LoiLoNote School User Registration Manual

Transcription

1 LoiLoNote School User Registration Manual BEFORE YOU START... In order to use LoiLoNote School, you must first log in to the server from the School Administrator Account and register a list of teacher and student names and subject information. There are two ways to register this information. Both methods are explained in the manual below: One-time batch registration from CSV file Fill in and import the user registration Excel file sheet called Enrollment List. Individual registration Registering user names and subject information manually one-by-one. IMPORTANT: We recommend using option One-time batch registration from CSV file if for example you are running an initial whole-school account setup and you have a large number of users and subjects to register at once and Individual registration if you only need to register a small number of users and subjects or if you just want to edit or update previously registered data. WHAT DO YOU WANT TO DO? I want to... Register Teacher users... By one-time batch registration from CSV file page 2 By individual registration.. page 3 Register Student users... By one-time batch registration from CSV file.. page 4 1

2 By individual registration.. page 5 Register Regular Subjects... By one-time batch registration from CSV file.. page 6 By individual registration.. page 8 Register Optional Subjects... By one-time batch registration from CSV file.. page 9 By individual registration.... page 11 Register students to Optional Subjects Groups... By one-time batch registration from CSV file.. page 12 By individual registration.. page 14 Edit (convert) User IDs... By one-time batch registration from CSV file... page 15 By individual editing.... page 16 LET S START THEN. I. Download Enrollment List Download the Excel file for user registration ( Enrollment List ) from the URL below. This file is necessary in order to carry out batch registration or editing of registered information. Please refer to the sample when filling in your user registration list. Enrollment List Enrollment List sample II. Log in to the School Administrator Page If you are using the Cloud version, log in to the webpage below using the School Administrator s user ID and password. (If you are already logged in using a Teacher s Account you must log out first.): If you are using the In-school Server version, access the webpage below after replacing the contents of the curly brackets with your in-school server s IP address: III. Register Teacher Users One-time batch registration from CSV file IMPORTANT: Do not edit the layout of the Excel file (e.g. do not change the order of columns inside sheets, delete columns, move columns between tabs, change column names or leave blank spaces). If you do, the data will not be correctly reflected in the system. 2

3 1. Fill in Excel sheet Fill in the Teachers sheet in the Enrollment List Excel file. Fill in the teachers first names and last names separately. They do not have to be the teachers real names. Neither first name nor last name column can be left blank. If you wish to use only one name, please enter an underbar or similar in the other column. Non-English letters and characters cannot be used in user IDs. User account passwords must be at least 6 characters in length. We recommend that you choose an unguessable, meaningless character string. 2. Export CSV file from Excel With the Teachers sheet displayed, save the file under a different name and export it from Excel to CSV file. In Excel, click Save As, then select CSV format from the list of file types and click Save. 3. Import CSV file from Webpage From the Administrator menu, click on the Teachers icon. Click on the CSV Upload button. A confirmation screen will be displayed. Confirm the contents and click Upload to begin the upload. Individual registration 1. You can also register users one by one from the Teacher List. Click on the New Teacher button to register new users one by one. 3

4 2. Enter information for the new teacher you want to register. You do not need to register an address. When you have finished entering the information, click the Create button. 3. Confirm that the new teacher you have registered is displayed on the Teacher List. Editing registered information You can also change, edit or delete registered information from the Teacher List. Click on a teacher s name to edit their registered information. IV. Register Student Users One-time batch registration from CSV file IMPORTANT: Do not edit the layout of the Excel file (e.g. do not change the order of columns inside sheets, delete columns, move columns between tabs, change column names or leave blank spaces). If you do, the data will not be correctly reflected in the system. 1. Fill in Enrollment List Fill in the Students sheet in the Enrollment List Excel file. Only numbers (numerical values) can be used in the grade column. However, character strings such as A, B, C etc. can be used in the class column. Fill in the students first names and last names separately. They do not have to be the students real names. 4

5 Neither first name nor last name column can be left blank. If you wish to use only one name, please enter an underbar or similar in the other column. Non-English letters and characters cannot be used in user IDs. Passwords must be more than 6 characters in length. We recommend that you choose an unguessable, meaningless character string. 2. Export CSV file from Excel With the Students sheet displayed, save the file under a different name and export it from Excel to CSV file. In Excel, click Save As, then select CSV format from the list of file types and click Save. 3. Import CSV file from Webpage From the Administrator menu, click on the Students icon. Click on the CSV Upload button. A confirmation screen will be displayed. Check the contents and click Upload to begin the upload. Individual registration 1. You can also register users one by one from the Student List. Click on the New Student button to register new users one by one. 2. Enter information for the new student you want to register. You do not need to register an address. When you have finished entering the information, click the Create button. 3. Confirm that the new student you have registered is displayed on the Student List. Editing registered information You can also change, edit or delete registered information from the Student List. Click on a student s name to edit their registered information. 5

6 V. Register Subjects Both One-time batch registration from CSV file and Individual registration methods for registering Regular Subjects and Optional Subjects are explained below. NOTE: Please note that the one-time batch registration method from CSV is different for Regular Subjects and Optional Subjects. V-I. Register Regular Subjects One-time batch registration from CSV file IMPORTANT: Do not edit the layout of the Excel file (e.g. do not change the order of columns inside sheets, delete columns, move columns between tabs, change column names or leave blank spaces). If you do, the data will not be correctly reflected in the system. 1. Fill in Enrollment List Fill in the Regular Subjects sheet in the Enrollment List Excel file. Grade/Class: Enter the grade and class number/name of the class who will take the subject. Subject Name: This name will be displayed in the application. 6

7 Class Teacher ID: You can register up to two teachers as class teachers (teachers in charge) via the Enrollment List. Enter the teacher s user ID, not the teacher s name. You can register three or more class teachers or add extra class teachers by editing the Subject from the web-based interface after registering it. From the Administrator menu, click on the Subjects icon. Select the subject you want to add a teacher to and click on the arrow button and then the Edit button. Click on the Teachers menu and select additional teachers from the drop-down list. If a teacher you want to add is not displayed in the list, you must first register them from the Teacher List. Teachers who are not registered as class teachers can still take charge of a subject on a temporary basis by using the Other Teachers Subjects button located on the Subjects list in the tablet interface. There is thus no need to register teachers who may take charge of a subject on a temporary basis. Using this button, the replacement teacher can access the Materials Box and view materials that have been shared with students by the class teacher. They can also push tasks to students and view their answers from the tablet interface. 7

8 2. Export CSV file from Excel With the Regular Subjects sheet displayed, save the file under a different name and export it from Excel to CSV file. In Excel, click Save As, then select CSV format from the list of file types and click Save. 3. Import CSV file from webpage From the Administrator menu, click on the Subjects icon. Click on the CSV Upload button then Upload Regular Subjects to begin the upload. Individual registration You can also register Regular Subjects o ne by one, e.g. if you wish to add a Subject during the semester. NOTE: If you wish to create a Subject for a group of students that has not yet been registered, please refer to page ( Register students to Optional Subjects Groups Individual registration ) to first create the Group of students. 1. From the Administrator menu, click on the Subjects icon. A list of subjects ( Subject List ) is displayed. 8

9 2. Click the New Subject button. 3. Enter the new Subject information and create the Subject. Subject name: Enter the subject name that will be displayed in the application. Groups/classes: Select the Group of students that will take this Subject from the pulldown menu that appears when you start entering text. Teacher: As with Group above, select the class teacher (teacher in charge) of this Subject from the pulldown menu that appears when you start entering text. 4. Confirm that the subject you have registered is displayed on the Subject List. V-II. Register Optional Subjects Registering Optional Subjects is optional. One-time batch registration from CSV file IMPORTANT: Do not edit the layout of the Excel file (e.g. do not change the order of columns inside sheets, delete columns, move columns between tabs, change column names or leave blank spaces). If you do, the data will not be correctly reflected in the system. 1. Fill in Enrollment List Fill in the Optional Subjects sheet in the Enrollment List Excel file. Filling in the Optional Subjects sheet is optional. 9

10 Optional Subjects Names: Enter the subject name that will be displayed in the application. Participating Group Name : Enter the name of the group ( Group Name ) that will participate in this optional subject, e.g. 1st grade, 1st class, Room 211. Some symbols cannot be used in Group Name. (list of invalid symbols: / : ;? * < > " ' \ ) NOTE: In order to effectively assign students to Optional Subjects, you must use the same participating Group Name in the Optional Subjects Groups tab as in the Optional Subjects tab when allocating students to groups. Class Teacher ID: You can register up to two teachers as class teachers (teachers in charge) via the Enrollment List. Enter the teacher s user ID, not the teacher s name. You can register three or more class teachers or add extra class teachers by editing the Subject from the web-based interface after registering it. From the Administrator menu, click on the Subjects icon. Select the subject you want to add a teacher to and click on the arrow button and then the Edit button. Click on the Teachers menu and select additional teachers from the drop-down list. If a teacher you want to add is not displayed in the list, you must first register them from the Teacher List. Teachers who are not registered as class teachers can still take charge of a subject on a temporary basis by using the Other Teachers Subjects button located on the Subjects list in the tablet interface. There is thus no need to register teachers who may take charge of a subject on a temporary basis. Using this button, the replacement teacher can access the Materials Box and view materials that have been shared with students by the class teacher. They can also push tasks to students and view their answers from the tablet interface. 2. Export CSV file from Excel With the Optional Subjects sheet displayed, save the file under a different name and export it from Excel to CSV file. In Excel, click Save As, then select CSV format from the list of file types and click Save. 10

11 3. Import CSV file from webpage From the Administrator menu, click on the Subjects icon. Click on the CSV Upload button then Upload Optional Subjects to begin the upload. Individual registration You can also register Optional Subjects o ne by one, e.g. if you wish to add a Subject during the semester. Note: If you wish to create a Subject for a group of students that has not yet been registered, please refer to page ( Register students to Optional Subjects Groups Individual registration ) to first create the Group of students. 1. From the Administrator menu, click on the Subjects icon. A list of subjects ( Subject List ) is displayed. 11

12 2. Click the New Subject button. 3. Enter the new Subject information and create the Subject. Subject name: Enter the subject name that will be displayed in the application. Groups/classes: Select the Group of students that will take this Subject from the pulldown menu that appears when you start entering text. Teachers: As with Group above, select the class teacher (teacher in charge) of this Subject from the pulldown menu that appears when you start entering text. 4. Confirm that the subject you have registered is displayed on the Subject List. VI. Register students to Optional Subjects Groups Registering Optional Subjects Groups is optional. One-time batch registration from CSV file IMPORTANT: Do not edit the layout of the Excel file (e.g. do not change the order of columns inside sheets, delete columns, move columns between tabs, change column names or leave blank spaces). If you do, the data will not be correctly reflected in the system. 1. Fill in Enrollment List Fill in the Optional Subjects Groups sheet in the Enrollment List Excel file. 12

13 Participating Group Name : Enter the name of the group ( Group Name ) that will participate in this optional subject. Some symbols cannot be used in Group Name. (list of invalid symbols: / : ;? * < > " ' \ ) NOTE: In order to effectively assign students to Optional Subjects, you must use the same participating Group Name in the Optional Subjects Groups tab as in the Optional Subjects tab when allocating students to groups. Student ID : Fill in the Student user IDs of the students you want to assign to the Group. Please pay attention to the correct entry format. The Student IDs of the students to be assigned to the Group must each be entered on a new line as shown below. 2. Export CSV file from Excel With the Optional Subjects Groups sheet displayed, save the file under a different name and export it from Excel to CSV file. In Excel, click Save As, then select CSV format from the list of file types and click Save 3. Import CSV file from Webpage From the Administrator menu, click on the Subjects icon. 13

14 Click on the CSV Upload button then Upload Users to Optional Subjects to begin the upload. Individual registration 1. From the Administrator menu, click on Groups/Classes. A list of groups/classes ( Group/Class List ) is displayed. 2. Click the New Group/Class button. Enter the group name and create the group. Grade information is used to identify graduating students for purposes of annual processing. If class groups have already been created automatically by CSV then you do not need to fill this in (e.g. Student Council, no grade.) 3. Register students to be assigned to the Group 14

15 Click on the name of the group to display a list of students assigned to it ( Member List.) Click the Add Students button to add students. Select students from the pulldown list that appears when you click on the list or manually enter the names of students to be added. VII. Edit (convert) user IDs ( ID Conversion ) One-time batch editing from CSV file You can use one-time batch editing from CSV file to batch edit (convert) large numbers of user IDs, e.g. due to students moving up to the next grade at the end of the year etc. 1. Download CSV file Download the Excel file for editing user information ( ID Conversion File ) from the URL below Fill in CSV file IMPORTANT: Do not edit the layout of the Excel file (e.g. do not change the order of columns inside sheets, delete columns, move columns between tabs, change column names or leave blank spaces). If you do, the data will not be correctly reflected in the system. Current User IDs: Fill in current user IDs in column C. New User IDs: Fill in new user IDs in column D. 15

16 3. Register new information Upload the CSV file from the ID Conversion button on either the Teacher List or the Student List. Individual editing You can also edit user IDs individually. From the Administrator menu, click on either Teachers or Students and click on a user s username to edit it. 16