RoboKind Central for Administrators

Roles & Permissions

Many of the rostering responsibilities are restricted to user accounts with the role of administrator. As such, the person(s) who will be responsible for creating students and classrooms will need to be configured as administrators before they will be able to perform the duties described in this document. Role Permissions

The Main Display:

• The top bar of the web page includes the name of the organization to which a user is authenticated, and a log out option.

• The main display consists of a side bar on the left for Managing Organizations, Customer Resources, and Help. Please explore each of these to familiarize yourself with the available options.

If a user responsible for rostering duties does not have the “Manage Organizations” menu in their RoboKind Central 3.0 sidebar, they should contact their organizations admin or their RoboKind Account Manager for help.

• The command bar for RoboKind Central has options for searching within the contents of the organization, and for filtering the results using more granular details. The show inactive option under filters is useful for viewing and possibly reactivating any deactivated entities.

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Browsing organizational structure:

The structure of your organization will depend on if you are using a simple, flat structure where all entities are created under the top level of the organization, or if your organization is structured into a hierarchy, which can make management easier when there will be large numbers of classrooms, students, and/or staff members.

Quick Actions Menu:

Administrators will see the following options under the Quick Actions tool bar on the right:

• The Add New button will add entities at the TOP level of the organization. (Details in the Creating New Roster Entities section)

• The Upload Roster button will upload a Zip file in the OneRoster 1.1 format into the top level organization. See Upload Roster - Bulk Data Load into RoboKind Central 3.0 for details.

• The Generate Report button will create a data file including lesson results for all students within the organization.

• The Welcome E-mails button will send a RoboKind welcome e-mail to all user accounts who have never activated their accounts on RoboKind. These e-mails will go out for all users at the top level organization and also for sub organizational units. Before using this option, it is recommended to deactivate any staff users who should no longer be active in the system.

Creating New Roster Entities (administrators)

How to add an entity at the current or single organization level:

If you have a flat organization where all users, students, teachers, and classrooms are created at the same level, then you will create all new entities at the top level of your organization using the Quick Actions - Add New button.

Adding an entity within a child organization:

To add a student, teacher, or other object inside of an organizational unit, use the action menu (the “…” button on the right side of the Organization List) and then click the Create New Child option as shown below:

Create New wizard:

Select the type of entity being added:

Creating child organizations:

If you are creating an organization structure that is complex or more than 2 levels deep, it is recommended that you contact RoboKind in advance to ensure that the structure will meet your needs.

• When creating an organization, only the organization name and type are required.

• The available type fields of School, Department, Teacher, and Special Organization are all functionally the same within RoboKind Central 3.0, however it is recommended that you select the type description that most accurately represents what will be contained within that organization sub unit.

• The organization name and type are required fields when creating an organizational entity, the remainder of these are optional.

• In many cases you can leave the Create Administrator Account box unchecked; for example If you will be migrating data from another source (legacy migration, bulk data load, or classlink/clever integration), or if the admin for this entity already exists at a higher level in the organization.

Creating Staff:

• First Name, Last Name, Email, and Role are required.

• The options for role include Administrator, Teacher, and Aide. See Role Permissions for permissions details by staff role.

• Assigning class rooms at this time is optional.

Creating Classroom:

• There is only one required field for creating a classroom - the class room name.

• If assigning students to a classroom at this time, check the box next to their names, and click the add to classroom button. Be sure to scroll down and click Save Classroom.

• If assigning the classroom to one or more teachers, click the Assigned Teachers tab and repeat the process. Be sure to scroll down and click Save Classroom.

Creating Student:

• Only First & Last name are required. The Nickname will default to the first name unless otherwise entered.

• Optionally assign a student to a classroom using the Classrooms drop down.

• Click create.

Managing existing staff, classrooms, and students

Classroom management

• You can expand the list of classrooms by clicking on the + sign next to Classrooms to expand the list.

• Click the … (3 dots) button to see additional options available at the classroom level.

  • If you deactivate a classroom, it can be viewed and reactivated later by adjusting the filters to show inactive records.

• The view/edit info option will allow you to:

  • Rename a classroom (Use with caution, as this could create confusion for other staff members)

  • Add unassigned students to a classroom

  • Remove assigned students from a classroom.

  • Change the list of teachers assigned to that classroom. (We recommend not removing a teacher from a classroom unless that teacher confirms that they are no longer teaching sessions for that classroom.)

  • Be sure to click “save classroom” to save changes, including those made using the Add to Classroom or Remove from Classroom buttons.

Staff Management:

If clicking on the … (3 dots) button to manage a staff member, an administrator will have the following options:

• Change first or last name

• Change the teachers role (which may take effect immediately)

• Change the teachers classroom assignments (which may also take effect immediately).

• Change password - which will queue up a password reset to the e-mail address on file. If the user has never before created a password for their account, then they will receive a “welcome” e-mail with a password set link instead of a “password reset” e-mail.

Student Management:

• The … (3 dots) button can be used on a student to view/edit info or to activate/deactivate as appropriate.

• To view inactive students, use the filters option at the top and check the option for inactive students.

• Classroom assignments can be changed using the classrooms field in View/Edit info.

• There are no e-mail addresses or passwords to worry about at the student level. Facilitators select the student at the time of starting each lesson.

Moving Entities:

You can move a student, staff member, or classroom to a different level of the organization by expanding both the source and the destination organizational units, and then dragging and dropping the entity between organizational units. This can be used to move top level entities to a lower level, or entities needing broader access to a higher level in the organization.