Administrator Quick Start Guide

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1 This guide is designed to provide Administrators with a quick overview of the features and functionalities provided to them in LEARN360 s Administration section. Login Figures 1-4 feature different components of the login screen. shows the main login box. All users must login to the site using their created or assigned username and password. If users would like the site to remember their username, check the box to the left of Remember Me. Administrators are often given a Pass Key upon first entry to the site. To enter a Pass Key, click the blue tab in labeled NEW USERS. The window in will appear. Enter the Pass Key provided, and the site will prompt the Administrator to create their own, unique username and password (if the user enters a username that Figure 5 is not unique, the site will prompt them to choose an alternate). Figure 4 After logging in, users will be prompted to set their profile information, which includes: grade, subject, title and address. This will enable Administrators to virtually push content to specific users or classes according to selected profile information. Once an administrative user is logged into the site, they can enter the Administration section by clicking the orange Administration tab circled in Figure 5. Figure 7 Figure 6 Figure 6 displays the Administration section. Users will see all locations available to them as well as the number of users in their location, how many users are online and the number of videos streamed and downloaded. The Administration section offers users the ability to edit, delete and manage a location. This is also the section where Administrators can add new locations below the current location they are managing. Figure 7 shows other administrative options of searching locations and users, or creating reports for locations and viewing available reports already created. To manage the options within a location, click the Edit link next to the location you wish to manage. This will take you to the Manage Locations section. Free workshop needed? Write 1

2 Manage Locations: Users The Manage Locations page allows Administrators to alter the different options available to them within LEARN360. As you can see in, the options available to Administrators are sectioned into tabs. The first tab, seen by default, is the User tab. The Users tab will show an Administrator all of the users that have been added to the location, however it will only display 50 users at a time. Seen in, Administrators can search for specific users within the location using the Search box. To edit a user that is already in the system, click the Edit link next to the user, and the image shown in will appear (this is also the screen shown when adding an individual user). As you can see, the Administrator is able to edit all of the fields available (except username) including the users permissions and role. This is also where the Administrator will go to unlock a user that has been locked out of their account (getting locked out is usually due to a user entering the wrong information 3 consecutive times when trying to login). Another useful feature for Administrators is the ability to force users to reset their passwords. By checking the box next to Force Password Reset, that user will be forced to create a new password the next time they log into the site. Administrators have the ability to upload new users to a location. Figure 4 displays the pop-up window where Administrators will choose the type of User Upload they would like to perform. Users can be added individually or in bulk using LEARN360 s sample Excel or CSV templates, seen in Figure 4. 2

3 Manage Locations: Roles is a view of the Roles tab. LEARN360 provides all locations with 3 different roles and predetermined permissions: Administrator, Teacher and Student. These permissions can be customized to fit the use of a location. Administrators can create new roles if they would like a more tailored role within their location. LEARN360 provides users with the option of making user roles inheritable. By checking the box next to Is Inheritable?, the Administrator is allowing sub-locations to use the created role without being able to edit. Underneath the available permissions are Pass Key links, circled in. Clicking the View Pass Key link on the left will provide you with a pop-up, seen in. This provides the Pass Key (referred to on page 1) for the role selected. is displaying the Pass Key for an Administrator at Roosevelt High School. This pop-up provides different methods for new users to register on LEARN360. The link can be copied and pasted into any web browser prompting the appropriate registration page (referred to on page 1). LEARN360 makes it easy to distribute these Pass Keys by allowing Administrators to export all user role Pass Keys into an Excel spreadsheet. By clicking the Export All Pass Key Links for this Location LEARN360 will generate an Excel file, seen in, with all the user role Pass Keys at the current location and all sub-locations. Pass Keys can then be distributed to users of your choice. 3

4 Manage Locations: Classes & Servers The Classes tab, shown in, will allow Administrators to add bulk classes to their location. These classes can only be populated with users already in the system. To add a class, Administrators can use the provided LEARN360 Excel or CSV template, shown in. Administrators can specify the class name, Administrator of the class, students in the class, grade and subject area. shows the Servers tab. LEARN360 provides Administrators three different media options, shown in Figure 4. Schools or districts can local host the LEARN360 video library (LEARN360 Media), Use the Blackouts feature (Bandwidth) and/or give users the ability to upload custom media via My Media and My Podcasts in your My LEARN360 (My Media). Figure 4 If a school or district decides to choose one or more of these options, the servers tab would enable them to engage these features. When a location adds a server(s) to their account, they must assign user(s) to manage the server. This can be done in the Admin Tab, seen on page 8. 4

5 Administrator Quick Start Guide Location Manager: Blackouts & Custom The Blackouts tab in allows Administrators to set times for streaming and/or downloading to be blocked at the current location and sub-locations during peak hours. For example, when an Administrator initiates a blackout for content streaming, their users will not be able to stream any content during the blackout period. The same is true for blacking out downloading. Note, Administrators can blackout both streaming and downloading, and videos that were cued to download will begin downloading once the blackout period is over. Displayed in, the Custom tab is for schools that have licensed content from outside publishers. The Custom tab allows Administrators the ability to add that content to LEARN360. Administrators can add content individually or in bulk using either the provided Excel or CSV template, seen in. By adding custom content to LEARN360, users at the location will be able to search, stream and download the content all within LEARN360. Seen in the sample Excel worksheet, there are many fields Administrators can fill in to help specify the custom media they wish to add, making it easier for users to search. 5

6 Manage Locations: UGC & Pushed When users at a location begin to share content, the UGC tab will appear, shown in. UGC (User Generated Content) is content created and then shared by a user. Administrators will be able to manage this shared UGC with the ability to pre-view the content and the option of deleting inappropriate uploads. The Pushed tab is featured in Figure 2. Administrators have the ability to virtually push content to specific users within their location. To push content to users, Administrators must click the + Push Content link, circled in. The page shown in will appear. Administrators must select the piece or pieces of content they would like to push. They must also select which users they would like to receive the content. Notice in under number 2, the options of where to send the content are the same as the profile setup when users first login to LEARN360. As referred to on page 1, these options are important for users to fill in correctly in order for their Administrators to push the proper content to them. 6

7 Manage Locations: News & Restrictions LEARN360 provides Administrators with the ability to send announcements to their different locations. These announcements can be tailored to a specific location or created at the top location and sent to all the locations below. The News tab in allows Administrators to distribute announcements. Clicking the circled + Create New Announcement link will display the Announcement Designer page, shown in. The Announcement Designer page allows Administrators to choose if they would like a HTML announcement or if they would like to upload a document for their announcement. Giving the announcement an expiration date will cause the announcement to hide itself. Figure 4 If there is content on LEARN360 that an Administrator would like to hide, they can create Restrictions. To add a Restriction, use the Restricted tab, shown in. Restrictions can be Inclusive or Exclusive. Inclusive, meaning all content chosen when creating a Restriction Rule, (shown in Figure 4) will be the only content seen by users at the location. Exclusive means the opposite; any content selected will not be seen by users at the location. Administrators can create multiple restrictions within a Rule, but can only use one Rule at a given location. Using multiple Restriction Rules will cause overlapping and may end up negating restrictions. Administrators can also search and block individual titles. This is sometimes a better alternative than blocking an entire section of content. 7

8 Manage Locations: Options & Admin shows the Options tab. The options in the tab refer to a location s Media Options, Sharing Options, and other Advanced Options. Media Options refer to Administrators having the ability to set their user s default media player, streaming and downloading bit rates and custom media options. LEARN360 provides individual users with the option of choosing their personal preferences for these media options, however in the Options tab, Administrators can override preferences and force their entire location to stream and download one media player as well as stream and download one bit rate. They can choose if they want their users to share content on LEARN360. Administrators can upload their school s logo to appear on LEARN360 by clicking the Browse button in. The logo must be either a JPEG or a GIF and must be 400px by 100px. Administrators can delegate responsibilities with the Admin tab, featured in. When users decide to share their content with the rest of the location, an Administrator must approve the content. An Administrator can delegate this task to other teachers or Administrators by giving them the proper permissions within their location. By adding a user to the Shared Content Approvers field, the Administrator is giving this user the ability to approve UGC. The same concept is used with the Bandwidth Content Administrator. By placing a user into the field, the Administrator is giving that user access to manage the locations Bandwidth content. The same is true for adding users to the Server Administrator field, which will allow the user to manage the servers at the location. 8 For more information on the different features of the Administration tab, please visit the Online Help Center.

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