  • The Library is only accessible to administrators.

  • If you’ve created a module that could benefit others, you can submit it to the library for wider use. [Learn how here]

  1. Go to Configuration > Resources > eLearning Modules > [eLearning Module Library]

  2. Search by keywords.

  3. Use the Options icon next to a module and click "Use This Template".

  4. Customize as needed, select a Qualification and Level, set Valid For and Retake Days.

  5. Click [Save].

How to Submit a Module to the Library:

  1. Go to: Configuration, then click on “eLearning Modules” found in the sidebar under Resources

  2. Mouse over the Options icon to the left of a Module

  3. Click on “Submit to Library”

  4. Please read the disclaimer information in the dialog that appears.

  5. To proceed, click on the “Click here” link to submit your eLearning Module to Better Impact for consideration.

Creating Training Content

After configuring the main settings for your eLearning Module, the next step is to add content by creating sections. Each section can serve a different purpose—such as introducing a topic, presenting a video, including written instructions, or asking a quiz question. This is where you'll build out the training experience for your volunteers, using text, media, and optional questions to guide them through the material.

An eLearning module can contain an unlimited number of sections.


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1 - Add eLearning Module Sections

  1. Configuration > eLearning Modules > Options icon > Add New Section

  2. Enter Internal Name (not shown to volunteers).

  3. Enter the Content (what the volunteer will see).

    • The Text Box field can contain text, images, videos and/or documents.

  4. (Optional) Add a question (you can add multiple answers, but only one correct answer is allowed - volunteers can only choose one).

    • It's advisable to have the questions in a separate section and to use a section per question

    • Provide answer options, mark the correct one

  5. Click [Save].

Tip: Keep content and questions in separate sections for clarity.

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2 - Adding Content to the Sections

Each section in an eLearning Module can include rich content—like text, images, videos, embedded presentations, or a quiz question—to engage volunteers and guide them through the material. Follow the steps below to start adding content to your sections.

Tip: You can switch to full-screen mode in the Text Box Field by clicking the Fullscreen icon button

Important: All editing should be done directly within the Text Box, as formatting changes made in external programs may not carry over when pasted.

Embed Presentations

You can use your Presentations on an eLearning section. Embed from PowerPoint, Google Drive Slides, SlideShare.net or Canva!

Note: In order to embed a PowerPoint presentation into an eLearning Module, it must be hosted on a service such as Microsoft OneDrive, Google Drive, Slideshare or Canva. Please ensure the permission settings on the file are set to enable anyone to have access to and view the file.

To embed:

  • Copy the embed code from the source platform.

  • In the section editor, click Insert > Media > Embed, paste the code, and Save.

Embed from OneDrive / Office 365 Online PowerPoint

  1. Using your Office 365 online editor for PowerPoint, create your presentation

  2. Once it is ready, click FILE>>Shared>>Embed

  3. Select the desired dimensions. We recommend one of the smaller options, as the presentation may be viewed on a variety of devices with differing screen sizes

  4. Copy the Embed code from the “Embed Code” box. Clicking into the box should highlight all the text, then right-click and select copy


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Embed from Google Drive Slides

  1. Log in to your Google Drive at docs.google.com

  2. From the menu, select “Slides”

  3. Click the Folder Icon on the right to “Open File Picker”

  4. Select “Upload”, and then either drag and drop your presentation into the box, or click the “Select a file from your Device” to find the presentation

    • Note: It may take a little while for your presentation to upload

  5. Once it has finished uploading, click “Open”

  6. This should open your presentation for viewing and editing

  7. Select File>>Publish to Web

  8. In the new box that appears, select Embed

  9. Choose the size, and configure any desired options

  10. Click the [Publish] button

  11. Copy the Embed code that appears in the box; clicking into the box should highlight it for you, then press CTRL + C


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Embed from SlideShare.Net

Note: In order to use slideshare.net, you’ll need to create an account via LinkedIn.

  1. Once you have an account and are logged in, click the [ Upload ] button on the top right

  2. Click the [Select files to upload] or drag and drop your PowerPoint presentation to begin the upload

  3. Give your presentation a Title and Description

    • This will be visible to your volunteers below the presentation

  4. Choose a category, and then select “Limited” from the Privacy Level.

    • Choosing limited will allow it only to be visible to people with the link

      • We’ll adjust the visibility settings to allow embedding in the next step

  5. Click the [Publish] button

  6. Once the publication is complete, you will be redirected to the page for your presentation

    • Click the [Privacy Settings] button

  7. Scroll down to the “Embed Settings” section, and select the “Anywhere” radio button

  8. Click the [Update] button

  9. An “Embed Code” box will appear

    • Click the [Copy] button beside it to copy your embed code

Embed from Canva

Note: Canva presentations can be embedded in the same way as other media, including PowerPoint and Google Slides can be embedded!

  1. Click the "Share" button

  2. Select "Embed" (If it is not visible, click the "See all" option first to expand the list).

  3. Copy the "HTML embed code".

    • You may see another message first. Click "Embed":

Insert Files, Images or Links

Note: It's not possible to add a file directly to the content text box; you'll need to have the file hosted somewhere and add a link to that file.

Insert a File

  1. In the Insert menu, select Link.

  2. Click the File Manager icon next to the URL field.

  3. Check the box beside the file you want to use.

  4. Click the [Insert] button.

  5. In the Text to display field, edit or enter the link text that will appear to volunteers.

  6. In the Title field, enter the text you'd like to appear when a volunteer hovers over the link.

  7. Under Open link in, choose either Current window or New window, depending on how you want the file to open.

  8. In the Class dropdown (available in non-email rich text boxes), select either:

    • Normal Link – to open the file in a standard browser tab/window

    • File Viewer – to open the file in a pop-up viewer

  9. Click [Save] to insert the link into the text box.

Important: Selecting File Viewer will display the file inline in a pop-up box. For this to work:

  • The file must be stored in the File Manager

  • It must be one of these supported formats:
    ​.pdf, .xfdf, .fdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .jpg, .jpeg, .png, .jfif

If the file is not stored in the File Manager or isn't in one of the supported formats, you’ll receive an error when saving, and the link will behave as a standard download or open in a new tab.

Insert an Image

Important: Do not use spaces to align images. Please use the Format >> Align tool.

Drag and Drop

You can copy and paste directly from a Word document. This will work for text as well as images.

You can also drag and drop photos directly from your hard drive or other storage devices into a Text Box field. This will also upload that image to your File Manager for use in other Text Box fields.

Insert an Image

Important: Anything inserted into a Text Box field is accessible to any admin who can use Text Box fields. Sensitive or confidential files should not be uploaded to the File Manager.

  1. From the “Insert” menu, select “Image”

  2. Click on the File Manager icon to the right of the Source field

  3. Check the box below the desired image or table and click “Insert”

  4. (Optional) Enter an “Alternative description”

  5. (Optional) Click the lock icon to edit dimensions

    • To ensure image displays properly on smaller screens, like mobile phones, enter 100% (including the percentage symbol) in both the “Height” and “Width” fields.

    • Click the lock icon again to set the new dimensions

  6. Click the [Save] button to insert the image into the Text Box field

Note: Images can be the following file types: JPG, JPEG, GIF, PNG. The maximum file size allowed is 10MB. Care should be taken to upload only appropriately sized images. If a larger image is used and then scaled down, this can severely impact the performance of any pages that need to load them.

Important: An image cannot be the only thing in a text box. You must also have at least one printable character. If you do not wish it to display, you can change the colour of the character to match the background.

Insert a Link to a Website / URL

  1. (Optional) Highlight the text you wish to link to the file

  2. From the “Insert” menu, select “Link”

  3. Enter the URL for the website you wish to link to

  4. Edit (or enter) the “Text to display” in the Text Box

  5. Title: enter text to display to volunteers when they mouse over the link

  6. Open link in: Select “Current window” or “New window”

  7. Click the [Save] button to insert the link into the Text Box
    ​

Insert a Video

Note: Videos may be inserted into any non-email text box throughout Better Impact; the link can only be typed into email text boxes. Videos must be hosted by a site such as YouTube, Vimeo, etc.

To embed a video, its permissions must be set to "public" on the platform where it’s hosted.

Inserting a YouTube video

  1. From the “Insert” menu, select “Media”

  2. Click on the “General” tab

    • In the “Source” field, enter the URL for the video

    • (Optional) Override the dimensions (height, width) in pixels for the video

  3. (Optional): In the “Advanced” tab:

    • Enter an alternative source (URL) to use if the source for the video is not available

    • Specify an image in the “Poster” field that will show up as the video is loading and before the user presses play

  4. Click the [Save] button to insert the video

Tip: To get an embed code from Youtube Shorts, right click on the video and select [Copy Embed Code]

Inserting a Facebook video

  1. From the “Insert” menu, select “Media”

  2. Click on the “Embed” tab

  3. Paste in the embed code (HTML). Be sure that the link is prefixed with “https” (i.e. a secure link). If the link to your video does not begin with https, you should not use it.

  4. Click the [Save] button to insert the video into the Text Box field

Tip: To get the embed code from a Facebook video, click on the [. . .] button in the upper right corner of the Facebook post. If you have clicked on the video itself to open it, you’ll find it in the lower right corner of the video. Select “Embed” from the list of choices and copy the code that is generated. (It will begin with “<iframe” and end with “</iframe>”).

Note: You will only see the Embed link option if the video’s audience is set to Public.

Insert a Vimeo Video

  1. From the “Insert” menu, select “Media”

  2. Click on the “Embed” tab

  3. Paste in the embed code (HTML). Be sure that the link is prefixed with “https” (i.e. a secure link). If the link to your video does not begin with https, you should not use it.

  4. Click the [Save] button to insert the video into the Text Box field

Tip: To get the embed code from a Vimeo video, click on the [Share] button on the right side of the video. You’ll see options for “Link”, “Send email”, and “Embed”. In the “Embed” field, copy the code that is generated. (It will begin with “<iframe” and end with “</iframe>”).

Note: Vimeo will permit password-protected videos to be embedded.

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3 - Adding Questions to the Sections

  1. Add / Edit Section

  2. After you add the content you need, click "This section has a question"

  3. The question must be entered in the body of the content.

  4. Add the possible answer(s) to the question and choose the correct one

    • You can add multiple answers, but only one can be correct

    • Volunteers can only select one answer at a time

  5. Click the "Save" button

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4 - Preview the eLearning Module

  1. Go to: Configuration, then click on “eLearning Modules” found in the sidebar under Resources

  2. Mouse over the Options icon to the left of a Module

  3. Select “Preview”

Managing eLearning Modules

Once your eLearning Modules are created, you can easily manage them through the admin interface. This includes editing module details or individual sections, viewing the content as it appears to volunteers, copying modules to reuse or adapt content, and deleting modules or sections that are no longer needed. You can also reorder sections within a module using drag-and-drop functionality, giving you full control over the structure and content of your training materials.

Edit, View, Delete, or Copy a Module or Section

  • Edit: Use the Options icon > Edit Module or Edit Section.

  • View: Use the Options icon > View to preview the module or a section.

  • Copy: Use the Options icon > Copy > Rename > [Copy].

  • Delete: Use the Options icon > Delete > Confirm deletion.

  • Reorder sections via drag and drop.

Activate / Deactivate a Module

  • Must have at least one section to activate.

  • Use the Options icon > Set to Active / Inactive.

  • Or Edit module and check/uncheck Active > Save.

Sharing and Accessing Modules

After creating an eLearning Module, you can share it with volunteers in different ways, depending on how you want it accessed and tracked. You can generate a direct link to distribute manually or link in other content, or use the module as part of an activity setup to control access and gather additional data. Each method offers flexibility for different training and reporting needs.

Generated links for eLearning Modules can be posted or sent out by email to actively encourage volunteers to complete training requirements. Link generation is also a great way to restrict who has access to specific eLearning Modules by sending out the link to select volunteers or placing it in the description of an activity restricted by qualification(s).

Generate a Link

  • Go to Configuration > eLearning Modules > Options icon > Generate Link

  • Copy the regular (long) URL for most use cases.

  • Optionally, use HTML code for embedding.

Tips:

  • Use shortened links only for direct one-time sends to prevent broken links.

  • You can also generate a link to the Modules by going to Configuration, then clicking on “Links for Website”, found in the sidebar under Recruitment.

MPORTANT: When posting a link to a Module, you should use the full (i.e. regular)URL. While URL shorteners are available, they should only be used when sending the link to someone who is about to complete the Module. This is due to the possibility that the shortened URL can change and no longer work.

An example of this would be if you are linking an eLearning module in your News section or an activity description.

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Using eLearning as an Activity


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To do this, you will need to generate a link to your eLearning module

  1. Go to: Configuration, then click on “eLearning Modules” found in the sidebar under Resources

  2. Mouse over the Options icon to the left of a Module

  3. Click on “Generate Link” to generate a preview, a long URL that you can add to your website (or a short URL that can be sent to someone), and HTML code

The link can then be pasted in the pre-assigned description of the activity.
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This is a great option if you need to track any of the following information

  • Who signed up but did not complete the training

  • Volunteer hours spent on training

  • Additional information through feedback fields

Using activities can also help you to limit the visibility of eLearning modules to those with specific qualifications.

  • Generate a link to the e-learning module and then create an activity that is only visible to select volunteersGenerate the link as above.

Note: You can add this link to either the pre- or post-assigned description boxes on the activity.

When choosing where to paste the link:

  • Pre-assigned: All qualified volunteers will be able to access the link, even if they are not assigned;

  • Post-assigned: Volunteer needs to be assigned to the activity to be able to access the link.

Having the volunteers assigned will help track completion dates (reporting on schedule information) or hours spent in training.

Benefits:

  • Track sign-ups vs completions

  • Log volunteer hours for training

  • Collect extra data via feedback fields

We have a great Tips and Tricks collection where you can learn more about this. Check out our eLearning as an Activity tips here.

Module Visibility

Controlling who can see and access your eLearning Modules is key to delivering training to the right volunteers. Visibility settings determine where the module appears, who can access it, and under what conditions.

Important Notes:

  • Modules can only be completed by active volunteers with a Better Impact profile—archived volunteers and administrators cannot access them.

  • Visibility is managed through the Active and Display settings, as well as volunteer Status.

  • For Enterprise accounts, modules are automatically shared across all organizations, but only appear in those where the associated Qualification is also visible.

  • Admins can choose to display a module publicly on a volunteer's MyImpactPage, or keep it hidden and share it via direct link for more targeted training.

  • Volunteers must be logged into the correct profile and organization to view and complete modules.

  • If visibility issues arise, it’s important to check their volunteer status, login credentials, and the module’s display settings.

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Enterprise eLearning Module Visibility

It is not possible to restrict eLearning module visibility to only a specific sub-account within your Enterprise.

In an Enterprise environment, the eLearning Modules you create will be visible (but not editable) in each of the sub-accounts in your Enterprise. If, however, the Qualification that the module represents is not visible in a specific sub-account, any eLearning Modules that are associated with that Qualification will not be visible in that sub-account.

How to Set Visibility for eLearning Modules

Visibility Option

Description

Impact

Active

“This eLearning Module is active and available for volunteers to complete.”
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This setting controls whether the module is enabled or disabled.

✅ If checked, the module is accessible to volunteers.


⛔ If unchecked, volunteers cannot access the module, even via direct link.

Display

“Visible on the MyImpactPage.com and My Impact app training pages.”
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This setting controls whether the module appears in the Training section of MyImpactPage.

✅ If checked, the module is publicly visible to volunteers with eligible statuses.


⛔ If unchecked, the module won't appear in the Training section, but you can still share a direct link.

Status-based Visibility

Applies only when Display is checked. You can specify which volunteer statuses can see the module in the Training section.

✅ Helps control access for groups like Applicants, Active, or In Process volunteers.
⛔ Not available for direct link sharing—links bypass status restrictions.

Why can't a volunteer see the eLearning Module?

Use the checklist below to troubleshoot why a volunteer may not be able to view or access an eLearning Module:

What to Check

What It Means

How to Check / Fix It

Module is Active

If a module is not marked as Active, volunteers won’t be able to access it at all.

Go to Configuration > eLearning Modules and make sure “Active” is checked.

Module is Displayed

If the module is not set to display on MyImpactPage, it won’t show under the Training section for volunteers.

Check that the “Visible on MyImpactPage” option is selected. If not, you’ll need to share a direct link to the module.

Volunteer’s Status Matches Display Criteria

Only volunteers whose status matches the module’s display settings will see it on MyImpactPage.

Compare the volunteer’s status with the visibility settings set in the module. Adjust the visibility if needed.

Correct Volunteer Profile

Volunteers with multiple profiles may be logged into the wrong one, causing them to miss the training.

In the volunteer’s Contact tab, confirm they are using the correct username associated with your organization.

How Volunteers Complete eLearning Modules:

  1. Volunteers need to log in to their MyImpactPage

  2. Go to My Profile > Training

  3. If they belong to multiple organisations, they need to choose one from the drop-down box

  4. From the list of modules available, click "Take" next to the one they want to complete

Tracking and Reporting Completion

eLearning and Qualifications

Although Better Impact does not track detailed data like quiz scores or timestamps for eLearning module completion, you can still monitor progress using linked Qualifications.

When a volunteer completes a module, the associated Qualification is automatically added to their profile. While there's no direct report on module completion, you can use the Personal Profile Raw Data report to find out which volunteers have or haven't received the Qualification.

If the Qualification includes an expiry date, that can help estimate when the module was completed.

Additionally, admins can enable email notifications to be alerted when a volunteer finishes an eLearning module.

Link a Qualification to a Module

  1. Go to Configuration > eLearning Modules.

  2. Click the Options icon next to a module > Edit.

  3. Scroll to the Qualification field and select the appropriate one.

  4. Set a Qualification Level.

  5. (Optional) Add expiry settings and retake days.

Click Save.

Important

When a Qualification is linked to multiple eLearning modules—either as a ranked Qualification or as the same exact match Qualification—completing any one of those modules will award the Qualification:

  • Ranked Qualifications: Completing the highest-level module first will award the top level of the Qualification. The system will then show earlier levels as complete as well, even if the volunteer did not take those modules.

  • Exact Match Qualifications (shared across modules): If the same Qualification is assigned to multiple modules, completing one module will award that Qualification and make it appear as though the volunteer has completed all modules tied to it.

Because eLearning modules are intended to display individually to volunteers, our recommendation is to use unique Exact Match Qualifications for each module. This ensures progress is tracked accurately.

If a step-by-step training sequence is required, Activities can also be used to release modules in order.

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Add Expiry to a Module (Retrospectively)

  1. Set the module to Inactive temporarily.

  2. Disassociate the current Qualification.

  3. Associate a placeholder Qualification.

  4. Update your actual Qualification with an expiry.

  5. Reassign it to the Module.

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Get Notified When Volunteers Complete Modules

  1. Open your Admin Profile > Miscellaneous > Administrator tab.

  2. Tick “Completed eLearning Module Notifications”.

  3. Click Save.

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Report on Module Completion (via Qualification)

  • Use Personal Profile Raw Data Report to:

    • Search for volunteers who have/don’t have a Qualification.

    • Estimate completion using the Qualification expiry date, if applicable.

  • Create and pin saved searches for quick reference

    • Example: "Volunteers who have [Training Module A] Qualification"

Note: Better Impact does not record quiz scores or timestamps of module completion.

❓ Frequently Asked Questions

Can I see when a volunteer completed an eLearning Module?

No. Better Impact does not track timestamps for module completions. If a Qualification has an expiry, you can estimate based on the expiry date.

Can I see a volunteer’s quiz score?

No. Quiz results (scores, attempts, answers) are not stored or accessible.

Why is a volunteer showing as having already completed the module when they haven’t done it?

If a volunteer already has the Qualification on their profile (from another source), the system will consider the module completed—even if they didn’t take it.

  • Remove the Qualification manually if they need to complete the module.

Can I track how long someone spent on a module?

No. Time spent is not recorded. If needed, consider using an Activity-based approach to log hours instead.

Can I restrict access to a module based on Qualifications?

No. Visibility is based on status, not Qualifications. However, you can share a direct link to bypass visibility restrictions.

What’s the best way to know if someone completed the training?

Use a saved search for the Qualification the module awards, or enable completion notifications via your profile settings.

Can multiple modules share the same Qualification?

Technically, yes—but it’s not recommended. It’s better to use a unique Qualification per module to ensure accurate tracking.Frequently Asked Questions

Can I use multiple correct answers in quizzes?
​No. Only one correct answer is supported per question.

Can I use Articulate or SCORM files?
​No. These file types are not supported.

Can I control which modules send email notifications?
​No. Notifications apply to all or none.

If a volunteer is in two Organizations, who gets the notification?
Only the Organization in which the volunteer completed the module.

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