Employee FAQs

The Learning Exchange FAQs for Employees

You will add your volunteer/parent to The Learning Exchange using Matchforce.

activate tle

Log in to Matchforce.

  1. Click the Contacts tab.
  2. Search for or add a new Contact.
  3. On the Contact's page, click Training.
  4. Click the Activate TLE box. You will see the ACCOUNT STATUS update to “Activating.”
  5. Click the Activate TLE box. You will see the ACCOUNT STATUS update to “Activating.”
  6. The volunteer/parent user account is created in The Learning Exchange. Please allow 24 hours for the account to be active and full access to the catalog to be provided.
  7. Within 24 hours, The Learning Exchange automatically does two things:
    1. Sends the new volunteer/parent a Welcome Email with login instructions.
    2. Adds a Welcome to BBBS & The Learning Exchange curriculum to their transcript. This includes some information about BBBS and The Learning Exchange FAQs for Parents and Volunteers. Completion of this curriculum is not required.
Make sure the parent/guardian contact has a valid email address entered. If not, their account will not be created in The Learning Exchange.

There are multiple courses you can assign right from the Training Tab in Matchforce!

For parents, you can assign the following courses in Matchforce:

  • Your Child’s Personal Safety
  • La Seguridad Personal De Su Hijo (Your Child’s Personal Safety)
  • Introduction to Trauma-Informed Care for Parents/Guardians

For volunteers, you can assign the following courses in Matchforce:

  • Volunteer Pre-Match Training for Bigs
  • Introduction to Trauma-Informed Care for Volunteers
  • LGBTQ Awareness
  • Justice, Equity, Diversity, and Inclusion (JEDI) – An Orientation
To assign courses not listed above, a TLE Manager or TLE Agency administrator can do this in The Learning Exchange. Check out instructions in the Agency Administrator How-Tos.

To assign a course using Matchforce, you will use the Training Assignments table on the Contact’s Training Tab. (For volunteers, you will also find the Training Assignments table on the training tab of their enrollment/application.)

training assignments

First thing: Make sure your contact has been added to The Learning Exchange. The ACCOUNT STATUS must be in Activating or Active to assign a TLE course in Matchforce. If the ACCOUNT STATUS is blank or Inactive, click the Activate TLE button.

Second, take a look at the Training Assignment table. You will find some trainings pre-populated. These are the trainings required per the Standards of Practice. For Parents, they are also determined by the Program identified on the Little Application, as well as the parent’s preferred language (identified as English or Spanish on the Contact).

For Community-Based Parents, you will see:

  • Pre-Match Training for Guardians
  • Your Child’s Personal Safety

For Site-Based Parents, you will see:

  • Pre-Match Training for Guardians
  • Youth Protection Education

For Volunteers, you will see:

  • Volunteer Pre-Match Training for Bigs

You will know if there is a TLE course associated with the training by looking at the TLE Title section of the table. If there is a TLE Title listed there, you will know you can assign the TLE course via Matchforce!

delivery method

To assign the pre-populated course:

  1. Click on the corresponding Training Assignment number. A Training Assignment window will open.
  2. Edit the Delivery Method
  3. Select The Learning Exchange
  4. You can also update the Due Date and add notes, if applicable
  5. Click Save. Please note: If the user is not active in TLE or if there is not a corresponding TLE Course for that Training Name, you will not be able to save the Training Assignment.
  6. Within 24 hours, The Learning Exchange automatically does two things:
    1. Sends volunteer/parent an email with the assignment information and log-in details.
    2. Adds the course to their transcript.

The Status on the Training Assignments table changes to Scheduled once it has been assigned. This will update to Registered when the assignment processes in The Learning Exchange (within 24 hours) and to Completed after the course is completed in The Learning Exchange.

To assign a course not pre-populated, you will click New on the Training Assignments table.

new training assignment
  1. Click New. A New Training Assignment window will open.
  2. Enter the Training Name. The Training Name is the name of the TLE course (available courses listed above).
  3. Select the Training Name
  4. Edit Delivery Method
  5. Select The Learning Exchange
  6. You can also update the Due Date and add notes, if applicable.
  7. Click Save. Please note: If the user is not active in TLE or if there is not a corresponding TLE Course for that Training Name, you will not be able to save the Training Assignment.
  8. Within 24 hours, The Learning Exchange automatically does two things:
    1. Sends volunteer/parent an email with the assignment information and log-in details.
    2. Adds the course to their transcript.

The Status on the Training Assignments table changes to Scheduled once it has been assigned. This will update to Registered when the assignment processes in The Learning Exchange (within 24 hours) and to Completed after the course is completed in The Learning Exchange.

No! Sometimes our courses do not automatically update as a completed course. If this is happening to you, please contact your Agency Administrator. They can assess if the course is complete and, if so, can manually mark the course as “Complete.” If you are an Agency Administrator and need additional instructions on how to do this, please see instructions here.

As you probably suspect, they can't!

  • If an employee forgot their password, this must be reset in AMS or OKTA.
    1. Your AMS Administrator can reset the password in AMS or an employee can also reset their own password in OKTA. OKTA instructions can be found here.
    2. If the reset password from AMS does not work, their record is likely Inactive.
  • After an employee has not logged in to The Learning Exchange for one year their account becomes Inactive. Your Agency Administrator must set their User Record to Active. See instructions above.

For Volunteers and Parents:

  1. Please make sure your parent/volunteer is signing on using the correct Username and password.
  2. If a parent/volunteer has forgotten their password, they can click **Forgot Password** and a password reset email will be sent to them. Please note: This email often ends up in Spam/Junk folders and may be delayed.
  3. If the email is not received, their record is likely Inactive. After a parent/volunteer has not logged in to The Learning Exchange for 90 days, their account becomes Inactive. See the instructions above on how to make their record Active again.

For Employees:

  1. Confirm that your employee is logging in through the employee sign-on page at https://tle.bbbs.org.
  2. Please make sure your employee is signing in using their correct bbbs.org Username and Password.
  3. If an employee has forgotten their password, this can be reset in AMS. Your AMS Administrator can update the password. An employee can also reset their own password in OKTA. OKTA instructions can be found here.
  4. If the issue is not their username/password, their record is likely Inactive. After an employee has not logged in to The Learning Exchange for one year, their account becomes Inactive. Your TLE Agency Administrator or the employee’s TLE Manager must set their User Record to Active. See instructions above.

It usually takes 24 hours for an employee to be added to The Learning Exchange. If 24 hours have passed, and they are not in The Learning Exchange, double-check a few details:

  • Eliminate any spaces before or after their name and/or email address in AMS
  • Ensure their manager identified in AMS is an active user in The Learning Exchange

If you have completed the above steps and this does not resolve the issue, please ask your Agency Administrator to email the Resource Center at resourcecenter@bbbsa.org.

It is highly likely your pop-up blockers are enabled. While this is a great security measure in most cases, you will need to change your settings and allow pop-ups on the site.

disable pop-up blocker
  1. Click the pop-up blocker icon
  2. Click “Always allow pop-ups and redirects from https://bbbs.csod.com"
  3. Click Done
  4. Refresh your page and the training will launch!

After an employee has not logged in to The Learning Exchange for one year their account becomes Inactive. For volunteers and parents, it is 90 days.

In The Learning Exchange, a TLE Manager or TLE Agency Administrator can confirm a user is inactive using the User Search (MENU>ADMIN>USERS) and search Inactive users.

active status dropdown
  1. If the missing user is Inactive, this status can only be changed in The Learning Exchange by the user’s TLE Manager or the TLE Agency Administrator.
  2. Click the user’s name to edit the record.
  3. Click Edit Record
  4. Click Next
  5. Change User’s Active Status from Inactive to Active. active status selection
  6. Click Save Record.

    NOTE: Once a user is active again, they must log in to TLE by the end of the month. If not, their record will become inactive again.

For parents and volunteers, you can check their Active status on the Training Tab of their Matchforce record. If the account is inactive, their ACCOUNT STATUS will reflect this. To make then active again, click the Activate TLE button.

activate tle

As you probably suspect, they can't!

  • If a parent/volunteer has clicked Forgot Password and the password reset email is not received (make sure they check their junk/spam folder and give it a little time – this email is sometimes delayed), their record is likely Inactive.
  • After a parent/volunteer has not logged in to The Learning Exchange for 90 days, their account becomes Inactive. See instructions above on setting their User Record to Active.

We created The Learning Exchange FAQs – Parents and Volunteers as a resource to support them. Please take a look at the document for excellent troubleshooting tools on a variety of issues. If you need additional support, please discuss with your TLE Agency Administrator. If it cannot be resolved internally, a Matchforce SuperUser can submit a case.

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