End and Start of Year Administration Tasks

Account Administration•Deleting Accounts•Creating a Leavers Group•Creating New Accounts:

Creating accounts for new classCreating accounts manually for one or two users

•Updating account details and account groups:Editing Folders and Using Edit MultipleUsing a spreadsheet to overwrite account detailsAccessing updated passports

Community Administration•Creating an archive of your community•Creating a year-end rollover of your community•Should I archive or rollover my community?•Changing the default community

End and Start of Year Administration Tasks

There will probably be a number of accounts that need to be deleted at the end of the school year when children and staff leave the school.

To delete accounts, navigate to the administration area and in the Accounts area, put a tick in the check box next to the accounts to be deleted:

There will probably be a number of accounts that need to be deleted at the end of the school year when children and staff leave the school.

To delete accounts, navigate to the administration area and in the Accounts area, put a tick in the check box next to the accounts to be deleted:

Next click on ‘Delete’: Next click on ‘Delete’:

Account Administration

Deleting Accounts

Now confirm that you wish to delete the account/s you selected:Now confirm that you wish to delete the account/s you selected:

When pupils leave the school, say at the end of Year 6, you can put them into a Leavers Folder. The account will be deactivated so the pupil can no longer log in, but staff will still have access to the accounts should they need it.

When pupils leave the school, say at the end of Year 6, you can put them into a Leavers Folder. The account will be deactivated so the pupil can no longer log in, but staff will still have access to the accounts should they need it.

To put an account into leaver status, put a tick next to the user's name and click on the leave button.

To put an account into leaver status, put a tick next to the user's name and click on the leave button.

Transferring accounts to a Leavers Group

The following dialogue will then appear: The following dialogue will then appear:

Once you have confirmed this, the account or accounts will be placed in a Leavers folder as shown below: Once you have confirmed this, the account or accounts will be placed in a Leavers folder as shown below:

Transferring accounts to a Leavers Group

Creating accounts for new class

You may want to create a new batch of accounts for the new intake in September and any new staff that join.

The easiest way to do this when you have more than a few accounts will be to upload a new spreadsheet.

Detailed information on how to do this can be found in the Creating Accounts section of online help guide. Here you can also download example spreadsheets with all the necessary column headings already created.

You may want to create a new batch of accounts for the new intake in September and any new staff that join.

The easiest way to do this when you have more than a few accounts will be to upload a new spreadsheet.

Detailed information on how to do this can be found in the Creating Accounts section of online help guide. Here you can also download example spreadsheets with all the necessary column headings already created.

Creating accounts manually for one or two users

Step 1: Log into the learning platform using your staff account. Step 1: Log into the learning platform using your staff account.

If you just need to add one or two accounts at a time, it may be easier to complete this task manually using the following steps. If you just need to add one or two accounts at a time, it may be easier to complete this task manually using the following steps.

Step 2: If you are adding accounts to your own class, click on the ‘+’ button on the My Class tile.

Step 2: If you are adding accounts to your own class, click on the ‘+’ button on the My Class tile.

Step 2: If you are adding accounts to a different class, navigate to Administration then Accounts and click on the add new account icon to the right of the appropriate folder:

Step 2: If you are adding accounts to a different class, navigate to Administration then Accounts and click on the add new account icon to the right of the appropriate folder:

Step 3:

• Complete the First name and the Last name fields.

• You will notice that the username field is automatically populated by the learning platform.

The learning platform will create the username using the first name and the first initial of the last name.

If you would like to use a specific username then you can delete and replace what the platform has suggested.

Step 3:

• Complete the First name and the Last name fields.

• You will notice that the username field is automatically populated by the learning platform.

The learning platform will create the username using the first name and the first initial of the last name.

If you would like to use a specific username then you can delete and replace what the platform has suggested.

The learning platform has the ability to create normal ‘typing’ passwords or ‘picture’ passwords.

•Select whether you would like the children to have the Normal typing password or the Picture password from the drop down list.

Normal Password

• Click on the ‘Suggest a password’ link and the learning platform will automatically generate a 6 letter word.

Picture Password

• Click on a minimum of 3 pictures to represent the child’s password for the learning platform.

Note: to change to a lower minimum required length password, log in as superadmin, visit the School tab in Administration and edit the password strength area.

The learning platform has the ability to create normal ‘typing’ passwords or ‘picture’ passwords.

•Select whether you would like the children to have the Normal typing password or the Picture password from the drop down list.

Normal Password

• Click on the ‘Suggest a password’ link and the learning platform will automatically generate a 6 letter word.

Picture Password

• Click on a minimum of 3 pictures to represent the child’s password for the learning platform.

Note: to change to a lower minimum required length password, log in as superadmin, visit the School tab in Administration and edit the password strength area.

Step 3:

Click on the Finish button.

Step 3:

Click on the Finish button.

Method 1: Editing Folders and using the Edit Multiple featureMethod 1: Editing Folders and using the Edit Multiple feature

Deleting FoldersWhen a folder is empty, you have the option to delete that folder. Click on [Actions], then on ‘Delete’.

Deleting FoldersWhen a folder is empty, you have the option to delete that folder. Click on [Actions], then on ‘Delete’.

Renaming FoldersNext to the folder name, click on [Actions] then ‘Rename group’ to give the folder a new name.

Renaming FoldersNext to the folder name, click on [Actions] then ‘Rename group’ to give the folder a new name.

Creating FoldersIf you need to add an extra class or group for the new school year, click on ‘Create a sub group’ icon.

Creating FoldersIf you need to add an extra class or group for the new school year, click on ‘Create a sub group’ icon.

Updating account details and account groups

Folder AdministrationFolder Administration

Step 1: Put a tick in the check box next to the accounts to be edited.

To select more than one account at a time from a list, holding your shift key down, click on the first account and then last account will select the entire list.

Step 1: Put a tick in the check box next to the accounts to be edited.

To select more than one account at a time from a list, holding your shift key down, click on the first account and then last account will select the entire list.

Using Edit Multiple

You can use the Edit Multiple feature to move any number of accounts into different folders, or change any of their details such as theme (starter/improver), colour etc.

Using Edit Multiple

You can use the Edit Multiple feature to move any number of accounts into different folders, or change any of their details such as theme (starter/improver), colour etc.

Step 2: When you have selected all the accounts you wish to move/edit, click on the ‘Edit Multiple’ button at the top of the Accounts Administration screen:

Step 2: When you have selected all the accounts you wish to move/edit, click on the ‘Edit Multiple’ button at the top of the Accounts Administration screen:

Step 3: Here you can change a number of account features for all the selected accounts:

Step 3: Here you can change a number of account features for all the selected accounts:

Step 4: To move the accounts to a new folder/group, click on the drop down next to ‘Member of Group’, choose the group to move them to then click on save:

Step 4: To move the accounts to a new folder/group, click on the drop down next to ‘Member of Group’, choose the group to move them to then click on save:

Method 2: overwriting account details using an exported spreadsheet Method 2: overwriting account details using an exported spreadsheet

This will export a spreadsheet of all accounts presently in your school portal.

The exported spreadsheet will look something like this:

This will export a spreadsheet of all accounts presently in your school portal.

The exported spreadsheet will look something like this:

In the accounts view of the administration area, click on the export button.

In the accounts view of the administration area, click on the export button.

To change any details just overwrite the appropriate fields as in the following example where the accounts will be moved from the robins folder to the magpies folder and the theme changed from ‘starter’ to ‘improver’ as the children will be starting in KS2:

To change any details just overwrite the appropriate fields as in the following example where the accounts will be moved from the robins folder to the magpies folder and the theme changed from ‘starter’ to ‘improver’ as the children will be starting in KS2:

To bulk change passwords, overwrite the Password column heading with the heading ‘NewPassword’ and enter your new passwords in the fields of this column:

To bulk change passwords, overwrite the Password column heading with the heading ‘NewPassword’ and enter your new passwords in the fields of this column:

When you are finished, save your changes then click on ‘Import’ to search for and upload your spreadsheet. The existing accounts will be overwritten with the new details.

When you are finished, save your changes then click on ‘Import’ to search for and upload your spreadsheet. The existing accounts will be overwritten with the new details.

If you change passwords, you may like to print out new passports for the children. Any changes of password will be reflected in the passport unless the change has been made by the child itself.

If you change passwords, you may like to print out new passports for the children. Any changes of password will be reflected in the passport unless the change has been made by the child itself.

To access your passports, navigate to the accounts in Administration area, click on [Actions] next to the group you wish to print passports for and select Show passports.

To access your passports, navigate to the accounts in Administration area, click on [Actions] next to the group you wish to print passports for and select Show passports.

Accessing updated passportsAccessing updated passports

If you would like to archive your community without creating a rollover copy for the following school year, visit the administration view of the community by clicking on the cogs at the top right of the community.

Next click on the archive button.

If you would like to archive your community without creating a rollover copy for the following school year, visit the administration view of the community by clicking on the cogs at the top right of the community.

Next click on the archive button.

A dialogue box will appear giving you further information and asking for confirmation:

A dialogue box will appear giving you further information and asking for confirmation:

Community Administration

Creating an archive of your community

Archiving creates a snapshot of the community from that point in time and places the community in the 'archived communities' view.

Archiving creates a snapshot of the community from that point in time and places the community in the 'archived communities' view.

The archived communities view can be accessed from the communities list (from your homepage click on Administration then Communities) and then choosing Archived Communities from the drop-down box options:

The archived communities view can be accessed from the communities list (from your homepage click on Administration then Communities) and then choosing Archived Communities from the drop-down box options:

Your archived community will be created with an amended title showing the month and year when it was first created and the month/year it was archived.

In the example below, the community was created and archived in the same month and so only shows one date:

Your archived community will be created with an amended title showing the month and year when it was first created and the month/year it was archived.

In the example below, the community was created and archived in the same month and so only shows one date:

If you maintain the membership of that community, leaders will still have editing rights but members will only be able to view that community.

This may be useful if you would like pupils to continue to be able to access and view work and discussions they have contributed to earlier in the year or in previous years, but no longer have the ability to amend or add to the community.

If you maintain the membership of that community, leaders will still have editing rights but members will only be able to view that community.

This may be useful if you would like pupils to continue to be able to access and view work and discussions they have contributed to earlier in the year or in previous years, but no longer have the ability to amend or add to the community.

If you would like to re-use your community at the end of the year, the rollover option will create a 'rolled-over' version of the community in the original location with all members and member contributions on the front page removed.

Any quizzes and surveys will revert to being unpublished. Forum topics will remain, though forum replies will be deleted.

If you wish to delete particular forum topic, visit the forum area and click on the cogs at the top right of the screen for some more advanced options. Here you can click on the title of a topic to be given the option to delete it.

The process of rollover will also create an archived copy of the community.

To 'rollover' a community, click on the cogs at the top right of the community to get to the administration view where you will see the rollover button:

If you would like to re-use your community at the end of the year, the rollover option will create a 'rolled-over' version of the community in the original location with all members and member contributions on the front page removed.

Any quizzes and surveys will revert to being unpublished. Forum topics will remain, though forum replies will be deleted.

If you wish to delete particular forum topic, visit the forum area and click on the cogs at the top right of the screen for some more advanced options. Here you can click on the title of a topic to be given the option to delete it.

The process of rollover will also create an archived copy of the community.

To 'rollover' a community, click on the cogs at the top right of the community to get to the administration view where you will see the rollover button:

Creating a year-end rollover of a community

When you press the rollover button, the following dialogue box will appear giving you further information and asking for confirmation:

When you press the rollover button, the following dialogue box will appear giving you further information and asking for confirmation:

If you rollover your communities for the next year, your ‘rolled over’ community that you wish to use for the new class will keep all forum posts (replies are taken out), files in the gallery and contributions to the wiki.

This may be very useful in some cases, especially if you have created a lot of pages or would like to re-use the documents in the gallery.

If the gallery, forum and wiki contain information that is not so relevant for the incoming year group, then it may be a better idea to archive the community and create a new empty community ready for the class teacher to edit and add to as they wish.

If you rollover your communities for the next year, your ‘rolled over’ community that you wish to use for the new class will keep all forum posts (replies are taken out), files in the gallery and contributions to the wiki.

This may be very useful in some cases, especially if you have created a lot of pages or would like to re-use the documents in the gallery.

If the gallery, forum and wiki contain information that is not so relevant for the incoming year group, then it may be a better idea to archive the community and create a new empty community ready for the class teacher to edit and add to as they wish.

Should I archive or rollover my communities?

The default community is the one that will always appear at the top of your homepage when you login, as shown below:

The default community is the one that will always appear at the top of your homepage when you login, as shown below:

If your default community is archived, this community will remain as your default community, as shown below (the dates show the months that community was created and archived):

If your default community is archived, this community will remain as your default community, as shown below (the dates show the months that community was created and archived):

Changing the default community

To make your new community the default, click on the cogs at the top right of the community, select Manage Membership then click on More Options below the current membership of that community:

To make your new community the default, click on the cogs at the top right of the community, select Manage Membership then click on More Options below the current membership of that community:

Now put a tick next to the users you wish to have this community as their default and then click on the line ‘Set as the default community for members‘:

Now put a tick next to the users you wish to have this community as their default and then click on the line ‘Set as the default community for members‘:

If you would like any more information then please click on your ‘Need help?’ button on your homepage.

Otherwise please contact our support team on:

Telephone – 01273 201 701Email – support@dbprimary.com

If you would like any more information then please click on your ‘Need help?’ button on your homepage.

Otherwise please contact our support team on:

Telephone – 01273 201 701Email – support@dbprimary.com