RoboKind Central for Administrators and Managers

Owned by Joshua Jach
Last updated: Aug 10, 2022 by Daniel Crosby (Deactivated)
11 min read

Roles & Permissions

Before creating user accounts for staff users, please consider that only administrators and managers can create classrooms and students. See RoboKind Central Role Permissions for details on available roles.

The Main Display:

  • 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 assistance as they may not have the right type of account. (There is a different menu for teachers and aideshttps://robokind.atlassian.net/wiki/pages/resumedraft.action?draftId=1186595243).

Teacher Tools:

Our teacher tools now includes an expanded list of available resources, including Spanish family newsletters.

 

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.

Single Level Organization Example:

The classrooms, facilitators, and student menu items will not appear until an object with one of these types has been added.

 

Multi-level Organization Example:

With this structure, use extra care to ensure that new entities are created at the desired level within the organization.

RoboKind Web Companion

RoboKind lessons are usually taught using 2 iPad’s (see How to start a Robots4Autism 4.x lesson), howeverwe also now have a web browser version of the application that can replace one of the tablets. Please see How-to Use the RoboKind Web Companion.

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 for details.

  • The Generate Report button will create a data file including lesson results for all students within the organization. We recommend using Microsoft Excel and pivot tables to format the data according to your needs.

  • 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

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 (Administrators only)

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, however it is recommended that you select the type description that most accurately represents what will be contained within that organization sub unit.

  • In many cases you can leave the Create Administrator Account box unchecked; for example if you are the only admin for your organization you will not need any additional administrators.

 

Creating Staff:

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

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

  • Assigning classrooms at this time is optional.

Creating Classroom:

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

  • If a teacher that needs to be assigned is not in the current organization unit, then they will not by default appear in the Available Teachers list. You can expand the list of available teachers by toggling the “All” option.

 

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.

  • Note that the gender, ethnicity, and Identity (formerly diagnosis) fields are now required, however there are “N/A” options in the list if the correct value is not immediately available.

  • 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 administrators and managers 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.

    • If a teacher is itinerant and you need to assign them to a classroom that is in a different organizational unit, then toggle the All flag next to the search button in the Available Teachers section.

 

Staff Management:

If clicking on the … (3 dots) button to manage a staff member, an administrator or manager 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.

 

Managing Robots

To view robots, press the + button next to Robots & Avatars to expand the tree. Initially, customers will see only the serial number of each robot.

Administrators are encouraged to assign friendly names (or aliases) to their robots to help them keep track of where those robots are assigned or located. The name of a building, classroom, or assigned educator are examples of aliases that can make for easier future identification of robots.

Expanding the list of robots and updating the alias

Adding or changing an alias:

Reporting:

IEP Management:

IEP goals allow the RoboKind curriculum to become focused for the needs of the student.

Video summary of changes in RoboKind Central, including student quick report changes and the ability to add and view IEP goals:

Video summary of changes in RoboKind Companion App, including new Up Next & IEP Menu’s, note taking, and more.

  • To assign or view IEP goals for a student, access the IEP page.

  • Any IEP goals already on file for that student in that academic period will be automatically displayed:

  • An updated Generate Reports feature with improved data layout and support for group lessons. With this, administrators and managers can export and analyze lesson usage information. See Generate Report (Export Data) for more information.

 

 

Additional information: