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Team Captain User Guide

Team Captain

There are two distinct team captain roles within the Learning Credits Management tool:

  • Team Captain Designated Admin
  • Team Captain Other.

The Team Captain Designated Admin (TCDA) is a customer employee who is authorized by the customer to use the Learning Credits Management Tool to manage credits, review transactions, generate reports, guard against fraudulent use of the credits and identify Team Players and Team Captain Others.

The Team Captain Other is a role that can be appointed by the Team Captain Designated Admin, once fully set up in LCMT and having accepted the Cisco Terms & Conditions.   This optional role can be filled by someone other than an employee of the customer but cannot be a Cisco employee. 

Overview

The Team Captain Designated Admin (TCDA) must open a support case with Cisco to obtain access to the Learning Credits account. Only the Team Captain Designated Admin can log in to the LCMT to activate their account. The system will send an email that provides instructions for accessing the account.

The TCDA can then complete account setup, including accepting the Cisco Terms & Conditions.

  • Acceptance of the Cisco Terms & Conditions must occur for the TCDA to be fully set up in LCMT.
  • If you decline the program terms, you will not be able to access your account details.
  • The Team Captain Designated Admin once fully set up, can then add other individuals of the customer as team players or additional TCDA.
  • The team players receive email from the system with instructions for accessing the account. Team players can view the accounts they have access to and may be able to view reports and receive notifications.

The Team Captain Designated Admin once fully set up in LCMT and having accepted the Cisco Terms & Conditions, can also request individuals that are not employees of the customer to be added to the account as Team Captain Other by opening a support case.

Note: Employees of Cisco are prohibited from being a Team Captain.

There can be multiple Team Captains and Team Players on an account.

  • An account MUST first have an active Team Captain Designated Admin on the account who has accepted the Cisco Terms & Conditions before any additional team captains or team players can be added.
  • Team captains can approve debits, request reissue, and can request the assignment or removal of other Team Captains and Team Players.
  • There MUST always be a Team Captain Designated Admin on the account who cannot be removed, only replaced by opening a case. This role should never by not assigned for an account.
  • Team Players may only view account details. They have no authority for debit approval, reissue request nor the authority to request assignment or removal of other team captains or team players.

Learning Credits Management Tool

The LCMT is a robust online tool that is designed to help team captains monitor and manage the company's usage of Cisco Learning Credits. The LCMT:

  • Tracks all your account transactions
  • Validates the redemption of your Learning Credits

Access the LCMT

1. To access the LCMT, go to cisco.com/go/lcmt. The Cisco.com login window appears.

2. At the login window, enter your Cisco.com username and click Next.

 

3. Enter your Cisco.com password and click Log In. The Terms and Conditions window appears when required.

 

4. If you have not already, read the terms and conditions and click Accept. If you decline the program terms, you will not be able to access your account details.

5. The LCMT Home page will appear. A dashboard of Account Balance(s), Transactions, Expiration, and any applicable open Action Items will appear.

View accounts

  1. To view your accounts, click the Account Information tab. This tab lists all the accounts that you have access to and gives the name of the team captain and the number of Learning Credits available for that account. You can also search for an account name from this page.

 

2.  To view the details of an account, click the Triangle icon next to the account name.

 

  1. To view a statement of account transactions, click the Transactions tab and choose Advanced Search. Specify all transactions, a date range, or a transaction type, then click Search. You can choose whether to view the results online or have them downloaded to Microsoft Excel.

 

TIP: You can click the Search button without entering any specific criteria to view all transactions that have occurred in the account since it was created.

NOTE: If you download the report to Excel, you can view the system notes that accompany the transactions.

Transactions: Approve or deny Learning Credit requests

Status definitions

  • On Hold: You need further information before approving or denying the debit request.
  • Denied: The training provider will not receive reimbursement. The provider can submit a new request, but the existing request is permanently denied and the credits remain in your account.
  • Approved: The request can be reimbursed to the training provider by Cisco and the credits are debited from your account.

Tip: Prior to approval, denial, or placing on hold. You may also choose status Submitted if you only want to add notes to the request.

Dashboard: The fastest way to locate transactions needing your attention

  1. a. Quickly locate the Submitted transactions pending your approval from the Dashboard’s Action Items section

Transactions in Submitted status (needing review and approval) will appear. Click Process to access the details.

  1. b. Or, to navigate to the Submitted transactions from the Transactions tab, click Approve Debits. The quick access ribbon displays the status of all Learning Credits transactions in your account. Click a segment of the ribbon to view only those transactions.

Tip: You can also search for specific transactions by training provider, transaction number, SO number, course acronym, request status, a date range for debits, or a date range for the start of a class.

 

  1. Requests that have been submitted by the training provider but have not yet been approved by the Team Captain have a status of Submitted. Click the Process link to take action.
  1. Review the request details. Approval status is displayed at the top of the screen. In order to approve, deny, or place a debit request on hold, you must add a Note, providing any details you would like, in the Notes area at the lower right of the window. Select approval Status, then click Process.

Tip: You can also leave the status as Submitted if you simply want to add notes to the request.

  1. To change the status of a request that is On Hold (only), click Approve Debits then On Hold within the status bar.  Click Process to open and update details or status.

You may then make the required notes updates and select an approval status for processing:

  1. You may review a previously updated request that does not require action by clicking “View” under the Actions header. The request details will appear

Set up automatic approval

1. To allow debit requests in some or all accounts to be approved automatically, go to the Transactions tab, click Approve Debits then the Auto Approve Debits button.

  1. At the right, in the Actions column, check the check box for each account that does not require manual approval by the team captain. You can enable automatic approval for some accounts or select it or deselect it for all accounts.
  • Checking a box means that the team captain takes no action when the training partner submits a debit request for that account. Reimbursement by Cisco is automatic.
  • Unchecking all boxes means that the team captain manually processes every request.

Click Save to update the automatic approvals.

Users: Add/remove Team Captains or Team players

Accounts may have multiple Team Captains and Team Players. To add or delete a user to an account, please open a case with Centralized Support.

  • An account MUST first have an active Team Captain Designated Admin on the account who has accepted the Cisco Terms & Conditions before any additional team captains or team players can be added.
  • Team captains can approve debits, request reissue, and can request the assignment or removal of other Team Captains and Team Players.
  • There MUST always be a Team Captain Designated Admin on the account and can not be removed, only replaced by opening a case.
  • Team Players may only view account details. They have no authority for debit approval, reissue requests not the authority to request assignment or removal of other team captains or team players.

Please note:

  • Cisco employees are not allowed to be assigned as the Team Captain nor as a Team Player.
  • Cisco.com credentials cannot be shared.
  • Each user must have a valid Cisco.com username and password.
  • When one TCDA is being added to replace one that is leaving, until the newly added TCDA accepts the Cisco Terms & Conditions, any existing Team Captain Other on the account will be blocked from see the account in LCMT.

Prime-Branch account linkage

If you wish to utilize learning credits from more than one account but do not want to permanently combine the accounts, you may request a Prime-Branch linkage between your accounts within LCMT. Upon completion, the Prime account Team Captain may pass CLCs to the Branch account, and the sales orders may be used together from the same Branch account. Please note that transfers are final, expiration date and reissue rules are unchanged, and the Branch account Team Captain will approve, or select auto approve, for any debit requests. To qualify for the Prime-Branch account linkage:

  • the customer must request the account linkage and provide Branch Team Captain information,
  • the learning credits must belong to the same legal entity of the customer, and
  • sales orders from different Cisco entities cannot be combined.

To request Prime-Branch linkage, to open a case with the Learning Credits Team and provide sales order numbers, Team Captain details, and respective approval(s). 

Transferring CLCs from the Prime to Branch account

Upon account linkage the Prime account Team Captain will be able to enter the sales order for which he or she wishes to pass to the Branch account.

  1. Navigate to the Accounts Tab to see which Prime account has been setup. Note the sales order you wish to transfer to the Branch account.
  1. Click Transactions tab then Transfer Credits option at the top.
  1. You will be prompted to enter the Sales Order number that your wish to transfer. Enter the entire sales order number in the field and click Submit.
  1. Enter the number of learning credits, in whole units, to transfer to the Branch account and click submit.
  1. Upon submission the Prime SO# will be reduced by the number of CLCs transferred, confirmed on the Account tab below.  The Branch SO# is now created with the balance transferred and is visible to the Branch Team Captain only.
  1. The learning credits are now assigned to the new sales order number within the Branch account.

Note: All Branch account sales orders will have a suffix added to the end of the sales order (example:  “12345678-ABC”) to denote that it is part of the Branch account. All expiration dates remain unchanged throughout both the Prime and Branch account sales order number.

  1. If you are a Team Captain of the Branch account you will manage and approve your Learning Credits the same as previously demonstrated in the user guide. Please note that transfers are final, expiration date and reissue rules are unchanged, and the Branch account Team Captain will approve, or select auto approve, for any debit requests against the account.

Reporting

  1. To pull reporting on your account transactions – go to the Transactions tab and select Search Transactions.
  2. To the far left of the Search Results, click on the EXCEL icon
  3. The system will download an Excel report 
  1. Updated reporting with additional fields will be coming in mid-August 2020.

Setting notification preferences

A team captain can opt in or out of receiving certain system notifications. The notification preferences can be set by logging into LCMT and clicking the “Bell” in the upper right corner next to the circle with your initials.

Here you will see a listing of all notifications sent to you and the date they were sent.

From this screen select User Preferences to update the notifications you will receive.

There is one notification that a team captain can NOT opt out of receiving:

  • Team Captain Welcome Email

The CLC team suggests receiving the following:

  • Debit pending approval
  • Monthly statement
  • Reissue request submitted
  • Cisco Learning Credit Expiration Notice
  • Transfer SO

Get help

Online

  • You will be notified of case details via email
  • Please use case tool to communicate with team

Phone

(US) 1-800-553-6387 Option 4, Option 1

  • A case will be opened on your behalf, or
  • You may update an existing case using this option